Presentation of Our Lady Safety and Emergency Preparedness Plan

Presentation of Our Lady Safety and Emergency Preparedness Plan

February 13, 2019

The Presentation of Our Lady Emergency Management Plan and Procedure Manual is designed to protect the occupants and property of Presentation of Our Lady Parish at the time of and during a threat to the same when faced with an emergency or crisis. 

A shared awareness by staff, building personnel, and ministry heads is important in being prepared to take quick and appropriate action during an emergency situation.  The key to producing a positive outcome during a crisis lies in proper planning and implementation.

This plan is by no means an all-inclusive step-by-step guide.  However, it does prove guidelines for prudent response in a variety of situations which may (and hopefully will not) occur on parish property or in parish buildings.

All those responsible for persons on parish property or in parish buildings, including priests, deacons, staff, volunteer ministry coordinators, teachers and catechists, or expected to be familiar with these guidelines and to review them annually at the beginning of the ministry year (late August/early September) and again at the start of the inclement weather/tornado season (early May). 

The contents of this safety and emergency preparedness plan are:

  • Emergency Personnel and Contact Information                                 Page
  • Incident Command Structure and Communications                           Page
  • Bomb Threat                                                                                       Page
  • Dangerous/Suspicious Person in Building                                         Page
  • Directed Evacuation                                                                           Page
  • Fire or Explosion                                                                                Page
  • Hazardous Material/Biohazard Spill                                                   Page
  • Hostage Situation                                                                                Page
  • Lock-down Procedures                                                                       Page
  • Room Clear                                                                                         Page
  • Secured Room                                                                                    Page
  • Shooting or Stabbing                                                                          Page
  • Suicide Threat or Attempt                                                                  Page
  • Tornado, Windstorm, and Severe Weather                                        Page

 

EMERGENCY PERSONNEL AND CONTACT INFOMRATION

In case of an emergency, the following persons are to be contacted in the ordered listed.

Pastor:                                     Father Edward Poehlmann

                                                970-471-1641

Business Administrator:         Julie Harris

                                                303-534-4882 X119

Building Supervisor:               David Vallejo

                                                303-5527947

Liturgist                                  Eileen Figaro

                                                303-594-9434

Religious Education               Deacon Pablo Salas

                                                303-534-4882 X118

                                                                   

All parish staff should be notified by cell and report to the place indicated by the caller or to the parish office.

 

INCIDENT COMMAND STRUCTURE AND COMMUNICATIONS

EMERGENCY MANAGEMENT TEAM

Incident Commander:                         Pastor, Fr. Ed Poehlmann

Assistant Incident Commander (1):    David Vallejo

Assistant Incident Commander (2):    Business Administrator, Julie Harris

Building Security                                Facilities Supervisor, David Vallejo

  • The above five persons constitute the emergency management team, who will convene at the main parish office. 
  • All other staff persons, unless assigned otherwise, are to assist the emergency management team as directed.

OFF-SITE MANAGEMENT

Off-site Coordinator:                          David Vallejo 

  • The office-site coordinator is responsible to establish the office-site location to which persons will be directed in the event a critical incident is occurring or has occurred because of which the parish property is secured and parishioners prevented from entering parish grounds.
  • He will be assisted by Fr.Ed.

EMERGENCY MANAGEMENT TEAM

Incident Commander:                         Pastor, Fr. Ed Poehlmann

Assistant Incident Commander:         Business Administrator, Julie Harris

Building Security                                Facilities Supervisor, David Vallejo

 

OTHER VOLUNTEERS TO BE REQUESTED TO ASSIST, FOR EXAMPLE, FROM KC?

BOMB THREAT

Recipient of the Threat

1.               Try to engage the caller or person making the bomb threat to get possible clues about the bomb’s location as well as characteristics of the person making the threat (e.g., age, sex, mental state, location, etc.)

2.               If threat is made other than by phone, keep all original documents/information for law enforcement officials.

3.               Remain calm and refer to the Bomb Threat Checklist (next page).

4.               Call 911 immediately and notify appropriate parish personnel.  Use land line off site if possible.

5.               Avoid running and other movement, since they can detonate some devices.  Keep all movement to a minimum.

