€¦ · Web viewCONTENTS. TAB 1. PLAN SUMMARY. Ward/Neighborhood Block Map (color)1-1. Ward...

CONTENTS

TAB 1 PLAN SUMMARYWard/Neighborhood Block Map (color)............................................1-1Ward Emergency Preparedness & Response Plan.........................1-2Preparing for Emergencies..............................................................1-2Responding to Emergencies...........................................................1-4Priority Actions in an Emergency.....................................................1-5Communications..............................................................................1-6Kaysville South Stake Emergency Preparedness Plan...................1-7General Handbook excerpts regarding EP......................................1-9Guidelines for use of meetinghouses as emergency shelters.......1-10Stake and Ward Emergency Planning Guide................................1-11

TAB 2 COMMUNICATIONSIndex................................................................................................2-1

Section 1 Block Captains/Assistants...............................................................2-2Ward Command Post......................................................................2-2Stake Emergency Communications Specialist ...............................2-2Assigned Radio Frequencies ..........................................................2-3Communications in Technical Detail (HAM radio)...........................2-3Communications 101 (Guidelines for Using 2-Way Radios)............2-5Radio Test Script.............................................................................2-8

Section 2 Ward Communication Plan .............................................................2-9 Form 1 Report to Stake Operations Center ..............................................2-10 Form 2 Communications Log ....................................................................2-11

TAB 3 SPECIAL NEEDS AND RESOURCESIndex................................................................................................3-1

Section 1 Ward Special Needs Locator Map ..................................................3-2 Form 1 Special Needs Assessment Form....................................................3-3Section 2 Emergency Preparedness Committee (Ward Council) Roster........3-4Section 3 Block Assignments, Block Captains, Contact Info...........................3-5Section 4 Community Emergency Needs Assessments

Household Composition Summary..............................................3-8 Human Resources Summary.....................................................3-10 Equipment Summary.................................................................3-13

Form 5 Human Resources (Blank)............................................................3-16 Form 6 Equipment Resources (Blank).......................................................3-17

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TAB 4 WARD COUNCIL RESPONSIBILITIESIndex................................................................................................4-1

Section 1 Ward EPC Organization Chart........................................................4-2Section 2 Bishopric’s Responsibilities ............................................................4-3 Form 2a Deceased and Missing Report .......................................................4-4 Form 2b Summary of Needs and Evaluation Worksheet ..............................4-5Section 3 High Priests Group Leader Responsibilities....................................4-8 Form 3a Evacuation Report ..........................................................................4-9Section 4 Elders Quorum President Responsibilities ...................................4-10 Form 4a Damage Report ............................................................................4-12 Form 4b Property Assessment and Work Order..........................................4-13Section 5 Relief Society President Responsibilities.......................................4-14Section 6 Ward Preparedness Coordinator Responsibilities.........................4-16Section 7 Ward Mission Leader Responsibilities...........................................4-18Section 8 Young Men President Responsibilities..........................................4-19Section 9 Young Women President Responsibilities ....................................4-20Section 10 Primary President Responsibilities................................................4-21

CERT Letter to families.................................................................4-22 Form 7a Family Emergency Care Form (Blank and Completed).................4-23

TAB 5 MEDICALIndex................................................................................................5-1

Section 1 Ward Emergency Medical Care ......................................................5-2Section 2 Stake Level Emergency Medical Care ............................................5-3 Form 2a Injury Report ...................................................................................5-4Section 3 Field Guide to Emotional Trauma Counseling.................................5-5

TAB 6 BLOCK CAPTAIN’S HANDBOOK

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INTRODUCTION

This plan was developed in correlation with community plans for emergency preparedness.

This ward plan supports the stake and region plans and is supported by the Block Captain/Assistant Block Captain Handbook and the Family Emergency Preparedness Handbook. These five documents are inseparably connected, one not being fully functional without the others.

Every member of the Ward Council needs a copy of this entire document. The bishopric, Ward Emergency Preparedness Coordinator (EPC) and all other members of the Ward Council Committee need to understand the philosophy and order of operations contained herein. Any member of the committee could be called on to run the Ward Command Post depending on who is available during times of emergency. They should also be familiar with the contents of the Bishop’s Binder that contains important information pertaining to emergency response that is not contained anywhere else. The EPC should assist them in the review using the Master Copy maintained by the EPC and used to update the other three copies. When callings and releases occur, the passing of these binders should prompt questions and reminders of required training. The stake high councilor over Emergency Preparedness and his specialists are always available to conduct training for the whole committee or any part thereof, especially newly called members.

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Map of neighborhood (ward) with blocks

numbered and color coded

WARD / NEIGHBORHOOD

EMERGENCY PREPAREDNESS AND RESPONSE PLAN

This plan has been developed using guidelines from Church policy and integrates 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 is carried out through existing Church organizations in coordination with the local communities. The Ward Council, under the direction of the bishop, is utilized in these efforts.

