Industrial Solutions Group Accident Reporting & Investigation

Transcription

1 Industrial Solutions Group Accident Reporting & Investigation Section 3.01 Original Revised Control # I. Purpose This section defines policies concerning reporting and investigation of all workplace incidents that affect ISG personnel. II. Scope This policy covers all ISG installations, facilities, and employees. III. Definitions Incident means any event that result in employee injury or property damage. Near miss means any undesirable event that has the potential to result in employee injury or property damage. Root Cause Analysis (RCA) means process used to determine cause of an incident. Resolution means actions to be taken to prevent reoccurrence of similar events. IV. Responsibilities Supervisor To investigate all incidents. To provide and/or arrange for immediate medical attention for any injured employee. To implement identified corrective action. To preserve the position of the evidence. To initiate the interview process with victims and witnesses. To notify the host facility s representative and initiates their process, if applicable. HSE Department Investigator To respond immediately to all accidents. To analyze any losses, immediate causes, root cause and management deficiencies. To initiate temporary or permanent actions to avoid another incident. Safety Committee Review all actions taken Determine if corrective actions are sufficient and have been completed Evaluate all actions taken by supervisors and HSE personnel V. Policy/Procedure Procedures / policy require the immediate reporting of all incidents to the Operator on site to include: Near Miss, Property Damage, Spills, Releases, fires, harassment, and permit violations. Procedures require the formal investigation of all incidents to include: Near Miss, Property Damage, Spills, Releases, fires, harassment, and permit violations

2 Industrial Solutions Group Accident Reporting & Investigation Section 3.01 Original Revised Control # Report all occupational injuries and illnesses, near misses, fires, and extensive property damage caused by employees or operations supervised and/or conducted by ISG. Report any incident, as stated above, to your supervisor as soon as possible. Notify the on-duty supervisor immediately. He will immediately notify the HSE Manager regarding any incidents resulting in lost time or property destruction. The HSE Manager will perform additional evaluations. Incident investigations are completed in the following three phases: 1. Response by the immediate supervisor 2. Investigation by an HSE representative 3. Review by the Safety Committee Each incident has a corresponding Industrial Accident Investigation: An accident call record Witness statements An accident investigation report A completed First Report of Injury Form Investigation documentation and review guidelines will consist of the following: Document all accident investigations using established forms and reports. While conducting the accident investigation, pay particular attention to suggestions for preventing future occurrences. Review all investigation reports in monthly employee and corporate safety meetings as necessary for possible corrective action. Communicate accident investigation findings and recommendations to the employees If the injured person is taken to a physician, obtain a statement from the physician and attach it to the Accident Investigation form. Any incidents that do not result in damage to ISG personnel or equipment are classified as Near Miss incidents. Near Miss incidents must be documented on a Near Miss Report in order to prevent future incidents of the same nature that may lead to injury to personnel or damage to equipment. Report all near-miss incidents to a supervisor. Supervisors investigate incidents; correct hazards that are found, and complete the Near Miss Report. Any incident with potential for serious results is further investigated by the HSE Manager. Procedures / policy require the immediate reporting of all incidents to the Operator on site to include: Near Miss, Property Damage, Spills, Releases, fires, harassment, and permit violations

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4 Industrial Solutions Group Audits & Inspections Section 3.02 Original Revised Control # I. Purpose This section of the Safety Rules and Procedures manual is to provide general guidance for facility inspections and establish basic inspection protocol. It is designed to provide employees and contractors with a process to prevent or eliminate injuries or equipment damage associated with hazards in the workplace. II. Scope The section applies to all ISG facilities, vehicles, and work sites controlled by the Company. III. Definition Inspection means to visually check for regulatory compliance and/or serviceability. IV. Responsibility HSE Manager To ensure implementation of recommendations are implemented. To conduct facility inspections at least quarterly. To discuss and provide a copy of inspection form to Site Supervisor. To randomly conduct job-site inspection to ensure regulatory and company compliance. Site-Supervisors To review inspection results with HSE Manager. To implement agreed upon recommendations to improve work environment. To track progress of implementation of recommendations. V. Policy / Procedure 1) Inspections serve two basic functions: To maintain a safe work environment and control the unsafe actions of people. To maintain operation profitability. Management inspections can be a good tool to measure supervisors performance in safety. This practice will assure that line managers inspect their areas more often to ensure that conditions remain safe and to reduce the occurrence of unsafe acts. 2) Reasons for inspections are: To check results against the safety plan. To re-awaken interest in safety. To re-evaluate safety by example. To display to the supervisors sincerity about safety. To collect data for safety meetings

5 Industrial Solutions Group Audits & Inspections Section 3.02 Original Revised Control # To note and act upon unsafe behavior trends. To improve safety standards. To check new facilities. To solicit the supervisors help. To spot unsafe conditions. 3) The inspection process will cover the following areas: The supervisor will conduct inspections of his work sites. The HSE Department on a random schedule may also conduct inspections. Inspections must be documented, in writing, using a checklist report form. This report is designed to cover the identification of recognized unsafe acts, conditions and any other items inherent in a particular job. This form includes a space for any corrective action. The completed report will be routed to the immediate supervisor and the HSE Manager and retained for a period of one year

