HARBOR BRANCH
at Florida Atlantic University
Harbor Branch Campus and Off Site Labs
Continuity of Operations Plan
Prepared By: Harbor Branch’s Safety Committee and Crisis Management Team
Last Revised on: May 2007
August 2008
MASTER PLAN1 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 1 of 83 This document is strictly confidential and shall not be duplicated in whole or part. This document may not be disclosed to third parties without prior written consent from Harbor Branch. Table of Contents
Emergency Response Plan Overview ______5
Harbor Branch Emergency Announcement Number ______6
Reporting Emergencies...... 7 Fire Prevention Plan...... 7 Posting Evacuation Routes ...... 9 Record of Training ...... 10 Alarm Systems ...... 10 Evacuation Procedures ...... 11 Harbor Branch Crisis Management Team...... 13 Crisis Management – Team Responsibilities ...... 13 Emergency Operations Campus(EOC) – Team Responsibilities...... 14 Emergency Coordinator Responsibilities ...... 14 First Response Team ...... 15 Employee Responsibilities ...... 15 Post Disaster Team ...... 16
Natural Disasters / Hurricane Watch ______17 Crisis Management Team Checklist ...... 17 Alert Phase #1 Hurricane Watch ...... 17 Alert Phase #2 Hurricane Warning and Level-B Evacuation...... 18 Alert Phase #3 Finalize Harbor Branch Shut Down ...... 18 Alert Phase #4 Harbor Branch Return to Operations...... 19 Managers Checklist...... 20 Alert Phase #1 Hurricane Watch ...... 20 Alert Phase #2 Hurricane Warning and Level-B Evacuation...... 20 Alert Phase #3 Finalize Harbor Branch Shut Down ...... 21 Alert Phase #4 Harbor Branch Return to Operations...... 22 Emergency Coordinator Responsibilities...... 22
Severe Storms and Tornadoes______23 Crisis Management Team Checklist ...... 23 Alert Phase #1 Announcement...... 23 Alert Phase #2 Floor Evacuation to Designated Safe Areas...... 23 Alert Phase #3 Department and / or Building Closed ...... 23
MASTER PLAN2 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 2 of 83 Alert #4 Buildings Return to Operations ...... 24 Managers / Supervisor Checklist ...... 24 Alert Phase #1 - Tasks and Responsibilities...... 24 Alert Phase #2 – Floor Evacuation and Designated Safe Areas...... 24 Alert Phase #3 Department and/or Building Closed...... 25 Alert Phase #4 Department and/or Building Return to Operations ...... 25 Emergency Coordinator Responsibilities...... 25
Fire and Bomb Threat______27 Crisis Management Team Checklist ...... 27 Alert Phase #1 Announcement...... 27 Alert Phase #2 Building Evacuation and Designated Safe Areas...... 28 Alert Phase #3 Department and / or Building Closed...... 28 Alert Phase #4 Department Return to Operations ...... 28 Managers Checklist...... 28 Alert Phase #1 - Tasks and Responsibilities...... 28 Alert Phase #2 – Building Evacuation and Designated Safe Areas...... 29 Alert Phase #3 Department and/or Building Closed...... 29 Alert Phase #4 Department and/or Building Return to Operations ...... 29 Emergency Coordinator Responsibilities...... 30
Building Lock Down______32 Crisis Management Team Checklist ...... 32 Managers Checklist...... 33 Alert Phase #1 Tasks and Responsibilities ...... 33 Alert Phase #2 Move Employees to Designated Safe Areas ...... 33 Alert Phase #3 Department Return to Operation ...... 33 Emergency Coordinator Responsibilities...... 33 Employee Responsibilities...... 34
Hazardous Material Spill Response Plan ______35
Battery Acid and Chemical Spill______35
Utility Failure Response Plan______35
Electrical Power Failure ______35
Plumbing / Fire Sprinkler Head Discharge Plan______36
Emergency Response Acknowledgement Form ______37
Attachment A: Hurricane Procedures ______38
MASTER PLAN3 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 3 of 83 Attachment B: Hazardous Waste Contingency Plan ______
Attachment C: Designated Storm Shelters ______72
Attachment D: Designated Employee Assembly Areas ______74
Attachment E: Emergency Contact Names (Emergency Coordinators) ______76
Attachment F: Emergency Shut Down Procedures______79
Attachment G: Evacuation Maps______
Attachment H: Post Disaster Team ______79
Initial Release May 2003
Latest Release June 2003
Latest Release August 2004
Latest Release May 2005
Latest Release August 2006
Latest Release May 2007
Latest Release August 2008
MASTER PLAN4 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 4 of 83
Harbor Branch Oceanographic Institute Emergency Response Plan Overview
Harbor Branch requires that during every emergency an organized effort be made to protect employees, volunteers, students and others from further injury through the implementation of prudent safety notification and emergency evacuation and procedures. Life safety is paramount to this goal. All of Harbor Branch’s resources will be made available to respond to an emergency situation. The policy and procedures outlined in this document stipulates the emergency response teams, their responsibilities, and all applicable emergency response procedures for this facility.
This Emergency Response Plan delineates lines of authority and responsibility for emergency response. This document identifies persons responsible for specific actions required under this policy.
A major emergency may be any one of the following: a potential hazard to employees and/or the surrounding community, natural disasters, fire, a potential major loss to a building or facility, a situation in which a choice must be made in the assignment of relative levels of authority among emergency-response groups, threat, civil disturbances or alerts, or site-wide electrical power or other utility failure.
During a response to such major emergency events, if deemed necessary by the local management of this Harbor Branch facility, Fire and / or Police will be summoned and the individuals identified in this document will take charge per their respective responsibilities as outlined.
