Hurricane season is here, and historically the most active time for hurricanes is mid-August through mid-October. Storm surges, high winds, heavy rains, and severe flooding are the greatest threats posed by hurricanes in the NY region. Are your facilities prepared?

A quarterly newsletter, published by the Archdiocese of New York Office of Insurance Services, designed to increase risk management awareness and safety. July 2013

Storm Surges*A storm surge is a large dome of water (50-100 miles wide) that sweeps across the coastline close to where a hurricane makes landfall. It is the greatest potential threat to life and property associated with hurricanes. A major hurricane could push more than 30 feet (the height of a three-story building) of storm surge into some parts of New York City. NOAA advises that those who may be affected by a storm surge plan for a storm that is one category more intense than is forecast.

In the 1980s and 1990s, the US Army Corps of Engineers found that NYC’s low-lying, heavily populated neighborhoods are more exposed to the threat of coastal flooding in a hurricane than most people realized. Large areas of southern Queens, southern Brooklyn, the lower east and west sides of Manhattan and the perimeter of Staten Island are most at risk.

Storm surge from a strong hurricane would not be limited to waterfront properties and could conceivably push miles inland in some areas. NYC’s unique geography — located at a “bend” in the coastline between New Jersey and Long Island — makes it especially vulnerable. Storm surge can make landfall five hours before the hurricane itself. It can also take place after a hurricane has moved away from the city, as high seas slump back into confined spaces like Long Island Sound.

High Winds High winds begin well before a hurricane makes landfall. High winds can damage or demolish structures, and severe injuries can result if someone is hit by wind-swept debris.

The amount of damage inflicted by these winds depends upon whether a community has an effective mitigation program in place and has prepared in advance of the storm.

Heavy Rains/FloodingHurricanes typically produce rainfall of 6-12 inches or more, often resulting in severe flooding. In general, rains are heaviest with slower moving storms (less than 10 mph). The heaviest rains usually occur in a 6-hour period before landfall and 6 hours after. However, as was the case with Hurricane Irene, storms can last for days, depending upon the interaction with inland weather features.

Flash floods and mudslides are a danger for inland areas, and inland flooding has been the primary cause of hurricane fatalities over the past 30 years. Long-term flooding on rivers and streams can persist for several days after the storm.

TornadoesWhen there is a hurricane, often a tornado will follow, adding to the storm’s destructive power. NOAA’s studies have shown that more

than half of the landfalling hurricanes produce at least one tornado. Although tornadoes associated with hurricanes are less intense than those that occur in the Great Plains, the effects of tornadoes when added to hurricane-force winds can produce substantial damage. Scientists are closer to predicting tornadoes than they were a few years ago, but it is still difficult to predict far in advance.

Securing Your Facilities Make modifications to your facility in advance to help protect it from the effects of hurricanes and other natural disasters. Check with your local building official to see what modifications will work for your facility, or consult an independent engineer. Below are some general recommendations.

Reinforce or Replace Garage Doors High winds can damage or destroy garage doors. To help protect your garage and its contents, reinforce existing garage doors or replace doors that are not working properly.

Install Storm Shutters, Plywood Covers or Hurricane Glass High winds and windblown debris can easily break unprotected windows. In addition, glass and debris entering your building has the potential to cause interior damage and injure occupants. To protect your windows, install storm shutters or invest in plywood covers.

Hurricane Preparation

Continued on page 2*Source: NY Office of Emergency Management

Keep pre-drilled plywood coverings in an easily accessible storage area that will allow you to do a quick installation before the arrival of a severe hurricane or evacuation. You may also want to consider installing hurricane glass, which eliminates the need for hurricane shutters but is more costly.

Brace Gable End Roof Framing Gable end roofs are more susceptible to damage by high winds than hip roofs or flat roofs. If the framing of the gable end and the rest of the roof are not adequately braced to resist the wind, the roof can fail. If your facility has a gable roof, check to see if the roof framing is adequately braced. If you are unsure, check with the local building department or a member of your facilities management department. After inspecting your roof framing, a building official can tell you if bracing is required and how to add it.

Grounds Keeping and Routine Maintenance Maintaining your grounds and facilities throughout the year is critical to ensuring safety. During hurricanes or heavy storms, nearby buildings and structures are at high risk when a sickly or poorly-pruned tree loses a limb, uproots or whips into wires. Procedures such as tree pruning and removing damaged or dead branches should be a part of your regular maintenance routine. Periodically inspect roofs for damage or leaks. Be sure sump pumps are operational. Consider obtaining backup battery-operated sump pumps.

