Asia North Area 2013 Welfare Emphasis Emergency Preparation (1 st quarter) Self-Reliance (2 nd quarter) Caring for the Poor and Needy (3 rd quarter) Fasting and Fast Offerings (4 th quarter) The application of time-tested welfare principles and practices is essential to the well-being of Church members. We ask that welfare matters become a regular discussion topic in Church coordinating councils, stake councils, and ward councils. The inclusion of welfare matters in these councils will enable priesthood leaders to receive instruction in welfare principles and duties, coordinate welfare operations and emergency response efforts. (Letter from First Presidency, Reemphasis of Welfare Principles and Responsibilities, March 27, 2009) Area Council The Area Presidency will present the points of emphasis for 2013 to the Area Seventy. At each area council meeting, the Area Presidency will present the point of emphasis for the upcoming quarter and set basic goals to be achieved during that time. Coordinating Council The Area Seventy will introduce the points of emphasis for 2013 and the basic goals to the stake, mission and district presidents during the coordinating council meeting. The Area Seventy will review basic principles and doctrine from the scriptures and handbooks with the leaders. The welfare department may be used as a resource for this. The Area Seventy will make assignments to accomplish the goals and help leaders set additional localized goals to be completed during the quarter. Stake Bishops Welfare Council The stake president will share with bishops and branch presidents the points of emphasis for 2013 and teach the principles and doctrine regarding the theme for the quarter. The stake president will explain the goals that have been set. Bishops and branch presidents will discuss how to best achieve these goals in a way that would be most effective in their individual wards and branches. Bishops and branch presidents will also determine if other goals would be helpful. Stake and Ward Council Stake presidents, bishops and branch presidents will train council members about the points of emphasis and discuss how to achieve the goals. Council members will work with leaders and members to teach these principles and practices to all members and encourage them to live them. Asia North Area 2013 Welfare Emphasis_Overview
Asia North Area 2013 Welfare Emphasis Emergency Preparation (1 st quarter) Area Council In recognition of the second anniversary of 3-11, the first quarter welfare emphasis is regarding the importance of emergency preparedness. The Area Presidency has prepared an area emergency response and preparation plan. Leaders are asked to review it and understand the procedures therein. Stakes, wards, and families are encouraged to develop a simple plan to help them prepare for, assess, and respond to emergency situations. Leaders and members ensure their safety and then reach out to and help others, both in the Church and in the community. Coordinating Council The Area Seventy will review the doctrine of and principles regarding emergency preparation. A list of training resources and related scriptures is found on the following page. The area welfare department may be invited to assist with this training. The Area Seventy will distribute the Stake and Ward Emergency Planning Guide and challenge stake presidents to develop a brief and workable emergency plan by the end of the quarter. Stake presidents will provide a copy of their plan to the Area Seventy and area welfare department. The Area Seventy will discuss other emergency related issues and make assignments as needed or moved upon by the Spirit. Stake Bishops Welfare Council The stake president and/or chairman of the council will review the doctrine of and principles regarding emergency preparation. The area welfare department may be invited to assist with this training. The stake president and/or chairman will distribute the Stake and Ward Emergency Planning Guide and challenge bishops and branch presidents to develop a brief and workable emergency plan by the end of the quarter. Bishops will provide a copy of their plan to the stake president. The stake president and/or chairman will discuss other emergency related issues and make assignments as needed or moved upon by the Spirit. Stake and Ward Council Stake presidents, bishops and branch presidents will review the doctrine and principles regarding emergency preparation and discuss the emergency plan in their council meetings. Leaders will make assignments in order to complete the plan by the end of the quarter. Leaders will seek ideas and know-how from council members that will help develop an effective plan that will act as a guide for preparation over the coming months. Asia North Area 2013 Welfare Emphasis_Emergency Preparation
Ward and branch council members will encourage families and individuals to discuss emergency preparation regularly and be prepared to respond to emergency situations. Leaders may choose to have home teachers and visiting teachers discuss this during regular visits. Members can use Family Emergency Planning found on LDS.org (http://www.lds.org/topics/emergencypreparedness?lang=eng) to help them prepare the needed supplies and develop a basic action plan. Possible Discussion Topics: Preparing for emergencies at all levels (family, ward, stake, coordinating council, area) Communicating with leaders and members during and following a disaster Assessing disasters and deciding how to help Reporting a disaster and its after affects Providing assistance to Church members following a disaster (fast offerings) Providing assistance to communities following a disaster (humanitarian assistance) Services provided by LDS Family Services Training Resources: Handbook 1, 1.3, 2.4, 5.1.3, 5.2.11 Handbook 2, 6.2.2, 6.3.2 Related Scriptures: Genesis 41:25-57 Alma 48-50 3 Nephi 3:12-26 3 Nephi 17:21-24 Handouts: Asia North Area Emergency Preparation and Response Plan Stake and Ward Emergency Planning Guide Additional Materials: LDS.org website Emergency Preparedness and Response (http://www.lds.org/topics/emergency-preparedness?lang=eng) Asia North Area 2013 Welfare Emphasis_Emergency Preparation