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7 Industrial Solutions Group Emergency Action Plan Section 3.03 Original Revised Control # I. Purpose This section covers procedures to be followed during an emergency. Each location must post by each employee phone or in a common area the local numbers to reach fire, police, ambulance, hospital and company physician. Each location will make available to all employees a site-specific action plan detailing above information and muster locations. II. Scope This policy applies to all ISG employees, contractors and visitors, and includes response and evacuation procedures for emergencies such as fire, unknown chemical releases, medical emergencies and severe weather. This written emergency action plan will be kept in the workplace, and made available to employees for review. Upon request, contact information will be provided to employees who may need additional information pertaining to this policy. III. Definition Incipient Stage Fire: A fire at its earliest stage. Severe Weather: Weather that poses a threat to life and property (i.e., tornado warning, flood warning, hurricane warning, etc.) Evacuation: the removal of all personnel to a safe location. Alarm: a distinctive and recognizable signal to evacuate the work area. In situations where there are ten or fewer employees in a particular workplace; direct voice communication is an acceptable procedure for sounding the alarm provided all employees can hear the alarm. IV. Responsibilities Employee Each employee is responsible for notifying, in a timely manner the site supervisor of any emergency or situation, which the employee believes, is an emergency. All employees will follow their site-specific emergency action plan and any instructions given by the on-site supervisor (Incident Commander). HSE Department Work with Site Management, develop a site-specific emergency action plan to alert employees. Review emergency action plan upon initial hire Review emergency action plan with employee if responsibilities under the plan change Review emergency action plan when changed Develop site-specific emergency evacuation routes (maps) Conduct emergency drills once per quarter Site Supervisors Assist the HSE Department in development and implementation of site-specific emergency action plan

8 Industrial Solutions Group Emergency Action Plan Section 3.03 Original Revised Control # Act as Incident Commander in the event of an emergency. Assist HSE Department in monthly emergency drills. Ensure participation by all personnel at their facility. HSE Manager Ensure site-specific emergency action plan has been developed; implemented and monthly drills are conducted with proper documentation

9 Industrial Solutions Group Emergency Action Plan Section 3.03 Original Revised Control # V. Policy / Procedure Fire In the event of discovering fire or smoke, employees should immediately attempt to call emergency personnel by dialing If the fire is capable of being extinguished by using a nearby fire extinguisher or water hose (this is considered an incipient stage fire), an attempt should then be made to extinguish the fire by one of these methods while another employee notifies their supervisor or emergency personnel. Good judgment must be exercised at this point. No employee should put himself or herself at risk by attempting to extinguish a fire. If emergency personnel are called, all employees will evacuate to the designated muster area and await instructions from emergency officials or site-supervisor. In the event that the fire is beyond the point of being easily extinguished (i.e., fire is beyond the incipient stage), the employee who first discovered the fire must leave the area immediately and notify his supervisor and any other employees in the area. Employees should calmly WALK to the nearest exit. Supervisors should ensure that all employees, contractors and visitors in the area evacuate in an orderly and safe manner. During and after evacuation, employees should assist in maintaining scene security by keeping non-essential employees away from the emergency scene. Depending on the emergency, personnel may need to shut down equipment prior to evacuation. However, response personnel should be kept informed of significant activities that could affect the emergency response (i.e., isolation of a process involved in the emergency, equipment problems that could complicate the emergency response, etc.). Certain factors such as direction of fire spread may make the closest exit a bad option for evacuation. Therefore, all employees should be familiar with their area and have at least two plans for evacuation. During an evacuation, employees should follow any evacuation directions given to them by their supervisor or emergency personnel. During an evacuation, always feel doors for heat before opening. If the door is warm to the touch, this could mean that fire is on the other side. Do not open the door. A designated person should initiate a head count as soon as possible after an evacuation. Employees should either locate their supervisor or the closest supervisor to their location or stay with the supervisor until emergency personnel inform employees that it is safe to return to work. Evacuation Procedure Notification, understanding and communication are keys to successful implementation of this procedure. This procedure should be posted in each area where all employees gather, read and become familiar with their primary and secondary evacuation routes. It should also be reviewed annually with each employee, as well as reviewed with new employees of ISG. Each area should have signs posted that communicate to their employees and visitors where to proceed during an evacuation. Each area office should complete a site-specific evacuation plan. Upon completion of this plan, training will be conducted to educate affected workforce