6.               Scout your area, looking for any out of place or unusual objects.

7.               Contact all staff on site and direct them to conduct a search of their immediate area for any out of place or unusual object(s).  Do not touch or move any suspicious object/device.

8.               All persons on site should cease all cell phone calls and turn off all cell phones, pagers, and electronic equipment until cleared by appropriate parish are safety personnel.

9.               All inside doors should remain open if possible.  All outside doors should remain shut.

10.             Appropriate parish personnel should issue a DIRECTED EVACUATION order to remove people from the danger area.

Discovery of suspected bomb or suspicious object

1.               Cease all cell phone and other electronic communications.

2.               Avoid causing vibrations including running and other movements.

3.               Open doors if possible.

4.               Do not touch or approach a bomb or suspicious object/device.

5.               Evacuate people from immediate area as calmly and quickly as possible.

 

DANGEROUS/SUSPICIOUS PERSON IN BUILDING

What:        A person who over-reacts could be someone either with a legitimate purpose at the building or an unauthorized person.  To report the presence of dangerous/suspicious persons in the building:

  • call 911 and advise of location and description; if available, contact appropriate parish authority. 
  • report suspected and actual weapons, and serious altercation immediately.

Church:     If the dangerous person is in the church, all occupants are to be directed to leave the church using the nearest emergency exit if possible.

St. Joseph  All occupants are to be directed to remain in the hall until notified by appropriate Hall parish or safety personnel.

Rectory     If possible, all occupants will proceed outside.  If not possible, occupants should try & Office to proceed to the basement storage room or a bathroom. 

DIRECTED EVACUATION

What:        DIRECTED EVACUATION is used to get occupants out of the building by a route that this designed to avoid contact with a potential threat, such as a suspicious package, fire in a hall, a bomb threat, or a hazardous material spill.

When:        DIRECTED EVACUATION is used when the location of a potential threat is known allowing:

  • an evacuation route away from the threat.
  • a gathering point outside the building that is far from the threat.

Example:  A hazardous spill has contaminated part of the building or there is a fire in a hallway.

Church:     All occupants are to be directed to leave immediately using only the exits and directions given by proper authority or safety personnel.

St.Joseph   All occupants are to be directed to leave the building immediately by way of the north Hall exit and gather in the north parking lot. 

Rel Ed       If the threat occurs in rooms 100-107, occupants of these rooms will leave

Center:      immediately by way of the east exit doors and gather in the south sidewalk. All other occupants, including those in the cafeteria, will proceed immediately outside by way of the eastern stairs and gather in the east parking lot.

                  If the disturbance occurs in rooms under the gym occupants of these rooms will proceed immediately outside by way of the eastern stairs and gather in the east parking lot.  All other occupants will proceed immediately outside by way of the east exit doors and gather in the east parking lot.

Rectory     All occupants will proceed immediately outside and gather in the east parking lot.  

Office:

In all cases attendance should be taken at the assembled evacuation sites.

 

DIRECTED RESPONSE

What:        DIRECTED RESPONSE is used to give specific instructions to move occupants to a  location inside the church, ministry center, or rectory garden room when it is safer to remain in the building than to leave.

When:        DIRECTED RESPONSE is used when the location of an actual or potential threat:

  • is known and confined to a specific area.
  • is far enough from the designated area that safety is ensured.

Example:  A potentially violent disturbance is occurring outside the building.

Church:     All occupants are to be directed to remain in the church until further notice.

St.Joseph   All occupants are to be directed to remain in the hall until further notice.

Hall:

RE             All occupants,  are to be directed to the cafeteria

Center:      using internal hallways and staircases.

Rectory     All occupants are to be directed to remain in the rectory until further

Office        notice.

FIRE OR EXPLOSION

 

Failure to respond appropriately to a fire or explosion regardless of size can have devastating results.  Explosions similarly can be devastating and frequently result in mass casualties.  Uncontrolled fires and explosions can and frequently do result in other fires and explosions occurring.  You must act quickly.