PREPARING FOR 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 Civil Disorder Terrorist Acts

Pandemic Nuclear incidents

The Ward Council will regularly review: Ward Emergency Preparedness and Response plan as directed by the stake

president and coordinated through the high councilor assigned the Emergency Preparedness portfolio.

Update Special Needs Assessment, Human Resource Lists and Equipment Lists. Efforts to instruct, inspire, and train families to successfully prepare for

emergencies. Efforts to ensure that preparation occurs within the home. Communication plans, as outlined in TAB 1, if phones are not working. Resources in the ward to prevent and relieve emotional trauma. (TAB 5

SECTION 3) Plans to assist and support preparations within the ward. Progress toward encouraging members to acquire a Three Month Rotational

Food Supply, a Year’s Food Supply, water, clothing, and where possible, fuel and to prepare for the expected emergencies through:

--Sacrament meeting talks.--Firesides.--Melchizedek Priesthood quorums through lessons and home teaching messages.--Relief Society lessons, visiting teaching, and activities

--Young Men, Young Women lessons, scouting, and activities.

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--Family Home Storage and Wet Pack canning opportunities.

Block Captains and Assistant Block Captains

Block Captains/Assistant Block Captains are called and 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. They should 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.)

Major Considerations

Assignments should be made to assist each family who may not be able to care for themselves. (Refer to TAB 2 for the Special Needs Form as well as a current Ward Pin Map with special needs highlighted)

Identify those in the ward with special skills or equipment who could be helpful in an emergency. (TAB 2 contains the Human Resource Lists and the Emergency Equipment Lists)

Any member of the Ward Council should be prepared to be dispatched as a Block Captain if required. (Have a spare/blank Block Captain’s Handbook in their binder and be C.E.R.T trained)

Establish methods of communication to be used in the ward if commercial communications are out. (TAB 1 contains both the Ward & Stake Portion for your information)

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RESPONDING TO 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).

COMMERCIAL COMMUNICATIONS

AvailableThe Bishop or his representative will use the Ward Emergency Calling List to activate the Ward Command Post or to alert those involved in an emergency situation.

UnavailableThe failure of commercial communications in and of itself does not constitute an emergency, unless it is combined with another significant abnormal event. When in doubt, report.

The Ward CouncilThe Ward Council, after ensuring its own family members are cared for will convene to:

Establish the Ward Command Post (WCP). (When in doubt, report) Establish an Emergency Communications Center and attempt contact with

the Stake Operations Center (SOC). 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.

LeadershipDuring an emergency all members of Ward Council may not be available. If a presiding priesthood authority is absent, the following order should be observed to determine who directs response efforts until a presiding authority is present:

1. Bishopric2. High Priest Group Leadership3. Elders Quorum Presidency4. Relief Society Presidency

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PRIORITY ACTIONS IN AN EMERGENCY

1. 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 4-9) 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 (page 2-10).

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 4-12, 4-13).8. If necessary, establish a shelter in a safe location. (Lacking SOC guidance and

as a last resort)

The Block Captain assignments are for this “first response” effort. Upon completion of this “first response” effort, the priesthood stewardships of home teaching, visiting teaching and ward mission activities take over. Results of these priesthood and Relief Society assignments serve to nurture and spiritually strengthen households. However, Block Captains may still play a role, especially in communications and coordination.

The Bishopric in coordination with the EPC will determine assignments for preparation and training as well as responsibilities during an emergency which may include: First Aid Assistance Food Preparation Temporary Housing

Child Care Sanitation Special Needs

Recreation

TAB 4 outlines responsibilities involving Ward Council Members. These guidelines help maintain uniformity throughout the stake, however, some modifications within the ward might need to be made depending on your particular circumstances.

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COMMUNICATIONS(See also TAB 2)

During an emergency, the Ward Command Post maintains communications with the Stake Operations Center by phone or cellular service, if available. The ward executive secretary will assist in coordinating communications. If phone service is not available, communications will be via FRS radios or runners in case of radio failure. The Young Men and Young Women under the direction of the Young Men’s President may serve as runners. 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 Council 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 TAB 1.

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.

The location of the Ward Command Post is:

__________________________________________________________

Ward Command Post Alternate LocationThe bishop will designate an Alternate Ward Command Post if the primary location is unusable. A complete set of publications must be in both locations. This location must not be in the same neighborhood as the primary location. It is located at:

__________________________________________________________

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KAYSVILLE SOUTH STAKE EMERGENCY 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. Because these five plans are inseparably connected—one not being fully functional without the other, these plans will be implemented as a whole. 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 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 acts as the Ward Emergency Response Committee. Each auxiliary is given a specific responsibility to fulfill during the event and recovery of an emergency. This effectively organizes and energizes the Ward Council to fulfill the mandate given them (see Handbook 2, 5.2.11). During an emergency, the ward 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 thereby provides continuity and standardization throughout the stake during an emergency. The Stake Operations Center 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 recourses between wards as necessary.

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http://www.providentliving.org/

Communication Plan OverviewMultiple channels of communication will be established so as 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 monthly 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

organizing and training the Ward Council to effectively fulfill their assigned responsibilities in accordance with the Ward Plan.

