SBC

Operating Procedures: North American Mission Board
of the Southern Baptist Convention
and the American Red Cross

Statement of Understanding: These procedures support and further detail the Statement of Understanding between the North American Mission Board of the Southern Baptist Convention and the American National Red Cross.

Purpose: The purpose of these procedures is to provide greater detail about the relief operation and financial responsibilities of the Southern Baptist Disaster Relief and the American Red Cross Disaster Services when providing mass feeding cooperatively on disaster operations.

Concept of Operations: Each organization is a separate and independent organization. The two organizations work cooperatively to provide disaster relief. Each organization retains its own identity in providing service and is responsible for its own activities.

As collaborating agencies, the North American Mission Board of the Southern Baptist Convention Disaster Relief feeding units agrees to provide feeding equipment and volunteers; and the Red Cross agrees to provide the food, feeding supplies, and logistical support for such joint operations. During large disasters, Red Cross may also support travel and maintenance. (Travel and Maintenance Costs, Procedure 4)

Preparedness: Both organizations, at all levels (local and state), are encouraged to work together in preparedness efforts to plan for efficient operations.

Activation: A Southern Baptist feeding unit may self-activate in its own area. Travel and maintenance costs associated with feeding units that self-activated within their own area are the responsibility of the responding feeding unit.

A Red Cross chapter or state lead chapter for disaster services may activate a Southern Baptist unit within its area. If Red Cross requests activation, the Red Cross chapter or state lead chapter for disaster services must contact the state Baptist convention.

Activation implies supporting the units as described in this document. This includes making appropriate purchases and securing appropriate resources. Standard Red Cross procedures for budgeting, reporting, procurement, and processing invoices must be followed.

When the size of a disaster relief operation has been determined and the relief operation is in place, coordination, support, and financial authorities reside with the appropriate Red Cross disaster relief operation director and function officers.

Disasters with Communication Outages: In the event of a disaster that causes widespread communication outages, feeding units, in consultation with the local Red Cross chapter and state lead chapter for disaster services, may locate an appropriate site and immediately begin feeding. Every attempt should be made to contact the Southern Baptist state disaster relief director and/or

Southern Baptist national disaster relief director as soon as possible for ongoing coordination. In such instances, the Red Cross, per this Statement of Understanding and Operating Procedures, will reimburse the reasonable and customary costs for fuel, food, and paper goods expended during relief activities.

Procedures:

Responsibilities of the American National Red Cross When Activating the Southern Baptist Disaster Relief Feeding Unit(s)

Responsibilities of the Southern Baptist Disaster Relief Feeding Units When Activated by the American Red Cross

3.	Financial Procedures
4.	Travel and Maintenance Costs

Request for Reimbursement

Procedure 1

Responsibilities of the American National Red Cross

When Activating the Southern Baptist Disaster Relief Feeding Unit(s)

The primary responsibilities of the Red Cross when working in cooperation with the Southern Baptist disaster relief feeding units (referred to as feeding unit[s]) are to provide supplies and logistical support and to ensure delivery of the prepared meals.

Red Cross will—

Determine the need for feeding units based on disaster needs and local resources. A Red Cross chapter may activate a Southern Baptist disaster relief feeding unit if the feeding unit resides within the chapter's jurisdiction. The American Red Cross will contact the state Baptist convention disaster relief director via the Red Cross state lead chapter for disaster services if additional feeding units need to be activated within a state. The Red Cross state lead chapter must notify the Disaster Operations Center of any state activation. Additionally, the state lead chapter for disaster services will contact disaster services at national headquarters to recruit Southern Baptist feeding units from outside the affected state. If required, American Red Cross national headquarters will activate the resources and start-up orders to support the kitchens with food, supplies, and equipment. Contingency plans will be provided to the Southern Baptist on-site coordinator (White Cap) at that time.

2.		Meet with the Southern Baptist disaster relief on-site coordinator to discuss relief operation communication channels.

3.		Locate a site for the feeding unit in coordination with the Southern Baptist disaster relief on-site coordinator. The site should have sufficient parking for the number of expected emergency response vehicles (ERVs) and related feeding storage containers as well as adequate water, sanitation, and drainage systems. As soon as possible, Red Cross will complete a written inspection of the site and any associated facilities. If found satisfactory, Red Cross will sign an agreement for the facility and authorize its use as a site for the feeding unit during the relief operation. A vehicle location plan will be created for the site to minimize parking lot wear and tear.

4.		Locate lodging for Southern Baptist disaster relief feeding unit volunteers, if requested, when a Southern Baptist church is not available or has been severely affected by the disaster.

5.		Receive and file an initial inventory of food, paper goods, and all equipment contained in the feeding unit.

Develop menus and a meal schedule with the Southern Baptist disaster relief on-site coordinator. Menus will include culturally sensitive foods and food resources available from the USDA and food banks.