  • If the clothing of any person catches o fire, do not allow him/her to run.  Running will fan the flames of the fire.
  • If it is safe to do so, try to smother the fire by wrapping the person in heavy fabric (e.g., a coat, rug, etc.) and rolling the person on the ground.  If fabric is not available, roll the person on the ground.

1.         Call 911 and appropriate parish personnel.

2.         Follow instructions given for appropriate DIRECTED RESPONSE or DIRECTED             EVACUATION.

 

HAZARDOUS MATERIAL/BIOHAZARD SPILL

 

Location, quantity, concentration, and other factures affect how a spill will be handled.  Do not try to clean up the spill yourself.

The first priority is staff safety, then the environment, then the property.

1.               Call 911 and notify appropriate parish personnel.

2.               Issue a ROOM CLEAR.

3.               Check for adverse medical symptoms (e.g., loss of breath, fainting, etc.) and request immediate medical assistance.

4.               Isolate, identify, and get names of persons who have been exposed or contaminated.

5.               Attempt to contain the material if possible by shutting doors and securing the area.

6.               Remain in the designated area until notified by appropriate safety or parish personnel.

 

HOSTAGE SITUTATION

What:        A HOSTAGE SITUATION exists when a person takes control of and holds another person against their will by means of physical force or threat of harm.  It is common for the person holding a hostage to make demands that certain conditions must be met.

                  A hostage situation must be carefully surveyed and evaluated.  The safety of the hostage(s) and staff is the most important consideration in any hostage situation.  Trained negotiators know that the more time that is gained, the more likely the situation will be concluded without violence.

If you are the hostage.

1.               Remain calm.

2.               Speak calmly with the hostage taker.

3.               Follow the instructions of the hostage taker.

4.               Do not force the issue physically or mentally.

5.               Calmly inform the hostage taker of any special needs (e.g. diabetic person).

6.               Keep a distance between yourself and the hostage taker if possible.

7.               Do not make any sudden moves.  Ask permission before moving around.

8.               Try to keep all persons calm and under control.

9.               Speak to the hostage taker in clam but firm voice.  Do not shout.

10.             Use time as a tool to de-escalate the situation.

11.             Do not panic and wait for help to arrive.  It is coming.

12.             Do not refer to yourself or others as “hostages.”

If someone for whom you are responsible is being held hostage.

1.               Call 911 immediately

2.               Follow all instructions received from appropriate parish or safety personnel.

3.               If directed, follow evacuation orders.

4.               Secure rooms or safe areas by locking all doors and windows.

6.               Remain in a secure are until given further directions.

7.               Stay out of hallways and other areas until given instructions.

8.               Take attendance of all persons for whom you are responsible and immediately notify parish or appropriate safety personnel of any missing persons.

9.               Stay with one’s group, keeping them together and calm.

 

LOCK-DOWN PROCEDURES

Due to a critical incident or an emergency situation that occurs on or near the building, it may become necessary for the building to be placed in a lock-down mode for the protection of its occupants.

The decision to lock down the building rests with the appropriate parish staff or safety official.  The primary issue to be considered is whether or not the staff may be in danger if the lock-down is not put into effect.

A lock-down consists of moving all occupants into the building, securing all entrances, and denying access to any unauthorized persons.

Examples of situation in which lock-downs may be appropriate are:

  • information regarding person(s) in the immediate area of the parish suspected of possessing a gun or other dangerous device;
  • a person/prisoner who is attempting to escape from law enforcement and trying to evade the police in the area of the parish;
  • barricaded gunman situations near the parish;
  • a violent crime occurs in the vicinity of the parish and law enforcement is pursuing the suspect;
  • a dangerous chemical spill, fire, or other potential for biological hazard in the area of the parish that would place building occupants in jeopardy if outside the building;
  • large demonstrations or disturbances in the area of the parish that could place occupants in jeopardy;
  • any time it is demeaned to be in the best interest of the occupants due to circumstances that are beyond the control of the building.

If a situation similar to those above or anytime it is determined that a lock down is necessary, the following procedural checklist should be utilized.