The Ward Emergency Preparedness Coordinator will meet with the Ward Council monthly. This provides a time where the monthly training they have received from the stake can be passed to the ward.

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 the stake and ward leaders. Under the direction of the Ward Council, Block Captains will update all vital information

suggested by Church documentation and suggestions (i.e. special needs, disabilities, equipment and skills).

Family Under the direction of the Ward Council, families will be taught and challenged consistently in

their preparedness efforts.

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EXCERPTS FROM THE CHURCHGENERAL HANDBOOK OF INSTRUCTIONS

Book 1, Section 5

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

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.

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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.

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Stake and Ward Emergency Planning Guide (PDF) page 1

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Stake and Ward Emergency Planning Guide (PDF) page 2

TAB 2COMMUNICATIONS

Section 1 Block Captains/Assistants.................................................2-2

Ward Command Post........................................................2-2

Stake Emergency Communications Specialist .................2-2

Assigned Radio Frequencies ...........................................2-3

Communications in Technical Detail (HAM radio).............2-3

Communications 101 (Guidelines for Using 2-Way Radios)............................2-5

Radio Test Script...............................................................2-8

Section 2 Ward Communication Plan ..............................................2-9

Form 1 Report to Stake Operations Center ................................2-10

Form 2 Communications Log .....................................................2-11

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Tab 2 Section 1COMMUNICATIONS

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 Ward EPC 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 Council 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 Specialist is 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 Specialist is 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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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

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 within the SOC or the alternate SOC. 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) [Stk Ops Ctr].

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, Stk Ops Ctr)

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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 Ward Council 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 Council 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 Area Command Post closing the Radio Net.

Thank you for your participation and good night.

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TAB 2 Section 2

Ward Communication PlanEach Block Captain and all members of the Ward Council will 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.

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). 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 (Under the direction of the Young Men’s/Young Women’s Presidents) is to be dispatched.

Possible runners in the neighborhood:

Name Address Phone #

Ward Command Post Telephone (801) __________________

Ward Command Post radio frequency: Channel ___, Privacy code ___ (Alternate ___, ___)

Stake Operations Center frequency: Channel 1, Privacy Code 23

2-9

TAB 2 Form 2a

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 Member Property

Actions Being Taken to Help Those in Distress:

Needed Assistance that is Unavailable Locally:

2-10

TAB 2 Form 2bCOMMUNICATIONS 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. ________________________________________________________________

20. ________________________________________________________________

2-11

TAB 3SPECIAL NEEDS AND RESOURCES

Section 1 Ward Special Needs Locator Map..........................3-2

Form 1 Special Needs Assessment Form............3-3

Section 2 Ward Emergency Preparedness Committee(aka Ward Council) ROSTER.................................3-4

Section 3 Block Assignments and Contact Info.....................3-5

Section 4 Community Emergency Needs and Resources(Summarized from Block Captains’ Form 2)

Household Composition Summary..................3-8

Human Resources Summary.........................3-10

Equipment Summary.....................................3-13

Form 5 Human Resources (Blank).................3-16

Form 6 Equipment Resources (Blank)...........3-17

3-1

3-2

Insert here:

Ward special needs locator map

TAB 3 Form 1

3-3

Use this form to update the Special Needs map. Every 6 months, forward a copy of your current map to the Stake with the Special Needs Families highlighted. 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.)

WARD EMERGENCY PREPAREDNESS COMMITTEE (aka WARD COUNCIL) ROSTER

Position Name Home Phone Cell phone EmailBishopBprc First CounselorBprc Second CounselorExecutive SecretaryWard ClerkHigh Priests Group Leader HPG First Assistant

HPG Second AssistantElders Quorum President EQP First Counselor EQP Second CounselorRelief Society PresidentYoung Men’s PresidentYoung Women’s PresidentSunday School PresidentPrimary PresidentWard Mission LeaderHigh Council Rep

3-4

TAB 3 Section 2

3-5

Insert here:

List of Block Captains, Household Block Assignments, and

Contact Info (page 1)

3-7

Insert here:



Insert here:



3-8

Insert here:

Form 2 Summary:Household Composition,

page 1

3-10

Insert here:

Form 2 Summary:Household Composition,

page 2

Insert here:

Form 2 Summary:Human Resources,

page 1

3-11

Insert here:


page 2

3-13

Insert here:

Form 2 Summary:Equipment,

page 1

Insert here:


page 3

3-14

Insert here:


page 2

3-15

Insert here:


page 3

TAB 3 Form 5

3-16

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. Do not submit a copy of Forms 2 to the SOC

TAB 3 Form 6

3-17

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. Do not submit a copy of Forms 2 to the SOC

TAB 4

WARD COUNCIL RESPONSIBILITIES

Section 1 Ward Council (EPC) Organization Chart................................4-2

Section 2 Bishopric Responsibilities ..................................................4-3

Form 2a Deceased and Missing Report ...............................................4-4