Establish a supply system for meeting the ongoing needs for food and paper supplies for the feeding unit.

Make arrangements for an ongoing supply of water for the feeding units. Options include requesting water tanks and, if no other resources are available, the donation or purchase of bottled water.

9.	Secure storage facilities for feeding units.

10.		Establish accounts and a supply system for fuel, as needed by the feeding units.

11.		Establish services for garbage disposal, pick-up, and recycling, as needed for the feeding units. Separate procedures may be needed for dry and wet garbage.

12.

Establish a communication system between Red Cross and the feeding units. Southern Baptist feeding units will be included in priorities for communications equipment. Options for communication equipment may include: telephone, fax, cellular telephone, pagers, and radio or base stations depending on size and projected duration of operation. Hard line installation requires Red Cross management approval.

13.			Load cambros on the ERVs.

14.			Distribute and serve the food through the use of ERVs and by other methods.

15.			Clean the cambros after use. Mobile feeding teams have responsibility for cleaning cambros; however, any assistance offered by the Southern Baptist feeding unit will be appreciated.

16. Provide information to the Southern Baptist on-site coordinator about overall plans for the disaster operation, including service delivery sites, beginning and ending dates, modifications of the feeding schedule, reduction in the number of meals, anticipated closing of the mobile feeding routes, etc.

17.			Receive a daily report of number of meals prepared by the feeding unit and compare with number of meals served. Adjust production quantities, schedules, and routes accordingly. Advise the Southern Baptist unit director (Blue Cap) of the number of meals to be prepared for each meal.

18.			Plan with the Southern Baptist disaster relief on-site coordinator for closing the Southern Baptist feeding operation, including the date of the last day of feeding, arrangements for the return of USDA commodities, and disposition of all remaining food. Strive for 72 hours advance closing notice to all parties, including both organizations' management, clients, and workers.

19.

Receive from each feeding unit a closing inventory of food, paper goods, and all equipment remaining on the unit.

20.

Develop a plan for restocking the feeding units based on conversations with the feeding unit's leadership and the Southern Baptist national disaster relief director. (Financial Procedures, Procedure 3)

21.Process requests for reimbursement of Southern Baptist disaster relief unit expenses (usually reimbursement of food; paper goods; and fuel [propane, diesel, kerosene, and gasoline]) and submit bills to disaster accounting for payment.

22.

Include the summary report of the Southern Baptist feeding operation with accomplishments and recommendations from the Southern Baptist disaster relief director with the mass care officer’s narrative. Share the report, as appropriate.

23.

Ensure Southern Baptist feeding unit staff receives recognition for the services provided.

Procedure 2

Responsibilities of the Southern Baptist Disaster Relief Feeding Units When Activated by the American Red Cross

Overview : The Southern Baptist Convention is responsible for the development and management of their mobile feeding kitchens (feeding unit[s]), including staff and physical assets such as the feeding unit vehicle(s), equipment, food, fuel systems, and the operation of the unit.

The Southern Baptist Convention will—

Recruit, select, and train Southern Baptist disaster relief teams.

Provide to Red Cross the names of those activated and when and where they will be arriving.

Deploy Southern Baptist disaster relief feeding units stocked with a one-day food supply. Feeding units that do not warehouse food will have an agreement with a local vendor to supply a standing order of food at the time of deployment. The American Red Cross logistics procurement office will coordinate purchases from the local vendor and will request that the vendor direct bill the American Red Cross. If the American Red Cross does not have a national contract with the local vendor, the food will be purchased on the Southern Baptist account and a copy of the bill will be given to the American Red Cross site supervisor upon arrival at the disaster operation. The site supervisor will remit the bill to the logistics-purchasing officer.

Stock sufficient sanitation and washing equipment until local arrangements can be made by the Red Cross.

Travel to the affected site. (Travel and Maintenance Costs, Procedure 4)

Rent a truck from a local vendor to transport food, if required. The American Red Cross logistics procurement office must approve local vendor truck rentals and will request that the vendor direct bill the American Red Cross. Upon the unit's arrival on the job, a copy of the contract for the rental truck will be given to the site supervisor or the logistics officer who is tracking rental vehicles.

Locate lodging for Southern Baptist disaster relief staff in a Southern Baptist church. If a Southern Baptist church is not available or has been severely affected by the disaster, Red Cross will assist in locating lodging for the Southern Baptist feeding unit volunteers.

Meet the Red Cross mass care and logistics officers and the primary contact(s) for the Southern Baptist disaster relief unit. Jointly determine:

Location for the Southern Baptist disaster relief unit, which ensures sufficient parking for, expected number of ERVs plus storage containers, and adequate water, sanitation, and drainage systems.

