Hurricane Plan
2019
Verandah Hurricane Preparedness Plan
TABLE OF CONTENTS
Section Page
I. Plan Introduction A. General Information ...... 1 B. Terms Defined ...... 2 C. Emergency Plan Team (EPT) Plan Implementers ...... 4 D. Updating Emergency Preparedness Plan ...... 4 II. Hazard Analysis A. Known Hazards ...... 4 B. Site Location Information ...... 4 III. Operations A. EPT Management Structure ...... 5 B. Preparedness Programs...... 5 IV. Information, Training and Exercise A. For Community Residents ...... 6 B. For Community Employees ...... 6 C. Advisory Flags ...... 6 V. Emergency Listings A. Community Residents List ...... 7 B. Community Employees List....………………………………………..…...7 VI. Hurricane Watch Actions A. Emergency Preparedness Team Coordinator ...... 7 B. Staff Release Criteria ...... 7 C. On-Site Access Authorizations ...... 8 D. Storm Recovery ...... 8 VII. Command Center ...... 9 VIII. Management Plan for Storm Emergency Updates ...... 9 IX. Authorized Personnel A. Verandah Emergency Preparedness Team ...... 11 B. Governmental Agencies ...... 9 C. Other Authorized Entry Access...... 10 D. News Media ...... 10 X. Hurricane Preparedness for P&D Construction…………………….………..42
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APPENDIX
Section Page
A Verandah Emergency Preparedness Team ...... 7 & 42 B Area Location Map ...... 13 C Site Map ...... 14 D Sales & Information Center Checklist ...... 16 E Club Emergency Checklist ...... 17 F Golf Operations Checklist ...... 21 G Golf Course, Grounds & Golf Maintenance Checklist ...... 22 H Gatehouse Emergency Checklist ...... 28 I Storm Emergency Action Log ...... Appendix M J Radio Frequencies ...... Attachment T K Area Shelters ...... Appendix U L Evacuation Routes ...... Attachment V M Evacuation Route Map …………………………………………..Attachment W N Emergency Supplies List by Department …………..…………20 O Integrated Pest Management (IPM) Chemicals List...4 P Hurricane Preparedness P&D……………………………………...42
*Emergency Contact List – Appendix K*
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I. PLAN INTRODUCTION A. General Information 1. Verandah, 12201 River Village Way Ft. Myers, Florida 33905 is a 1456-acre, master planned community development. Paul Martin, Vice President of Land Development, of KH Verandah, LLC is the person who is ultimately responsible. Jay Severson, General Manager of Club Operations and Cameron Gardiner, General Manager of Community Association are on-site and are responsible for overseeing the coordination of all phases of this emergency preparedness plan. Jay’s office phone number is (239) 694-7229, Jay’s, and Cameron’s office number is (239) 694-6358. Trish Snook, Community Patrol Supervisor for Verandah will assure the operational implementation of this plan during the storm or emergency event. Trish’s office number is (239) 694- 5930. 2. The property developer is Kolter Land Partners/KH Verandah LLC. 3. The development is under construction. The current number of approved dwellings at Verandah is 1637. The housing types under construction are single-family detached homes, villas and coach homes. 4. The Emergency Preparedness Plan as follows, is automatically implemented when any type of potentially life threatening or property damaging situation could occur involving members, residents, employees and vendors of Verandah Club. This plan may be adapted in the event of other emergencies as designated by the General Manager of Club Operations, Golf Course Superintendent or Head Golf Professional. 5. When any type of potentially life threatening or property damaging situation occurs, the General Manager of Club Operations will assume the position of EPT Coordinator for Verandah Amenity Emergency Preparedness Plan and EPT. 6. The Verandah Emergency Preparedness Plan and Team will be updated annually or as necessary. 7. There are no critical emergency or health maintenance facilities (nursing homes, fire stations, etc.) on Verandah property. 8. Verandah does not have a Hurricane Shelter for residents and employees on the property.
B. Storm Grade Terms Defined Advisory: Advisory messages are issued by the National Hurricane Center, concerning all tropical depressions, tropical storms and hurricanes at midnight, 6 a.m., 12 noon and 6 p.m. These advisories are supplemented at 3-hour intervals when landfall is likely within 24 hours. An advisory gives details as to where the storm is located, its intensity, direction and speed of movement. Precautionary measures are given for ships and coastal residents near the storm center. Advisories are broadcast over most radio and TV stations. Tropical Storm Watch: Tropical Storm Watch conditions include winds of 39-73 miles per hour and a possible strike in a specific coastal area within 48 hours.
Tropical Depression: A Tropical Depression is a closed circulation of low atmospheric pressure originating over tropical waters that blow counter- clockwise around a center at speeds less than 39 miles per hour.
Tropical Storm Warning: Tropical Storm Warning conditions include winds of 39-73 miles per hour, which are expected to strike a specific coastal area within 36 hours.
Hurricane Watch: Hurricane Watch indicates that a hurricane is near enough that everybody in the area covered by the “WATCH” should listen for subsequent advisories and be ready to take precautionary measures. Watches are usually issued 48 hours in advance of a hurricane landfall. Hurricane Watch conditions mean a violent storm has originated over tropical water with sustained (constant) winds over 74 miles per hour.
Hurricane Warning: A Hurricane Warning issued by the National Hurricane Center means that sustained winds of 74 miles per hour or higher associated with a hurricane are expected in a specific coastal area in 36 hours or less. All precautions should be taken immediately.
Hurricane: A Hurricane is a violent storm originating over tropical waters with sustained winds over 74 miles per hour. The winds, as in tropical depressions and storms, blow in a counter-clockwise direction around the center. Diameter of these storms range from 100 to 1,000 miles. To make predicted hazards of an approaching hurricane easier to understand, hurricane forecasters have developed a disaster potential scale which assigns storms to five categories. This scale is called the SAFFIR/SIMPSON scale.
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Category Wind Speed Damage 1 74-95 MPH Minimal 2 96-110 MPH Moderate 3 111-130 MPH Extensive 4 131-155 MPH Extreme 5 Over 155 Catastrophic MPH
Wind: Strong surface winds can cause a barrage of sand and debris problems. Hurricanes can have sustained winds from 74 miles per hour to more than 200 miles per hour. Strong winds can sever power and communication lines. Branches from trees are severed and many trees are felled. Mobile homes and manufactured homes should be vacated. Roofs can be damaged, and windows broken by flying debris. Poorly built structures collapse. Small craft are damaged or destroyed by being pushed up against their moorings. Winds in excess of 45 miles per hour begin to cause damage to traffic signals and trees. Tornadoes: Multiple tornadoes may form in the tornado feeder bands can cause small-scale destruction. These tornadoes can inflict tremendous damage without warning. Torrential Rain: Torrential rains associated with hurricanes and tropical storms can cause widespread fresh water flooding inland. Amounts of 20 inches or more are possible in a twenty-four-hour period. Heavy rain will drown plants in low-lying areas and increase the probability of disease and pest infestation in those plants that survive. Insects, vermin, dead animals and polluted waters from sewage backup may create health problems. Life threatening problems are minimal. Storm Surge: The rapidly rising surge is the hurricane’s killer threat. Ninety percent of people who lose their lives in hurricanes do so by drowning. Rising tide levels from 2 to 25 feet can occur in SW Florida as the storm makes landfall. The amount of damage depends on the hurricane category, direction, size and landfall point. The storm surge causes saltwater flooding crippling communication, sewage backup and drinking water to become contaminated. The surge flooding fills streets with debris. Clogs drains and washes out roads that are used for evacuation routes. SLOSH: (Sea, Lake and Overland Surges from Hurricanes) is a computerized model run by the National Hurricane Center (NHC) to estimate storm surge heights resulting from historical, hypothetical, or predicted hurricanes by considering it is used for determining the maximum surge for a location. FEMA: Flood Insurance Rate Map. Used to determine flood zone the community is in and whether or not insurance is required.
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C. Emergency Plan Team (EPT) Plan Implementers Jay Severson, General Manager of Club Operations will be responsible for the implementation of Verandah Emergency Preparedness Plan Team (EPT). His phone contact information is listed in A. 1. above. See Appendix A for entire Emergency Preparedness Team. D. Updating Emergency Preparedness Plan and Appendix Documents The Emergency Preparedness Plan and Appendix documents will be updated annually or as necessary. Employees will attend orientation and will be briefed on the Hurricane Preparedness Plan.