Form 2b Summary of Needs and Evaluation Worksheet .....................4-5

Section 3 High Priests Group Leader Responsibilities......................4-8

Form 3a Evacuation Report .................................................................4-9

Section 4 Elders Quorum President Responsibilities .....................4-10

Form 4a Damage Report ....................................................................4-12

Form 4b Property Assessment and Work Order.................................4-13

Section 5 Relief Society President Responsibilities........................4-14

Section 6 Ward Preparedness Coordinator Responsibilities..........4-16

Section 7 Ward Mission Leader Responsibilities.............................4-18

Section 8 Young Men President Responsibilities.............................4-19

Section 9 Young Women President Responsibilities ......................4-20

Section 10 Primary President Responsibilities...................................4-21

CERT Letter to families.........................................................4-22

Form 7a Family Emergency Care Form (Completed & Blank)............4-23

The Ward Council is the Ward Emergency Preparedness Committee. Bolded sections above discuss the specific responsibilities of the Ward Council member listed, and are followed by the forms needed to carry out the responsibilities of that position.

4-1

TAB 4 Section 1

4-2

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 and gives Direction

EXECUTIVE SECRETARY

Learn how to use radios and assist EPC with Radio

Net

In Conjunction with Bishopric & EPC develop and maintain

a Radio Communications System in the Ward

Disaster Reporting

TAB 4 Section 2

Bishopric Responsibilities

This Bishop is responsible for the development and implementation of the Ward Emergency Preparedness and Response Plan, as well as the training of Ward members.

The Bishop organizes his “staff” along CERT guidelines as Director of the Ward Command Post. During a disaster, know where all families are and their physical condition. Assist the families with available resources in the location of missing family members and provide for

search and rescue efforts. Maintain a centralized list 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).

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

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).

Provide emotional and spiritual strength to ward members.

Executive Secretary: During an emergency, as directed by the Bishop, direct and maintain communication systems and

coordinate emergency response.

4-3

TAB 4 Form 2a

4-4

4-6

Insert here:

Tab 4 Form 2Summary of Needs and Evacuation Worksheet,

pre-populated with household block

assignments(page 1)

4-7

Insert here:



assignments(page 2)

Insert here:



assignments(page 3)

TAB 4 Form 2

High Priest Group

Know whichHomes are

vacant(Evacuation

Report)[See Elder’s

Quorum Pres.]

Assist EPC in seeing that Block

Captain and Assistants are

assigned for each block.

Knowalternative

housingoptions

Assist Block Captains and Assistants to take a

Household Identification Form to each home in their

block and complete it

Learn how to use radios and assist EPC

with Radio Net.

WardClerk

Assign temporaryhousing where needed.

(See Relief Society)

Help EPC prepare and maintain Ward Map Highlighting Areas of

Special Needs

Assist Elders in clean-up and coordinate

volunteer forces

TAB 4 Section 3

High Priests Group Leader Responsibilities

Identify Emergency housing for those in need and assign temporary housing where needed. (Coordinate with Relief Society)

Help EPC prepare and maintain Ward Pin maps. Recommend Block Captains and Assistant Block Captains. Coordinate volunteer work forces for emergency activities to assist Elders.

4-8

TAB 4 Form 3a

4-9

Elders Quorum

Provide security presence

Develop and implement a

Plan forProtection

Know who should be in the area

Know whichhomes are vacant

(Evacuation Report)[See High Priest

Group]

Sanitation and supplies

Insure safetyfrom

contamination.

Prepare and maintain group sanitation facilities

Work assignments

With High Priests, coordinate volunteer work force

Estimate damage and needed repairs (Damage

Report)

First AidMedical

Care

Provide water

purification and guidance

Maintain water supplies, cooking facilities, etc. evacuatio evacuationnEstablish

First AidMedicalStation

Injured(Fill outinjuryreport

Provide training in First

Aid

Clean up and repair homes


Net.

Assist EPC in seeing that Block Captain and Assistants are assigned for each block

TAB 4 Section 4Elders Quorum President Responsibilities

Develop a plan for the security of church buildings. Develop a plan for protecting evacuated homes in the ward. Develop a plan to distribute food and supplies if evacuation center is established or

families are displaced. (Coordinate w/ R.S. Pres.) Protect against contamination. (This includes the contamination from dead animals,

polluted water supplies, and waste disposal service if evacuation center is established) Responsible for water supply if evacuation center is established. Provide purification

training and guidance. (This would include the teaching of proper water purifications methods)

Meeting needs in the event that the sewer system is not functioning if evacuation center is established or families are displaced.

4-10

Prepare for the development of mass latrine and other sanitation needs. Keep a record of property damage.

Help clean up from the disaster. Training ward members in First Aid. Recommend Block Captains and Assistant Block Captains.

4-11

TAB 4 Form 4a

4-12

TAB 4 Form 4b

4-13

Relief Society President

EnrichmentCounselor

Special Needs

EducationCounselor

Mass feeding

Ascertain individual abilities.

Work with Bishop.

Arrange for and distribute bedding and clothing and plan for laundry and cleaning needs (if evacuation center is established or families are displaced).