Stake and Ward Emergency Planning Guide Stake and ward councils can use this planning guide to create or update emergency response plans (see Handbook 1: Stake Presidents and Bishops [2010] 5.1.3 and 5.2.11). Stake and ward plans should be coordinated with plans in the community. Leaders may consider calling welfare specialists to assist with emergency response efforts. The most effective plans are brief and not overly complex. It is recommended that councils review and update plans regularly. Step 1: Identify Likely Disasters List the disasters (natural or man-made) that are most likely to occur in your area. For each type of disaster, identify specific response actions that would be needed. (For example: In a disaster that can damage homes such as an earthquake, fire, flood, or hurricane a key action would be to find temporary shelter for displaced families.) Step 2: Gather Critical Information Compile and maintain the following information: Contact data for all members and missionaries living within stake or ward boundaries. A map of the area, including the locations of member and missionary residences. A list of members with special needs, such as the disabled and the elderly. A list of members with equipment or skills (such as medical or emergency response training) that would be critical in a disaster. Contact information for public safety agencies (e.g., police, fire, medical). Contact information for community organizations (e.g., the Red Cross or Red Crescent) that provide emergency services, such as food, shelter, and medical care. Contact information for area welfare leaders and, where available, local Church welfare operations. Step 3: Outline Assignments and Procedures Plan how the council will organize and carry out each of the tasks listed below, identifying who will be responsible for each and what procedures they will follow. Designate a primary and an alternate central location where council members will gather after an emergency to direct relief efforts. Prior to a disaster Develop working relationships with civil authorities and other community relief organizations. Immediately after a disaster Determine and report the condition of members and missionaries. Reports on member needs generally come from home teachers to quorum leaders, who then report them to the bishop. Bishops, in turn, report them to the stake president. Help to locate and reunite family members who have become separated. Obtain medical care for those who have been injured or who have other health challenges. Coordinate response efforts with civil authorities and community relief organizations. Assess needs and arrange for the supply of basic provisions and services such as food, temporary shelter, sanitation, and clothing for members and others. Area welfare leaders and, where available, Church welfare operations can be called upon to assist with provisions and services. Determine and report the condition of Church buildings and property. In the period following a disaster Provide assistance to members who have suffered damage to homes or belongings, emotional trauma, or loss of livelihood. Work with civil authorities and relief organizations to identify and respond to opportunities for the Church to assist with community needs. 2011 IRI. All rights reserved. 5/11. PD50034317
Stake and Ward Emergency Planning Guide Step 4: Identify Emergency Communication Methods Identify and plan for alternative communication methods that can be used in case phone lines, cellular phone service, or vehicle transportation routes are disrupted during a disaster. Such methods may include: Internet communications (including e-mail, social media, and Internet telephony). Text messaging via cellular phone (which may be available even if voice service is not). Amateur radio. Personal contact via foot, bicycle, etc. (Full-time missionaries can also help.) As needed, priesthood leaders may call members of their units to be communication specialists. Qualified specialists often own communications equipment and possess valuable experience. Step 5: Encourage Member Preparation Regularly encourage members to engage in preparedness efforts and to follow the counsel outlined in the pamphlets All Is Safely Gathered In: Family Home Storage (04008) and All Is Safely Gathered In: Family Finances (04007). Channels for doing this might include: Quorum and Relief Society meetings. Sacrament meeting or stake conference talks. Home and visiting teaching messages. 2011 IRI. All rights reserved. 5/11. PD50034317
EMERGENCY RESPONSE GUIDELINES WELFARE SERVICES EMERGENCY RESPONSE PURPOSE OF CHURCH EMERGENCY RESPONSE Church resources help relieve suffering by providing immediate, lifesaving assistance following disasters. Governance Humanitarian and emergency response services are the responsibility of the Presiding Bishopric. Welfare Services oversees the day-to-day work of Church emergency efforts worldwide working closely with directors for temporal affairs and, through them, with the Presidency of the Seventy or Area Presidencies. In an emergency, the coordinating council coordinates response efforts among stake presidents. Where two or more coordinating councils are affected, a member of the Presidency of the Seventy or Area Presidency may assign an Area Seventy or local priesthood leader to coordinate between coordinating councils. The director for temporal affairs and the area welfare manager may assist in the day-to-day coordination of an emergency. The Humanitarian Emergency Response and Community Services division of Welfare Services coordinates the approval and provision of material resources and provides technical oversight and support in relief efforts. KEY ACTIVITIES 1. Preparing for Disasters Teach personal and family preparedness. Encourage the development of stake, ward, and family emergency response plans that follow approved guidelines.