Plan of action.

Secure local vendors for materials needed to operate the feeding unit, in the event an American Red Cross logistics officer is not available or a site supervisor has not been assigned to the site. These accounts will be opened under the Southern Baptist organization's name. These vendors may include food, garbage pickup, portable bathrooms, fuels, additional storage, and material handling equipment. Upon the arrival of the American Red Cross site supervisor, all vendor names and account information will be passed to the site supervisors who shall transfer accounts to the American Red Cross' name and authority. (Financial Procedures, Procedure 3)

10.				Provide to the Red Cross mass care officer an initial inventory of food, paper goods, and equipment arriving with the feeding unit.

11.				Determine with Red Cross mass care staff the:

Menus

Meal quantities.

Schedule for feeding, including when food will be ready for pick-up by ERVs or served in a fixed feeding site

12.

Prepare meals according to the menu, quantity and schedule as determined.

13.

Fill food cambros for pick-up by Red Cross vehicles.

14.

Serve food to clients at site, if requested. Such actions would also make the site a fixed feeding site. Planning for this may require additional staff, either from Southern Baptist, Red Cross or the local community.

15.

Clean the kitchen. Cleaning cambros is a responsibility of the Red Cross (ERV) teams, but any assistance from the Southern Baptists feeding units is appreciated.

16.

Provide a daily report of the number of meals prepared for each meal and the approximate quantity returned by ERVs on each feeding route and from fixed feeding sites.

17.

Keep a daily inventory of all on-site food and supplies.

18.

Coordinate closing and departure plans of the feeding unit with the Red Cross mass care officer in advance of departure.

19.

Provide a departing inventory of food and paper goods on the unit.

20.

Restock the feeding unit, as appropriate, at the end of the disaster relief operation. Based on conversations with the feeding unit's leadership and the Southern Baptist national disaster

relief director, the mass care function lead at national headquarters will determine an appropriate restocking method. (Financial Procedures, Procedure 3)

21. Provide Southern Baptist replacement staff as needed. The Southern Baptist national on-site coordinator will coordinate staffing requests for replacement staff for Southern Baptist feeding units. If any costs are to be charged to the Red Cross, disaster services at national headquarters must approve them in writing in advance.

22. Submit requests for reimbursement to the American Red Cross prior to departure from the relief operation for expenses that have already occurred. Requests for reimbursement that cannot be submitted prior to departure are to be submitted to American Red Cross at an address determined before the unit leaves the operation.

23.

Submit a summary report to the mass care officer about services provided, accomplishments, and recommendations. Send one copy to the national Southern Baptist disaster relief director.

Procedure 3

Financial Guidelines

The agreement between the North American Mission Board Southern Baptist Disaster Relief and the American Red Cross is a cooperative agreement in which each organization contributes to the disaster response effort. This includes sharing the costs incurred.

The following financial procedures are in effect when the Southern Baptist disaster relief feeding unit(s) provide feeding at the request of the Red Cross. When Red Cross assumes responsibility for the cost, Red Cross will open the account(s) and pay the vendor(s) directly.

Authority to Approve Air Travel and Exceptions. The authority to approve air travel and exceptions to these procedures resides with disaster services at national headquarters. All approvals will be communicated in writing to the Southern Baptist national disaster relief director. In order to qualify for travel, Southern Baptist staff must have an American Red Cross Voluntary Agency Registration form on file at American Red Cross Disaster Services national headquarters.

Financial Responsibility for Accounts. After taking into account #9, Responsibilities of the Southern Baptist Disaster Relief Feeding Units When Activated by the American Red Cross, Procedure 2, from then on each organization assumes financial responsibility for merchant accounts opened under the name of their organization. Thus, the Red Cross must open accounts that are to be paid for by the Red Cross. If the Southern Baptist disaster relief coordinator (white cap) determines it is necessary to open an account, he should do so with the expectation that Southern Baptist Disaster Relief will pay the account. If it is appropriate to request reimbursement from Red Cross, information about the account and a request for reimbursement with documented support should be made from Southern Baptist Disaster Relief to Red Cross Disaster Services as soon as possible. Red Cross may agree to assume responsibility for such accounts. (Request for Reimbursement, Procedure 5)

Food, Feeding Supplies, and Paper Goods. Red Cross will pay for food, feeding supplies and paper goods used by Southern Baptist disaster relief feeding units in support of Red Cross operations.

Feeding Support Systems. There are a number of systems that may be needed to support a feeding operation. The Red Cross will cover expenses for these items. The items will be acquired or arranged for by the logistics function at the request of the mass care officer. Examples of items that may be provided include, but are not limited to:

Fuel such as gasoline, propane, kerosene, and diesel. These products will be provided on a regular service delivery basis. Logistics will need to know product amount and specifications for each type of fuel.