Arrange for places for the displaced to stay (see High Priests Group).

Supplies and clothing

Food preparation (if evacuation center is established or families

are displaced).

Primary Presidency

Care of children whose parents are deceased or missing until a relative can take custody.

Arrange for food, care, and activities for children under the age of 12 if evacuation

center is established.


with Radio Net.

Assist EPC maintain Family Information

Forms.

Assist EPC in seeing that Block

Captain and Assistants are

assigned for each block

TAB 4 Section 5

Relief Society President Responsibilities

Update Special Needs Assessment form (Bishop’s binder TAB 2 Form 4) every 6 months; submit update at Stake conference time.

In an emergency, assist in matching the needy with police, hospital, and doctor needs.

4-14

Provide back-up supplies for cleaning the Evacuation Center if established. In case of injury or illness of adult household members, assist in covering family needs. In the event that one or both of the heads of the home are needed because of their skills

in community emergency service, see to their family’s needs. Assist Bishopric as needed. Arrange for food and bedding for those displaced and see to their needs for a place to

stay. (Coordinate with High Priest Group Leader) Develop a plan for mass feeding, gathering supplies, and food preparation in case an

evacuation center is established. Plan laundry distribution and cleaning needs if an evacuation center is established or

families are displaced. Care for children of deceased or missing parents. Assist parents with care of children if evacuation center is established. Assist EPC in seeing that Block Captain and Assistants are assigned for each block

1. Food Preparation for evacuation center if established1. Obtain supplies for group feeding, including large cooking containers and

cooking equipment.2. Assign others to help.3. Prepare menus for mass and individual feeding.4. Know your food sources.5. Develop a plan for mass feeding.6. Gather and Distribute food for individual families if displaced.

4-15

TAB 4 Section 6

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 Preparedness and Response 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:

1. The Bishop’s home. 2. The Ward Command Post 3. The Ward Alternate Command Post 4. The EPC’s home. This copy is a Master copy that is

used to update the other three books. Family Emergency Preparedness Handbook (Preparing Your Ark)

Distributed to Ward area families by Block Captains. Block Captain’s/Assistant Block Captain’s Handbook

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 Council 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.

4-16

o Assures that all various aspects of Ward Preparedness are discussed in the monthly Ward Council meeting to include but not limited to:

Food storage and preparation (Relief Society) Child Care (Relief Society) Emergency housing (High Priests) Emergency sanitation (Elders Quorum) Emergency medical procedures Emergency Communications Emergency Security

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

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

4-17

Ward MissionLeader

Assist EPC in seeing that Block Captain and Assistants are assigned for each

Block

Assist EPC, Block Captains and Assistants in taking a Household Identification

Form to Each Home in their Block and Complete It


with Radio Net.

TAB 4 Section 7

Ward Mission Leader Responsibilities

Recommend Block Captains and Assistant Block Captains Visit nonmember households with Block Captains. Assist the Block Captains and Assistants in Distributing Family Emergency Handbooks to

new move-ins. Monitor needs of non-members during emergency. Insure no proselytizing occurs in conjunction with Emergency Preparedness efforts.

4-18

Communications Sanitation First Aid

Under the direction of the Elders Quorum,

help build latrines

Train Young Menin sanitation principlesand water purification

Keep YM current in

their First Aid training

Assist in thetransport

of the injured


with Radio Net.

Young Men President

TAB 4 Section 8

Young Men President Responsibilities

Support the Area (Ward) Command Post with Communication needs. Train the Young Men to support the Elders in sanitation and water purification needs. Keep the Young Men current on their First Aid skills. As needs arise, organize young

men to assist in moving the injured.

4-19

Young Women’s President

First AidCommunications

Keep YW current in their First Aid training


Net.

Assist RS & with food preparation and Primary with

childcare as needed

TAB 4 Section 9

Young Women President Responsibilities

Support the Area (Ward) Command Post with Communication needs. Train the Young Women to support the Relief Society with food preparation and to

assist the Primary with childcare as needed in an emergency. Keep the Young Women current on their First Aid skills.

4-20

Primary President

Communications


Net.

Childcare

In an emergency, supervise child care,

feeding, transportation, and activities as needed within the Evacuation

Center

Supplies and clothing

Dispense clothing and other supplies

Compile a list of those who have extra clothing,

bedding, etc.

Organize laundry services

Update the Family Emergency Care Form with parents annually

TAB 4 Section 10

Primary President Responsibilities

1. Child Care as neededa. Have a list of homes that will take children. (See Ward Pin Map or Form 2).b. Assign children to homes and transport them to the homes.c. Set up and prepare for child care.d. Be in charge of feeding, care and activities within the Evacuation Center.e. Arrange for relatives to take children as needed. (See the District One letter and

Family Emergency Care Form (TAB 4 Form 7a) on the next two pages and maintained in the Bishop’s Binder)

f. Update the Family Emergency Care Form with parents annually during the oldest child’s birth month.