* Emphasize home storage of a three-month supply of food, clothing, and, where possible, fuel. Ensure the availability of material resources and services. Provide an adequate means of emergency communication between wards and the stake, the stake and the bishops storehouse, and the stake and local emergency management. 2. Communicating during Emergencies Communication during an emergency is essential to provide relief to victims of disasters. The coordinating council will encourage each stake and ward to establish the means to communicate when telephone or cell phone services fail. Have an emergency communications plan for stakes, wards, and families, including telephone trees, e-mail lists, phone lists, addresses, and so forth. Appoint an emergency communications specialist in every stake. Keep directory information up-to-date. 3. Responding to Disasters Church members take direction from civil authorities during emergencies. After ensuring that family members are able to care for themselves, ward and stake councils activate their plans and communicate regularly to modify plans as needed. Determine an initial course of action based on direction from civil authorities. Adjust responsibilities, making sure that key priesthood leaders are available to minister to the people and that others, as assigned, focus on the physical arrangements needed at the time. Make an initial assessment of the condition of families. Set the time and method for follow-up reporting. When the magnitude of the event requires the resources of the global humanitarian aid community, and when disasters likely affect large numbers of Church members, response approval will come from Church headquarters. Nonaffected stakes may be directed to assist in emergency response efforts where appropriate. 4. Providing Opportunities for Giving and Service Provide Church members and others the opportunity to prepare relief materials and to serve in other ways.
Provide disaster victims and Church members in nearby communities the opportunity to directly serve those affected by disasters, following approved guidelines.* 5. Mitigating Disasters Areas, stakes, wards, and families should yearround observe potential disaster situations and take steps to eliminate or minimize the impact of potential disasters (for example, report debris clogging streambeds or riverbanks, or remove combustible material from near their homes). Stakes and/or wards should develop a working relationship with key community emergency management officials and the Red Cross. Where Church membership is large, local units should participate in emergency planning. PREPARING FOR EMERGENCIES Stake presidents guide the planning for and response to natural and man-made disasters. They encourage Church members to prepare for problems that may arise. They use existing Church organization and the councils of the Church to teach other leaders and members their duties. Bishops use Church welfare resources, including fast offerings, to help members affected by emergencies; they follow established fast-offering administration guidelines. Church leaders have the responsibility to plan and organize so they can help individual members and their families prepare for and respond to emergencies. The coordinating council will encourage stake and ward welfare committees, priesthood quorums, and the Relief Society, along with home and visiting teachers, to teach members the principles of home production and storage, first aid, and other steps that will help them to prepare. Stakes and wards may want to consider home storage and/or emergency preparedness fairs or other means to teach and encourage preparedness. The coordinating council will encourage each stake and ward to prepare and regularly update a brief, written plan that outlines steps to be taken if an emergency occurs. The coordinating council will review and report annually to the assigned member of the Presidency of the Seventy or Area Presidency and the director for temporal affairs on the status of: Stake and ward emergency plans. Member progress in acquiring a three-month supply of food, clothing, and, where possible,fuel. Stakes with emergency communication specialists in place. WRITTEN EMERGENCY PLANS Each stake and ward should have a brief, written emergency response plan setting forth procedures and containing contact information. These plans are prepared by stake and ward welfare committees. Based on these plans, welfare committees should assign plan tasks to quorum and auxiliary leaders. These assignments and any contact information should be periodically reviewed and updated. Stake and ward emergency plan guidelines may be found and downloaded from www.providentliving.org. Emergency plans for Church units should be coordinated with those of the community. Community emergency plans are normally based on analysis of potential hazards and serve as a good foundation for planning by Church units. If there is more than one stake in a community, the coordinating council may identify a single Church contact to interface with community governments. Church leaders and members should consider the needs of neighbors and members of other faiths in all emergency response planning. It is recommended that ward and stake plans include: Flow charts indicating how, in coordination with local government, ward, and stake welfare committees, to coordinate Church emergency response activities. Maps showing roads, terrain, and location of homes and key emergency facilities, including potential shelters, emergency operations centers (EOCs), staging areas, and so forth. Emergency directories listing key emergency facilities (see above) and contact information. Lists of basic emergency supplies recommended for families. See approved guidelines.* RESPONDING TO EMERGENCIES Each stake should consider where stake leaders meet or how they will communicate under the limitations of a disaster. Priority Actions Encourage members to evacuate if advised by local authorities or if they appear to be in danger. *See approved guidelines at www.providentliving.org.