Backup SystemsBe sure all equipment is fully operational and properly installed. FEMA recommends:

n Portable pumps to remove flood water

n Alternate power sources such as generators or gasoline-powered pumps

n Battery-powered emergency lighting

Secure Vital Records When Hurricane Katrina hit New Orleans in August 2005, many sacramental records were lost in the floods or badly contaminated from mold and other environmental factors. For this reason, Dr. Emilie Leumas, archivist for the Archdiocese of New Orleans, recommends that pastors take vital documents with them at the time of evacuation. In addition to sacramental registers, other vital documents such as architectural drawings should be scanned and sent to the archdiocesan archive office. If a building suffers physical damage, the architectural drawings will be an important resource.

To ensure the safety and preservation of sacramental registers and other vital records, begin by using bindings and paper that are permanent, durable and acid-free. Use only archival-quality ink. If these documents are subjected to water, mold or humidity, archivists may be able to restore them if the correct materials were used. Permanent, inactive records should be stored in boxes (preferably water-tight plastic bins) on high shelves. Do not store in the basement. Safes are generally not waterproof.

To protect electronic records, locations should set up a procedure to remotely back up files. There are many companies that provide this service. Be sure, however, to investigate the integrity of the company and ask questions about the security measures used. Ask the following questions: How often will backups be done? What kind of physical security is in place for the actual hardware that the data will be stored on? What encryption methods will be used? Will your data be on a dedicated server or a shared server? If you are using a shared server, what barriers are in place to keep your information separate from other organizations?

The Blessed Sacrament When an evacuation order is issued, pastors should plan on the consumption of the Blessed Sacrament or make plans to take the Blessed Sacrament and sacred vessels with them. Unconsecrated hosts should be stored in airtight and waterproof containers.

InventoryTo help expedite the claims process after a hurricane event, keep an inventory of office equipment and valuables. The easiest way to do this is to take photos and store them electronically. Start by taking a photo of each wall and the interior of every room where equipment and valuables are kept. Alternatively, document each item in writing. Priests should be sure to take pictures or keep descriptions of higher-value items such as chalices, patens and vestments.

Emergency Supply KitPut together a kit that you can use at your location or take with you in the event of evacuation. See page 3 for a list of suggested items to include in your kit.

When Storm is ImminentEstablish shutdown procedures for your facilities in advance of an evacuation order. Procedures should include the following:

n Ensure that you have at least a week supply of any prescription medications.

n Purchase an ample supply of bottled water and non-perishable food items.

n Move unanchored items (banners, signs, trash cans) inside or store in locked shed.

n Use plywood to protect glass showcases.

n Close and lock all windows and doors, especially in school buildings.

n Close storm shutters or board up windows with pre-drilled plywood. Most stained glass windows have safety impact glass on the outside. Any stained glass windows that do not have safety glass should be protected with plywood or other similar material, if possible.

n Inspect roof drains, gutters, window wells and sidewalk drains - ensure they are unobstructed and clear of debris.

n Safely shut off electricity, gas and water supplies at main switches and valves.

n Elevate valuable items/documents to high shelves, or plan to take them with you.

n Remove papers from lower drawers of desks and filing cabinets and place them in plastic bags or containers on top of cabinets.

n If using a generator, test the unit before the storm approaches and make sure you have a reserve of gas.

n Place sandbags in spaces where water can enter.

n Change voicemail messages to reflect close of business/cancellation of services.

n Make sure all garage doors are closed and locked.

n Fill a bath tub with water to ensure an adequate supply for sanitary purposes such as cleaning and flushing toilets.

n Move cars away from areas where there are a lot of trees. You may want to consider parking automobiles on a hill, or higher level, if possible.

n Consider turning the refrigerator thermostat to its coldest setting and keep doors closed.

Stay Informed NOAA broadcasts cannot be heard on a simple AM/FM radio receiver; therefore, all institutions should be equipped with a NOAA weather radio receiver. Find a radio with a warning signal, and be sure to store a set of backup batteries with your radio.

New York City has created a dedicated emergency notification office called Notify NYC. New Yorkers can sign up to receive emergency alerts and updates via telephone or text message. To register, go to: https://a858-nycnotify.nyc.gov/notifynyc/

Communicate With StaffMake plans in advance to communicate with employees before and after a hurricane. If you subscribe to a communications system, use this system to keep staff up-to-date about office closings, evacuation and return-to-work protocols.

