Emergency Procedures Employee Guide
TABLE OF CONTENTS Introduction and Phone Numbers... 1 Medical Emergency... 3 Tornado/Severe Thunderstorm... 4 Evacuation... 5 Fire... 7 Gas Leak... 9 Utility Emergency... 10 Bomb Threat/Terrorist Threat... 11 Hazardous Materials Incident... 13 Security Threat Within... 14 Suspicious Object/Person/Activity... 15 Forms found at the end of this guide: Bomb Threat Response Form Workplace Violence Reporting Form
INTRODUCTION AND PHONE NUMBERS It is imperative that all employees, as well as visitors to our facility, are protected in case of an emergency, and that the health and care of all individuals are prime considerations. Not all emergency situations can be neatly defined into a category for which hard and fast guidelines can be drawn. Individual judgment will need to be exercised in certain situations. The department head/supervisor of each work area has the primary responsibility for the dissemination of emergency guidelines to those employees assigned to them. In addition, they must set up a designated chain of responsibility to ensure the safety guidelines are carried out in their absence. Any changes/additions to this program must be approved by the Safety Director. During all emergencies: 1. Identify Emergency 2. Execute Initial Priorities 3. Notify Required Personnel 4. Evaluate Options 5. Execute Plan EMERGENCY NUMBERS Note: When dialing these numbers from a county landline phone, you must first dial 9. Ambulance, Fire/Rescue, Law Enforcement 911 East Central Energy (electric) 800-254-7944 CenterPoint Energy (gas) 320-983-6479 National Poison Control Hotline 800-222-1222 Facility Operations Manager 320-630-6175 County Administrator/Safety Director 320-362-0740 EVACUATION ROUTES/EXITS/ACCOUNTABILITY LOCATIONS Management is required to review exit locations and guidelines with new employees during orientation, and annually thereafter. Periodic practice drills shall be documented and critiqued. INCIDENT MANAGEMENT In the event of a major workplace incident that affects, or has the potential to affect, the mental health of our workforce, the county will provide initial counseling and support services to employees and their immediate family members. As the crisis passes and support systems are put into place for individuals affected by the incident, the county will make every effort to return to normal operations. A reasonable effort will be made, whenever possible, to directly notify employees, customers, and others who need to know, of the status of operations. In cases where direct contact is not possible or practical, an effort will be made to communicate through the news media and other available resources, e.g., the county s website.
MEDIA All contacts and statements related to facility emergencies that are given to the media will be coordinated through the Administrative Services Office.
MEDICAL EMERGENCY Medical emergencies which require immediate attention may occur from time to time. An injured employee will be provided with whatever assistance is required. RECOMMENDED GUIDELINES CALL 911. Keep the ill or injured person as comfortable as possible. Protect yourself from bodily fluids. Contact your department head/supervisor. DEPARTMENT HEAD/SUPERVISOR Notify the Administrative Services Office. All efforts that do not endanger yourself, or other employees, should be made in a medical emergency. However, our primary sources of help are trained emergency personnel.
TORNADO/SEVERE THUNDERSTORM SEVERE THUNDERSTORM A severe thunderstorm can include strong winds, rain, and hail. Employees should be aware of severe weather conditions, and avoid going out in a severe thunderstorm. Monitor conditions that could develop into a tornado watch or warning. TORNADO WATCH A tornado watch means that conditions are favorable for the formation of tornados, such as during severe thunderstorms. Keep an eye on the weather and be prepared to take shelter immediately if conditions worsen. TORNADO WARNING If a tornado has been sighted or indicated by radar, take shelter immediately. Tornadoes can form and move quickly; therefore, there may not be time for a warning to be announced. Each of the main county buildings is equipped with a tornado warning alarm system, which will be activated by the Emergency Management Director when needed. If a warning is issued in the area of your facility, do not wait for the alarm system or siren to sound before seeking shelter. Tornado Warning Procedures When the tornado siren goes off: Secure your work area (close doors, windows, etc.). Report to your designated storm shelter area, per the chart on Page 6. Department heads/supervisors shall conduct an employee count as soon as possible after employees have reached the storm shelter. Employees will not be allowed to return to their work areas until given the all clear. If a tornado hits: Immediately assess the area for anyone needing emergency medical help. If needed, call 911. Assist those injured, per your qualifications. Department heads will contact the County Administrator to report any medical or building emergency situations, including damage that makes the building unsafe for occupants, any cases of entrapment requiring rescue by emergency personnel, and any persons unaccounted for. RESCUE PROCEDURES In all emergencies where an employee is trapped and conventional assistance cannot be provided, rescue will be performed by, or under the leadership of, emergency personnel.