Assist those who are injured or in danger without putting others at further risk. Account for all families, giving special attention to those with special needs, such as the elderly or those with disabilities. Report disasters to Church leaders. Reports should include the condition of missionaries, members, Church property, member property, and the general condition of people and property in the community, along with any resources needed. Stake presidents inform the chairman of the coordinating council, who in turn will advise the area welfare manager and the member of the Presidency of the Seventy or Area Presidency. Arrange for shelter and other selected 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 establishing a shelter in a Church meetinghouse. Assess damage to Church property and take steps to protect it as necessary. Review damage to homes and determine ways neighbors can assist one another. If necessary, open a Church meetinghouse for use as a shelter, using an approved layout for building use. Church meetinghouses are not preferred shelters due to their limited sanitation and food preparation facilities. Use of a Church meetinghouse for an emergency shelter requires the approval of a member of the Presidency of the Seventy or Area Presidency. If any non-church agency requests the use of the meetinghouse, approval from a member of the Presidency of the Seventy or Area Presidency is needed. Care should be taken to ensure appropriate control of the building by priesthood leaders and the adherence to Church standards on Church property. See approved guidelines.* Meeting Place conference calls may be scheduled with local priesthood leaders, Church welfare officers in the affected area, and Church headquarters, if the phones are working. Ensure that spiritual, emotional, and social needs are being addressed, in addition to physical needs. Recovery Actions Coordinate recovery efforts through the coordinating council or the designated presiding priesthood leader. Establish an emergency operations center in a meetinghouse or stake center outside the affected area. Immediately following a disaster, Church leaders and members should begin to assess and note damage to their immediate surroundings. The area welfare manager or designee will notify the Area Seventy, Church Welfare Services, civil and community agencies, and surrounding stakes of methods of communication, including scheduled reporting times. Coordinate Church response activities with civil authorities and follow their directions. Nonaffected adjacent wards assist affected wards, nonaffected adjacent stakes assist affected stakes, and nonaffected adjacent coordinating councils assist affected coordinating councils. Assistance beyond the coordinating council will be requested and coordinated by Church area officers. Staging areas for materials and labor may be established near or in affected disaster areas. In some cases, materials may be pre-positioned. Church leaders will appoint coordinators and workcrew captains, organizing teams of 10, teams of 50, and so forth. Teams may set up emergency coordination centers, assess damage, complete work orders, clean up affected areas, and report completed tasks. Laborers should be taught and given a safety briefing before entering the damaged areas. Operation of chainsaws, heavy equipment, and other potentially dangerous equipment requires special attention. Once Church member needs have been met, volunteer labor efforts may be directed toward identifying first responders (law enforcement officers, firefighters, hospital personnel, and so forth) and assisting them in taking care of their homes and families. This service will relieve key responders of their concern for home and family so they are able to focus their efforts on critical community needs. Additionally it serves to enhance goodwill between the community and the Church. Find ways for the Relief Society to help in preparing for and responding to emergencies. Note: Once a Church facility is declared a public shelter, the Relief Society will not be allowed to provide food for mass feeding unless authorized to do so by emergency officials. Find ways victims and others can provide volunteer help in responding to emergencies. Long-Term Recovery Continue to coordinate recovery efforts through the coordinating council. *See approved guidelines at www.providentliving.org.