2.		Garbage pickup. Garbage service will include dumpster placement, wet and/or dry garbage pick-up, and recycling options.

3.		Storage containers. This may include the rental or maintenance of containers, roller/ conveyors and steps. Containers needed may include dry trailer, refrigerator, and freezer trailers. Freezer trailers will be provided fuel on an ongoing basis.

4.		Communication. The Red Cross will provide the feeding unit with a system to communicate with the headquarters established for the Red Cross disaster relief operation. The system may include telephone, fax or radio.

5.		Portable bathrooms. Portable facilities and solid waste removal service will be provided if no facilities are nearby.

6.		Feeding site facility inspections. Site inspections will be conducted at both the opening and closing of the facility.

7.		Material handling equipment. Fork lifts, rollers/conveyors, pallet jacks, steps, etc. will be provided, as needed.

8.		Hot/cold pressure washers.

Restocking Food Items After a Disaster Operation. The Southern Baptist disaster relief feeding unit is asked to provide an inventory of food and supplies to the Red Cross mass care officer at the beginning and ending of a disaster relief operation. The Red Cross will pay for the food and feeding supplies to restock the feeding unit. Based on conversations with the feeding unit's leadership and the Southern Baptist national disaster relief director, the mass care function lead at national headquarters will determine an appropriate restocking method.

1.	Feeding units that warehouse food will be restocked from the disaster relief operation warehouse 's excess food (preferred method).
2.	Feeding units that do not warehouse food will not be restocked. Food will be ordered from a local vendor prior to their next deployment.
3.	Feeding units that warehouse food will be restocked from a local vendor within two weeks after returning home (least preferred method).

Procedure 5

Request for Reimbursement

Requests for reimbursement may only be made for appropriate expenses as identified in Financial Procedures, Procedure 3. If reimbursement by Red Cross is expected, prior approval for the expenditures must be obtained. All receipts must be attached to the bill. Red Cross reimbursement will be made to the named Southern Baptist organization, not to an individual. The Southern Baptist disaster relief organization may reimburse individuals.

A request for reimbursement must be submitted on Southern Baptist organizational letterhead and include the following information:

Name of Southern Baptist organization that should appear as payee on the check

Mailing address

Contact name and telephone number

List of items and costs to be reimbursed. (Expenditures must be itemized. The original receipts must be taped to an 8 x 11" sheet of white paper)

Total due

Dates and location of disaster relief operation

Departure city, state, dates of travel and destination

Dates and location of disaster relief operation

Red Cross Disaster Relief number, if possible

The original request and all receipts must be sent to the Red Cross mass care officer or designee for reimbursement. A copy should be maintained by the Southern Baptist organization submitting the request.

To submit requests for reimbursements after the closing of the disaster relief operation, obtain the name and address of person who will be processing late bills. Questions concerning these procedures may be directed to:

Mass Care Associate (703) 206-8612

Logistics Associate (703) 206-8618

Voluntary Agency Liaison Associate (703) 206-8565

American Red Cross Disaster Services

8111 Gatehouse Road

Second Floor

Falls Church, VA 22042

Volunteer Agreement with
Oklahoma State Disaster Relief Director

As a volunteer member of the Oklahoma Baptist state disaster relief team, I agree that, as my availability and ability allow, I am expected to:

1.	Complete the required training, and renew required training a minimum of every three years; take optional training which will increase my usefulness as a team member.

2.	Keep the Volunteer Missions office and my blue cap advised of changes in my personal (1) address and phone number, (2) availability status, (3) skills and abilities.

3.	Take responsibility for my spiritual and mental preparation as a disaster relief volunteer, as well as my work skills needed at the disaster site.

4.	Represent my Lord and Savior, church, fellow Christians and team as Christ would want in my attitude, behavior, speech, dress and work.

5.	Wear official disaster relief apparel and display the SBC disaster relief logo only as prescribed and only while engaging in a disaster relief event.

6.	Protect my health and safety as a team member and the health and safety of victims, co-workers and all other persons while en-route to or from and while at the disaster site; inform on-site team leaders of any physical limitations to be considered in my work assignments.

7.	Inform my team leader of my availability for a disaster response.

8.	Take initiative in order to improve my usefulness; increase my availability by making adjustments in my other responsibilities in order to serve as a disaster relief volunteer.

9.	Pay my own expenses, arrange my own transportation and bring clothing, bedding and personal items I’ll need at the disaster site.

10.	Assist with unit preparation, training events and non-emergency use of the unit, as my availability and ability allow.

11.	Sign a release and indemnity document, if requested.

Therefore I, ___________________________________, volunteer to do my best to help carry out the purposes of Southern Baptist Convention disaster relief in the manner stated above.

