Emergency Plan

Use this forum to discuss issues that are not found in any of the other clerk and stake technology specialist forums.
jirp
Member
Posts: 161
Joined: Thu Feb 21, 2013 8:02 pm
Location: Greybull WY

Emergency Plan

Postby jirp » Tue Jan 13, 2015 1:15 am

I was neatening up the ward computer files and got to thinking that the work put in on our emergency plan might benefit someone else. We started from scratch in April with a near miss on a flood. So I will share what we did and the basic files here.

We created notebooks for each of the auxilary presidents, Bishop, one to have in the church building, and one spare that brought us to 11. Found we were missing one for the stake emergency coordinator and a new excutive secretary decided he might need one too.(which he might) So a one labelled generically bishopric was created for him. This brings the total notebook count to 13. This is still a work in progress but I will share more as more sections are completed.

The basic notebook is a 1 inch 3 ring binder white in color with the 3 clear pockets for inserts on the outside. Into that for now goes an 8 large tab divider. Under the theory that neat might get it better taken care of and more likely kept around, fair care has been taken to keep it at least marginally professional. Here are the files for the notebook itself. The spine file prints the strips for the notebook spine.(quick hints here. 1. the paper cutter is your friend, 2. open the notebook completely while inserting the strips) The cover file prints the front covers. For them a quick search and replace will let you replace Greybull with your ward name. If your ward name is long enough that "ward" needs to scroll to the next line simply move the top margin on the page up to .25" and will still print neatly. The tabs file prints tabs for Staples assorted color 8 large tab insertable dividers. Since it prints 2 sets of dividers per card you will still have nearly half of the cards left to make changes in the future.

I will post those 3 files and the table of contents file to this post. The table of contents is actually the main one and 2 for later tabs. In future posts I will cover what was done for each of the tabs and provide files and links where I can.
Attachments
Emergency binder spine.odt
(12 KiB) Downloaded 185 times
Energency binder cover.odt
(12.9 KiB) Downloaded 103 times
Emergency Binder Tabs.odt
(12.69 KiB) Downloaded 110 times
MasterTOC.odt
(19.07 KiB) Downloaded 133 times

jirp
Member
Posts: 161
Joined: Thu Feb 21, 2013 8:02 pm
Location: Greybull WY

Re: Emergency Plan

Postby jirp » Tue Jan 13, 2015 1:33 am

The master table of contents of course goes in first. Then the first tab which LDS policy. The first link here takes you to the page to find links for most of the policy stuff. To make it easy I will then post the links directly to the printable versions of each section. Some are .pdf and some you print directly from the browser.

0. the master link to show how to get to the others. started with zero so the others will match by number their link in the table of contents.
https://www.lds.org/topics/emergency-preparedness?lang=eng

1. The link for stake and ward emergency planning.
https://www.lds.org/bc/content/shared/content/english/pdf/welfare/stake-ward-emergency-planning-guide-eng.pdf?lang=eng

2. The link for diaster clean up policy.
https://www.lds.org/bc/content/ldsorg/topics/emergency/Disaster-Cleanup-Guidelines-11-19-2013.pdf?lang=eng

3. The link for policy on meeting houses as shelters.
https://www.lds.org/tools/print/article/narrow/?lang=eng&url=/topics/emergency-preparedness/guidelines-for-use-of-meetinghouses-as-emergency-shelters

4. The link for guidelines for emergency communication.
https://www.lds.org/tools/print/article/narrow/?lang=eng&url=/topics/emergency-preparedness/guidelines-for-use-of-meetinghouses-as-emergency-shelters

5. The link for the Parent and medical consent form.(33810)
https://www.lds.org/bc/content/shared/content/english/pdf/callings/young-men/parental-permission-medical-release.pdf?lang=eng

6. The link for the activities form. Unlikely to need for emergency but just in case plus it keeps it where the auxiliaries know where to find it.
https://www.lds.org/bc/content/shared/content/english/pdf/callings/young-men/activity-plan.pdf?lang=eng

That completes the links for the first section. We have 2 others but they are specific to us but were left in the table of contents as feeder ideas. Is there anything missing in this section that anyone knows of?

jirp
Member
Posts: 161
Joined: Thu Feb 21, 2013 8:02 pm
Location: Greybull WY

Re: Emergency Plan

Postby jirp » Tue Jan 13, 2015 1:35 am

Section 2 is easy. It contains 2 things. The ward list printed double side and a callings by organization so someone doesn't freak out and suddenly forget who is in the presidency of some organizations

jirp
Member
Posts: 161
Joined: Thu Feb 21, 2013 8:02 pm
Location: Greybull WY

Re: Emergency Plan

Postby jirp » Tue Jan 13, 2015 1:53 am

Section 3. is the maps section. All the maps were printed from the church web sites either directly or very round about.

1. is the stake map. It comes from the CDOL website. If you enter your stake unit number in the search in the roughly upper left third of the screen there is a link to the maps section. Here you can get 2 formats of your stake map in pdf format. The reason to want this map over one done from the mapping screen is this one includes the names of all the neighboring stakes.

2. is the ward map. It also comes from the CDOL website. There again downloads in pdf format and has all the surrounding ward names even if they are not in your stake.