If you do not subscribe to a communications system, maintain a list of email addresses and a calling tree list and designate the appropriate individuals to send emails and/or make phone calls. n

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Hurricane Preparation, continued from page 1

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Returning After EvacuationWatch for debris on the road while driving. Try to return during the daytime in case power has not been restored. Be careful when entering a structure that has been damaged. If possible, listen to the radio or contact authorities to find out if sewage lines are intact before turning on the water or using the toilet. Continue to monitor the news for up-to-date emergency information.

Gas Leaks If you smell gas or suspect a leak, turn off the main gas valve, open all windows and leave the building immediately. Notify the gas company, police, and fire department and do not turn on the lights, light matches, smoke or do anything that could cause a spark.

Electrical Damage If you see frayed wiring or sparks when you restore power, or if there is an odor of something burning but no visible fire, immediately shut off the electrical system at the main circuit breaker and notify your utility company. All electrical equipment and appliances must be completely dry before returning them to service. It is advisable to have a certified electrician check these items if there is any question.

Generators If you are without power for an extended period of time and use a portable generator, please take precautions. The primary hazards to avoid when using generators are carbon monoxide poisoning, electric shock or electrocution, and fire. To avoid carbon monoxide poisoning, never use a generator indoors or in an attached garage. Place the generator outside where exhaust fumes will not enter enclosed spaces and away from windows or any air-intakes to your building. Install battery-operated or plug-in (with battery backup) carbon monoxide (CO) alarms in your rectories, offices and schools. Always follow manufacturer’s instructions.

To avoid electrical hazards, keep the generator dry and operate on a dry surface under an open, canopy-like structure. Dry your hands before touching the generator.

Plug appliances directly into generator or use a heavy-duty outdoor- rated extension cord. Make sure the entire extension cord is free of cuts or tears and the plug has all 3 prongs, especially a grounding pin.

NEVER plug the generator into a wall outlet. This practice, known as backfeeding, can cause an electrocution risk to utility workers and others served by the same utility transformer. If necessary to connect the generator to house wiring, have a qualified electrician install appropriate equipment, or your utility company may be able to install an appropriate transfer switch.

To avoid fire hazards, before refueling the generator, turn it off and let it cool. Fuel spilled on hot engine parts could ignite. Always store fuel outside of living areas in properly labeled, non-glass containers. Store fuel away from any fuel-burning appliance.

Water DisruptionsContaminated water can contain micro-organisms that cause disease. Purify water if you are uncertain - boiling is the safest way. Bring water to a rolling boil for 3-5 minutes, keeping in mind that some water will evaporate. If you are unable to boil water, use the chlorination method or purification pills.

Chainsaws The improper use of chainsaws is a common cause of injury after hurricanes. Learn proper safety procedures and operating instructions before operating any gas-powered or electric chainsaw. Use extreme caution to avoid electrical shock. As with any power equipment, wear a safety face shield or eyeglasses and gloves.

Downed Power Lines If power lines are lying on the ground or dangling near the ground, do not touch them. Notify your utility company as soon as possible. Do not attempt to move or repair the power lines. Do not drive through standing water if downed power lines are in the water. If a power line falls across your car while you are driving, continue to drive away from the line.

If the engine stalls, do not turn off ignition. Stay in your car and wait for emergency personnel. Do not allow anyone other than emergency personnel to approach your vehicle.

Chemical Hazards Be aware of potential chemical hazards upon your return. Flood waters and high winds may have moved or buried hazardous chemical containers of solvents or other industrial chemicals. Contact your local fire department about inspecting and removing hazardous chemical containers. Avoid inhaling chemical fumes. If propane tanks are discovered, do not attempt to move them yourself. These represent a very real danger of fire or explosion. If any are found, contact the fire department or police immediately.

Reporting a Claim In the event of a claim, immediately contact Catholic Mutual Group at their New York Service Office: 646-794-3020 or the Yonkers Service Office: 914-367-8105.