10 Industrial Solutions Group Emergency Action Plan Section 3.03 Original Revised Control # Unknown Chemical Emergency Procedure In the event an unknown chemical emergency occurs, certain steps will be taken. If an unknown chemical cloud is crossing the property, emergency response personnel should be notified immediately by calling Depending on the seriousness of the release, employees may be instructed over the public address system to enter the office area and stay inside until the chemical release can be monitored for dangerous levels. Employees should check-in with their supervisors when they are in a safe location if they are separated from their normal work group. The On-Site Coordinator will be the Site Manager, or his designee or the most senior technician if the release occurs after hours or on a weekend. As soon as conditions are found to be below hazardous levels, as indicated by emergency personnel, all operating areas will be given the all clear as directed by the On-Site Coordinator. Severe Weather Procedure Tornadic thunderstorms can occur at any time. These storms are known for high winds, heavy rain and possible flooding. Some hazards associated with tornadic storms include flying debris, downed electrical lines, and potential danger of snakebites from rising floodwaters. This procedure outlines what steps should be taken to protect ISG employees when a tornado is spotted in the area. Once a tornado has been spotted or confirmed all employees should move to the 1 st floor to seek shelter in the stairway. The all clear message will be broadcast when the storm has passed. At that time all employees should report back to their respective work areas. If any employee is not accounted for, the Site Manager or his designee will be notified, and a search will begin to find that person. ISG supervisors and employees will survey the office and yard areas for any damage created by the storm and take the necessary steps to have hazardous conditions communicated and corrected. Medical Emergencies In the event a medical emergency occurs at work, the employees will notify someone to contact immediately. If medically qualified personnel are present on the property, he should be summoned to the scene to render aid until emergency personnel are on-scene. ISG designated First Responder on-site is the Operations Manager and General Manager

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12 Industrial Solutions Group Management of Change Section 3.04 Original Revised Control # I. Purpose This section is to provide a procedure for employees and supervisors to communicate the need for change within the workplace. This is also to provide guidelines on tracking and implementation of changes and to communicate such changes to the workforce. The Management of Change (MOC) plan addresses temporary and/or permanent changes to organization, personnel, systems, procedures, equipment, products, materials or substances, that are not replacement in kind in ISG operations and capital projects. All temporary and/or permanent changes will be evaluated and managed to ensure that health, safety and environmental risks arising from these changes remain at acceptable levels. The plan is intended to fulfill getting HSE right expectations, regulatory requirements and local needs. The MOC process establishes the minimum procedures necessary to identify and control potential hazards or impacts associated with change. MOC ensures that the impacts of changes that affect the health and safety of personnel, or threatens the environment are properly recognized, reviewed, approved, communicated and documented. II. Scope This section covers all ISG installations, facilities, and work sites. III. Definition Management of Change (MOC) is a process used to control and evaluate change in procedures, equipment or a combination of both. Change is covered in two categories: Facility - Any physical change, except replacement-in-kind, or any deviation from the documented safe operating limits or procedures. Personnel - Change in the organization or a change in personnel that supervise or operate the facility that leads to a loss or transfer of personnel with specific knowledge or experience. Routine personnel vacancies and replacements, rotation, and shift changes do not require MOC. Replacement in-kind means a replacement of an item (equipment, chemical, procedure, etc.) with another item that meets the original design specification of the item being replaced. Like-for-like or a design alternative specifically provided for in the design specification is considered RIK. MOC is not required for RIK changes. Temporary Change means any change that will not remain in effect indefinitely. A point in time will be specified when the temporary change will be returned to original conditions. A temporary change will be subject to the same evaluation as permanent changes. A temporary MOC is allowed for a maximum of 30 days. After 30 days a permanent MOC must be written and approved for the change.

13 Industrial Solutions Group Management of Change Section 3.04 Original Revised Control # IV. Responsibilities Operations Management Accountable for MOC of the existing asset and is responsible for proper application of MOC. Project Manager Responsible for the MOC of a new asset. Changes outside the scope of those listed above will generally be delegated to the designated site supervisor. Employees/Contractors Understand the definition of change and identify such changes as they are proposed so the change can be managed to prevent incidents. EH&S Department Evaluate any changes to procedures or equipment to determine the risk exposure to the workforce. All reports generated during the evaluation period will be forwarded to management for review and consideration during the MOC process. V. Policy / Procedure MOC Process Applications requiring proper management of change vary widely, not only in hazard potential but also with respect to organizational and technical factors. While no single procedure is recommended for universal application, the process to manage each change as required by HSE should address: Justification for change Authority for approving changes Analysis of safety and environmental implications Acquisition of required permits and regulatory approvals Documentation (reviews and post-implementation) Communication of potential consequences and hazard mitigation to affected parties Time limitations, especially for temporary changes Training Proposal for change The originator of the proposed change must clearly communicate to appropriate line management a description of and reason for the change. The tool for proposing change is the MOC Form (included at end of this document). It must be filled out to document responsible parties and gather appropriate signatures to begin the change process. Line management will evaluate the merits of the change and determine the additional action required to properly address the change.