  • Appropriate parish personnel commence the lock-down immediately.
  • Call 911.
  • Utilize office staff and other responsible ministers to get all persons inside the building.  If a gun is involved or shots have been fired, all persons are to be moved into the interior hallways of the church and ministry center avoiding, if possible, all windows.
  • If it is may be done safely close all blinds and curtains.
  • No person will be allowed to enter or leave the building with authorization by appropriate parish or safety personnel.
  • Consider any special medical needs of persons in lock-down.
  • Consider if food/water is or will be needed for long-term lock-downs.

The two side doors of the Church should always be secured, but also be able to open from the inside for exiting.  This reduces the chances of gunmen entering from three directions

            establishing a triangulated fire zone.

 

ROOM CLEAR

What:        ROOM CLEAR is used to send occupants away from a potential threat, such as an armed dispute.

When:        ROOM CLEAR is used when occupants are sent to a designated safe area.     

Example:   A dangerous situation arises in the building, such as a violent disturbance or armed dispute.

Church:     If the disturbance occurs in the church, all occupants will proceed immediately outside via the nearest egress.

St. Joseph  If the disturbance occurs in the hall, all occupants will proceed immediately into

Hall:          church via the nearest egress.

RE             If the disturbance occurs in rooms 100-107, occupants of those rooms will proceed

Center:      immediately outside by way of the east exit doors and gather in the south parking lot. All other occupants, including those in the youth room, will proceed immediately outside by way of the western stairs and gather in the north parking lot..

                  If the disturbance occurs in rooms under the gym, occupants of those rooms will proceed immediately outside by way of the eastern stairs and gather in the east parking lot.  All other occupants will proceed immediately outside by way of the east exit doors and gather in the south parking lot.

                  In case a room clear is called in inclement weather, after proceeding outside all occupants will gather in the parish hall.

Rectory     All occupants will proceed immediately outside

Office:      

 

SECURED ROOM

What:        SECURED ROOM protects occupants from a threat inside the building, such as an armed intruder.  It is used when it may be more dangerous to leave the building by directed evacuated than to stay in a secured room.  Silence must be maintained!!

When:        SECURED ROOM is used when:

  • it is safer to stay in an area that can be secured than to move to an area where the   potential threat may be encountered.
  • there is not possibility of uncontrolled fire or explosion.

Example:   An armed or out of control intruder is in the building.

Church:     All occupants will proceed immediately outside via the nearest egress.

 

St. Joseph Hall and RE Center:

                  1.   Lock all doors and secure area immediately.

                  2.   Call 911 giving accurate information about the emergency, including who you

                        are, your location, and the nature of your call.

 

 
 

DO NOT HANG UP.  Lay down the phone so authorities can hear what is happening.

 

 

 

 

                  3.   Keep occupants quiet and away from doors and windows as much as possible.

                  4.   Maintain a clam environment.  Reassure occupants that everything is being done

                        to return the situation to normal.

                  5.   Remain in secured areas until notified by safety personnel.

                  6.   Account for all occupants.

                  7.   Immediately report any person not in area to safety personnel.

Rectory     If possible, all occupants will proceed outside.  If not possible, occupants should try

Garden      to proceed to the backroom, storage room or a bathroom. 

Room:

 

 

SHOOTING OR STABBING

Shootings, stabbings, and other forms of violence in buildings have become major concerns.  The short- and long-term disruption to normal religious operations cannot be measured when the fear of such incidents exists.  The actions of staff and personnel during such an incident are critical to the saving of lives and restoration of order.

1.               Take cover, if necessary.  USE EXTREME CAUTION.

2.               Assess the situation; provide for your own safety.

3.               Call 911 and advise of your location and a description of the persons, suspected or actual weapons, and events.

4.               If a vehicle is involved attempt to identify its CYMBAL:

                  Color of vehicle

                  Year

                  Make

                  Body (two door, four door, convertible, etc.)

                  Anything else of importance (dents, direction last seen traveling, etc)

                  License number (State, number, etc.)