From there the maps all the maps were generated through the show my ward and stake maps section at www.lds.org. There is no good way to print those maps so the answer is to turn off as many things that limit your screen size as you can and simply take screen shots. If you need more than one to put a map together load the images into a photo editing program and use the panorama function to put them together. If you very carefully don't include the scale ruler at the bottom in all but the bottom picture you can pull it in accurately. Be careful not to change zoom while changing locations taking the screen shots. Once the picture is stitched back into one picture then crop it and edit it to add things like titles and compass rose and legend. The member homes will show as dots just like in the map. Then either print directly from the photo software or if you need page spanning save it as a .pdf and print from adobe which supports page spanning nicely. Our town is long and narrow so that one is printed on 2 pages of 11x17 paper taped together using the page spanning to accomplish it. The rest of ours are small enough areas to fit on a single page and still show enough detail. Some were printed in road view and some in a hybrid road/satellite view. What ever gave the information the most clearly. All of this will be specific to your ward.

jirp
Member
Posts: 161
Joined: Thu Feb 21, 2013 8:02 pm
Location: Greybull WY

Re: Emergency Plan

Postby jirp » Tue Jan 13, 2015 1:59 am

section 4 is the skills section. It was done using the skills part of MLS. The reports were printed 2 ways. The first by name listing skills and the 2nd was by skill listing everyone who had it. Between them is a hot pink page with a listing of all of the skills in order. Both those that were in MLS organically and those we added to the list. I will include the divider page file here in case it adds to anyone's thinking. Are there other skills or resources that need to be on the list?
Attachments
Skill page.odt
(15.46 KiB) Downloaded 99 times

jirp
Member
Posts: 161
Joined: Thu Feb 21, 2013 8:02 pm
Location: Greybull WY

Re: Emergency Plan

Postby jirp » Tue Jan 13, 2015 2:09 am

Section 5, 6, 7 are how the emergencies are broken down. The Bishop wanted the auxiliaries to take ownership here so he wanted them to write what each of them might expect to be doing. Attached is our beginning example. The other piece that needs to be added here is generic planning for the most likely emergencies in each category. This is what we most need to work on next. Any comments, additions or thoughts?
Attachments
disaster plan example.odt
(25.48 KiB) Downloaded 104 times

jirp
Member
Posts: 161
Joined: Thu Feb 21, 2013 8:02 pm
Location: Greybull WY

Re: Emergency Plan

Postby jirp » Tue Jan 13, 2015 2:21 am

Section 8 is the signs sections. Realizing clear fast communictions might be wanted there is the start of a list of signs. The first 7 pairs of signs go in the clear plastic scrapbooking pocket holders. Between them is a rigid piece of cardstock. The plastic cover should render them semi water proof and the card stock hold it rigid. All signs are hole punched to so if their pocket is needed for something else they can be put back in the notebook. A few are larger signs that take the full sheet. They are marked with an asterisk in their TOC. The color of the page is listed for making other colored signs if needed or color coding something. The bigger signs can all be taped up or a little folded under something like a brick to stand on their own. The smaller signs are a single line of text landscape fashion down the middle of a page. The text is just slightly smaller than 1/3 of the page so a 2 or 3 line sign can be created by simply folding the right edges and putting multiple strips together in a pocket. This should allow the creation of hundreds of different sign possibilities with only 20 or 30 base pieces. Then a few pins and a card of some sort of tape should give good communication capabilities out of just the notebook. One notebook might be a little limited but most likely there will be several leaders in the right place to use signs from multiple books if needed. I will get the files converted to pdf another night and posted here. Right now they are in corel draw which I am guessing almost no one can open.
Attachments
Mens.odg
(10.24 KiB) Downloaded 212 times
Womens.odg
(10.8 KiB) Downloaded 78 times
Last edited by jirp on Tue Jan 13, 2015 2:50 am, edited 1 time in total.

jirp
Member
Posts: 161
Joined: Thu Feb 21, 2013 8:02 pm
Location: Greybull WY

Re: Emergency Plan

Postby jirp » Tue Jan 13, 2015 2:22 am

Hopefully this is a good starter for anyone going through this process. What is missing and what is needed?

russellhltn
Community Administrator
Posts: 20729
Joined: Sat Jan 20, 2007 2:53 pm
Location: U.S.

Re: Emergency Plan

Postby russellhltn » Tue Jan 13, 2015 10:35 am

Nice!
Have you searched the Wiki?
Try using a Google search by adding "site:tech.lds.org/wiki" to the search criteria.

jirp
Member
Posts: 161
Joined: Thu Feb 21, 2013 8:02 pm
Location: Greybull WY

Re: Emergency Plan

Postby jirp » Tue Feb 24, 2015 12:28 am

signs.pdf
file to print the signs themselves.
(2.01 MiB) Downloaded 98 times
MasterTOC.odt
update Master table of contents and 2 aux tables of contents and the signs directions for use.
(20.68 KiB) Downloaded 102 times
Okay finally got sections 8's signs in as pdf to print the master set to run copies from. This includes and updated master TOC that adds a building evacuation section to the first policy section and the full list signs table of contents to section 8. The signs directions page for using the keywords to make bigger signs is also on the end of this file now.

The signs.pdf file is to print the signs themselves. When printing they can be separated out to print the color ones. They have page numbers to make getting them back in order easier if used.


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