14 Industrial Solutions Group Management of Change Section 3.04 Original Revised Control # Screening After the need for a change has been verified, appropriate line management will determine whether the MOC process is applicable. Generally, if health, safety, the environment, or regulatory compliance is impacted, the MOC process should be employed. Line management will assign an MOC coordinator (usually the person most involved with the change) to coordinate the review and implementation activities. MOC originator/coordinator initiates the MOC process using the MOC form approved by the respective business unit. Review A proposed change must be evaluated for potential safety, health, and environmental implications. A review should be conducted to assess hazards associated with physically implementing a change as well as the hazardous effects that the change could have on process and personnel. Reviewers must be knowledgeable, trained and experienced with the equipment, practices, and/or process changes under consideration and have a thorough understanding of the MOC process. Authorization Appropriate line management (Approvers) must authorize the change before implementation. Authorization must be adequately documented. Approval of the proposed change is contingent upon the following pre-implementation actions: All necessary engineering, health, safety and environmental reviews have been completed. Hazards/consequences identified through the reviews have been addressed. Impacts to the HSE Performance Agenda have been identified and addressed. Regulatory requirements/approvals have been satisfied. All affected personnel have been informed of the change and trained as necessary. Documentation of the change and reviews is complete. Implementation and Follow-up Prior to implementation, the change must be properly communicated to affected employees/contractors. This can be accomplished through the pre-job safety meeting process or directly by the supervisor. Any training requirements should be formally identified and completed prior to start-up. After the change has been implemented, the MOC coordinator is responsible to verify that the change was performed as intended and that the proper documentation was prepared, drawings revised, procedures updated, regulatory notifications and filings completed, etc. If the change is temporary, prescribed time limits must be set. The system must ensure that these time limits and any other stipulations of the temporary change are not violated.

15 Industrial Solutions Group Management of Change Section 3.04 Original Revised Control # Emergency Changes In an extreme emergency, it may be necessary to carry out a modification or procedural change before normal MOC procedures can be followed. In these cases, the change will be permitted only on the verbal authority of Designated Person-In-Charge (DPIC) following a recognized risk analysis process. Emergency changes should be subjected to the normal MOC procedures at the earliest possible time. Record Retention At a minimum, the MOC form and approvals will be kept at the office of record for the site affected by the change for 5 years unless stipulated otherwise by applicable legal, regulatory or compliance guidelines.

16 Management of Change Form Control Number: Change Proposal Title: Date Created: Change Proposal Type: Permanent Temporary Originator/ Coordinator: Proposed Change Description and References: Justification: Impact of Not Implementing Proposed Change:

17 Management of Change Form Alternatives: Initial Review Results: Review Date: Assigned to: Reason: Approve for Implementation Reject Defer Until: Review Date: Classification: HIGH MEDIUM LOW Reviewers: Name: Position: Signature: Name: Position: Signature: Name: Position: Signature: Name: Position: Signature: Change / Issue Proposal Title Change Proposal Date: Issue Date: Change Proposal No. Issue No. Originator: Title: Assigned to: Title:

18 Management of Change Form Specific Requirements Definition: Impact of Not Implementing the Change: Alternatives to the Proposed Change: Impact Analysis Completion Date: Signature of Responsible Person: Final Recommendation: Signature: Approve Disapprove Date Change completed: Verified by: MOC Closed date: Signature:

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20 Industrial Solutions Group Behavioral Safety Section 3.05 Original Revised Control # I. Purpose This section of the Safety Rules and Procedures manual is to provide general guidance for participating and managing the internal behavioral safety process. Although the scope outlined in this section is somewhat limited, fuller understanding can be gained by referencing the BSP Consultant Standard Operating Procedures which is maintained by the Director of Operations. II. Scope The section applies to all ISG facilities, personnel, and work sites controlled by the Company. III. Definition Observation any peer-to-peer observation conducted with the observation card to document safe and at-risk work activities. Measure utilization of proprietary database to track and trend level of safe and at-risk behaviors. Reports are generated that allow for drill down capability to specific at-risk behaviors and the reasons for that behavior to occur. Manage activities associated with the behavioral safety process that analyze and interpret data, focus on eliminating at-risk behavior, develop action plans, measure the outcomes of changes made to the Safety Management Process. The management of the process is handled by the Steering Team which is made up of field employees and management personnel. IV. Responsibility Field Employee To perform daily observations on work activities. To provide immediate, quality feedback immediately following all observations. To complete the observation card in accordance with training provided during observer training. To act as an observation safety coach to all personnel in need of assistance in the quality of their observations. To scan BBS observation cards on a daily basis and share location specific trends at safety briefings or tool box talks. To support the observation process by implementing any recommendations/process changes offered by the Steering Team. Management To perform observations when around work activities. To provide immediate, quality feedback immediately following all observations. To complete the observation card in accordance with training provided during observer training. To act as an observation safety coach to all personnel in need of assistance in the quality of their observations