2. Supplies and Clothing if evacuation center is establisheda. Dispense clothing and other supplies.b. Have a list of those who have extra clothing, bedding, etc.d. Be in charge of assigning laundry needs.

4-21

Kaysville Community Emergency Response Team (CERT) District Four

June 11, 2013

Dear Parents,

The purpose of the community emergency preparedness program is to assist citizens prepare for and respond to emergencies that may affect our communities and neighborhoods, such as earthquakes, fires, floods and other catastrophes. In conjunction with Kaysville City, we have established a neighborhood structure that will interface with local emergency response teams and will also enable friends and neighbors to marshal their resources and expertise to assist one another. The program could be characterized as “neighbors helping neighbors.” As part of this emergency response plan, we have organized our neighborhoods into “blocks,” have asked persons to serve as Block Captains and Assistant Block Captains, have asked Block Captains to gather information and coordinate assistance, and have implemented an emergency response communication system.

Your Block Captain/Assistant Block Captain has been asked to collect information about his/her neighbors that could be valuable to your neighborhood in times of emergency. Your Block Captain should have asked you about any skills and equipment you would be willing to share with your neighbors during such times.

As part of this effort we are very concerned about your young children. They could need considerable care and assistance if they were at home during an emergency and you were either injured or unavailable to care for them. The purpose of the attached form is to give parents the opportunity to provide information about their children that could be made available to doctors, hospitals and emergency personnel in the event of a neighborhood emergency. This information will be maintained in the Area Command Post and will be accessed and made available only in the event of the types of community emergencies described above.

We realize there is information on this form that is personal and perhaps sensitive. If you are uncomfortable providing any such information about your children, please feel free to leave that area blank. If you do not want the form on file at all, that is also your choice. If you decide not to participate in this part of the program, your Block Captain and neighbors will still try and provide for your children as best they can; however, the lack of critical information about your children could affect their ability to do so. By electing to complete this form and giving it to your Block Captain, you authorize us to use and disclose this information in the event of an emergency, including giving it to doctors, hospitals or other emergency personnel.

We know the information on this form will change from time to time and encourage you to update it as needed. For example, if your child develops special medical needs or requires special medicines after you initially complete this form, you will need to contact your Block Captain and ask to update the information for your child. Conversely, if your child no longer requires any special medical attention that you previously listed, you should contact your Block Captain to make the necessary changes. We will endeavor to have you review this form periodically, but it is your responsibility to ensure that the information on the form is accurate and updated as needed. To help you remember, we would suggest you set a certain time each year to do this, such as child’s birthday or a particular holiday or other event.

If you have questions, comments or concerns about this form, please feel free the contact me.

Sincerely,

Troy PorterKaysville CERT District 4 Phone: 801.809.0413

4-22

TAB 4 Form 7a (Confidential)(May be maintained in a separate binder)

FAMILY EMERGENCY CARE FORM (CHILDREN UNDER 12)

Date Completed: ______________

PARENT/GUARDIAN______________________________________________Address: ________________________________________________________Home Phone: _____________________ Cell: __________________________

CHILD AGE SPECIAL NEEDS/ALLERGIES/MEDICATION

Employer Address PhoneFather

Mother

Alternative Caregiver/Neighbor: ______________________________________Phone: ______________

Emergency Contact: _______________________________________________Phone: ______________

Out-of-town Emergency Contact: ______________________________________Phone: ______________

School(s):________________________________________________________Phone(s):________________________________________________________

Family Physician: __________________________________________________Phone: ______________

4-23

TAB 5

MEDICAL PLAN

Section 1 Ward Emergency Medical Care ......................................5-2

List of Ward Medical Personnel.......................................5.2

Section 2 Stake Level Emergency Medical Care.............................5-3

TAB 5 Form 2a Injury Report........................................5-4

Section 3 Field Guide to Emotional Trauma Counseling.................5-5

5-1

TAB 5 Section 1

Ward 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: acetominophen, ibuprofen, aspirin, naproxen Antihistamines: benadryl, chlortrimeton, claritin Albuterol, advair or asmanex for asthmatics Epidpen for allergic reactions 1% hydrocortisone cream Dermabond Duct tape Imodium, Pepto-bismol

List of Ward Medical Personnel

Physicians

Nurses

Others

5-2

TAB 5 Section 2

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.

5-3

TAB 5 Form 2a

5-4

TAB 5 Section 3

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.

5-5

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.

5-6

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.

5-7

BLOCK/ASSISTANT BLOCK CAPTAIN’S HANDBOOK

EMERGENCY PREPAREDNESS AND RESPONSE PLAN

DISTRICT 4(KAYSVILLE SOUTH STAKE)

This plan was developed in correlation with community plans for emergency preparedness.

This Block/Assistant Block Captain’s Handbook is supported by the Family Emergency Preparedness Handbook and is an extension of the Area (Ward) Emergency Preparedness and Response Plan which in turn supports plans of a similar nature at the District (Stake) and region level. These five documents are inseparably connected, one not being fully functional without the others.