II. HAZARD ANALYSIS A. Known Hazards The administration and staff at Verandah recognize that we are vulnerable to all-natural disasters known to the area i.e. hurricanes, chemical spills, tornadoes, flooding, fires, fuel, and some exposure due to materials transported by construction traffic. There are CO2 storage tanks, pesticide and fertilizer products stored on the property. The Fort Myers Shores Fire Department and Florida State Regulatory Agencies are aware of areas that could be of concern. See Appendix S, K. B. Site Specific Information 1. See Appendix B for the area location map. 2. See Appendix D for the street or site map. 3. Verandah is under construction and is scheduled to be under construction at least through 2022. The total number of approved single-family homes is 1,275 and multi-family homes are 362 with 2 golf courses on 1451 acres. 6. Hurricane season is June 1 through November 30. At this date, approximately 120 employees work at various locations on the property and 700 + homes have residents living in them. There may be some periods of time when tournaments and other functions will involve large numbers of people at Verandah on a temporary basis. As the property is developed, an assumed maximum number of residents and guests are 4000 individuals. 7. The FEMA Flood Insurance Rate Map Designated Verandah residential community in Zone AE. (Flood Insurance is required) 8. Fixed facilities maintained by Verandah departmental entities include The Sales & Information Center; Gatehouse, Golf House, Boat House, River House, 2 Golf Courses, Tennis and Fitness Center, Golf Maintenance, 4 Golf Shelters, and Cart Barn Facility.
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Several of these fixed facilities are vulnerable to hazardous material incidents. 9. Landscaping and trees are especially vulnerable during these emergency storm periods. Trees will be pruned, shored up or removed if necessary, during the Hurricane Watch period. 10. Verandah Golf Maintenance Operations a) 1 - 1,000-gallon gasoline storage tank above ground b) 1 – 500-gallon diesel fuel storage tank above ground c) 3 – 5-gallon handheld gasoline fuel tanks d) 4 – 300-gallon tanks mounted on vehicles or trailers for a variety of herbicide, pesticide, and fungicide products. e) A variety of individually bagged or containerized fertilizer, herbicide, pesticide, and fungicide products. Numbers of individually bagged items changes constantly. No bulk storage, unwrapped, or materials stored outside containers. Detail list Appendix X. III. OPERATIONS A. EPT Management Structure 1. The person in charge at the property site during an emergency is Trish Snook, the Community Patrol Manager. The alternative is Jake Wentz, Superintendent Golf Course Operations. 2. A process will be developed to activate the Residential Emergency Preparedness. Our Community Patrol has specific procedures for weather emergencies. Several departments will have a weather radio or TV to monitor any potentially dangerous storm systems. All employees will assume responsibilities for their department’s Preparedness Plan. Appendix A.
B. Residential Preparedness Programs 1. Verandah does not have a Hurricane shelter for the purpose of housing residents, members or employees during emergencies. 2. Each employee should review a copy of the Emergency Preparedness Plan at his or her department specific orientation and on an annual basis thereafter. 3. The Community Patrol and the Gatehouse on Verandah Blvd. will be the primary on-site station for information and direction for residents and staff prior to, after and during an impending weather emergency. The primary source of information will be radio, television, and other communication facilities, which will provide direct information on the weather event from Lee County
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Emergency Management and other government weather centers. All departments on site will assist in the evacuation of members, residents and employees if called upon to do so.
IV. INFORMATION, TRAINING & EXERCISE A. For Community Residents: 1. The residents at Verandah will be informed of weather emergencies using weather radios or TVs in designated areas. The Lee County Emergency Management Team will provide weather Emergency Seminars annually. When appropriate, the club newsletters and new resident welcome packet will include informative facts regarding hurricane awareness, seminar listings and other weather emergencies. A weather flag system will be used at the gatehouses. 2. Residents will be informed when they purchase property at Verandah of the existence of an Emergency Preparedness Plan. Emergency Information is located on verandahlife.com under the VCA tab/Hurricane Plan. The ultimate weather safety responsibilities and decisions remain with each individual resident and Verandah assumes no liability for such safety responsibilities or decisions made by the homeowner’s association or resident.
B. For Community Employees: 1. During initial training periods, designated employees will learn their responsibilities regarding weather emergencies. Appendix K contains a listing of all Verandah employees by department. 2. Annual training of all employees will be continued throughout their employment. Meetings will be held in each department for updates on the Emergency Preparedness Plan and training sessions. Mock drills will be held each year to review and update the Emergency Preparedness Plan.
C. Advisory Flags: Verandah Community Patrol will display at each gatehouse an advisory flag: Storm Advisory Flags Gatehouse Operations Performed
Step 1 Yellow Flag Watch Tropical Storm Watch or Hurricane Watch Step 2 Red Flag Warning Tropical Storm Warning or Hurricane Warning
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Step 3 Blue Flag Evacuation Shelter closed; community to be evacuated
Step 3 White Flag All Clear No Storm Threat
V. Emergency Listings A. Roster of Community Residents A roster of Community Residents for emergency contact will be created, maintained and updated as appropriate. B. Roster of Community Employees Verandah’s active list of employees will be updated annually and as necessary.
VI. HURRICANE WATCH ACTIONS If a Hurricane Watch is issued and time allows, the following information and actions will be taken with the Verandah EPT. A. Emergency Preparedness Plan Team Coordinator 1. When a Hurricane Watch is announced, the EPT Coordinator will contact and notify each member of the designated EPT to assemble in the Golf House. 2. Each EPT Area Manager will submit in writing his/her emergency plan and the EPT Coordinator will go over any changes or questions that may arise. After this briefing, all EPT Area Managers will execute their Emergency Check List and be prepared to leave the community at the appropriate time. 4. The EPT Coordinator and EPT Area Managers will collect, secure, and maintain the necessary emergency supplies and equipment on- site at their discretion.
B. Staff Release Criteria 1. Upon notification by Lee County Emergency Management, Weather Alert Radio, television, radio or other means that a hurricane is predicted to strike the Southwest Florida coastal area within 48 hours and this strike area encompasses the EPT Coordinator shall notify all EPT Area Managers to release their non-essential staff from all job assignments and duties after storm preparations are completed. All Verandah staff will be directed to seek safe shelter at least 24 hours before the storm hits landfall. 2. The local government based on the size, intensity, speed, and direction of a storm makes evacuation decisions. A community’s
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evacuation recommendation/order will depend on the characteristics of a storm: 3. All employees will be released from their job assignments at least 24 hours before the storm hits landfall until further notice. Employees will be given a list of possible shelters in the immediate area Appendix O. Radio and television news sources will clarify the open shelters. When sustained storm winds reach 40-45 mph, emergency governmental agencies, by procedure, will not respond to an emergency call because of personal and equipment safety reasons. Bridges in Lee County will close in 40 mile per hour winds by procedure. Driving a vehicle becomes unsafe with sustained winds of 40 miles per hour. 4. Sustained winds are defined by official announcements from the National Weather Service or Lee County Emergency Management.
C. On-Site Access Authorizations 1. The community patrol team will continue to staff each gatehouse entry to Verandah, during minimal storm conditions until the employee release is implemented. Upon evacuation, all entry and exit gate barrier arms will be removed, the gatehouses secured, and community patrol team staff released from duty tours until further notice. The community patrol vehicle will be parked and locked at the gatehouse.
D. Storm Recovery 1. It is the EPT Coordinator’s responsibility to notify EPT Area Managers by any means possible when it is safe to return to Verandah property. EPT Area Managers will attend an emergency meeting to assess damage and formulate plans for clean-up and recovery. 2. The Golf House or other designated safe Command Center will re- open to coordinate and prioritize clean-up and repairs with the EPT Area Managers and staff. The EPT will assess each area of Verandah property and buildings to determine when it is feasible for employees to return to the property. Areas accessible for staff will be posted at the Command Center, Sales & Information Center. EPT Area Managers will work as designated by State and local emergency agencies Appendix Q. 3. EPT will photograph damaged buildings, downed trees, landscaping, power lines etc. as soon as it is feasible. Those photographs will be compared with ones taken prior to damage for
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insurance claims. Residential homes should be included in this procedure. Homeowners should be encouraged to photograph their property before and after the storm.
VII. COMMAND CENTER RECOVERY PERIOD A. The General Manager of Golf & Club Operations will ensure implementation of Verandah Emergency Preparedness Plan for storm emergencies from a Command Center, located at Golf House or designed area at Verandah. Property address 12201 River Village Way Fort Myers, Florida. B. Each EPT Area Manger will keep a daily Emergency Action Log and a copy will be kept at the Command Post for permanent reference. See Appendix S for the Storm Emergency Action Log.
VIII. MANAGEMENT PLAN FOR STORM EMERGENCY UPDATES A. The Verandah emergency preparedness plan is provided to all employees at Verandah. EPT area managers are responsible for updates and maintenance of the plan. The general manager of Verandah Club operations is ultimately responsible for the plan accuracy and distribution. The plan will be updated at least annually or as necessary i.e. personnel changes, agencies changes etc.
