With hurricanes a yearly threat and evacuation a very real possibility, John Calvin Presbyterian Church believes that the safety of all our church family (congregation, Playschool families, groups using the Outreach rooms, and anyone using our buildings) is of paramount importance when a hurricane is headed in our direction.
This policy is intended to clarify the decision-making process and communication plan for closure (and reopening) of the church buildings, and hurricane preparation steps.
Worship services will always continue on-line, even during evacuation or other church closure!
Church Building Closure
Mandatory Evacuation
All church buildings will be closed, and activities/functions cancelled whenever a Mandatory Evacuation is issued for Jefferson Parish.
In-person Worship will be cancelled, but on-line worship will continue at the usual time.
Optional or Voluntary Evacuation
All church buildings will be closed, and activities/functions cancelled whenever an Optional or Voluntary Evacuation is issued for Jefferson Parish.
In-person Worship will be cancelled, but on-line worship will continue at the usual time.
We believe that when danger is a possibility, everyone should be getting prepared. Worship will always be available in some fashion on-line through the computer, tablet, or phone. There is no need for anyone to stop their evacuation preparations to physically come to the church building.
Playschool Closure
The Playschool’s protocol for closure follows the lead set up by the public schools in Jefferson Parish. During the school year, that established protocol will continue. When the school is out of session, the church building closure, above, will be used.
Closure Communication Plan
Primary Ongoing Information Source
At all times, the church website will have the most up to date information. It is the primary place where anyone can find out the status of church building closure and reopening.
Primary Communication from the Church
When the decision is made to close the church, a phone message, a text, and an email will be sent to every phone number and every e-mail established with the church office. It is intended that 95+% of the congregation and critical others will receive the information by one or all of these modes. Our hope is that these numbers include those non-member families of members who may not have access to one of these communication modes.
In addition, the answering machine in the church office will have a recording saying that the church has been closed and to check the website for the latest information.
If someone in the church family needs help at any time during the evacuation or the storm, they should call the church office. The church office phone will be forwarded to the pastor’s phone who will try to do what they can to help the situation.
Additional Communication
The leaders of the Outreach Groups currently using the Outreach Rooms will receive a phone message, text, and email to inform them at the church buildings are closed and asked to monitor the church website for the most current information.
The Church Representative (as defined in the Building Use Policy) will contact anyone who has scheduled use of a building space within 3 weeks after building closure. Their activity will be cancelled if the building has not yet opened in time for their function. The church pastor or designee will contact anyone who has scheduled a wedding in this timeframe.
Church Building Re-Opening
The church buildings will not be opened until the facilities have been deemed safe. Worship will continue on-line while the buildings are closed.
The pastor has the final word in deciding if the buildings are ready to be opened.
The pastor and a team of designated individuals will be able to reenter the area before an evacuation order is lifted to assess damage and support the decision-making process.
Opening Communication Plan
As with closing, the primary source of information is the website. The pastor will keep the website up to date as far as feasible throughout the building closure and through the opening phases.
The automatic call/text/email service will be used to send out regular information and the decision that the church buildings are being re-opened.
If someone in the church family needs assistance getting back to the area, they can call the church office or communicate through the church website. The office phone will be forwarded to the pastor’s phone to take calls, and the website will have a space to request help.
After It’s All Over
The church website will have a space to check in and let the church know how they have faired, where they are, or whatever their status may be.
It is our hope that everyone in our church family will utilize this benefit of the web to help us all keep track of each other.
If someone in the church needs help or assistance after the storm, the best way to get help is through the church website.
Hurricane and Flood Preparation for the Church Buildings
The Facilities Committee is primarily in charge of preparing the church buildings and grounds when a hurricane or significant flooding is pending. They should call in help from the congregation when action is necessary. As a rule of thumb, inside of the buildings, floatable objects should be moved up to countertop height.
Checklist:
- Move computers and any electronic equipment up to nearby countertops.
- Shift the Baptismal Font up onto the chancel.
- Move up or tiedown all wastebaskets and garbage cans both inside and outside.
- Move all of the toys in the Ones playground inside the A/C fence.
- Move any loose toys from the Playschool playground inside, into an enclosed area or room.
- If the Playschool is open, the teachers will move the loose items in their classrooms. If the Playschool is not open, check each classroom and move loose items up above countertop height.
- Walkthrough the church buildings and move anything that may float up above countertop height – including in the Outreach Rooms.
- Walkthrough the Playschool and move anything that may float up above countertop height – including in the Playschool Office.
- Walkthrough the church grounds to remove or tie down anything that could become a projectile – including the smoker’s butt containers.
- Walkthrough the Playschool grounds to remove or tie down anything that could become a projectile.
- Change the message on the phone system and set it up to transfer calls.
- Set-up the automatic call/text/email service messages and send them out.
The Finance Committee should review the contents of the fire closet in May or June each year, to ensure that our critical records are high enough to escape damage.
The Music Professionals should review all items stored in the choir room and move them to a flood safe location in May or June each year.