Leave the responsibility for rebuilding with individual members, who may use appropriate insurance, family, Church, and community resources. Focus help to the community in the form of donated labor assisting with cleanup. Encourage those who wish to assist disaster victims to donate money through Church fast offerings and humanitarian funds. Donations intended to benefit specific disaster victims should not be solicited or processed through stake or ward accounts. If stakes or wards organize to assist in repairs, ensure the work is performed by properly licensed professionals and complies with regulations and inspections. Encourage members to contribute to and use appropriate community resources. GUIDELINES FOR CHURCH RESPONSE If more than one stake is involved, wards or stakes will handle most emergencies using local welfare resources and member volunteers. When disasters affect more than one stake, the coordinating council should convene to make assignments and coordinate the Church responses. When the needs of members exceed local resources, Welfare Services at Church headquarters may help coordinate a broad-based response. Disaster needs of victims who are not members of the Church may be met by Church Humanitarian Emergency Response and Community Services. For training and technical support, contact your area welfare manager. *See approved guidelines at www.providentliving.org.
EMERGENCY RESPONSE CHECKLIST WELFARE SERVICES EMERGENCY RESPONSE This checklist guides area leaders (Area Presidencies, Area Seventies, mission presidents, directors for temporal affairs, area welfare managers, and others) assigned to assess and organize appropriate and timely responses to Church leaders, members, and communities in times of a disaster. PREPARATION Tasks and activities performed in advance to prevent and better respond to and recover from disaster situations. Encourage individual and family emergency preparedness. Encourage Church units to prepare and update emergency response plans. Coordinate between areas, missions, coordinating councils, stakes, and wards. Promote stake and district emergency communications systems. Develop working relationships with local emergency response organizations. Participate with partner organizations (VOAD, Red Cross, etc.) RESPONSE Activities that address the short-term, direct effects of a disaster. Assess the impact of the disaster from local Church and community leaders to determine the impact on: o Full-time missionaries Are they safe and accounted for? o Church members How many are injured or dead? How many member homes are damaged or destroyed? o Church buildings What kind of damage have Church buildings sustained? o Community What effects are there on the community, including injuries, deaths, and damage to homes and infrastructure (power, water supplies, communications, and so forth)? o Anticipated needs Is there a need for volunteer assistance from other Church units and/or technical or material assistance from Church headquarters? Report information to the area coordinating council and the area welfare manager. Recommend technical and material response that the Church can provide to local governments and disaster relief agencies at their request for humanitarian assistance, such as relief supplies (including food; clothing; blankets; temporary shelter; medical, hygiene, and cleanup kits) crisis counseling and other social/emotional support (offered by LDS Family Services), and possible cash donations. Coordinate delivery of requested materials with local civil authorities and Church leaders. Coordinate service opportunities, such as damage assessment and cleanup teams, with other stakes in the area, including the affected stake(s) or communities. Communicate through conference call telephone briefings as requested. Coordinate with Church Public Affairs representatives to provide information, as needed. RECOVERY Activities that restore the economy, housing, operations, and services. Organize volunteer work teams to provide recovery assistance as requested by civil authorities. Coordinate recovery efforts with local community agencies. Inform local Church leaders of available community recovery resources. Contact the area welfare manager to request materials and supplies. MITIGATION Activities designed to reduce or eliminate future risks from similar incidents. Review and record experiences from this event and highlight lessons learned. Encourage the updating of Church and community emergency response plans based upon lessons learned. Inform local Church and community leaders of disaster mitigation efforts.