AUTHORIZED PERSONNEL A. Verandah Emergency Preparedness Plan Team Prior to notification from Lee County Emergency Management to Verandah EPT Coordinator that it is safe to return to the property, only Authorized Personnel will be allowed to enter the property. Authorized Personnel include all members of the EPT listed in Appendix A. The Verandah Emergency Preparedness Teams and designated staff are authorized personnel with unrestricted access to the property. Appendix C. B. Governmental Agencies Governmental agencies authorized to enter the property with unrestricted access ONLY DURING A STATE OF EMERGENCY Area Code (239) Lee County Sheriff's Dept. 477-1200 The Shores Fire Dept. 694-4480 Century Link Telephone 1-800-366-8201 Lee County Emergency Medical Services 911 or 774-8459 Florida Power & Light 800-468-8243 Lee County Emergency Management 477-3600
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Poison Control 800-282-3171 Storm Information Hotline 332-1900 Lee County Humane Society 332-0364
C. Other Authorized Entry Access Following notification from Verandah EPT Coordinator that it is safe to return to the property; the following individuals will have unrestricted entry: Commercial Trash Services Verandah Employees & Maintenance Contractors Verandah Property Owners Parcel Developers Single Family Builders Insurance Company Personnel Residents
D. News Media News media will NOT be allowed access to the property without prior authorization from Verandah EPT Coordinator.
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Verandah Emergency Preparedness Plan Team
POSITION STAFF MEMBER RESPONSIBILITY
Jay Severson General Coordinate efforts of all members of the Manager Club EPT Area Managers. Execute weather EPT Coordinator Operations emergency procedures. Liaison with Cameron Gardiner emergency agencies. Coordinate Recovery General Manager Plan. Plan Accuracy. All Press Releases. Community Assoc. Serve as EPT Coordinator in the absence of same. Execute the Checklist for the Club. Trish Snook or EPT Coordinator Ensure entire staff is released from Jake Wentz Alternative/ assignments when authorized. Assist EPT Superintendent EPT Area Coordinator as liaison between Emergency Golf Course Manager Agencies. Assist in executing weather Operations emergency procedures. Assist with Recovery Plan. Plan Accuracy Assist EPT Coordinator with the execution of weather emergency procedures. Monitor weather radio, TV or other radio for storm instructions. Maintain contact EPT Area Same as box above with EPT Area Managers on-site. Assist in Manager execution of the Checklist for Club, Golf Course and surrounding facilities. Ensure entire staff is released from job assignments when EPT Coordinator authorizes. Assist EPT Coordinator with the execution of weather emergency procedures. Monitor weather radio, TV or other radio for storm instructions. Maintain contact EPT Area Same as box above with EPT Area Managers on-site. Assist in Manager execution of the Checklist for Club inventory. Ensure entire staff is released from job assignments when EPT Coordinator authorizes. Assist EPT Coordinator with the execution of weather emergency procedures. Execute Equipment Manager EPT Area the Checklist for equipment inventory on- Golf and Grounds Manager site and other equipment as required. Assist Maint. with employee release and all phases of recovery operations. Assist EPT Coordinator with the execution of weather emergency procedures. Execute Assistant EPT Area the Checklist for Golf Maintenance and Superintendents, Golf Manager related department staff release from job Course Maintenance assignments when EPT Coordinator authorizes. Assist EPT Coordinator with the execution of weather emergency procedures. Execute the Checklist for the hazard materials. Assistant EPT Area Coordinate any operations required for Superintendents, Golf Manager environmental spills during recovery Course Maintenance period. Ensure entire staff is released from job assignments when EPT Coordinator authorizes.
Assist EPT Coordinator with the execution of weather emergency procedures. Execute the checklist for front and rear gatehouses. Trish Snook, EPT Area Ensure entire staff is released from job Community Patrol Manager assignments when EPT Coordinator Supervisor authorizes. Monitor authorized personnel entry access. Lock down canoe livery and boats.
Assist EPT Coordinator with the execution of weather emergency procedures. Execute EPT Area Julie Garcia the Checklist for Club Fitness Center. Manager Fitness Director Ensure entire staff is released from job assignments when EPT Coordinator authorizes. Assist EPT Coordinator with the execution of weather emergency procedures. Scott Kanerva EPT Area Execute the Checklist for Club Restaurant. Food & Beverage Manager Ensure entire staff is released from job Director assignments when EPT Coordinator authorizes. Assist EPT Coordinator with the execution Paul Martin, of weather emergency procedures. Execute EPT Area V.P. of Land the Checklist for Verandah Planning & Manager Development - Kolter Development Dept. / Builders. And all phases of recovery plan. Assist EPT Coordinator with the execution April Ralph of weather emergency procedures. Execute EPT Area Verandah Club the Checklist for accounting procedures for Manager Director of all departments. Ensure entire staff is Administration released from job assignments when authorized. Assist with plan accuracy.
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APPENDIX B Area Location Map
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APPENDIX D Street or Site Map
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Appendix F *Operation executed at Hurricane Watch or at the direction of the EPT Coordinator.
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Verandah Sales & Information Center Checklist
Information Center-Responsibility: Steven Benson Responsibility Responsible Party Break Room - Kitchen: Information Center Staff Unplug appliances, take food out of refrigerator. Cover microwave and toaster over with plastic.
Information Center - Reception Area: Unplug and cover computers, phones and printer. Remove wall displays. Unplug and cover the refrigerator. Information Center Staff Move dishes, glasses and coffee supplies under cabinets. Secure all standing items in drawers. Back office and individual offices: Unplug computers, printers, fax machines, copy machines, lamps and place under desks or on the floor covered. Move Information Center Staff plants and objects away from windows and doors. Server Room: MIS will notify when server can be powered down. Once administrative permissions are granted, power down server, unplug all power and data cords from main Office Manager receptacles, raise all equipment off the floor and cover equipment with plastic. Collateral: Make a list and put collateral material in vehicle for Information Center Staff storage. Get direction from MIS on screen computer. Building: Turn off all water and power supplies to the building. Photograph building inside and out – take photos to safe Information Center Staff place. Cover topo board with plastic. Take down swings and bring inside show room. Vehicles and Doors: Information Center Staff Gas up vehicle and park in the back of the parking lot.
Secure all doors at final exit.
Equipment for Emergency Preparedness Plan
Flashlights Batteries Weather Radio Rain Gear Water Matches First Aid Kit Scissors Covers for Equipment Masking Tape Candles/Lanterns Duct Tape ½” Nylon Braid 500’
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Appendix G *Operation executed at hurricane watch or at the direction of the EPT Coordinator
Verandah Club Emergency Checklist
Individual Area of Responsibility Verandah EPT Coordinator Area Mgrs. Jay Severson Communication to Press General Manager Golf & Club Security Operations Operations Recovery Period Operations EPT Coordinator All Area Managers All Employee, Resident Evacuation Jake Wentz EPT Coordinator alternate if required Golf Course Superintendent Golf Course and Golf Course Maintenance EPT Coordinator Alternate Recovery Period Operations Area Manager All Employee, Resident Evacuation Pro Golf Shop, Locker Rooms, Golf Nathan Groce Learning Center, Cart Barn Director of Golf Communication for EPT Area Managers Area Manager w/Equipment Manager Golf Maintenance Communications Coordinator Recovery Period Communications All Employee, Resident Evacuation Boat House, Restaurant, Liquor, Inventory Scott Kanerva Kitchen, Lounge, Loading Area Food & Beverage Food for Recovery Period Director All Employee Evacuation
Equipment Control, Rental Communication for EPT Area Managers w/ Head Golf Professional Assistant Superintendent Recovery Period Communications Golf Maintenance All Employee Evacuation Coordinate Safety Program & Supplies Assign Employee or other Support as required by EPT Coordinator Property Security at all times Communication for EPT Area Managers Trish Snook w/Head Golf Professional/Equipment Community Patrol Manager Area Manager Authorized Access
Verandah Administration April Ralph Systems Coordination Computers, Phones Verandah Club etc Director of Administration Complete Employee List all Facilities Safe-guard documents, photographs
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Step Operation Performed 1 Each department will photograph their respective facilities annually or as repairs or maintenance alter the appearance of site. The photographs will be taken off property and stored in a waterproof box. 2 Purchase or rent equipment and supplies for hurricane preparedness. (See attached supply list.) 3 Prepare Teams to secure facilities at Verandah i.e. ladders, drills etc. 4 Test emergency equipment at least once monthly. 5 Test well water quality for consumption.