21 Industrial Solutions Group Behavioral Safety Section 3.05 Original Revised Control # To collect data and perform trend analysis on a monthly basis and share information concerning the trends to both office and field personnel. To develop prioritized action plans with responsible parties as necessary based on monthly trends. To support the observation process by implementing any recommendations/process changes offered by the Steering Team. To provide necessary resources and support to the Steering Team To champion the behavioral safety process and integrate it throughout all operations. V. Policy / Procedure 1) Reference ISG Behavioral Safety Train the Trainer manual for complete procedures on conducting observations, managing the process and working with behavioral safety teams

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23 Industrial Solutions Group Stop Work Authority Section 3.06 Original Revised Control # Stop Work Authority Industrial Solutions Group is committed to employee s safety and ensuring that employees perform their work in a safe and proper manner. All Industrial Solutions Group employees are authorized to stop and are responsible for stopping any work that does not comply with the contracting company s or ISG s policies and procedures. There will not be any repercussions for taking such an action. Industrial Solutions Group employees are empowered and expected to stop the work or coworkers, or other contractors if any person s safety or the environment are at risk. Employees are responsible to issue a Stop Work when an unsafe condition is identified. Stop Work will be initiated in a positive manner Employees are to notify all affected personnel and supervision of the unsafe condition or issue then take necessary measures to correct the issue, and resume work once it is considered safe to do so. Again, no work will resume until all stop work authority issues and concerns have been adequately addressed. If any employee has a concern about a safety or compliance issue, or wishes to provide a suggestion for improvement, in these areas, it critical that their comments are heard, and the resulting actions are communicated to all involved. Raising concern can be done verbally or in writing. If any Industrial Solutions Group employee or contractor they are working with are discouraged from exercising their Stop Work Authority or are penalized for doing so, they should report this action to their Industrial Solutions Group supervisor or the supervisor of the contracting company ISG is employed by. Stop Work interventions shall be documented for lessons learned and corrective measures to be put in place as necessary to prevent recurrence. Stop Work Reports shall be reviewed by supervision to identify areas of improvement, determine the quality of the intervention process and to do trend analysis for sharing learnings. Following a Stop Work intervention, it is recommended that a follow-up be conducted to ensure the corrective actions have been completed. Stop Work Authority Training Training on Stop Work Authority is conducted in the new hire orientation prior to personnel beginning initial assignments. This training is documented by the ISS Instructor

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25 CHASE TOWER EMERGENCY MANUAL

26 CHASE TOWER EMERGENCY MANUAL I. INTRODUCTION & ADMINISTRATION II. III. IV. EMERGENCY PERSONNEL A. Emergency Personnel s Responsibilities EMERGENCY PLAN EVACUATIONS A Evacuation Procedure B. Evacuation Plan V. FIRES A. During Working Hours B. During Non-Working Hours C. Fire Warden Training Program VI. BOMB THREATS AND SAFETY PRECAUTIONS VII. EXPLOSIONS VIII. CIVIL DISTURBANCES IX. MEDICAL EMERGENCIES X. NATURAL DISASTERS XI. TENANT WARDENS

27 CHASE TOWER EMERGENCY MANUAL SECTION I ADMINISTRATION A. PURPOSE: This LEASEHOLDER S MANUAL is established as an integral part of the official Chase Tower Response to specific emergencies confronting Chase Tower. The contents of this Manual are designed as an operational guide for the behavior, safety and protection of the Tenants and Visitors of Chase Tower. Thus, this LEASEHOLDER S MANUAL is an extremely important, distinctive and responsible element of the emergency strategy, embodied in the Chase Tower Emergency Plan Procedures. B. SCOPE: As outlined on the following pages, this LEASEHOLDER S MANUAL established a sequential plan of response for initially recognizing, identifying, and reporting the existence of specific emergency situations threatening Chase Tower and/or its inhabitants; and then provides for the safety and protection of endangered personnel and/or assets. Thus, when properly implemented and supplemented with appropriate instructions from the Chase Tower Building Manager (or his Representative) this LEASEHOLDER S MANUAL becomes an operational tool for effective and responsive action, when the occupants of Chase Tower are forced to cope with the inherent dangers and/or problems associated with various emergency situations, i.e., Fires, Bomb Threats (and Suspected Bombs ), Civil Disturbances; and Medical Emergencies. C. QUALIFICATIONS, DUTIES AND RESPONSIBILITIES OF THE EMERGENCY WARDENS AND THEIR BACK-UPS TO CONTROL AN EMERGENCY: Emergency Wardens and their Back-Ups are selected on the basis of two (2) principal criteria: FIRST They must be intelligent, alert and resourceful individuals, who would be capable of performing in a leadership capacity, during an emergency situation; and, SECOND They must generally be working in their respective Company Areas within Chase Tower, rather than having primary duties and responsibilities elsewhere. Emergency Wardens are the connecting links between the Chase Tower Building Management Office and their respective employees. As such, they have direct control and responsibility for all decisive matters relating to the safety of their employees during an emergency. -1-