EVACUATION TO ORDER EVACUATION OF ALL OR PART OF A BUILDING Should an evacuation be necessary, it will be ordered by a department head/supervisor, the County Administrator, or emergency personnel. Whether to evacuate all, or just relevant parts, of a building will be based upon information available and the advice of the local law enforcement authorities. The decision not to evacuate may be made when sound judgment and experience indicates there is no real threat. EVACUATION PROCEDURES Evacuate the building through the nearest exit. (If you are not at your work area at the time of evacuation, leave the facility through the closest safe exit to your current location.) Remember to close all internal and external doors after ensuring that all have exited the area, in order to contain the problem. Employees will gather at their designated accountability locations (see chart on Page 6). It is the responsibility of all employees to ensure that any visitors to their department are escorted to safety. Knock on doors (bathrooms, meeting rooms, unoccupied rooms, etc.) in the immediate area (follow assigned sweeper duties) to alert occupants they must evacuate. Areas of the facility that could possibly be affected by the emergency must be notified by sweepers. Department heads/supervisors shall assist emergency personnel in evacuation of employees and visitors, and will conduct an employee count as soon as possible after employees have reached the accountability location. Immediately report any missing employees or visitors to the County Administrator, Facilities Operations Manager, or emergency personnel. Do not permit anyone to re-enter until given the all clear. The all clear will be given by the County Administrator or Facilities Operations Manager, after consultation with emergency personnel or any other appropriate party. EXITS/DOORS Make sure that exit doors are never blocked or locked from the inside during working hours. Exit doors must open to the outside and have the type of hardware that makes them easy to open. The exterior path must be clear at all times. This means free of ice and snow during the winter months. All employees are required to know which exits they are to use in an emergency. OTHER EVACUATION NOTES The department head/supervisor, County Administrator, or Facilities Operations Manager shall make copies of the building floor plan available to emergency personnel in order that the search commander can readily make search assignments. Sweepers will be assigned in each building to be responsible for ensuring that all areas are evacuated. Assignments shall be updated as needed and reviewed annually.
ACCOUNTABILITY LOCATIONS Building/Department Evacuate to: Storm Shelter: Historic Courthouse Community and Veterans Services (CVS) Court Administration Probation Parking lot of Community and Veterans Services. Stay on outer sidewalk; enter building if directed. West parking lot of Justice Center (JC). If exit on west side, take safest route around the building; enter JC if directed. Sheriff s Office parking lot. Proceed to CVS parking lot, or other area if directed. Parking lot of CVS via east door, or if safe, the west door. Take outer sidewalk to CVS. Lower Level Interior restrooms and Conference Room 1 Interior restrooms/stairwell Interior restrooms/stairwell Attorney s Office Parking lot of CVS; enter building if directed. Interior restrooms/stairwell Sheriff s Office Sheriff s Office parking lot. Proceed to CVS parking lot or other area if directed. Interior restrooms/stairwell Public Works Shops Parking lot, or other area if directed. Interior wall or restroom
FIRE THE PERSON DISCOVERING THE FIRE If a minor fire: take what action you can to safely extinguish the fire, and then contact your department head/supervisor. If major fire: Pull fire alarm, then call 911. If uncertain, contact your department head/supervisor. If at all possible, isolate the fire source (example: trip circuit breaker, close doors, close windows, etc.). Notify your department head/supervisor if haven t already done so. Notify the Administrative Services Office. DEPARTMENT HEAD/SUPERVISOR PREVENTION Pull the fire alarm, if necessary, to evacuate the building and notify emergency personnel. Be sure all employees and visitors have evacuated the building, assisting emergency personnel as needed. Notify the Administrative Services Office, if haven t already done so. Keep all building areas neat. Know the location of fire extinguishers and how to use them. Know the type of extinguisher to be used in different types of fires. All authorized employees will be trained in the use of fire extinguishers and the use for each type of fire. Department heads/supervisors will, at least annually, inform/remind employees of the nearest exits, preferred exit route, assigned accountability area, and general emergency procedures. New employees will be taught emergency procedures by their department head/supervisor at orientation. Allow smoking only in designated areas. Effective 9/1/16, no smoking is allowed on county property. RESCUE PROCEDURES In all emergencies where an employee is trapped and conventional assistance cannot be provided, rescue will be performed by, or under the leadership of, emergency personnel. Leave rescue operations to the professionals. CONTROLLING A FIRE Extinguishing a MINOR Fire Do not attempt to extinguish a fire unless you can do so safely. NEVER jeopardize your safety to fight a fire. Smother a minor fire by pouring water on it, unless its origin is electrical or flammable liquid. In the case of a trash fire, do not pick up burning trash and run with it. This will only fan the fire and cause it to burn more rapidly. If safe to do so, fight the fire with the closest accessible extinguisher. Alert a supervisor. Be sure that the fire is completely extinguished. Remove smoldering articles to an area where they cannot rekindle or cause any further damage.