Golf Course & Golf Course Maintenance Buildings 1 See Attachment for details. Golf Shop Area Including Locker Rooms Cart Barn, Driving Range Area, Putting Green Area, Golf Learning Center 1 Remove all retail inventory and place in locked closet. 2 Back up computers. Place disks in waterproof box in Administration. 3 Unplug computers and wrap in plastic. Secure with tape. Raise off floor. 4 Place all golf carts inside cart barn. 5 Bring all trash receptacles into bag room. 6 Move fixtures into the bag room. 7 Move portable scoreboard and event sign into bag room. 8 Move all bags in club storage to top racks. 9 Lock all comfort station doors and cupboards. 10 Make sure driving range and putting green are clear of debris. 11 Lock and secure all doors and windows in cart barn. 12 Close and lock all lockers. 13 Turn off water and power in all of the above areas. Step Lounge, All Dining Room Areas, Restrooms, Kitchen Area 1 Place all liquor bottles in cabinet and lock. 2 Take all perishable food to the kitchen area. Remove place settings, silverware, condiments and any other debris 3 from tables. Place in kitchen area. 4 Place all tables and chairs against windows. 5 Clear wait station of debris. Put everything in cupboards. 6 All racks, carts or portable items must be stored in dry storage area. 7 Shut off valves for gas to kitchen. 8 Check mechanical room on restaurant mezzanine and secure area. 9 Secure dumpster. (Arrange to be emptied before storm.) 10 Fill all containers with potable water. 11 Place all perishable food in the freezer. 12 Loading dock should be cleared of all equipment and properly secured. 13 Make sure box, canned and paper products.
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14 Turn off power and water supplies to the kitchen. 15 Move patio furniture and potted plants to inside dining area. 16 Unplug all equipment. 17 Wrap in plastic all P.O.S Terminals and PC’s and Telephones 18 Close all CO² valves Step Administration Office Backup computers and unplug all equipment, i.e., phones, computers, 1 printers, postage machine, copiers, fax machine, etc. Lift off floor. 2 Wrap all equipment in plastic – secure with tape. 3 Remove all food – take to kitchen. 4 Have emergency phone numbers available to EPT Coordinator. 5 Fill waterproof box with disks and pictures from each department. 6 Remove petty cash.
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CLUB EMERGENCY SUPPLY LIST APPENDIX M
Quantity Item 2 Weather Radios 2 First Aid Kits Sterile adhesive bandages in assorted sizes. Sunscreen 2” sterile gauze pads 4” sterile gauze pads Hypoallergenic adhesive tape Triangular bandages 2” sterile roller bandages (3 rolls) 2 pair Latex gloves 3” sterile roller bandages (3 rolls) Cleansing agent/soap Scissors Tweezers Needle Moistened towelettes Antiseptic Thermometer Tongue Blades (2) Assorted size safety pins Tube of petroleum jelly 4 Flashlights 10 Pkgs. Batteries (Weather Radios and Flashlights) 100 Large Heavy-Duty Plastic Bags 6 Rolls Duct Tape 1 50’ Rope 8 Disposable Cameras 1 Waterproof Box 1 12’ Ladders 5 Power Drills 100 Large Zip Ties 4 Boxes of Disks 1 Shut-off wrench, to turn off gas and water. 2 Non-electric can opener 2 Utility Knives 24 Candles 2 Boxes Matches 3 Containers Towelettes 1 Case Toilet Paper 1 Case Soap 12 Mess Kits or Paper Products 3 Whistles 1 Case of Disinfectant 6 Plastic Buckets with Lids 1 Case Chlorine Bleach 1 Gallon of water per person per day
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APPENDIX
*Operation executed at hurricane watch or at the direction of the EPT Coordinator.
VERANDAH Golf Operations Emergency Check List
I. Phase II - Hurricane Warning A. Director of Golf will be responsible for the following: 1. Bring all trash receptacles into bag room 2. Move merchandise onto counter 3. Move fixtures into the bag room 4. Move portable scoreboard and event sign into bag room 5. Move all bags in club storage to top racks 6. Lock all comfort station doors and cupboards 7. Turn off all circuit breakers to golf carts 8. Back up handicap computer and turn off 9. Log out of all personal computers and turn off B. Notify all employees, members, residents, guests to leave the club. If unable to leave, contact EPT Coordinator immediately for accommodations. Phase III - After the storm A. Head Golf Professional 1. If any damage is noted, document and photograph as quickly as possible. 2. Move fixtures back and return merchandise to displays after the floor has been swept, dried, and cleaned of all debris. 3. Replace waste receptacles 4. Return golf bags to proper racks and scoreboard and information board to designated areas. 5. Unlock comfort stations and clean cupboards and counters of debris 6. Clean cart storage area of all debris, dry floor, and turn on breakers to carts.
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APPENDIX
*Operation executed at hurricane watch or at the direction of the EPT Coordinator.
Golf Course & Golf Maintenance Emergency Check List
Operation Preformed All Golf Course & Golf Maintenance Staff Purchased equipment on hand: flashlights, batteries, candles, tape, extra chains and locks, extra pruning items, rakes, shovels, etc. Order rental chain saws, spare generators, water pumps, hand pumps for gas and diesel. Order two of everything. Photograph equipment. Golf Maintenance Building Fuel tanks will be topped off: 1000 gallons gas; 500 gallons diesel and make hand pumps available. Ensure fuel tank tie-downs are secure. Provide security measures to prevent hazardous leaks/spills. Fill all gas and diesel containers. Provide security measures to prevent hazardous leaks/spills. Top off all vehicles with appropriate fuel. Disconnect and pack all computer equipment in plastic lawn bags and store centrally. Fill every available cooler and water container with potable water. Move all outside loose debris around shop inside. Photograph building. Golf Course Remove all regulation flags/cups, and all practice facility flags/cups, then store in shop. Remove all coolers from golf course and fill with ice, then store in shop. Remove all tee markers and store in shop. Re-secure all radio antennas. All newly planted trees will be secured. Make sure all drainage inlets are in good working order. Photograph golf course. Pump Houses Turn off all field power to pump stations and wells. Fill fertilizer tanks with water if empty. Ensure these tanks are labeled, “Not for Human Consumption”. All Staff Secure all exterior doors and windows. Leave property for safe shelter. All golf course and golf maintenance employees will remain home until contacted to return to work after storm passage.
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GOLF MAINTENANCE HURRICANE PREPARATION PLAN
3-5 Days Prior To The Hurricane
Equipment Manager’s Responsibility: • To top off fuel storage tanks, receive extra 20 yard organic dumpsters if necessary, and reserve generators and pumps if necessary.
Assistant Superintendent’s Responsibility: • To research the possibility or necessity of having our chemicals and fertilizers picked up, tagged, and transported to an inland warehouse. • It is also their responsibility to purchase sand, greens mix, Chemicals, tape, rope, chains etc., for preparation and clean up.
Club House Manager’s Responsibility: • To check all chain saws, mud pumps, chipper and all other tools used during clean up; to make sure they are fueled, sharpened and ready to go.
2-4 Days Prior To The Hurricane
Crew’s Responsibility: • To police the maintenance facility and surrounding area. • All areas should be cleaned and secured. Any items not being used in preparation for the hurricane should either be stored or discarded.
Proshop Crew’s Responsibility: • To trim trees and move or secure all plants.
3 Days - 36 Hours Prior To Hurricane
Crew’s Responsibility: • To top off all vehicle fuel tanks and gas cans. Keep them full. • Also, it is everyone’s responsibility to mow everything, and keep up with the mowing as long as possible. • Should police course and grounds and bring in loose objects such as flags, tee markers, putting green markers and traffic blocks, trash cans, benches, etc. Store these in B building or vehicle maintenance area.
One Mechanic and Two Helpers Responsibility: • To remove all tee signs, trash cans, ball washers and directional signs.
VERANDAH EMERGENCY PREPAREDNESS PLAN 23
Irrigation Department’s Responsibility: • Should make sure that all drains and culverts are unclogged and unobstructed, throughout the golf course, the maintenance facility and the grounds. • They should also secure the pump station and remove face plates.
Equipment Manager’s Responsibility: • Move all vulnerable items from lower shelves and floor to upper shelves and cabinets. This is to be done throughout the maintenance facility. • Have Safety Kleen remove their drums including the waste filter drum. • Fill the sand trailers and park them in the equipment repair area. • Make sure that all vents in all buildings are closed. • Gently roll a piece of equipment against each roll-up door and secure the parking brake. • Remove all canvas awnings and overhangs and store all safety mirrors.
Equipment Manager’s Responsibility: • Keep the dumpsters emptied as they fill during preparation; make sure that they are empty at the end of preparation.
IPM Specialist’s Responsibility: • Make sure that the rinsate recovery system is empty.
36-24 Hours Prior To The Hurricane
Irrigation Department’s Responsibility: • Shut off power to all pump houses. • Be sure power is off to all satellites. • Continue to clean all drains on the golf course and around the maintenance facility. • Make sure that all programming has been backed up on diskettes.
Assistant Superintendents Responsibility: • Police the golf course to be sure that all areas have been mowed and that everything is secure.
• Superintendents Responsibility: • Police the facility to make sure that everything is secure. • Check to see that all roll-up doors have a heavy vehicle lightly pressed against them. • Secure all gates in the open position.