In the event of an approaching hurricane, additional information will be provided to all members regarding preparation and response. n

Aftermath of a Hurricane

Archdiocese of New York Risk Management Quarterly Tel: 646-794-3024n Publisher: Roman Catholic Archdiocese of New York n Produced by: Bree Publishing

If you have any questions, comments or topic requests for future newsletters, please email Elizabeth.Steinman@archny.org

Emergency Kit Suggested Items

n Non-perishable food - three day supplyn Bottled water (gallon/person per day)n Battery-powered or hand crank radio

and a NOAA Weather Radio with tone alert and extra batteries

n Extra prescription medicine/eyeglassesn First aid kitn Whistle to signal for helpn Cell phone chargern Moist towelettes, garbage bags and

plastic ties for personal sanitationn Manual can opener for foodn Flashlights with extra batteriesn Matches in waterproof containern Cash and changen Important account passwords n Extra set of keysn Paper and pens/pencils

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Defensive Driving Texting, talking on a cell phone, navigating a GPS device—there are many distractions that take a driver’s attention away from the important task of safely operating a vehicle. Learning to drive defensively is more important than ever. You cannot control how others drive, but by learning to drive defensively, you can help avoid the dangers caused by inattentive drivers.

According to the National Safety Council, motor vehicle crashes are the number one cause of occupational fatalities and the leading cause of death for ages 2-39 and ages 50-72. Every parish, school or social service agency that hires drivers should ensure that their drivers are trained in safe driving habits.

Catholic Mutual Group offers an online defensive driving course titled “Be Smart-Drive Safe” which is available at no cost. For more information, contact Ron Brophy of Catholic Mutual, telephone: 914-367-8330.

Please be sure your employees and volunteers who drive as part of their ministry take the online defensive driving course and are familiar with the following precautions from the Department of Motor Vehicles.

Defensive Driving Tipsn Always keep good vision in front and

around your vehicle.

n Stay alert and prepared for the unexpected.

n Keep a safe distance around your vehicle.

n Drive at the right speed and know when to slow down and stop.

n Always wear your safety belt.

n Do not drive if you have been drinking, are on medication, or are very tired.

n Keep your vehicle in good working order.

n Obey the rules of the road and give the right-of-way when appropriate.

n Always look ahead of and around you, and check your mirrors often. Be aware of road conditions and possible hazards in front, to the sides, and behind you.

n Look for vehicles stopping and watch for people getting in or out of parked vehicles.

n Pay close attention to pedestrians or bicyclists sharing the road with you.

n Expect mistakes from other drivers.

n Watch for back-up lights of vehicles ahead of you.

n Pay close attention to crosswalks. Don’t rely on traffic signals. Other drivers, bicyclists, and pedestrians may ignore traffic signals.

n Always pay close attention near playgrounds, schoolyards, and shopping centers.

n Children, pedestrians, and bicyclists may be hidden from sight.

n Remember that right-of-way is something you give. A big part of driving defensively is giving the right-of-way to prevent unsafe traffic situations.

Your Health and Physical ConditionHave your eyesight checked every year or two. Address any vision problems immediately. As you get older, your vision may get worse, or it may become harder to see at night. You must always stay alert and in control of your vehicle. You need both good vision and good hearing. You should never drive in the following cases:

n When you have been drinking alcohol

n When you have taken any prescription drug or over-the-counter medication that can cause drowsiness

n If you are under the influence of any drug

n When you are very tired

n When you are upset - emotions like anger and depression can cause you to drive carelessly

How Can You Identify Aggressive Drivers?Aggressive drivers often do the following:

n Cut people off

n Exceed the speed limit

n Switch lanes without signaling

n Tailgate

n Run red lights

n Prevent other motorists from passing them

How to Handle an Aggressive DriverDo not engage with aggressive drivers. If confronted with an aggressive driver:

n Attempt to get out of his/her way.

n Do not challenge that person.

n Avoid eye contact.

n Ignore rude gestures.

n Wear your safety belt. It will keep you in control of your vehicle and protect you in a crash.

n Do not become an Aggressive Driver!

Control your anger and do not let the situation get worse. Do not question how aggressive the other driver may be. If you have a cell phone, call the State Police at 911 to report dangerous drivers.

The American Automobile Association (AAA) notes that the most important actions you can take to avoid aggressive driving take place inside your head. By changing your approach to driving, you can make every trip more pleasant. n

OSHA’s Safe Driving TipsStay Focusedn Driving requires your full attention.

Avoid distractions, such as adjusting the radio or other controls, eating or drinking, and talking on the phone.

n Continually search the roadway to be alert to situations requiring quick action.

n Stop about every two hours for a break. Get out of the vehicle to stretch, take a walk, and get refreshed.

Avoid Aggressive Drivingn Keep your cool in traffic!n Be patient and courteous to other

drivers.n Do not take other drivers’ actions

personally.

Reduce your stress by planning your route ahead of time (bring the maps and directions), allowing plenty of travel time, and avoiding crowded roadways and busy driving times.