Assure visitors and personnel that everything is under control, and that the fire has been extinguished. Report the incident to the Facilities Operations Manager or, if unavailable, the Administrative Services Office. Relate the details about the fire and that it has been extinguished. Re-check the fire area and see if it is safe to enter. Do not use the fire alarm if the fire is of a minor nature. Keep activities and information localized. Close all doors and windows in the fire area. Seal off the fire area by placing something, such as a coat or rug, under the room entrance door to prevent smoke from entering the rest of the building. Move visitors to other available rooms or areas until the fire area can be declared safe for their return. Responding to a MAJOR Fire Should a major fire (one that is out of control) be discovered, or a minor fire gets out of control, immediately activate the nearest fire alarm. The alarm will alert all employees and visitors to evacuate. Employees are responsible for ensuring that all visitors are evacuated and accounted for. Close all doors and windows in rooms as they are being evacuated, if it is safe to take the time to do so. Check exits to assure that they are safe and usable. If not, clear them of obstacles. Turn off any equipment with blower fans (such as heating and cooling systems) and all unnecessary electrical equipment. Do not let anyone return to the area once they have been evacuated. HOW TO USE AN ABC FIRE EXTINGUISHER Hold the extinguisher upright. Pull the ring pin to snap the safety seal. Stand back 10 feet from the fire. Aim at the base of the fire. Do not start at the top of the fire. Squeeze the lever and hold, while sweeping the hose from side to side (the substance will last for 6 10 seconds). Note: Do not attempt to put out a major fire or an overhead fire. Only fire department personnel shall fight these fires. Only fight the fire until the fire department arrives, or the fire is no longer controllable. Do not endanger personal safety.
GAS LEAK DO NOT MAKE ANY PHONE CALLS UNTIL AWAY FROM THE AREA! EMPLOYEE DETECTION If a strong or persistent odor of gas or sulfur (rotten egg smell) is present in your area, or if you hear a hissing sound of escaping natural gas, leave the area and contact your department head/supervisor. DEPARTMENT HEAD/SUPERVISOR For a gas emergency, leave the area and call 911. If you detect a gas odor outside of the building, contact the Facilities Operations Manager or, if not available, the Administrative Services Office. Gas odor in the area of appliances or pipelines: Open windows Notify Facilities Operations Manager or, if not available, Administrative Services Office. If determined to be necessary: o Call the gas company o Evacuate area when necessary Gas line break or odor throughout the building: Open windows, then clear area Notify Facilities Operations Manager or, if not available, Administrative Services Office. If determined to be necessary: o Call the gas company o Evacuate area when necessary EXPLOSION PREVENTION Open windows and doors wide, when possible, to ventilate the building. Start where odor is the strongest. However, DO NOT re-enter the building for this purpose. DO NOT use the telephone from inside the building. This includes cellular phones and all types of portable communication and electronic devices that have a battery. These can spark and create a source of ignition. DO NOT light matches or create any other source of ignition. DO NOT operate any electrical switches, appliance controls, or pull any plugs from outlets. DO NOT ALLOW SMOKING.
UTILITY EMERGENCY ELECTRIC POWER For power outages, or other related emergencies, contact your department head/supervisor, who should then contact the Facilities Operations Manager or, if not available, the Administrative Services Office. WATER OR SEWER PROBLEMS EVACUATION The employee who discovers the problem should contact their department head/supervisor immediately. Department head/supervisor shall contact the Facilities Operations Manager or, if not available, the Administrative Services Office. Sewers can produce dangerous gas; avoid contact and evacuate the area if necessary. Do not enter without proper equipment or training. Do not allow smoking. If evacuation is needed, follow the Evacuation Procedures on Page 5.
BOMB THREAT/TERRORIST THREAT THE PERSON RECEIVING THE CALL While on the phone: Get as much information as possible about the bomb: Location, how many, size, time to go off, what it looks like, what kind of bomb it is. Get as much information as possible about the call/caller: Age, sex, accent, background noise, anything distinctive. After the call: Immediately notify your department head/supervisor. When you are in a safe location and as soon as possible, make notes on paper or on the bomb threat worksheet of any information you can recall while it is still fresh in your mind. DEPARTMENT HEAD/SUPERVISOR Notify law enforcement. Notify the Administrative Services Office. Evacuate the building if necessary. If bomb location is known, evacuate that area first, including floors above and below. Follow the Evacuation Procedures on Page 5. The Facilities Operations Manager or, if not available, the Administrative Services Office, shall make available to emergency personnel copies of the building floor plan, in order that the search commander can readily make search assignments. ALL EMPLOYEES BE ALERT! All personnel should conduct a quick 360 VISUAL search of their work area. A visual 360 search should be conducted in the following manner: SEARCH WITH EYES ONLY - DO NOT TOUCH OR MOVE ITEMS. Search work area from floor to ceiling divide work area into thirds. Visually scan lower third first, then center, and then ceiling area. Look for anything unusual or out of place. Go to a safe area and immediately report information to emergency personnel and the Administrative Services Office. LAW ENFORCEMENT RESPONSIBILITY The law enforcement agency having primary jurisdiction will have the responsibility of promptly notifying additional emergency personnel. They will also be responsible for the orderly search of the building and investigation of the bomb threat. In the event a bomb or suspect object is located, the responsibility for removal will be that of the bomb detachment unit. The search commander will have the responsibility of giving the All Clear signal at the completion of the search/removal.