Date ____________________ Signature _______________________________________

Church Preparation

Introduction

Local churches are in a unique position to respond to individual needs in ways that no other organization or group can. Churches can demonstrate the love of Christ as they meet the needs of victims in the time of disaster. Even spontaneous reaction to a disaster in or near the church community can be helpful, if coordinated with disaster relief agencies directing response efforts.

Preliminary Planning

The purpose of this section is to assist churches in making plans for a disaster relief ministry. The lists that follow can guide church planners to think of other ways their facilities might be used.

A.	If the church building is in or near the disaster area and usable in any way, the church has a variety of opportunities. It can offer the use of facilities in one or more ways:

1.	Feeding center, or self-contained (using church kitchen)
2.	Site for a mobile feeding unit
3.	Sandwich preparation or distribution site
4.	DAC center or service center (Red Cross, etc.)
5.	Distribution center for clothing, bulk food items, information
6.	Staging area for volunteers or work units
7.	Shelter
8.	Child-care center
9.	Communication center
10.	Information center for other organizations

Use of church members:

1.	Provide volunteers for any of the above services, whether in the church’s facilities or not.
2.	Provide transportation¾ persons or goods.
3.	Assist with cleanup and repair.
4.	Provide counseling and special assistance for special needs.

B.	If the church is not in the destruction zone, its opportunities will be different from those in the affected area.

Use of Facilities

1.	Gathering point for clothing, food, building materials, et cetera, contributed by the community
2.	Orientation center for untrained persons who have volunteered to help in the disaster area
3.	Shelter for volunteer workers from distant places

4. Staging area for mobile units en route to the disaster site
5. Communications or command center

Preliminary Survey

Church’s Potential for Disaster Response


Oklahoma Baptist
Disaster Relief









Basic
Training Manual

Feeding Unit
Training Manual


Revised 2/10/09




Philosophy of Southern Baptist Disaster Relief

The motivation behind Southern Baptist Disaster Relief efforts is summed up in the phrase: “A cup of cold water in Jesus’ name.” We are following the example of Jesus of Nazareth when He fed the 5,000 and the 4,000, His teachings in the parable of the Good Samaritan and Matthew 25:32-46, as well as other instances of His teaching and healing. NAMB disaster relief is Christian love in action, meeting urgent needs of hurting humanity in crisis situations. It is meeting those needs with loving care and timely response as James 2:15-16 instructs us to do. There is neither hidden agenda nor ulterior motive.

Jesus often used teaching sessions to heal, or healing to teach. He once ended a teaching session by feeding 5,000 listeners. When He sent out the 12 disciples, He instructed them to teach and heal, giving first priority to teaching. However, when He sent forth the 70, He reversed the order: healing and teaching. In His wisdom, our Lord knew when to use one ministry to accomplish the purposes of another and vice versa. Our SBC disaster relief logo incorporates both kinds of ministry exemplified by Christ:












The arch of the Southern Baptist Convention is our world-wide link.

·	The wheat is a symbol of physical help.
·	The fish is a symbol of spiritual help.


In the booklet, Involving Baptist Men in Disaster Relief, Laddie Adams of Oklahoma wrote, "There seems to be no area of mission action that requires more rapid response than during a time of disaster. The disaster comes unexpectedly and with it the opportunity for immediate ministry. If you are unprepared when it strikes and delay action, the opportunity passes with the urgent need."

The purpose and philosophy of Southern Baptist Disaster Relief is to help Southern Baptists act immediately and effectively—as Jesus did—to help people. When people are hurting because of a disaster, we respond with love and with healing.

Motive for SBC Disaster Relief

It is our belief that we are under Scriptural and moral obligation to all mankind to provide a positive witness of the love of Jesus Christ and to demonstrate that love in the relief of victims of disasters through the efficient and immediate use of the resources, time and talents entrusted to us by our Lord Jesus Christ. Through the development of a cooperative team effort, needs may be met effectively and efficiently for the glory of our Lord.

Disasters affect many people. Christians naturally respond to the hurts of those around them and feel an obligation to minister in the name of Jesus Christ. Christians working together can accomplish much for the glory of God.

Individual efforts may be helpful but are often counterproductive. That which one person does can be undone by another. Both mean well but may be misdirected. Each person has an understanding of his or her objectives without an overall vision for the benefit of all. A coordinated, cooperative team effort can harness the desires and energy of individuals into a productive, effective, and efficient force for Christ. The disaster response team can provide direction for the potential energy of individual Christians and churches desiring to be of service in times of disaster.

Through planning, training, and practicing, disaster response teams can be positioned to provide leadership and expertise required in times of disaster.

— From South Carolina Baptist Convention Associational Disaster Relief Plan manual.