VERANDAH EMERGENCY PREPAREDNESS PLAN 24
• Equipment Manager’s Responsibility: • Bring in fuel island signs and fire extinguisher after all fueling operations have been completed. • Be sure waste oil spout is capped tightly.
Mechanics’ Responsibility: • When all preparation is completed, line up all the utility trailers. • Turn the utility trailers over and chain them together at the north end of the parking lot.
Proshop Crew’s Responsibility: • Will check that all equipment including gas cans are fully fueled.
All crews should make one final check in all areas.
Assistant Superintendent’s Responsibility: • Turn off and disconnect power to all computer monitors, keyboards and central processing units. Raise equipment at least 3 feet off the floor and cover with plastic or custom covers and secure with duct tape.
Administrative Assistants’ Responsibility: • Unplug all office equipment and wrap in plastic bags. • Back up all computers on CD, flash drive, or disc. • Place all computer equipment on tables in Conference Room and secure in plastic bags. • Unplug computers from wall. DO NOT disconnect computer pieces from each other. • DO NOT TURN SERVER OFF. Personnel from MIS will turn off the server themselves or talk you through it. • Make sure all computers are at least 3 feet off the floor.
Superintendent’s Responsibility: • After all the above-listed responsibilities are fulfilled, the Superintendent will dismiss the crews, and with the help of the assistants, he will close, lock and check all doors in all buildings. When all is secure, water and power should be shut off to maintenance facility.
VERANDAH EMERGENCY PREPAREDNESS PLAN 25
RECOVERY PLAN
Mobile and land line phone numbers will be given to each employee. They will be instructed to call these numbers after the storm has passed and they have secured their homes and families from any further danger. When employees call these numbers, they will be instructed when it is safe to return to work.
Final Checklist
Equipment Manager ____Top off fuel storage tanks ____Purchase preparation materials (sand, rope, chains, etc…) ____Reserve extra dumpsters ____Reserve generators, and mud pumps ____Move vulnerable items from floor and lower shelves ____Make sure dumpsters are empty ____Have Saftey Kleen drums removed ____Cover and secure fuel lock pedestal ____Bring in fuel island signs and fire extinguisher
All Crews ____Police golf course and community and bring in loose objects (flags, tee markers, traffic blocks, etc.) ____Be sure that all mowing has been completed. ____Fill sand trailers and park in B building. ____Close all vents in all buildings. ____Make sure a piece of equipment has been rolled against each door. ____Remove outdoor canvas, and safety mirrors. ____Secure all gates in the open position.
Irrigation Department ____Make sure all drains and culverts are unobstructed. ____Secure pump and weather stations remove face plates. ____Back up computer programming on diskette ____Shut off power to pumps and satellites.
Mechanics ____Bring in all tee signs, ballwashers, directional signs and any loose signage throughout the community. ____Be sure that the waste oil spout is closed tightly. ____Secure utility trailers.
VERANDAH EMERGENCY PREPAREDNESS PLAN 26
Asst. Superintendent ____Check all clean-up tools (chain saws, mud pumps, chipper, etc…). ____Trim trees and secure all plants. ____Be sure all equipment is full of fuel, including gas cans.
IPM Specialist ____Be sure reinstate recovery system is empty
All Crews ____Secure maintenance facility, store or discard any items not needed in preparation or clean up. ____Top off vehicle fuel tanks and gas cans.
Superintendent and Assistants ____Research the possibility of having chemicals and fertilizers stored off site. ____Make final check in all areas. ____Dismiss crew ____When all is secure, shut off all water and power to maintenance facility. ____Close, lock and check all doors in all buildings.
Administrative Assistant/Accountant ____Take back-up diskettes ____Take Petty Cash ____Make sure all computer hardware is wrapped.
VERANDAH EMERGENCY PREPAREDNESS PLAN 27
ATTACHMENT J
*Operation executed at Hurricane Watch or direction of the EPT Coordinator.
Gatehouse Emergency Checklist
STEP OPERATION PERFORMED Equipment for EPT at Gatehouse 1 Equipment on hand: Storm advisory flags, flashlights, batteries, safety vests, first aid kit, shovel, camera, plastic lawn bags, duct tape, scissors, water, weather radio
WATCH Condition - All Community Patrol Staff Hang storm ADVISORY FLAGS as storm condition requires Top off the patrol vehicle gas tank Contact all developers and builders to clean up construction areas, empty dumpsters, and secure all loose construction materials Deny access to all bulk construction material deliveries Upon Storm WATCH condition, execute facility boarding priority Patrol transport all materials to the gatehouse Patrol officer becomes a member of the board up team Pack all operational materials, equipment, toolbox, and files in visquine or plastic lawn bags and place off the floor All other operational keys and locks are to be collected and turned over to the gatehouse duty officer. All keys are to be placed in the Key Box. Contact Club, Golf Maintenance for on-site sales center for closure status Storm WATCH-to-storm WARNING condition - perform the following: 1. Patrol to gatehouse to transport and secure equipment. 2. Disconnect computer and all other electrical equipment. Remove computer for transport. Remove gate arms and store in gatehouse. Turn off power at circuit breaker panel in gatehouse. Turn off water. Lock doors. Finish boarding gatehouse. Turn off gatehouse main circuit breaker outside at back of gatehouse. 3. Leave Property when told to do so by EPT Coordinator or Supervisor
*Operation executed at hurricane watch or at the direction of the EPT Coordinator.
VERANDAH EMERGENCY PREPAREDNESS PLAN 28
VERANDAH CLUB EMERGENCY PREPAREDNESS PLAN FOR STORM EMERGENCIES
1. When a Hurricane warning is announced by the weather bureau via local television, the following events will commence.
2. The General Manager of Club and Community Assoc. (EPT Coordinator) will order the Verandah Hurricane plan into effect.
3. EPT Area Supervisors will notify all employees, residents, vendors and other appropriate agencies to commence the Emergency Preparedness Plan. Alternative employees or outside personnel may be appointed to assist with the plan.
4. After completion of the above, all remaining plans, lists, contacts etc. in this Emergency Plan shall be executed and accomplished in the time frame noted.
5. At the appropriate time, the EPT Coordinator will notify all EPT Area Supervisors when it is safe to return to the property.
***THE FOLLOWING CHECKLISTS WILL BE COMPLETED BY EACH DEPARTMENT HEAD OR STAFF MEMBER
To Do: Hurricane Watch 1. Be in contact with golf maintenance. 2. Contact all employees, residents, vendors, appropriate agencies 3. Check employee emergency phone numbers information 4. Check emergency supplies 5. Get additional supplies, towels, and trash bags 6. Plan to make preparations in the cart barn. 7. Plan initial meeting. 8. Delegate responsibilities by handing out Emergency Preparedness Plan. 9. Distribute copies of teams for putting up shutters. 10. Secure adequate supply of canned goods, paper supplies, eating utensils, napkins, bottled water etc. 11. Loading dock is cleared of all equipment and properly secured
VERANDAH EMERGENCY PREPAREDNESS PLAN 29
To Do: Hurricane Warning 1. Contact all employees, residents, vendors etc. 2. Secure all objects in and around the cart barn and at the range tee, put all items in the car barn storage area. 3. Turn off all circuit breakers to golf carts. 4. Move merchandise away from windows in the golf shop. Store items appropriately in closets. 5. Cover all computers, registers and phones with bags and move computers from the floor 6. Clear dining room of dishes, glassware and secure kitchen 7. Shut off valves for gas to the kitchen 8. Secure dumpster 9. clear outside tables and chairs from verandas 10. Secure outside eating areas 11. Remove all moveable objects on golf course, benches, ball washers, water stations etc. 12. Secure maintenance building and equipment 13. Tour community to observe any articles in common areas 14. Check home site areas under construction for any building materials, loaded dumpsters, port-o-lets etc that need to be covered and/or tied down and contact builder to secure the assistance 15. Assist Director of Planning & Development 16. Communicate storm status to community patrol at guard house and follow through with necessary flag postings or display signs. 17. Secure objects in guardhouse and sales center 18. Dismiss employees at appropriate time
RECOVERY PLAN
Mobile and landline phone numbers will be given to each employee. They will be instructed to call these numbers after the storm has passed and their homes and family are secure. Employees that phone in will be instructed as to when they should return to work.
VERANDAH EMERGENCY PREPAREDNESS PLAN 30
HURRICANE PREPARATION PLAN
Phase 1 - Hurricane Watch 36-27 hours A hurricane watch is issued approximately 36-27 hours prior to closest point approach. Appropriate implementation of the plan begins.
A. Accounting department will make sure the following supplies will be on hand: 1. Make sure enough storage boxes and plastic bags are available. 2. Begin tracking procedure to support business interruption claims. 3. Monitor storm status; keep staff updated on weather conditions. 4. Check with departments for their immediate purchasing needs.