ASIA NORTH AREA Emergency Preparation and Response Plan ASIA NORTH AREA: Emergency Preparation and Response Plan January 2013
Church emergency response relieves suffering following disasters by providing short-term lifesustaining resources to Church members and others. (Guiding Purpose, July 2006) The purpose of this document is to provide ecclesiastical leaders with an understanding of how the area office and service centers will assist in the preparation for, assessment of and response to emergency situations. It can also be used to assist leaders as they prepare their own emergency response plans. Index Pg.# Content 1 General guidelines 2 Preparing for, Assessing, and Responding to Disasters 3 Emergency Communication Chart 4 Example of Area Welfare Department Response 5 Department Roles 7 Methods of Communication 8 Emergency Supplies and Vendors List 10 Emergency Preparation and Response Action Checklist ASIA NORTH AREA: Emergency Preparation and Response Plan January 2013
General Guidelines o [The stake president] directs the stake s efforts to prepare for and respond to emergencies. (Handbook 1, 1.3) o [The stake council] develops and maintains 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. (Handbook 2, 6.3.2) o o [The bishop] directs the ward s efforts to prepare for and respond to emergencies. (Handbook 1, 2.4) [The ward council] develops and maintains a simple written plan for the ward to respond to emergencies. They coordinate this plan with similar plans in the stake and community. (Handbook 2, 6.2.2) o To help care for themselves and their families, members should build a threemonth supply of food that is part of their normal diet. Where local laws and circumstances permit, they should gradually build a longer-term supply of basic foods that will sustain life. They should also store drinking water in case the water supply becomes polluted or disrupted. (Handbook 2, 6.1.1) o The best storehouse is the family storeroom. In words of revelation the Lord has said, Organize yourselves; prepare every needful thing. ( If Ye Are Prepared Ye Shall Not Fear, Gordon B. Hinckley, Ensign, November 2005) o Stakes and wards should hold regular planning and training sessions for members and leaders using: Emergency Response Guidelines Stake and Ward Emergency Planning Guide All is Safely Gathered in: Family Home Storage All is Safely Gathered in: Family Finances ASIA NORTH AREA: Emergency Preparation and Response Plan January 2013 Page 1
Preparing for, Assessing, and Responding to Disasters o Prepare for We have identified the following disasters as common within our area. The actions taken in any of these situations will be based on direction from government organizations, need, severity, and level of the emergency. Earthquakes Epidemic diseases (bird flu, H1N1 flu, other) Excessive rainfall, flooding Heavy snowfall Radiation contamination Terrorist and nuclear attacks (War) Tsunami Typhoons Water shortage (Drought) The Area Presidency and Area Council encourage stakes and districts to develop emergency preparation and response plans for 2013, this will begin during the first quarter of ACM and CCM training The area welfare department will work with priesthood leaders on how to: Develop and maintain a simple written plan to respond to emergencies (see Handbook 1, 5.2.11) Encourage individuals and families to prepare for emergencies, including each having, studying, and living by All is Safely Gathered In-Family Finances and All is Safely Gathered in-family Home Storage The area welfare department maintains updated information on the following: Contact data for all area and stake leaders A map of the area, including the location of church and mission facilities Stake emergency response plans Key disaster-relief vendor relationships/agreements o Assess The area welfare department will communicate with the stake president to assess the degree of damage and develop a response plan o Respond to The area welfare department will correlate with the Area Presidency to determine the level of assistance to be provided The area welfare department will assist as needed/requested dependent upon the severity and need The area welfare department will help the stake correlate efforts with local government and non-government relief agency leaders as needed ASIA NORTH AREA: Emergency Preparation and Response Plan January 2013 Page 2
Emergency Communication Chart Area Presidency Director for Temporal Affairs Mission President (in districts only) Area Seventy Area Welfare Manager Service Center Manager (Guam and Korea) Facilities Manager Stake / District President Bishop / Branch President Quorum Leader The stake presidency receives reports from bishops on the condition of Church members and Church property. The stake presidency then reports to the Area Presidency. (Handbook 1, 5.1.3) The bishop should receive reports from quorum leaders concerning the conditions and needs of members. The bishop then reports to the stake presidency. (Handbook 1, 5.2.11) Quorum leaders receive reports from home teachers. (Handbook 1, 5.2.11) Home teacher Note: In addition to this information, the Area Presidency has asked that stake presidents and bishops confirm the safety of full-time missionaries. Not all emergencies require the same level of reporting and response. Wisdom, judgment and the spirit should be followed when responding to emergencies. The area welfare department is always available to discuss options and methods when a stake president or bishop is undecided as to what to do. ASIA NORTH AREA: Emergency Preparation and Response Plan January 2013 Page 3