Disaster Relief Is Mission Action

Mission action is the organized effort of a church or association to minister and witness to people of special needs or circumstances who are not part of the congregation or any of its organizations.

Mission action is taking Christian love into all situations and places of need.

Mission action is the work of dedicated Christians who expand their circle of concern and become involved in meeting the crucial needs of people in the name of Christ.

Mission action is love in action. Christ, by His example, set the pattern for us to follow. He told us that our mission to share His love was to be done through the servant role (Mark 10:43-45).


The servant role takes an important place when we respond to a disaster. It is there that we personally become involved in meeting the needs of hurting people. We are able to share some of our blessings by ministering to the needs of whoever comes our way. We are living out the message of 1 John 3:17-18. We become not just a people who talk of missions, but people who put our words into deeds. We become a people who “serve Christ in the crisis.”

Disaster relief has become one of the most exciting ministries that churches and associations can be a part. Responding in a quick, positive way requires planning, organizing, and in-depth training.

Volunteers who complete the required minimal training requirements have earned the right to carry or wear an official SBC disaster relief name tag/identification card and to purchase, own, and wear apparel and other items bearing the SBC disaster relief logo. Basic colors for apparel and equipment are blue and yellow/gold.

Logo

The official SBC logo described in the section on philosophy is copyright property of the North American Mission Board and has been approved for use by state disaster relief directors for their disaster relief efforts. To ensure consistency among cooperating Baptist state conventions, the following guidelines have been agreed upon.

Time and Place

Volunteers are urged to wear disaster relief apparel proudly but only during disaster relief response or official disaster relief functions, such as training, promotion, and conferences that relate to disaster relief. All persons in possession of any apparel described in this manual are reminded not to wear them to other functions, such as conventions, grocery store, picnics, ball games, nor to church services unless specifically to promote disaster relief.

Minimal Training Requirements

Minimum general training requirements for a person to wear any official apparel as a recognized SBC disaster relief volunteer.

Basic Training Requirements

b.	Explanation of titles and chain of command
c.	Written signed agreement with state disaster relief director

Name – list all team members including team leader	Date of Birth	Beneficiary

	For those leading training sessions outside their association at the request of the BGCO
	For those the BGCO asks to pull a BGCO unit with a personal vehicle to an in-state response

SIGNED	____________________________________________________________

Jan 2009

1.	Involving Southern Baptists in Disaster Relief
2.	State required training to include:
	a.	Explanation of restrictions on wearing uniforms and the SBC logo

d.	Relationships with SBC agencies, American Red Cross, Salvation Army, governmental agencies and non-government organizations.

Furthermore, all workers, including walk-ons, must wear clothing that does not reflect negatively on the Christian witness, such as T-shirts with liquor or tobacco ads and immoral slogans. Shirts or blouses should cover shoulders and uppers arms, no bare midriffs, shorts at least mid-thigh.

(1)	photo identification badge
(2)	baseball-type yellow/gold with logo cap

The full uniform consists of badge, cap, and official shirt. Jacket and pants are optional. These items may bear the name of the participating state, but it is not required.

Colors—Basic colors for disaster relief uniforms are blue and yellow/gold.

Caps—The following cap colors and styles are approved for wear at disaster sites:
	a. Yellow (baseball style with logo)—volunteers with minimum required training
	b. Blue—unit director
	c. White—national and state disaster relief directors; on-site and off-site directors
	d. Yellow painters’ cap with “Disaster Relief” but no logo—volunteers without minimum
	required training assigned by national or state disaster directors, walk-ons or temporary
workers for specific or short-term tasks

Windbreakers—Yellow/gold jackets with large logo and state name (optional) on back; small logo and state (optional) on left breast; name tag on left breast under logo or photo ID clipped to collar.

Coveralls—In order for states to maintain individual identity, blue coveralls are an optional acceptable uniform—
	a. Disaster relief patch and state on left shoulder
	b. Small logo and state on left breast
	c. Name tag on left breast under logo or photo ID clipped to collar

	(States opting for coveralls usually require uniformity in style, color, and accessories.)

Shirts or blouses—Blue or yellow shirts with collars or yellow T-shirts are acceptable, with logos and state names positioned same as windbreakers or coveralls. Collared shirts may be buttoned down the front or golf/polo style, long or short sleeved.

Pants—Jeans, slacks, or shorts are acceptable. Use caution in selecting optional apparel concerning comfort, safety, and exposure to sun, cold, dampness, et cetera.

A designated phone caller begins contacting other people to go as relief teams at intervals determined by the circumstances, usually four days to a week.

1.	Activating—making the response system active, making the unit or team capable of reacting.
2.	Staging—moving a unit to the rendezvous site, getting it ready, making travel plans to the disaster area, and reaching a designated site, either for assignment or setup for serving.
3.	Placement—assigning a unit or team to a specific disaster site.
4.	Call-Out—putting approved volunteers on alert, activating a disaster relief team or unit, and enlisting relief teams.