28 Section I Administration (Cont d) Emergency Wardens are responsible for selecting, identifying and training sufficient Back-Up personnel and Emergency Assistants to effectively perform their emergency duties and responsibilities. Emergency Wardens and their Back-Ups must be knowledgeable about what is not commonplace, i.e., unusual or foreign to the normal environment of their respective Company Areas, so that in the event of a Bomb Threat, they will be qualified and instrumental in conducting a search, as well as assisting in the identification of any suspicious items. Due to the key positions they occupy, the Emergency Wardens and their Back-Ups must assure that during their absence from Chase Tower, other qualified associates area always familiar with, and available to perform their emergency duties. D. METHOD FOR REPORTING CHANGES IN EMERGENCY WARDENS AND THEIR BACK-UPS: Because the Emergency Warden is a vital nerve in the response to an emergency at Chase Tower, and because he is the appointed connecting link between the Chase Tower Building Management Office and his respective area(s), communication of emergency instructions and information must never be interrupted due to the transfer or loss of this key individual. Thus, any changes in the employment status and/or replacement of each Emergency Warden or any of his officially designated Back-ups must be reported immediately (in writing) to the Chase Tower Building Management Office. (Special efforts must also be made to adequately inform those company employees who look to him for leadership during an emergency situation.) E. TENANT SUPERVISOR S EMERGENCY DUTIES AND RESPONSIBILITES: While all Tenant Supervisory Personnel should have constructive knowledge of the operational aspects of the LEASEHOLDERS MANUAL, they must recognize that it is essential for them to voluntarily subjugate themselves to the emergency instructions given them by the Emergency Wardens and the Back-ups. Each Tenant Supervisor has two (2) principal emergency duties and responsibilities: first, he must be cool, calm and responsive so that he is able to help eliminate confusion, fear and/or panic among his subordinates; and, second, he must faithfully execute any emergency duties and responsibilities assigned to him during the existence of any emergency situation. -2-

29 Section I Administration (Cont d) F. TENANT EMPLOYEE S EMERGENCY DUTIES AND RESPONSIBILITIES: All tenant employees must remain calm, attentive, responsive and quiet so that they area able to hear all pertinent emergency instructions and/or orders; and so that they will not add confusion or dangerous panic to the emergency procedures initiated for their personal safety. All tenant employees must respond to official emergency instructions as if their lives depended upon strict compliance with those instructions because the Chase Tower Emergency Plan Procedures were established to save lives. -3-

30 SECTION II EMERGENCY PERSONNEL EMERGENCY SAFETY DIRECTOR Property Manager Lisa Montgomery ASSISTANT EMERGENCY SAFETY DIRECTOR Building Superintendent Lawrence Broussard Emergency Brigade Emergency Wardens Emergency Supervisors Assistant Building Appointed by Tenants Security Guard on Duty Superintendent Per Floor (After normal business hours) Deputy Emergency Wardens Appointed by Tenants Per Floor

31 SECTION II EMERGENCY PERSONNEL S RESPONSIBILITIES EMERGENCY SAFETY DIRECTOR: Primary responsibility to coordinate and implement an effective evacuation of the Chase Tower tenants in case of a serious fire, bomb threat, or other serious situations that require evacuation. Further responsibility stems from his preparation, monitoring, and implementation (with the approval and assistance of the Lafayette Fire Department) of a training and certification program for all members of the evacuation team, evacuation plan(s) of action, and the related records. ASSISTANT EMERGENCY SAFETY DIRECTOR: Responsible for the effective implementation of the Evacuation Plan(s) and for actions taken by the Chase Tower Emergency Brigade prior to the arrival of the Lafayette Fire Department. Upon arrival of the Lafayette Fire Department, the Assistant Director should assist the responsible Fire Department Supervisor in briefing as to seriousness, location, and type of fire, while explaining actions taken prior to the arrival of the Lafayette Fire Department. OPERATION OF EVACUATION COMMAND STATION(S): Utilized for the coordination of all activities related to an emergency, to include all actions taken and monitoring of smooth communications. EMERGENCY WARDENS: Administrative function in a staff capacity, following strict orders of the Emergency Safety Director or his liaison, to implement in an orderly manner an approved evacuation plan upon notification from the Evacuation Command Station. The Emergency Warden is appointed by the person representing each tenant occupying each floor of the Chase Tower. Those persons or their alternates (Deputy Wardens) must be present at all times while the building is occupied. These wardens must be familiar with the building evacuation plan(s), floor layouts, and location and use of fire equipment. DEPUTY EMERGENCY WARDEN: (Same as Emergency Wardens in their absence.) EMERGENCY BRIGADE: All Chase Tower maintenance employees comprise the staff and are responsible for implementing plans as directed by the Assistant Director in charge of the evacuation.