B. Administrative Assistant will make certain that the following emergency supplies will be on hand, to be stored in administration wing of club, kitchen storage and locker room: 1. Portable radio with spare batteries 2. First aid kits completely stocked in golf shop and kitchen area 3. Two flashlights with extra batteries and bulbs 4. Get additional towels and rags from club storage, plastic bags, and mops from locker room. 5. Six rolls of masking tape on hand 6. Camera with two rolls of film 7. Four pairs of cotton work gloves 8. Bottled water 9. Update employee computer disk and store in a safe place.
C. Food & Beverage Director will make certain that the following is completed: 1. Adequate supply of canned goods, paper supplies, eating utensils, napkins, cups, etc. 2. Loading dock is cleared of all equipment and properly secured. 3. Ensure that the emergency supplies consist of at least the following: a. 4 flashlights and backup batteries. b. Water potability testing kit. c. 2 first aid kits.
D. Food & Beverage Director 1. Remove all food stuffs from kitchen and storeroom low areas. 2. Top off all propane tanks. 3. Store all unnecessary electrical equipment in a safe place and elevate compressors where possible.
VERANDAH EMERGENCY PREPAREDNESS PLAN 31
Phase 2 - Hurricane Warning 27-18 hours A hurricane warning is issued approximately 27-18 hours before CPA. Plan implementation continues.
A. Accounting Department 1. Forward outstanding invoices, payroll forms, etc., to accounting office. 2. Determine what personal affairs your team members need to take care of. 3. Load all work files to disk. 4. Print reports of all current work. 5. Print appropriate reports for: Accounts Receivable Payroll Accounts Payable Travel Agents and Hotels General Ledger 6. Copies of all advance deposit checks 7. All cash on hand will be counted. Keep a cash reserve to be used for petty cash needs and as a start-up fund after the storm. Deposit all other cash in the bank. 8. Clear all desks and floors of paper, reports and other loose objects. 9. Lock all desks and overhead bins. 10. Cover all computers and telephones with plastic and elevate where possible. 11. Place keys to desks in a safe place.
B. Administrative Assistant 1. Secure all office equipment, unplug copier, log out of all personal computers and shut off. 2. Run tape backup and take all backup tapes home.
C. Food and Beverage Department will be responsible for the following: 1. Security: lock all restrooms, gates and outside doors. 2. Order the cessation of all liquor sales. Move liquor from all outlets to liquor storeroom. Lock the liquor storeroom. D. Golf Operations staff will be responsible for the following: 1. Bring in all movable signage from Golf House and cart barn areas. 2. Move merchandise away from exterior windows. 3. Clear the cart staging area of bag racks, trash receptacles, towel racks and items stored in club storage and brace club storage door. 4. Move golf bags in club storage to highest rack possible. 5. Turn off all circuit breakers to golf carts. 6. Windscreens: remove top and side cable ties, roll and tie with twine. 7. Power and water: turn off main breaker and water valve. 8. Put all maintenance equipment into outdoor bathrooms.
VERANDAH EMERGENCY PREPAREDNESS PLAN 32
9. Security: lock all gates and power panels. 10. Make sure that two-way radios are fully charged 11. Check inventory to ensure that you have the following items: a. first aid kit b. 6-8 sets of foul weather gear c. 4 flashlights with backup batteries
E. Food & Beverage Director will be responsible for the following: 1. Clear dining room of dishes, glassware and secure in kitchen. 2. Shut off valves for gas to the kitchen. 3. Secure dumpster. 4. Check mechanical room on restaurant roof and secure area. 5. Clear Boat House patio furniture & secure in cart barn.
Phase 3 - After the Storm
A. General Manager 1. Notify insurance company of damages. 2. Note any damage and take photographs of any damage before repair work begins. 3. When safe, call in employees where and when needed; begin necessary repairs. 4. Circuit breakers should be checked for damage before turning on.
B. Golf Operations Staff 1. If you notice any damage, make sure it is documented and pictures area taken. 2. Move furniture back and return merchandise to shelves after area is broom swept and cleared of all debris. 3. Replace waste receptacles, golf bag storage racks and free-standing signs. 4. Remove bracing from golf bag storage doors.
C. Food and Beverage Operation 1. If you notice any damage, make sure it is documented and pictures are taken. 2. Check frozen and refrigerated food for spoilage. Make sure to take pictures and list all damage/losses. 3. Move all furniture and equipment back in place. 4. If mud or sewage is evident on chairs, tables, etc., move items outside and rinse them with fresh water.
D. Administrative Assistant 1. Evaluate the office equipment, note any damage and take pictures before moving it back into place. 2. If carpeting is wet in Golf House and the insurance company has okayed cleaning, call a carpet company to have carpets professionally dried to
VERANDAH EMERGENCY PREPAREDNESS PLAN 33
avoid mildew. 3. Make a list of all repairs to be made and begin calling for service technicians, etc.
VERANDAH EMERGENCY PREPAREDNESS PLAN 34
HURRICANE ACTION PLAN DINING ROOM 1. Secure all outdoor furniture or bring inside and store 2. All outdoor plants should be brought inside. 3. Umbrellas should be placed in the restrooms. 4. Log out all computer terminals and disconnect all power leading to them. 5. Secure the doors and turn off breakers to all electrical outlets. 6. Make sure all lights in the club are off and air conditioners are off. 7. Check with EPT on their status. 8. Be prepared to return to the club to reopen following the storm. HURRICANE WARNING 9. Freeze all perishable food that can be frozen. 10. Discard perishable food as determined by chef. 11. Disconnect the ice machine and turn off water. 12. Remove all loose items on the loading dock and bring into the kitchen. 13. Turn off all-natural gas and shut-off valve at entrance to club. 14. Log out all computer terminals and disconnect all power leading to them. 15. Secure the doors and turn off breakers to all electrical outlets. 16. Make sure all lights and air conditioners are turned off. 17. Check with the EPT on their status. 18. Be prepared to return to the club to reopen following the storm.
VERANDAH EMERGENCY PREPAREDNESS PLAN 35
HURRICANE PROCEDURES Verandah Fitness Center Emergency Preparedness Plan for Storm Emergencies
GOAL: It is our goal at Verandah to secure all structures and equipment to the best of our abilities in anticipation of a severe storm or hurricane.
POLICY: It is the policy of Verandah to have all personnel who are not on vacation, out due to illness, or on leave of absence, present to help complete these actions. All the procedures in this document will be completed 36 to 48 hours before the expected arrival of the hurricane. This should provide enough time for all employees to secure their own homes and evacuate if necessary.
TRAINING: The Verandah Management Team will attend a hurricane meeting 4 to 5 days prior to the expected arrival of the storm. Then, a general planning meeting for all staff members will follow. The meeting will provide a timetable and delegate responsibilities.
***THE FOLLOWING CHECKLISTS WILL BE COMPLETED BY EACH DEPARTMENT HEAD OR DESIGNATED STAFF MEMBER
TO DO: Hurricane Watch
✓ Verandah Management Team will have meeting.
______Plan initial meeting. ______Delegate responsibilities by handing out Emergency Preparedness Plan. ______Distribute copies of hurricane teams and be sure each member has been Contact. ______Gather needed supplies and equipment. ______Use appropriate checklist for each area.
Hurricane Warning ✓ Previously listed supplies will be purchased. ✓ All departments will have pictures taken and stored in the waterproof box located in the fire-safe at the Verandah administration office. ✓ All cash, important documents, permits, licenses etc. will be stored in the waterproof box located in the fire safe at The Verandah administration office.
VERANDAH EMERGENCY PREPAREDNESS PLAN 36
Verandah
*Operation executed at Hurricane Watch or at the direction of the EPP Team Leader.
Verandah - Fitness Center Emergency Checklist
Responsibility Responsible Party Action Plan: • Have a portable radio with spare batteries. Verandah Manger, • Have two flashlights with spare batteries and bulbs. Fitness Center • Make sure first aid kit(s) are well stocked. Manager, Verandah • Make sure there is an adequate supply of clean-up items including towels, plastic bags, mops, and work Administrative staff gloves. and all full-time • Have two disposable cameras on hand. staff. • Contact Verandah Grounds Maintenance at 694-7845 to verify their plan for the Verandah Club. Remove the canvas tops and other equipment to the Fitness Center. • Water Aerobics Shed should be tied and anchored or brought inside building. • All pool/patio furniture, tables and chairs, and safety equipment should be placed in the pool or brought into the restrooms. • Turn off pumps and pool area power supply at main breakers. • Put extra chlorine in the pool. Call Tri City Pools at 239-481-4122 for information or extra chlorine. • Any outside equipment, items, etc. that can be moved or detached should be brought inside. • Chain & lock all gates and doors leading to the pool area. • All powered equipment should be unplugged, and electronics should be covered with plastic and taped securely. This includes, TV’s, and all audio/visual components. • Log-out all computer terminals, and all power leading to computers is disconnected. • Unplug all surge protectors from wall. • Elevate Treadmills to highest grade. • Elevate any computer equipment from floor. • Put plastic bags securely over/around all reception/office electronic equipment. • Remove any merchandise to the office area. • Turn water and electric off at main valve. • Turn gas off at main valve. • Discard any perishable foods. • Turn off and unplug refrigerators. • Make sure all lights are off, and Air Conditioners are off. • Check with the Beach Club and Restaurant staff to see if assistance is needed with their preparation. • Lock and secure all doors leaving the building. • Be prepared to return to the Fitness Center to reopen following the storm. • Document all damage and take pictures. After debris is removed and areas are clean move all furniture, equipment and merchandise/products back into place.
VERANDAH EMERGENCY PREPAREDNESS PLAN 37
CHAIN OF COMMAND EPT Coordinator
Department supervisors will inform employees about the hurricane status and keep them updated.
Staff members must be accounted for to avoid anyone being left behind in the evacuation. If an employee with an assigned responsibility is unaccounted for or has left the property unexpectedly (i.e., to secure his or her family) the responsibilities will be as follows:
ACTION RESPONSIBILITY
Ordering the evacuation EPT Coordinator
Contact for local authorities EPT Coordinator
Accounting for staff members All EPT Area Managers/Administration
Evacuating safely EPT Coordinator
Warning other employees Administrative Staff, EPT Area Managers
Employee safety and security Community Patrol, EPT Area Managers
Monitoring radio/television Community Patrol, Golf Professional,
Notifying Owners Administration
VERANDAH EMERGENCY PREPAREDNESS PLAN 38
Attachment K-3
*Operation executed at Hurricane Watch or the direction of the EPT Coordinator.
VERANDAH Golf Course & Golf Maintenance Emergency Checklist OPERATION PERFORMED Step All Golf Course & Golf Maintenance Staff 1 Purchased equipment on hand: flashlights, batteries, candles, tape, extra chains and locks, extra pruning items, rakes, shovels, etc. 2 Order two each of the following items: rental chain saws, spare generators, water pumps, and hand pumps for gas and diesel. 3 Photograph equipment. Golf Maintenance Building 1 Fuel tanks will be topped off: 1000 gallons gas; 500 gallons diesel and make hand pumps available. Ensure fuel tank tie-downs are secure. Provide security measures to prevent hazardous leaks/spills. 2 Fill all gas and diesel containers. Provide security measures to prevent hazardous leaks/spills. 3 Top off all vehicles with appropriate fuel. 4 Disconnect and pack all computer equipment in plastic lawn bags and store centrally. 5 Fill every available cooler and water container with potable water. 6 Move all outside loose equipment located around shop inside. 7 Photograph building. Golf Course 1 Remove all regulation flags/cups and all practice facility flags/cups and then store in shop. 2 Remove all coolers from golf course and fill with ice, then store in shop. 3 Remove all tee markers and store in shop. 4 Re-secure all radio antennas. 5 All newly planted trees will be secured. 6 Make sure all drainage inlets are in good working order. 7 Photograph golf course. Pump Houses 1 Turn off all field power to pump stations and wells. 2 Fill fertilizer tanks with water if empty. Ensure these tanks are labeled “NOT FOR HUMAN CONSUMPTION”. All Staff 1 Secure all exterior doors and windows. 2 Leave property for safe shelter. 3 All Golf Course and Golf Maintenance employees will remain home until contacted to return to work after storm passage.
*Operation executed at Hurricane Watch or at the direction of the EPT Leader. VERANDAH EMERGENCY PREPAREDNESS PLAN 39
VERANDAH Club Restaurant
Responsibility Responsible Party • Have a portable radio with spare batteries. Restaurant Manager, • Have two flashlights with spare batteries and bulbs. Assistant Manager(s), and • Make sure first aid kit(s) are well stocked. all full-time employees are to • Make sure there is an adequate supply of clean-up report to the restaurant items including towels, plastic bags, mops, and work when notified. Ample time gloves. will be given for personal • Have two disposable cameras on hand. arrangements to be made. • All patio tables and chairs should be brought inside. • All outdoor plants should be brought inside. • Any outside equipment, items, etc. that can be moved or detached should be brought inside. • All loose equipment/items on tables, service areas, etc. should be wrapped in plastic bags and relocated to the back-kitchen area designated by a supervisor. • Tables and chairs should be relocated to an area designated by a supervisor. • Reach-in service coolers should be emptied to the main walk-in cooler and discard perishable items as directed. • All liquor bottles and other loose bottles etc. should be secured in the liquor room, or where directed. • Log-out all computer terminals, and all power leading to computers is disconnected. • Secure the FOTH doors and Turn off breakers to outside and patio dining. • Make sure all lights are off, and Air Conditioners are off. • Check with the BOTH team on their status. • Log Off Computers and turn off power. • Unplug all surge protectors from wall. • Elevate any computer equipment from floor. • Put plastic bags securely over/around all electronic equipment. • Turn gas main off located outside service/loading area. • Turn water main off and unplug the ice machine. • Lock and secure all doors and windows. • Be prepared to return to the restaurant to reopen following the storm. • Document all damage and take pictures. • After debris is removed and areas are clean move all furniture, equipment and merchandise/products back into place.
VERANDAH EMERGENCY PREPAREDNESS PLAN 40
Responsibility Responsible Party • Freeze all perishable food that is freezable. Restaurant Chef, Sous Chef, • Throw out very perishable food as determined by a and all full-time BOTH supervisor. employees are to report to • Empty the fryer(s) and remove the fat to the the restaurant when notified. designated container outside the restaurant. Ample time will be given for • Disconnect the ice machine on the back dock and turn personal arrangements to be off the water. made. • Turn off main water valve. • The gas should be disconnected/shut-off at the main valve outside the restaurant. • All other loose items on the back dock should be brought into the kitchen. • All recycle totes next to the dumpster should be removed to the protected area designated by a supervisor. • Check with the Fitness Center staff to see if assistance is needed with their preparation. • Check with EPT on their status. • Make sure all lights are off and secure the kitchen door. • Be prepared to return to the restaurant to reopen following the storm. • Document all damage and take pictures. • After debris is removed and areas are clean move all furniture, equipment and merchandise/products back into place.
VERANDAH EMERGENCY PREPAREDNESS PLAN 41
Appendix T
HURRICANE PREPAREDNESS PROCEDURES PLANNING & DEVELOPMENT
Upon issuance of a Hurricane Watch by the National Hurricane Center and a declaration by the company Vice President, personnel will execute the following items to prepare the office and all project sites for a pending hurricane.
Director of Design
• Draft and fax letters to all builders explaining proper procedures for securing all construction sites.
• Direct subordinates to begin site review for possible danger areas.
Design Review Coordinator
• Act as coordinator between Director of Design and contractors for answering questions regarding preparedness procedures. • Act as the designated spokesperson for resident calls/complaints. • Contact all association managers and advise them to take appropriate action.
Design Review Field Coordinator and Vertical Coordinator
• Review all construction sites for cleanup issues. • Contact builder superintendents on all job sites to have builders address the following: • No loading of roofing materials 2 to 3 days prior to a storm; • Remove all roof tiles from buildings; • Have full dumpsters removed from site; • Remove or restrain portable bathroom facilities; • Remove all broken tiles and construction debris from construction sites; • Secure all materials which could become a hazard during the storm.
Project Managers
• Gather project team and outline duties; • Rent cleanup equipment before the storm approaches and prepare a staging area for chipping and general cleanup.
VERANDAH EMERGENCY PREPAREDNESS PLAN 42
Assistant Project Managers
• Contact builder superintendents on all job sites to have builders address the following: • Tie down job trailers; • Remove sand and trash from roadway gutters; • Materials on-site should be banded and stacked together; • Lower tower cranes if possible; • Locate portable generators; make sure all equipment on site is full of fuel.
Assistant Design Review Coordinator
• Prepare emergency telephone list of all subcontractor’s supervisors – home and • Take photographs of job sites prior to the storm to help assess damages afterward.
Budget Coordinator
• Identify insurance carriers, know whom to call.
Permit Coordinator
• Weatherproof or secure all files. • Cover reference material with plastic; • Cover all office blueprints.
Administrative Assistants
• Coordinate with office manager on office readiness; • Follow up on P&D employees covering computers; • Ensure all windows are in compliance with Executive Center procedures.
VERANDAH EMERGENCY PREPAREDNESS PLAN 43
HURRICANE PREPAREDNESS RECOMMENDATIONS FOR CONSTRUCTION
The recommendations below are intended to provide a checklist for readiness, should we be placed in a Hurricane Watch or Warning. Preparations need to be made at least 48 hours in advance of any major storm. Do Not Wait until the last minute.
CHECKLIST
I. Site Preparation
- Clean up site of all loose materials and trash to minimize flying debris. - Tie down job trailers, portable toilets or other portable structures. Locate ropes or straps far in advance. - Remove permits and permit boards from site, or store inside of structure. - Place all perishable or fragile material inside of units, band and secure. - Place all trash within the construction dumpster and secure the lid, or secure with wire mesh, tied tight. - Brace all new landscape trees. Hold off on installing new plantings. - Remove sand and trash from roadway gutters. - Check building foundations for erosion prevention/protection. - Remove construction vehicles and equipment from the site, or place inside a structure.
II. Construction Materials, Deliveries
- Place a hold on new deliveries of exterior materials. - Stacks of plywood, framing lumber, form work, etc. should be banded together and staked down. - All materials stacked inside of units should be banded together
III. Roofing Material
- Do not load tile or plywood onto the roof if the storm could hit within 2 or 3 days. Set it on the ground, band it together and wait until storm threat has passed.
VERANDAH EMERGENCY PREPAREDNESS PLAN 44
If roofing material is to be installed during the prime hurricane season, install it immediately after loaded onto roof.
If placed in a Hurricane Watch or Warning, remove all materials, including loose or stacked tiles, from roof and band together on the ground. THESE MATERIALS COULD BECOME FLYING PROJECTILES TO THE SURROUNDING COMPLETED HOMES.
IV. Structural Building Elements Shore up unsupported walls - frame or block
Inspect all newly placed trusses, make sure anchors and hurricane clips are fastened. Brace trusses.
For partially sheathed roofs, add nails or screws to corners of plywood.
Lower tower cranes, if possible. Check manufacturer’s recommendation on procedures.
V. Windows and Glass
If time allows, install panels over windows and sliding glass doors. Materials need to be obtained early.
Tape exposed glass with masking tape.
VI. Emergency Preparations
Prepare emergency telephone list of all subcontractors' supervisors - home and business.
Identify insurance carrier, know who to call.
Locate portable generators; make sure all equipment on site is full of fuel.
Take photographs of the job site prior to the storm to help assess damages afterward.
VII. Post Storm Activities
Contact insurance carrier if necessary.
Take photographs of any damage. Clean up the site as timely as possible.
VERANDAH EMERGENCY PREPAREDNESS PLAN 45
APPENDIX J (REFER 8B) VERANDAH COMPREHENSIVE EMPLOYEE LIST
VERANDAH EMERGENCY PREPAREDNESS PLAN 46
APPENDIX K (REFER 8C)
Emergency Contact List
American Red Cross ...... 278-3401 Fort Myers Shores Fire Department…………………………………………694-2833 Charlotte County Emergency Management ...... 743-1270 Lee County Emergency Management ...... 774-8444 Lee Fire Department ...... 947-3473 Fire or Medical Emergency ...... 911 Fire or Medical Non-Emergency ...... 355-1600 Florida Highway Patrol ...... 278-7100 Florida Marine Patrol after 5:00 p.m...... 1-800-342-5367 Florida Marine Patrol ...... 332-6971 Ft. Myers Police Department ...... 338-2111 Lee County Sheriff’s Office …………………………………………….……793-9300 Gulf Coast Hospital ...... 768-5000 Lee County Emergency Management ...... 477-3600 Lee County Health Department...... 332-9501 Lee County Humane Society ...... 332-0364 Lee County Sheriff - Bonita Springs Substation ...... 495-4500 Lee County Sheriff - Marine Patrol ...... 964-2400 Lee County Sheriff - Six Mile Cypress Parkway Office ...... 477-1200 Lee County Sheriff - South District ...... 590-2200 Lee County Storm Hotline (when activated) ...... 477-1900/477-1925 Lee Memorial Health Park ...... 433-7799 North Lee Hospital ...... 597-1417 Storm Information Hotline (when activated) ...... 335.2500 The Salvation Army, Ft. Myers ...... 278-1551 US Coast Guard ...... 463-5754 Weather Information ...... 332-4030
VERANDAH EMERGENCY PREPAREDNESS PLAN
Appendix M
EPT Area Managers Weather Emergency Action Log
Date Time Action or Remarks
VERANDAH EMERGENCY PREPAREDNESS PLAN
ATTACHMENT T
Radio Frequencies
In Progress
On Property:
Verandah Radio Controller - Irrigation - VHF - 457.55000 - 2 watts Talk Radio - 457.6000 - 2 watts Radio Controller - Irrigation/Talk - VHF - 456.7750 - 2 watts
AM Frequency Radio Station Location 770 WWCN Ft. Myers 1240 WINK Ft. Myers 1270 WNOG Naples 1410 WMYR Ft. Myers
FM Frequency Radio Station Location 90.1 WSFP Ft. Myers 93.5 WNOG Naples 94.5 WARO Naples 95.3 WOLZ Ft. Myers 96.1 WRXK Bonita Springs 96.9 WINK Ft. Myers 98.5 WDDR San Carlos Park 101.1 WAVV Naples/Ft. Myers 101.9 WWGR Ft. Myers 103.9 WXKB Naples 105.5 WQNU Naples 107.1 WCKT Ft. Myers 162.475 NOAA Weather Station
VERANDAH EMERGENCY PREPAREDNESS PLAN
APPENDIX U
Lee County Emergency Shelters
Bonita Springs YMCA
27200 Kent Road Bonita Springs, FL 34135
Dunbar High School
3800 Edison Avenue Fort Myers, FL 33916
East Lee County High School
715 Thomas Sherwin Ave. Lehigh Acres, FL 33974
Estero Recreation Center
9200 Corkscrew Palms Blvd. Estero, FL 33928
Florida Gulf Coast University Alico Arena
12181 FGCU Lake Pkwy E Fort Myers, FL 33913
Harns Marsh Elementary
1800 Unice Avenue N. Lehigh Acres, FL 33971
Harns Marsh Middle School
1820 Unice Avenue N. Lehigh Acres, FL 33971
Hertz Arena
11000 Everblades Parkway Estero, FL 33928
VERANDAH EMERGENCY PREPAREDNESS PLAN
Island Coast High School
2125 DeNavarra Pkwy. Cape Coral, FL 33909
Manatee Elementary
5301 Tice Street Fort Myers, FL 33905
Mirror Lakes Elementary School
525 Charwood Avenue S. Lehigh Acres, FL 33936
N. Fort Myers Academy of the Arts
1856 Arts Way North Fort Myers, FL 33917
North Fort Myers Recreation Center
2000 N. Recreation Park Way North Fort Myers, FL 33903
Oak Hammock Middle School
5321 Tice Street Fort Myers, FL 33905
South Fort Myers High School
14020 Plantation Road Fort Myers, FL 33912
Tortuga Preserve Elementary
1711 Gunnery Road N. Lehigh Acres, FL 33971
Treeline Elementary School
10900 Treeline Ave. Fort Myers, FL 33913
VERANDAH EMERGENCY PREPAREDNESS PLAN
Varsity Lakes Middle School
801 Gunnery Road North Lehigh Acres, FL 33971 Veterans Park Recreation Center
49 Homestead Road S. Lehigh Acres, FL 33936
VERANDAH EMERGENCY PREPAREDNESS PLAN
ATTACHMENT W
Southwest Florida Evacuation Route Map
Evacuation Routes
One of the most important decisions you must make when a hurricane threatens Southwest Florida is WHERE you ride out the storm. If your home is fortified against the wind and not in danger of flooding, your home may be the best place to stay. But if you are ordered to evacuate or just decide to leave, advance planning is the key to a successful trip. The growing population of South Florida has caused emergency managers to rethink their evacuation plans. If a major hurricane threatens, it will be impossible for everyone to evacuate the region. There are not enough roads or places to go!
If Evacuating:
• Be sure to evacuate to the nearest safe place. This may be the home of a friend or relative in a safer part of Southwest Florida, your place of work, church or community building. If Leaving the Area: • Plan to leave two to three days in advance of the storm. Do not wait until a Hurricane Warning is issued or evacuations have been ordered. If you are leaving the area, the route you take will depend on where the storm is coming from.
VERANDAH EMERGENCY PREPAREDNESS PLAN
If a Storm Is Approaching from the East, Southeast, or South:
1. Go North on I-75, Highway 17 or Highway 27.
2. Be aware that residents from the East Coast may also be using these routes. If a Storm Is Approaching from Southwest or West: 1. Go North on Highway 17 or Highway 27. Avoid I-75 North of Punta Gorda. Residents from Sarasota County and Tampa Bay area will likely be clogging that stretch of road.
2. Go East on I-75 (Alligator Alley), Highway 80 or Highway 41 to the East Coast.
VERANDAH EMERGENCY PREPAREDNESS PLAN