1.	food preparation (chief cook)
2.	serving line
3.	sanitation
4.	supplies and inventory
5.	first aid

13.	communications and/or public relations
14.	others as needed

1.	Callers	9.	Drivers
2.	Cooks	10.	Transportation
3.	Line Servers	11.	Supply
4.	Inventory	12.	Delivery
5.	Sanitation	13.	Storage
6.	Waste Disposal	14.	Crisis Counseling/Witnessing
7.	Maintenance/mechanics	15.	Water Purification
8.	Communication	16.	Bulk Food Distribution

1.	Trainers	8.	Mud-out
2.	Child Care	9.	Reconstruction
3.	Shelter	10.	Food Banks
4.	Salvage	11.	Clothing distribution
5.	Repairs	12.	Donations
6.	Clean-up	13.	Interpreters
7.	Showers	14.	Assessment

·	Confers with unit director about serving plans or problems.
·	Informs unit director of plans and needs for food preparation.
·	Decides menus.
·	Instructs assistant cooks.
·	Supervises cooking
·	Prepares and organizes cooking area for efficient food preparation.
·	Maintains cleanliness and safety at and near the cooking area.
·	Secures cooking supplies from storage (oil, seasoning, etc.).
·	Secures food stocks from supply coordinator.
·	Supplies food to the serving line or for delivery as needed.
·	Delivers utensils and equipment to sanitation crew for sterilization.
·	Cleans cooking area at end of day; stores and secures equipment and supplies.

·	Confers with unit director about serving plans or problems.
·	Prepares and organizes serving area for efficient food service.
·	Maintains cleanliness and safety at and near the serving line.
·	Informs cooks when food and drink are needed.
·	Secures serving supplies from storage (plates, napkins, etc.).
·	Secures pre-prepared or packaged foods from supply coordinator.
·	Instructs and assigns assistants.
·	Maintains tally of persons served on serving line.
·	Delivers containers, utensils, and equipment to sanitation crew for sterilization.
·	Supervises the cleaning of the serving area at end of day; stores and secures equipment and supplies.

·	Confers with unit director about sanitation plans or problems.
·	Prepares and organizes area for efficient sanitation practices.
·	Maintains cleanliness and safety at and near the sanitation area.
·	Secures sanitation supplies from storage (soap, chemicals, etc.).
·	Instructs assistants in sanitation area.
·	Supervises washing and sterilizing utensils and containers.
·	Stores sanitized items to prevent contamination.
·	Supervises cleaning of sanitation area at end of day; stores and secures equipment and supplies.

·	Prepares and organizes storage areas for efficient service.
·	Instructs assistants.
·	Maintains cleanliness and safety at and near the storage areas.
·	Informs unit director when food, drink, and supplies are needed.
·	Takes an inventory of all supplies and keeps a log of supplies received and distributed.
·	Provides bulk food or surplus items for distribution at bulk distribution area.
·	Delivers equipment to sanitation crew for cleaning.
·	Cleans storage areas at end of day; stores and secures equipment and supplies.

·	Confers with unit director about maintenance plans or problems.
·	Instructs assistants.
·	Keeps all electrical and mechanical equipment operating.
·	Supervises refuse and garbage disposal.
·	Informs unit director immediately of any breakdown or damage to equipment.
·	Supervises fueling.
·	Prepares and organizes maintenance area for efficient service.
·	Maintains cleanliness and safety at and near the maintenance area.
·	Cleans maintenance area at end of day; stores and secures equipment and supplies.

·	Confers with unit director about distribution plans and practices.
·	Prepares and organizes distribution area.
·	Maintains cleanliness and safety at and near the distribution area.
·	Instructs assistants.
·	Informs unit director when equipment and supplies are needed.
·	Receives and distributes bulk food, clothing, household goods, et cetera.
·	Takes an inventory of bulk items, and keeps a log of items received and distributed.
·	Delivers equipment to sanitation crew for cleaning.
·	Cleans distribution area at end of day; stores and secures equipment and supplies.