32 SECTION III EMERGENCY PLAN In recent years the term security has been accorded new emphasis as it affects all aspects of our daily living. In order to keep pace with the hazards of our times and to offer a secure environment in which individuals and organizations have peace of mind while they work, concerned office building managers and owners have found it necessary to initiate appropriate (special) protective measures. Thus, in Lafayette, Lisa Montgomery, your building manager, has commissioned the planning and development of this Leaseholder s Manual as an integral element of the comprehensive Chase Tower Emergency Plan Procedures. Convinced that when most people are confronted by an emergency, inspiration is seldom a substitute for forethought, the author of the Chase Tower Emergency Plan Procedures has endeavored to establish a precise, logical and sequential plan of action for initially recognizing and reporting specific emergency situations as well as administering and controlling the counter action required. You should realize, however, that these Emergency Procedures are only an operational guide or tool to be effectively implemented by the Building Manager, his building employees, and the Tenant Wardens when they employ a vital personal ingredient common sense. These Emergency Procedures are designed so that when each coordinated tenant response to a fire, bomb threat, civil disturbance, medical emergency or other crisis is completed and recorded, the Chase Tower Building Manager and the individual tenant will have a chronological history of the emergency as it applies to that particular tenant. The successful execution of the Chase Tower Emergency Procedures will depend upon the degree of confidence, cooperation and coordination mutually achieved by the Tenant Warden and his fellow employees on the one hand, and the Building Manager and his building employees on the other. In that regard, each Tenant Warden must manifest an unselfish responsibility toward the common good, i.e., the safety of all occupants within the building. This can be achieved if the appropriate tenant executives: 1. Assign responsible personnel to function as Tenant Wardens and Assistants; 2. Insist that the wardens read and understand this Leaseholder s Manual in its entirety; 3. Assure that applicable portions of this Leaseholder s Manual are adequately disseminated to each of their employees; 4. Allow Tenant Wardens to participate in periodic training sessions so that they are equipped to perform specialized emergency assignments; and 5. Enthusiastically support the overall objectives of the Chase Tower Emergency Procedures. -1-

33 Section III Emergency Plan (Cont d) Tenant executives are encouraged to include specific emergency procedures applicable only to their individual operation, i.e. procedures to safeguard monies, negotiable instruments, original contracts, etc. -2-

34 SECTION IV EVACUATION A. EVACUATION PROCEDURE When the order for building evacuation has been given by the Chase Tower Building Manager or his representative, the following steps should be taken: 1. You will be informed as to which evacuation plan to follow, on page 4 of this section. 2. The tenant warden or his assistant should inform all personnel in their area as to when and where to evacuate. 3. The warden or his assistant should remain behind to make sure all personnel have left the area. 4. IMPORTANT: Identify and give priority to the movement or evacuation of nervous, emotional, ill and/or handicapped personnel. 5. Assign your assistants: (a) In two-man teams to assist the handicapped. (b) To take the emergency flashlights, or other portable lights, in case of an electrical power failure. (c) To take the company first aid kit, if it is readily available and not too heavy. (d) To properly secure and safeguard special company records, i.e. documents, original contracts, negotiable instruments, etc., and to lock the appropriate files, vaults, closets, desks, etc. (e) To unplug appropriate electrical equipment and machines such as hot plates, coffeemakers, etc. (f) To check for employee and visitor stragglers, turn off all lights and close or lock office doors. 6. If you evacuate, establish and announce a rendezvous point or employee s meeting place for personnel safety and control as well as for communication of emergency and/or re-entry information by the building management office. 7. If you evacuate via the stairwell, advise ladies wearing high-heeled shoes to remove them so that they will have less difficulty walking. 8. Tell employees to take their essential personal possessions with them because they will not be allowed to re-enter during the emergency. 9. Remind everyone to be quiet during the personnel movement or evacuation so that they will be able to hear and understand all emergency instructions. 10. Assure your employees and visitors that they will have nothing to fear because plans have been established and tested, and personnel trained to handle this specific type of emergency. 11. Assemble and account for all personnel prior to leaving your floor(s). -1-

35 Section IV Evacuation Procedure (Cont d) 12. When evacuation is complete, assemble and account for all your personnel: (a) Total number of employees moved or evacuated: (b) Total number of visitors moved or evacuated: (c) Total number of personnel missing: (d) Names of missing personnel: 13. IMPORTANT: If you determine that your employees and visitors are in imminent danger and you cannot reach the Chase Tower Building Management office in a reasonable length of time, you may determine it prudent to exercise your independent judgement and move or evacuate your personnel without being given specific routes to follow. 14. Write a brief report covering your actions in response to the emergency, including any special problems or incidents that you encountered, and submit it as soon as possible to the Building Management Office. REMEMBER: Wardens and their assistants must continuously demonstrate by what they say and do that they are capable of leading their employees and visitors to safety. B. EVACUATION PLAN When the decision to evacuate has been made by the Emergency Safety Director, the command station will notify the tenants. The appropriate evacuation will be given at this time. Floor and tenant wardens will be instructed by the command station and will assist in this effort by maintaining an orderly and safe flow of traffic. The wardens will check all areas of each floor to assure that all occupants have safely evacuated the floor and will then proceed to evacuate themselves. Elevators will be used for evacuation only by orders from the Lafayette Fire Department or Emergency Safety Director. -2-

