Objectives: This incident response plan has been developed to meet the following objectives:

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1 Incident Response Plan Template For use by all churches in the Presbytery of Middle Tennessee Developed by The Disaster Recovery Team of the Presbytery of Middle Tennessee Authored by Rebecca Penza, using the following source documents: The Recovery Teams and Incident Action Team by John Hilley Incident Response Plan by Paul Kirvan Content: This incident response plan establishes the recommended organization, actions, and procedures needed to: Recognize and respond to an incident; Assess the situation quickly and effectively; Notify the appropriate individuals and organizations about the incident; Organize the church s response activities, including activating a command center, which is an alternate location from the church; Escalate the church s response efforts based on the severity of the incident; and Support the recovery efforts being made in the aftermath of the incident. Purpose: This plan is designed to minimize operational impacts of such an incident, and will be activated when an Incident Manager (or, in his/her absence, one of his/her alternates) determines that an incident has occurred. The Incident Response Plan is designed to provide an initial response to any unplanned interruption. Objectives: This incident response plan has been developed to meet the following objectives: 1. Provide an organized and consolidated approach to managing initial response and recovery activities following an unplanned incident, avoiding confusion and reducing exposure to error. 2. Provide prompt and appropriate response to unplanned incidents, thereby reducing their impact. 3. Notify appropriate personnel and church community of the incident. 4. Recovery essential operations in a timely manner. 1

2 Incident Management Team (IMT) Personnel required for establishment and execution of Incident Response Plan; these roles can be customized to fit your church s IRP Incident Manager responsible for initial damage assessment, maintaining upto date pertinent documentation on site and at alternate meeting location, and management of IRP, and acts as primary contact and liaison to insurance carrier. (This may be the appropriate role for the Pastor of the church). Communications Director(s) responsible for post incident incoming and outgoing communications. Alternate Location Liaison Establishes alternate meeting location and ensures accessibility to alternate meeting location upon incident. (This may be someone from the session). First Responder Liaisons Manage any and all visitors to incident site. Volunteer Coordinator communicates with and coordinates volunteers who arrive at incident site. Logistics Coordinator coordinates any/all materials needed for immediate response. (This may be someone from building and grounds). Congregational Liaison(s) responsible for establishing and executing a mode of communication to members of the congregation pre and post incident. (This may be someone from the worship committee). *All Incident Management Team roles should be filled by 2 personnel, primary and alternate, in case primary personnel cannot be reached at time of incident; however, the Incident Management Team should be customized to fit the resources of your church. The important thing is that someone is assigned the responsibilities of each role on the IMT. In some cases, this may mean that one person plays multiple roles. 2

3 Incident Response Plan (IRP) Pre activation Pre Activation: There is an incident threat but incident has not yet occurred. 1. Evacuation Procedure If people are in the building at the time of an incident threat, the church s evacuation procedure should be activated. Action: Each church must develop custom evacuation procedure based on the layout of their facility. All people who use the church facility must be familiar with its evacuation procedure. 2. Contact Local Authorities All parties made aware of an incident threat, both members of the Incident Management Team and of the church congregation, should contact local authorities immediately to ensure no one is in the building. It is far better for local authorities to receive duplicate calls than for someone to be victimized. 3. Notification Plan designed for use in mobilizing the Incident Management Team. When primary Incident Management Team members cannot be reached for their part in the notification plan, their alternates will be contacted. a. First person who hears about the incident threat should contact all members of the Incident Management Team (IMT). IMT can develop a custom notification plan, like a call chain, if desirable. IMT may meet at designated alternate meeting location depending on the nature and severity of pending threat. b. Communications Director contacts Executive Presbyter to inform him/her of pending threat and to supply him/her with the appropriate contact number(s) for concerned parties. Executive Presbyter supplies the Presbytery of Middle Tennessee network with the appropriate contact number(s). If Executive Presbyter is unavailable, the Associate Executive Presbyter will take his/her role. 3

4 Activation: Incident has occurred. Incident Response Plan (IRP) Activation: Assessment and Planning First Responder Liaison(s) and Communications Director(s) are fully engaged in order to respond to all concerned parties who arrive at incident site and reach out via telephone. 1. Initial Damage Assessment Initial damage assessment should be made by Incident Manager using the Incident Damage Assessment Sheet. Incident Manager will determine if an Incident Action Plan (IAP) needs to be activated. This determination should be made based on the severity of damage done to the facility. If there is no damage or minor damage done to the facility, Incident Manager can work with the appropriate personnel to resolve any outstanding issues. Action: Incident Management Team should pre determine basic guidelines for activating an Incident Action Plan; e.g., if daily operation of the facility is disturbed; if highly trafficked areas of the facility are affected; if damage creates safety issues, etc. If an Incident Action Plan does not need to be activated, the First Responder Liaison(s) and Communications Director(s) will remain engaged in order to ensure adequate and efficient communication amongst all members of the Presbytery of Middle Tennessee and all other concerned parties. 2. Contact Insurance Carrier Incident Manager will contact insurance carrier with initial damage assessment. Incident Manager will follow insurance carrier s procedures. You can STOP HERE when an Incident Action Plan does not need to be activated. 3. Alternate Location Activation Incident Management Team should meet at their designated alternate location after the initial damage assessment has been made. The IMT will then develop an Incident Action Plan based upon the current situation. 4

5 (Short Term) Incident Action Plan (IAP) The Short Term Incident Action Plan will vary depending on the severity of damage and scope of insurance coverage 1. Cleanup a. Cleanup is covered by insurance carriers: *Incident Manager will contact contractors for cleanup work b. Cleanup is not covered by insurance carriers: *If the incident area is deemed safe and secure, Volunteer Coordinator will coordinate and engage volunteers for cleanup work *Logistics Coordinator will purchase and transport all supplies needed to execute cleanup work 2. Disruption of Activities a. Make a list of all activities that will be disrupted b. Brainstorm alternate locations, meeting times, etc to facilitate as little disruption as possible c. Develop alternate activities plan d. Congregational Liaison will inform activity leaders and members of congregation regarding alternate activities plan 3. Utilizing Assistance a. Brainstorm ways people can help. Within the first couple days of the incident, people will be offering assistance. Be prepared to utilize this help while it is being offered. 5