Block/Assistant Block Captain’s Handbook

SECTION 1 Instructions

SECTION 2 Area (Ward) Communication Plan

SECTION 3 Family Emergency Response Color Codes

SECTION 4 List of Block Household Assignments (Form 1)

SECTION 5 Completed “Community Emergency Needs and Resource Assessment” (Form 2)

SECTION 6 Working copies of “Block/Assistant Block Captains First Response” (Form 3)

SECTION 7 Working copies of “Property Assessment and Work Order” (Form 4)

SECTION 8 Blank Master Copies of Forms 2-4

Form 2 Community Emergency Needs and Resource Assessment

Form 3 Block/Assistant Block Captain’s First Response

Form 4 Property Assessment and Work Orders

SECTION 1

Instructions for Block/Assistant Block Captains

The assignment as Block/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.

Prior to an Emergency:

Meet with the other Block Captain or Assistant Block Captain assigned to your block and become acquainted with members assigned to your block.

Be sure every family in your block has a copy of the Family Emergency Preparedness Handbook. When someone moves into your block, request from your Ward Emergency Preparedness Coordinator a copy of this handbook and make arrangements to deliver it to the new family in a timely manner. Introduce yourself as their Block/Assistant Block Captain, briefly walk them through the handbook, and give them an overview of the neighborhood emergency plan. Suggest they place the Family Emergency Preparedness binder in a readily accessible place (i.e. top of fridge, front closet, etc.).

As you visit each family in your block, take a blank copy of the Community Emergency Needs and Resource Assessment (Form 2). Explain the program and invite them to fill out the form (all participation is voluntary), helping them as needed. Make two copies of each completed Form 2. Give one copy to your Ward Emergency Preparedness Coordinator, and the second copy to the Block Captain or Assistant Block Captain that serves with you. Keep the original copy in Section 3 of this handbook.

Set a goal to participate in the Community Emergency Response Training (CERT). Information on this training will be announced periodically through your Ward Emergency Preparedness Coordinator.

Remain familiar with the people in your block. Visit them occasionally and review the program with them. If they are interested, invite them to become C.E R.T. trained. This training is valuable for all adults. Stay abreast of their needs. This will probably be your most important asset to them when an emergency arises. Make sure they understand the Family Emergency Response Cards.

During an Emergency:

Whenever there is anything that might constitute an emergency—natural disorder, utility outage, chemical spill, robbery, missing child, etc. or anything out of the ordinary—heavy wind, rain, snow, etc. you should immediately turn your radios on. The rule of thumb is when in doubt, turn on your radio.

After an emergency your role is as Block/Assistant Block Captain is to assess the people and the property within your block.

After making sure your own family is safe and secure, immediately begin checking your block area.

Taking your radio and the Block/Assistant Block Captain’s First Response Form (see Section 6, Form 3), as quickly as possible scan your entire block assessing the conditions and needs of each home and household:

o Locate the Family Emergency Response Card (or colored flagging) that should be displayed somewhere on the front of the home. If you see neither of these, take necessary steps to determine the condition of each home and family. DO NOT ENTER HOME IF THERE IS MAJOR STRUCTRUAL DAMAGE.

o Depending on the emergency, you may come across people that are injured. Using your best judgment, decide who needs immediate aid and who can wait. Follow the steps below to efficiently assess and respond to the needs of injured persons:

Triage Decision Flow Chart

1. Breathing 2. Bleeding 3. Shock

o Check gas, water & electricity to see what needs to be shut off, etc.

o Continue going to each residence in your block until a Form 3 has been completed for each household.

o After checking each residence in your block, assist those families displaying Red Cards first.

o Communicate as required to obtain support with other neighbors (as available) and your Area (Ward) Command Post when it becomes available. If communication is possible, report only life-threatening situations at this time.

o After the Red Card needs have been met, serve the needs of those displaying Yellow Cards.

o When all possible forms are completed, deliver or report the information to your Area (Ward) Command Post. Request assistance as needed, or offer help to others when your block is stabilized.

Ward Command Post Location: ____________________________________

Alternate Ward CommandPost Location: _________________________________________________

After an Emergency:

Complete a Property Assessment and Work Order Form (see Section 7, Form 4) for those whose property has sustained damage and assistance is needed.

Turn this form into the leaders at the Ward Command Post.

Keep your radio on continually until notified that you no longer need to do so, or until the Command Post is officially shut down.

Assist others as directed by your Ward Command Post.

SECTION 2

Area (Ward) Communication Plan

Each Block/Assistant Captain and all members of the Ward Council will be equipped with two-way radios. Each radio holder is responsible for having fresh batteries and keeping spare batteries (minimum of 3 sets) on hand at all times.

The Area (Ward) Command Post will control traffic on the Area (Ward) Radio Net.

Should the Block/Assistant Block Captain not be able to contact the Area (Ward) Command Post, an attempt should be made to contact other block captains to relay the information by their radio. If this fails, a runner is to be dispatched.