Guidelines for Personal Hygiene

Do’s:

1.		Wear clean, washable, outer garments.

2.		Keep hands scrupulously clean. Wash frequently with soap and water and dry with clean towel.

3.		Wash and dry hands carefully after using toilet.

4.		Wash and dry hands carefully after smoking.

5.		Keep fingernails trimmed and free of dirt.

6.		Wear gloves of proper material for the task.

7.		Use forks, tongs, spoons, and ladles in handling and serving food.

8.		Touch food with hands only when absolutely necessary. (The most common source of contamination is dirty hands.)

Don’t’s:

1.		Handle food if you have signs of disease or illness, cuts, infection, sores, diarrhea.

2.		Handle food if you have a sore throat, cold, or congestion due to allergy.

3.		Sneeze, cough, blow nose, or scratch scalp near food.

4.		Moisten fingers by putting them in your mouth.

5.		Smoke while working around food. (Smoking area should be a minimum of 25 yards from food preparation, serving, or storage. Food handlers should wash and dry hands carefully after smoking. Care should be taken that tobacco in any form¾ cigarettes, pipes, smokeless, et cetera cannot possibly contaminate food handling.)

6.		Touch sanitized eating utensils that will come in contact with a person’s mouth. (Hold glasses at the bottom, cups by the handle, table service in plastic or napkin wraps.)

1.		Do not touch electrical outlets or appliances with wet hands or while standing on a wet surface.
2. Replace worn or damaged electrical cords, plugs, et cetera.
3.		Learn to operate mechanical and electrical equipment (coffeepots, slicers) before trying on your own.
4. Always close drawers and cupboards.
5. Have sufficient light in work areas.

To Prevent Fires
1.		Make sure there are no gas leaks or buildups before lighting a gas stove or other appliance. All are to be lit by burner maintenance team.
2.		Keep a smother-type ABC fire extinguisher in a convenient place nearby.
3.		Follow safety requirements when refueling is taking place. Extinguish all fires, including pilot lights, before refueling starts. Check connections with liquid soap before relighting gas appliances.

1.		Turn handles away from edge of stove or table to prevent tipping.
2.		Wear gloves or well padded, dry potholders to handle pans and lids. (Never use towels or aprons.)
3.		Wear gloves and/or tongs to remove pans form ovens. Protect arms.
4.		Lift lids from hot pots slowly, furthermost edge first. Let steam escape away from face and arms.
5.		Keep matches in covered cans and provide metal containers for burned matches.
6.		Avoid use of flammable cleaning fluids. Store flammable fluids away from fires.
7.		Extinguish grease fires by clamping a tight lid over flame to starve flame of oxygen. Be sure hands, arms, face, and body are protected. Never use water to put out grease fires.

To Prevent Cuts
1.		Provide a holder and a safe storage place for knives. Do not store knives loosely in drawers with other utensils.
2.		Wash knives by themselves; do not put in dishpan with other utensils.
3.		Use broom and dustpan to pick up broken glass. Wrap well-padded, mark, and place broken glass in a special container for disposal.
4.		Use a can opener that leaves a turned edge on can.

Guidelines for Injury or Illness

1.		Designate a first aid coordinator, if a qualified person is present, such as EMT, RN, or MD or a person who has passed ARC advanced first aid training within the past three years.

2.		Have a standard first aid kit available. Inform workers of its location and require its use.

3.		Inform team leader immediately of injury to self or other. Team leader informs unit director who informs on-site director.

4.		Log all injuries, no matter how slight.

5.		Unit director follows all general policies for personal injury or illness and the following guidelines for emergencies:

a.	Injuries and illness requiring professional medical personnel or hospitalization shall be considered major. Notify the unit director immediately.

b.	Contact emergency medical services (EMS) to transport injured. Verify information on health card with injured person, if conscious.

c.	Obtain all essential information about hospital where injured is taken (address, phone number, admission policies, and helpful details).

d.	Designate a capable person, such as the on-site director or first aid coordinator, to accompany the injured to the hospital.

e.	Notify person designated by the injured in case of emergency.

1.		Have tanks installed by a professional dealer.
2.		Propane tanks come with papers from manufacturer or can be obtained. Keep papers on file where they can be referred to as needed.
3.		When connecting or disconnecting lines:

a.	When connecting fuel lines begin at appliance and proceed to tank, with all valves closed.
b.	When disconnecting appliance, turn off main valve at tank and all check valves back to appliance. Check and extinguish all flames within safe distance. Then disconnect from tank to appliance.

4.		Attach decals with warnings and instructions prior to first filling.
5.		Have tanks filled by professional propane dealer or capable representative. Refuel in open area. Only essential persons allowed in area.
6.		Check and double-check all connections immediately at installation and periodically with liquid soap.

8.		Install check valves on lines as back up, where possible.
9.		Know difference between liquid and gas propane; between propane and natural gas: (characteristics, dangers, handling, etc.)
10. Secure valves with covers where possible.
11. Have all hookups and connections to flammable containers inspected periodically by professional fuel dealers.
12. Inspect tanks for corrosion, damage, and wear. Inspect lines and appliances for wear and damage.
13. Keep fire extinguishers and first aid kit within reach. Burn aid kits are available.

Refueling: Propane, Gasoline, and Diesel

Maintenance and/or unit director will: