David J. Mistick, CPM
New York Landmarks Conservency
Common Bond 1998

Disaster Planning and Recovery

Any size fire at a religious property can take a devastating toll on the congregation. A written emergency plan can help minimize confusion, delay, and monetary loss. The quality and direction of emergency services in the first 48 hours after a major disaster will dramatically impact the size, scope, and cost of the loss as well as directly determine the length of time required for recovery to life as usual.

In the aftermath of a fire, it is most important to recognize that the congregation is responsible for preserving and protecting the property from further damage. Congregations must put a written response plan into place that has pre-qualified those who will be involved in the event of a fire.

Far too often, congregations are paralyzed for days after a major fire waiting for direction or approval from the insurance company to take action and spend money. This misunderstanding of roles and obligations has often caused the damage to escalate exponentially. Elements that could be restored are destroyed by procrastination and exposure to the elements. Half-million dollar losses become million dollar losses when, for example, the corrosive soot from a fire is left to etch away brass fixtures and religious vessels. It is the responsibility of the leadership to respond quickly and effectively to minimize further damage to the building.

Here is a memorable example of a non-qualified response: A major church in Birmingham, Alabama suffered a fire in excess of $5 million. In the days immediately after the fire, the church hired a contractor they had not pre-qualified for experience and expertise. As a result thousands of dollars of antique furnishings that could have been restored were discarded. The pipe organ ranks were disassembled and pipes were laid horizontally on racks in an unconditioned warehouse environment. The result was bent, twisted, disfigured pipes. In addition, the 5,000 square foot temporary roof was actively leaking. After the building was considered dried, moisture readings of the plaster were still too high because the disaster contractor they hired was untrained.

The net result: hundreds of thousands of dollars worth of additional damage and a longer recovery period. The importance of disaster planning cannot be overstated. Assign an emergency response team to plan and manage the recovery activities. Lack of planning places the congregation and worship site at greater risk. Small disasters grow larger in scope and cost if not responded to immediately and could increase the likelihood of personal injury or death. Even the most modest emergency plans will reap significant rewards. Start by forming a small group to discuss the relevant issues. Include: congregational leaders; architect and/or building conservator; insurance broker and/or risk manager; disaster recovery contractors; critical service contractors; and ¨ public safety officials.

Each of these people has a special perspective and knowledge of the building. Bringing them together with a planning tool, such as a risk management survey from your insurance carrier, will facilitate the identification of specific risks most likely to impact the property. The planning group can then look specifically at how each type of disaster affects the occupants of the facility, the property's building systems and contents, and the daily functions of the site.

Historic houses of worship raise particular concern over specialized building components including architectural woodwork, ornamental plaster, decorative painting, hardwood floors, marble, stone, stained glass, and slate and metal roofing. Furthermore, religious furnishings, musical instruments, artwork, and sculpture demand specific action for protection and recovery.

The final product of the planning team should include an emergency response team manual that should include at least the following elements: a specialized training skills list including those trained in first aid, CPR, sign language, foreign languages, etc.; contact list for key contractors and vendors who will need to be contacted in the middle of the night; a disaster recovery contractor with specialty training providing 24-hour disaster recovery services; utility companies and emer gency phone numbers; sprinkler and mechanical contractors; environmental abatement contractors; trash haulers, etc.; a list of the location of emergency supplies, including things like first aid equipment; flashlights, hand tools, radios, cell phones, hard hats, tarps, camera, film; fire detection and suppression checklists for inspection and emergency actions; utility and equipment shutoffs since shutting things down will drastically reduce damage during a fire or other disaster; a list of critical equipment and materials such as the location of important records; ¨ insurance information (How do you report a claim? Where are copies of policies and related schedules?); people profiles since children, elderly, and physically disabled individuals may have special needs in the event of an emer gency; a list and location of potential environmental hazards; as-built drawing of the building, if available; an emergency plan review log that is important to track the review of the plan and rehears als; and an emergency expenditure log to track receipts, purchase order numbers, and the costs for reimbursement by the insurance company.

If you address these basics, you will save yourself from countless stumbling blocks, and quite possibly thousands of dollars. Similarly you can be assured that your historical treasure is cared for in an appropriate manner.

Complex building-related problems can result from fighting a fire. For example, excessive water damage from fire hoses - which output nearly 125 gallons of water per minute - can cause damage equal to that of the fire. Circumstances such as this, bring to light environmental, dehumidification, structural, as well as cleaning issues which can best be served by a collaboration of a disaster recovery contractor and an architect or building conservator.

Having these disaster response professionals identified ahead of time will give you the ability to pre-qualify your emergency response staff by researching the following information: number of years in business; number of employees; availability of 24-hour service; specific services offered and type of staff such as health and safety officers; and hourly rates for emergency responses billed according to time and material used.

Insurance coverage adequate to work on a building of your value, including workers' compensation should have: historic experience; religious facility experience; client and trade references; and insurance carrier references.

Would a congregation ever consider spending hundreds of thousands of dollars in the middle of the night with someone it never met if there is no emergency response plan without pre-qualified responders? It runs that risk. Take the offensive by taking control. It will take time and energy, but will save much anguish and monetary loss during the difficult time should a disaster strike.