Possible runners in the neighborhood:

Name Address Phone #

Command Post Telephone:

Command Post radio frequency: Channel ____, Privacy code ____ Alternative: Channel____, Privacy code ____)

District (Stake) Operations Center frequency: Channel _____, Privacy Code ____

Radio Checks:In order to maintain operational efficiency and radio dependability, this communication network will be tested monthly. Occasionally, this test will be conducted from the Alternate Command Post.

Monthly Radio Checks occur the __________________ of every month at ________

SECTION 3

Family Emergency Response

To facilitate the civil emergency plan, all residences, with the assistance of Block/Assistant Block Captains, will post their condition by placing a colored sheet or flagging on their front door or window:

Green: “All is well!”

Yellow: “Need help, but not an emergency.”

Red: “Immediate help or critical care is needed.”

Black: “There is a deceased person here.” (May be use In addition to any other colors)

SECTION 4

Copies of Form 1 (Populated List of Block Household Assignments)

*Ward Emergency Preparedness Coordinators will maintain and update this form as necessary and give updated copies to Block/Assistant Block Captains.

SECTION 5

Completed Copies of Form 2(Community Emergency Needs and Resource Assessment Forms)

SECTION 6

Working Copies of Form 3(Block Captain/Assistant Block Captain’s First Response Forms)

*Ward Emergency Preparedness Coordinators will populate these forms with the preliminary household information and provide updated forms as necessary to Block/Assistant Block

Captains.

SECTION 7

Working Copies of Form 4(Property Assessment and Work Order Forms)

*Block/Assistant Block Captains should maintain a blank copy for every home in their block.

SECTION 8

Blank Master Copies of Forms 2-4 (Use to make copies as needed)

Form 2 – COMMUNITY EMERGENCY NEEDS AND RESOURCEASSESSMENT

BLOCK: ____ DATE COMPLETED ______________

NAME: ______________________________

PHONE: _____________________________

CELL PHONES: _________________________________________________

ADDRESS: _____________________________________________________

EMAIL ADDRESSES: ____________________________________________

_______________________________________________________________

Number currently residing at residence _______ Do you have a Family Emergency Preparedness binder? _____yes _____no Are you willing to house another family in an emergency? _____yes _____no Do you own a 2-way radio? _____yes _____no

List any special needs or conditions any member of your household may have during an emergency (oxygen, wheelchair, blind, deaf, life supporting medications, insulin, etc.)

Name Special Needs

During an emergency check which ITEMS you would be willing to share_____Ham Radio_____Alternate Heat Source & Fuel_____Alternate Lighting & Fuel_____Alternative Fuel Stoves & Fuel_____Dutch Ovens_____Large Cooking Pots_____Medical Equipment & Supplies_____Large Electric Fan_____LAN Line Phone

_____Generator_____Chain Saw_____Extension Ladder_____Tractor_____Heavy Duty Truck_____Winch_____Cutting & Welding Equipment_____Utility Trailer

_____Wet/Dry Vacs_____Sump Pump_____Snow Blower_____Carpentry Tools_____Plumbing Tools_____Electrical Tools_____Extra number of Tents_____Extra # of Sleeping Bags

_____CERT Trained_____Physician_____Nurse_____E.M.T. _____First Aid Training_____Health Care Experience_____Ham Radio Skills_____Mental Health Experience

_____Child Care Skills_____Building Contractor_____Building Inspector_____Plumbing Skills_____Electrical Skills_____Carpentry Skills_____Heavy Equipment Operator_____Sanitation Experience

_____Military Experience_____Law Enforcement_____Restaurant Skills_____Mass Feeding Experience_____Mechanic_____Financial Counseling_____Insurance Expertise_____Other (Explain)

During an emergency, designate what SKILLS you would be willing to provide: M=Male [has skill], F=Female [has skill], B=Both [have skill]

Form 3 – BLOCK/ASSISTANT BLOCK CAPTAIN’S FIRST RESPONSE

(During an emergency complete this form first for each household in your block)

PRELIMINARY DAMAGE ASSESSMENT REPORT

Family Name: Date: _________ Time:______ am/pm

Address:

Number of Occupants:

Names:

Any with special needs? ___yes ___no; If yes, name(s): _____________________________

____________________________________________________________________________

Injured at this location? ___yes ___no

If yes, # Immediate need: _____ Delayed need: _____ Deceased: _____

Transported? ___yes ___no; If yes, where?________________________________________

Comments: __________________________________________________________________

____________________________________________________________________________

Damage to Structure: Habitable Minor Major Destroyed

Entered structure? ___yes ___no (Do not enter if major damage)

If yes, Reason for entering? _____________________________________________________

____________________________________________________________________________

Nature of damage / Comments___________________________________________________

____________________________________________________________________________

Utilities: Gas: ___on ___off; Water: ___on ___off; Electricity: ___on ___off

Comments:___________________________________________________________________

Fire: ___yes ___no; If yes, explain size, location of fire, threat to other structures, etc.

Comments:___________________________________________________________________

____________________________________________________________________________

Form 4 – PROPERTY ASSESSMENT AND WORK ORDER

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