 

SUICIDE THREAT OR ATTEMPT

The threat of suicide should never be taken lightly.  It is not uncommon for such a treat to culminate in real danger to other and those who are trying to provide assistance.  

Every effort should be made to:

  1. protect occupants from becoming unintended victims.
  2. protect occupants from witnessing a traumatic event.
  3. prevent a suicide by calling for assistance immediately and remaining calm when       communicating with the perpetrator.

 

 
 

Extreme caution should be exercised when faced with this type of incident.

 

 

 

 

1.               Never put yourself in harm’s way or assume that you can handle the matter by yourself.

2.               Report the threat or attempt as soon as possible to 911 and appropriate parish personnel.

3.               Remain calm and reassure staff that everything possible is being done to return the situation to normal.

4.               Issue ROOM CLEAR to remove persons from the scene, if it is safe to do so.

5.               Remain with the person until additional personnel arrive, if it is safe to do so. 

6.               When possible rejoin other’s in designated ROOM CLEAR area.

 

TORNADO, WINDSTORMS, AND SEVERE WEATHER

 

 

 

TORNADOS

  • When a tornado is imminent, one has only a short amount of time to make life-or-death decisions.
  • Tornado Watch – is issued by the National Weather Service when tornadoes are possible in the area.
  • Tornado Warning – is used when a tornado has been sighted or indicated by weather radar.  If a tornado warning is issued for our area and the sky becomes threatening, move to your designated safe area.

Designated Safe Areas

Church:   

  • If the warning occurs during a service in which a large number of persons is participating and all of whom therefore cannot move safely to shelter, all occupants are to be directed to remain in the church until further notice.  Persons should move either as close to the center of the church as possible and crouch under pews or into the sanctuary as far to the eastern (tabernacle) as possible.  Handicapped persons are to be directed to the women’s bathroom. 
  • If the warning occurs during a service at which less than 50 persons are participating, persons are to be directed to move directly either to the women’s bathroom or men’s bathroom.

St. Joseph Hall:

  • Occupants of the hall are to be directed to move directly either to the women’s bathroom located  or to the storage and mechanical room.  Handicapped persons are to be directed to the women’s bathroom.           

 

REMinistry Center:

  • Classrooms 101, 103, 105, 106, 107, and 108 – Occupants of these rooms are to be directed into the cafeteria, storage and mechanical room in basement utilizing the stairway accessible at north end.  Handicapped persons are to be directed to the women’s bathroom.
  • Basement Class rooms 109-111 – Occupants are these rooms are to be directed to take the eastern stairway downstairs and into the cafeteria.
  • Rectory     All occupants are to be directed into the basement  storage room down the stairs located in eas end of the offices.
  • Office       

:

What to do during a tornado.

  • Sit on the floor, facing down.  Cover your head with your arms and hands/
  • Assist small children and persons with special needs to remain calm.
  • Do not open doors, windows, or vents.
  • Remain in the shelter area away from windows at all times.
  • Listen to NOAA weather radios for additional information or wait for further instructions from parish or safety officials.

What to do after a tornado.

  • After instructed to do so, leave the shelter area and report the all clear to the appropriate parish official.  Persons should be instructed to report any injuries, missing persons, etc., to the appropriate parish official.
  • Be cautious when entering damaged areas of the building upon leaving the shelter area.
  • Help any injured, trapped, or special needs persons.  Do not move seriously injured persons unless they are in immediate danger.
  • If you smell gas, leave the area immediately and move outdoors to fresh air.
  • Report building damage, injured persons, broken gas lines, etc., to 911.
  • Assemble in the parking lot.
  • Persons evacuated from the church and parish hall are to gather in the northeast corner of the south parking lot.
  • Persons evacuated from the rooms under the gym are to gather in the south parking lot of the church
  • Persons evacuated from 2nd floor classrooms, are to gather in the south parking lot. 

 

WINDSTORMS

  • During severe windstorms the safest places to be are interior hall, lower flowers, and basements.
  • During windstorms avoid proximity to windows and areas exposed to the windward force of the storm.

 

 

We are done!!!!