Example of Area Welfare Department Response Taking Action: Day 1 of the emergency Confirm the safety of self and family Gather general information regarding the severity of the emergency Report to the Area Presidency, director for temporal affairs and SLC Establish communications with local leaders Establish communications with Salt Lake City Meet with the Area Emergency Response Committee Confirm safety of all employees and families (HR) Receive reports from local units regarding the safety of missionaries and members Provide regular updates about the condition of missionaries and members to the Area Presidency, director for temporal affairs and Salt Lake City Develop a plan of action Meet with the Area Emergency Response Committee to explain the plan Taking Action: Day 2 and beyond Receive an update from leaders in the most affected areas (determine needs for training, identification of needs and resources, empowerment, ) Meet with the Area Emergency Response Committee to plan the day s efforts Report to and receive direction from the Area Presidency and director for temporal affairs Help leaders provide assistance to members who have suffered damage to homes or belongings, emotional trauma, or loss of livelihood Help leaders coordinate response efforts with civil authorities and community relief organizations such as food, water, fuel, temporary shelter, sanitation, and clothing for members and others Determine the need to send a team to the area Determine opportunities for Church members to assist with community needs Correlate with LDS Family Services for social-emotional support Communicate action plan and efforts to public affairs In the event of a mega disaster, consider: o Calling short-term missionary couples to assist the local leaders to: Locate all members in the unit Provide assistance to struggling members o Hiring temporary staff to support the assistance and volunteer efforts ASIA NORTH AREA: Emergency Preparation and Response Plan January 2013 Page 4
Department Roles Controller Be prepared to transfer funds to nearest stake or district for the purchase of food, water, cleaning supplies, clothing and other items the stake leaders feel are necessary. As an alternative, funds can be sent to the mission office so a check can be issued. Request headquarters to increase the transaction limits on purchasing/missionary cards in order to procure necessary items. Facilities Management Assess the damage to Church buildings in the disaster zone. Ensure safety of Church buildings in preparation to establish control centers. Help prepare buildings as evacuation centers when requested and approved. Respond to requests from ecclesiastical leaders, i.e., manpower, delivery, etc. Human Resources Confirm safety of employees and Church-service missionaries, and their families. Correlate staff emergency response support including work continuity and volunteer efforts Materials Management Provide distribution of needed items in a timely and cost efficient manner. Information and Communications Systems Coordinate methods of communication for emergency contact, conferences, etc. Provide communications tools, i.e., hard: cell phones, pocket wi-fi, computers, etc.; soft: VPC, e-mail accounts, etc. that are needed to assist business continuation Assist with the establishment of command centers by providing phones, fax machines, internet, printers, televisions, photocopy machines, etc. Assist with utilizing Facebook, the Church website, etc. to develop and maintain a list of members in the disaster area and their status Teach missionaries how to use GPS Public Affairs Provide information about opinion leaders that may be able to help the Church provide meaningful assistance Attain accurate information and deliver it to the media Be available to correct mistakes that appear in the media Provide information and expertise on how to spread the word Family Services Develop a list of those who can provide counseling services during an emergency. Consult with leaders on existing and foreseeable needs of members. Provide counseling services for those who have been traumatized. Establish relationships with other care providers. ASIA NORTH AREA: Emergency Preparation and Response Plan January 2013 Page 5
Office of General Counsel Review and provide direction on all legal issues Assist with the development of agreements ASIA NORTH AREA: Emergency Preparation and Response Plan January 2013 Page 6