36 Section IV Evacuation (Cont d) CHASE TOWER EVACUATION PLANS PLAN A If the fire is in the front of the building, the evacuation should be made by rear stairwells to levels 1 through 7 which enter the parking garage. way of the PLAN B If the fire is in the rear of the building, the evacuation should be made by way of the front stairwells to level 1 which exits on Jefferson Street. PLAN C Elevators should be used only with specific instructions given by the Fire Safety Director. FIRE ALARM SYSTEM The Chase Tower is equipped with a buzzer fire alarm system which can be set off by three means. First, each floor is equipped with three manual pull stations. Two stations are located in the center hall in front of the double doors and the other one is located at the rear of the doors by the service elevator. When the alarm is set off by pulling down on the handle, four buzzers will sound on each and every floor of the building. The building maintenance men will have to reset the pulled down alarms with the use of a key. Second, each floor is equipped with a smoke detector located in the air conditioner room. When smoke is detected, the buzzer will sound in the same manner as stated above. The smoke detector will also have to be reset by a maintenance man. Third, each floor has a heat detector located in the air conditioner room. When an excessive amount of heat is detected, the alarm will sound as mentioned above SPRINKLER SYSTEM The Chase Tower is equipped with a sprinkler system which consists of sprinkler heads on all floors. Should a fire occur, the sprinkler will come on automatically and an alarm, which is located outside the rear of the building will sound on the first floor. One of the building employees will turn on the buzzer fire alarm, which will sound on all floors (provided that someone has not already done so.) FIRE EXTINGUISHERS A five-pound fire extinguisher is located in the front and rear stairwells on each floor, and on each floor at the rear of the double doors in front of the service elevator. Fire hoses are located on each level of the parking garage and in all front stairwells on and above the 8 th floor. This equipment is to be used in case of an emergency.

37 MAIN ELEVATOR FIRE SYSTEM At any time the fire bell (sprinkler system) or the alarm buzzers (pull stations, smoke detectors, heat detectors sound, a building employee will place all main elevators into an emergency return system. The elevator will stop, the doors will remain shut, then it will return to the lobby. At this time, the doors will open and the elevator will be inoperative except for emergency personnel usage, primarily the Fire Departments personnel.

38 CHASE TOWER FIRES A. DURING WORKING HOURS 1. Upon discovery or notification of a fire, call the Building Management Office immediately, ( ) relaying the following information: a) Exact location of the fire. b) What is burning (electrical equipment or wiring, liquids, paper, wood, furnishings, etc. c) The severity (size) of the fire d) Your name e) Your phone number f) Your location The management office will then call the Fire Department relaying the above information to them. NOTE: Be sure that the appropriate individual pulls the fire alarm station on your floor as soon as the fire has been discovered or reported. 2. The Emergency Brigade will proceed to the scene with the supervisor to evaluate the fire and begin the extinguishing process. 3. If the fire is serious, the building superintendent will be notified to activate the firemen s return, bringing all elevators to Level Chase Tower security attendant will be notified to direct the Fire Department to the Chase Tower via the Jefferson Street entrance. 5. All wardens will be notified to make ready for possible evacuation and to await further notification. 6. Air handling units serving the affected area will be deactivated. 7. Alert all other wardens of conditions and instruct accordingly. 8. When the Lafayette Fire Department arrives, the director and Assistant will advise as to the facts, what actions have been taken and follow the Fire Department s instructions until emergency is over. 9. Advise all wardens to resume normal business operations when applicable. 10. Restore equipment to normal operation when applicable. -1-

39 Section V FIRES (Cont d) CHASE TOWER FIRES DURING NON-WORKING HOURS 1. Upon discovery or notification of a fire, call the Fire Department at When placing this call, please report the following: a) Exact location of the fire. Good example: There is a fire on the 7 th Level Parking Garage in the Chase Tower. Bad example: There is a fire in the Chase Tower. b) What is burning )electrical equipment or wiring, liquids, paper or wood, furnishings, etc. c) The severity (size) of the fire. d) Your name e) Your phone number f) Your location After following the above procedure, please then call Security at and notify them of the fire and what has been done. 2. The Emergency Brigade will proceed to the scene with the supervisor to evaluate the fire and begin the extinguishing process. 3. The air handling units serving the affected area will be deactivated. 4. The engineer will activate the fireman s return, bringing all the elevators to level 1 to wait for the Fire Department. 5. The Chase Tower security guard will be notified to direct the Fire Department to the Chase Tower via the Jefferson Street entrance. 6. When Lafayette Fire Department arrives, advise as to the facts, what action has been taken and follow his instructions until emergency is over. 7. Restore equipment to normal operation when applicable. -2-