FACILITIES NOT DIRECTLY INVOLVED Notification by the Administrative Services Office may be provided in order to make those employees aware of the threat. Each facility will respond by: Conducting a quick search of public areas for unusual or suspicious objects. Being aware of suspicious actions of persons who enter facilities, and report this to their supervisor. Communicating information related to the emergency to the Administrative Services Office. PREVENTIVE MEASURES Ensure that unauthorized persons do not have access to boiler rooms, maintenance areas, and other areas where an explosive might be deposited. All staff should be alert for people who look or act suspicious. Watch for foreign or suspicious objects, items, or parcels that do not appear to belong in the area where such items are observed. Ensure that doors and access ways to such areas as boiler rooms and supply/janitor closets are securely locked when not in use. Notify your department head/supervisor if you become aware of any suspicious situations.
HAZARDOUS MATERIALS INCIDENT EMPLOYEE NOTIFICATION Warning of a hazardous material incident will be received from emergency personnel when the incident occurs sufficiently near your facility to be a threat to safety. The employee receiving the notification shall contact the department head/supervisor when such an alert is received. The department head/supervisor shall: Notify all employees and visitors in the building of the incident, and instruct them: o not to leave the building until told to do so by emergency personnel; o to close all doors and windows; and o to shut off all air conditioning or fresh air circulation systems. Contact the Facilities Operations Manager or, if not available, the Administrative Services Office and instruct them to shut off all central air conditioning or fresh air circulation systems for the building. If evacuation of the facility is ordered, follow Evacuation Procedures on Page 5.
SECURITY THREAT WITHIN If confronted with violence (potential assault), following are some common-sense guidelines. During Confrontation: Push PANIC BUTTON (if available). Panic buttons have been strategically installed throughout our facilities. Supervisors shall make sure that all staff know the location of the panic button(s) within their department. The panic button signal will be sent directly to the Public Safety Answering Point (PSAP). Move slowly, and explain any actions taken. Cooperate. Offer no resistance (unless asked to enter a vehicle). Use the following de-escalation techniques when dealing with an aggressive individual: Listen to the grievance. Listen actively and empathetically. Avoid confrontation, stay calm. Verify understanding. Let them suggest a solution. Attempt to remove yourself or others who are affected from direct contact, either by leaving the area or allowing the person making the threat to leave. If a weapon is shown, leave the area quickly, if possible locking any doors behind you. Post-Confrontation: The strategies listed above may help to defuse a volatile situation, but what should be done after the perpetrator leaves? Below are some recommended guidelines: Lock the door. Don't touch any evidence. Notify your supervisor. Department head/supervisor shall notify the Administrative Services Office. Write details and descriptions right away, and give them to law enforcement when they arrive. Complete the Workplace Violence Reporting Form found at the end of this guide. (A copy can also be found on the Safety page of the employee website.) If evacuation is ordered, follow the Evacuation Procedures on Page 5.
SUSPICIOUS OBJECT/PERSON/ACTIVITY EMPLOYEE GUIDELINES Suspicious Object: DO NOT MOVE OR TOUCH THE OBJECT! Immediately evacuate the room or area where the object is located. Notify your supervisor. Suspicious Person: Notify your supervisor. Let the person know you notice them by asking: o Can I help you? o Are you looking for someone? Suspicious Activity: Notify your supervisor/department head. SUPERVISOR/DEPARTMENT HEAD Notify law enforcement. Notify Facilities Operations Manager or, if not available, the County Administrator, who will determine if evacuation of facility is necessary. When evacuation is necessary, assist emergency personnel in evacuating all employees and visitors. PREVENTIVE MEASURES Ensure that unauthorized persons do not have access to boiler rooms, maintenance areas, or other areas where an explosive might be deposited. All staff personnel should be alert for suspicious people/activity. Watch for foreign or suspicious objects, items, or parcels that do not appear to belong in the area in which such items are observed. Ensure that doors and access ways to such areas as boiler rooms and supply/janitor closets are securely locked when not in use. Immediately notify your department head/supervisor if you become aware of any suspicious situations.