Methods of Communication Method of Communication Telephone Home e-mail Cell phone Cell phone e-mail Short-Message Satellite phone Pay phone HAM Radio Skype and PVC Facebook, Line, Lync Advantages Disadvantages Preparation Readily available Inexpensive to use Restored sooner than cell phones following a disaster Readily available Inexpensive to use Can be used at one s leisure Can send one message to multiple recipients Readily available Carried by the person at all times Relatively inexpensive to use Readily available Can be sent and read at one s leisure Relatively inexpensive to use Can send one message to multiple recipients Fast and simple Can be typed and read at leisure Can be used in any open area Unaffected by disaster Restored quicker than land and cell phones Generally not affected by disasters Can be used anywhere Free Can be accessed by PC or Smartphone Free Can be accessed by PC or Smartphone A message can be sent or received at all times Subject to collapse in times of disaster, adverse weather conditions and so on Some people don t view it often Can t be used at refugee areas Need a phone line to operate Shut down sooner than land phones in face of a disaster Batteries need charged Inputting data is troublesome (younger people don t agree with that) Not all elderly people use it Batteries need charged There may be a limit of how many characters can be typed Very costly Batteries need charged There are few located in the communities They are more expensive Coin or card are necessary Need license to operate Expensive to use Few people have equipment and adequate licensing Both users must be turned on to communicate Keep a list of updated home and work phone numbers of leaders Keep a list of updated e- mail addresses of leaders Keep a list of updated cell phone numbers of leaders Extra batteries Other power sources: wind-up charger, solar charger Keep a list of updated cell phone e-mail addresses of leaders Know how to use this Do quarterly tests with the office satellite phone Always carry some coins Registers leaders on Skype and PVC Register leaders as friends on Facebook and other SNS platforms Area Satellite Phones: (The area has the following satellite phones) Place Primary User Phone Number Tokyo Darwin Halvorson 00-881-62-144-9076 Korea Lee, Ji Yoi 00-881-63-146-1510 Guam Sioseline Jimenez 00-881-63-146-1516 ASIA NORTH AREA: Emergency Preparation and Response Plan January 2013 Page 7
Regularly Needed Emergencies Supplies The following is a list of items we have found are regularly needed. This list is incomplete and in no order. Families should determine their needs and prepare as required. The items and amount needed may change regularly and perishable items should be rotated regularly. Pack rice Furikake Food Items Drinking water Wheat tea bags Plastic plates Plastic bowls Plastic forks Plastic spoons Chopsticks Plastic cups Cooking knife Eating and Cooking Supplies Cutting pad Plastic wrap Aluminum foil Pot Frying pan Serving spoon Table-top stove Fuel for stove Underwear T-shirt (inner) T-shirt (outer) Socks Clothing Items Sneakers Gloves Helmet Hat Mask Soap Towel Toothbrush Toothpaste Shampoo (dry type) Razor Hygiene Supplies Wet tissue Toilet paper Portable toilet Diapers Sanitary napkins Eye drops ASIA NORTH AREA: Emergency Preparation and Response Plan January 2013 Page 8
Emergency Supplies Eye Glasses Band-aid Scissors Alcohol Blanket Flashlight Portable radio Cell phone charger Batteries Collapsible water jugs Lighter Candles Rope Duct tape Blue tarps Plastic garbage bags Shovel Wheelbarrow Deck brush Bucket Cleanser Pick Axes Machetes Hand Saws Chain Saws Portable Generators Solar Water Distillers Dust Masks Gloves Flashlights Bleach Noodles Canned Meats Reading glasses Prescription glasses ASIA NORTH AREA: Emergency Preparation and Response Plan January 2013 Page 9
Emergency Preparation and Response Action Checklist Prepare for Identify disasters that are likely to occur within the area Encourage individual and family emergency preparedness o Home storage o Family finances o Family emergency/evacuation plan o Family emergency communication plan Encourage Church units to prepare and update emergency response plans o Stake and ward emergency planning Maintain an updated list of communication methods for area and stake leaders Promote stake and district emergency communications systems Develop working relationships with local emergency response organizations Assess Gather information through the news and from government and other official organizations Contact the stake and district presidents in the area Assess the situation with local leaders o Are all missionaries safe and accounted for? o How many Church members are injured or dead? o How many member homes are damaged or destroyed? o What kind of damage have Church buildings sustained? o How many people in the community are injured or dead? o What kind of damage has the community sustained? o Is there electricity? o Are telephone and internet services available? o Are local stores and gas stations open and stocked? (food, water, gas ) o Is transportation available? o Is the environment safe from secondary disasters, i.e., leaking gas, fire, radiation? o What are the immediate and short-term needs, i.e., medical care, food, shelter, clothing, communication, other? o What resources are available within the stake, i.e., member manpower, missionary manpower, Lord s storehouse, other? Respond to Report to and receive direction from the Area Presidency and DTA Coordinate between areas, missions, coordinating councils, stakes, and wards Open communication lines with Church headquarters as needed Help local leaders coordinate efforts with local community agencies Recommend technical or material assistance from Church headquarters Participate with partner organizations Coordinate volunteer work teams to provide assistance as needed Coordinate delivery of requested materials Coordinate with Church Public Affairs representatives to provide information ASIA NORTH AREA: Emergency Preparation and Response Plan January 2013 Page 10