The Management team’s primary responsibility is to provide the safest possible working conditions for our employees, volunteers, students and others. Life safety is paramount to this goal. Each manager and supervisor must know what to do during an emergency in his or her area and must be certain that his or her assigned employees understand their roles. This is accomplished through extensive emergency response training for the management teams and the employees. It is imperative that all employees recognize the need for maximum safety and follow the safety rules and evacuation procedures outlined in this document. During an emergency, everyone must ‘ACT’,
Assume emergency is real, Carry belongings, Take it seriously.
Harbor Branch takes practical safety steps to safeguard employees, volunteers, students, guests, and contractors from accidents and to maintain an effective safety program at all times.
The safety of employees continues to be the first consideration in the operation of our business. Working conditions should not only meet accepted safety standards for the protection, safety, and health of employees, but the facility will be maintained in a clean and orderly state to encourage efficient operations and satisfied employees.
MASTER PLAN5 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 5 of 83 It is the policy of Harbor Branch Oceanographic Institute, Inc.:
x To comply with federal, state, and local legislation pertaining to fire hazards, accident prevention, and environmental regulations.
x To maintain a safe, clean, and environmentally sound operating facility.
Harbor Branch’s Safety / Health Statement
Our objective is to provide a safe workplace and environment for all employees. Harbor Branch's programs are created to develop uniform safety standards, which are based on sound safety practices and applicable Occupational Safety & Health Administration (OSHA) standards. The best method to establish a safe workplace is to study past accidents and illnesses. We continually review work practices and strive to reduce the number of occupational injuries and illnesses, no matter what the cause. Our safety committee needs every employee's full cooperation to meet the goal of Zero accidents and injuries. Working safely is a primary responsibility of each employee at Harbor Branch.
Harbor Branch’s Employee Emergency Announcement Number (772)
It is a good practice when an emergency situation exists for employees to call the Emergency Announcement Number prior to the start of their shift to verify the facility will be operational.
Certain conditions can exist that call for a decision to close Harbor Branch’s various areas. More than likely a closing will be due to severe weather, however, the same procedures are used for utility interruption, civil disturbance, anonymous threat, fire, etc. When a Harbor Branch emergency is declared during non-working hours that will remain in effect into normal working hours and results in Harbor Branch not opening for work, employees can call the FAU HARBOR BRANCH Emergency Announcement Number at (772) for closing updates and status.
MASTER PLAN6 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 6 of 83 Closing During Normal Working Hours
When a Harbor Branch emergency is declared during normal working hours that results in an interruption of Harbor Branch business operations or closing for the remainder of a day, the decision to close will be made by the President and CEO or a member of the Crisis Management Team. Announcements of the decision may be communicated to the staff through any one of the following manners: E-mail, Nextel e-mail, Supervisor / Manager, Emergency Coordinators. The decision to close work may occur prior to the start of an employee’s shift; thus each employee should call the HARBOR BRANCH Emergency Announcement Number at (772) prior to the start of his or her shift. The Director of Human Resources or designee will record the emergency announcements.
Reporting Emergencies
Medical Emergency – The first employee arriving at the emergency scene should dial 9-911 to report an emergency, such as an employee needing immediate medical attention (injury or illness) and the Campus main switchboard by dialing “0” stating that Emergency Medical Services have notified and where they should be directed. The switchboard operator will assist with locating a First Responder (Attachment “E”) and notify the Director of Human Resources at ext. 344.
Fire - In the event of a fire, the Security Guard, a member of the management team, or any employee should activate a fire alarm located throughout the building and / or use the megaphones, Nextel e-mail, or call out to employees in the area.
Fire Prevention Plan
The Johnson Education Center, Link Engineering Building, Library, Hurricane Shelter, and the Properties Building have fire suppression systems installed and a fire extinguisher mounted every 75 feet throughout their facility. These fire suppression systems are maintained and inspected periodically as required. Fire extinguishers shall not be used for purposes other then those intended. After use, fire extinguishers will be returned to maintenance for recharging and or replacement.
The Ocean Discovery Center, Hazardous Waste Storage building, BMR East building, Aquaculture North Office building, Aquaculture South Office building, Johnson Education Center, Link Engineering building, Library, Anderson House, Small Boat Marina, Hurricane Shelter, ORA Office building, Properties building, and the FAU / HBOI building have fire alarm systems installed and a fire extinguisher mounted every 75 feet throughout their facility. These fire alarm systems are maintained and inspected periodically as required. Fire extinguishers shall not be used for purposes other then those intended. After use, fire extinguishers will be returned to maintenance for recharging and / or replacement. All other campus buildings do not have a mechanical fire alarm system installed.
MASTER PLAN7 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 7 of 83 The responsibility of compliance to and the annual and periodic review of the Emergency Response Plan and the Fire Prevention Plan are the duty of each Project Manager / Supervisor housed in the building. Each area will have their annual reviews and updates completed by May 1st of each year and submitted to the campus Human Resources Department.
The Facilities Manager is responsible for the maintenance of equipment and systems installed to prevent or control ignitions or fires and fuel source hazards. The Facilities manager or a designated staff member in each area is responsible for shut down procedures of their equipment and processes.
The Harbor Branch Campus Buildings “under roof” facilities are designated as a “Non-Smoking Area”. Employees will smoke only in the designated Harbor Branch smoking areas.
Never pile or stack material in such a manner that blocks fire extinguishers, building fire exits or aisle ways.
Chemicals identified as “flammable” shall be kept in an approved flammable cabinet and in properly labeled individual safety containers. Chemicals used and stored in the campus facilities are primarily for Laboratory research, housekeeping, or maintenance functions and are stored in small quantities in designated storage cabinets in each area. Bulk storage and hazardous waste is in the designated Hazardous Waste storage building that is assigned to the Haz Mat Storage Coordinator. Satellite storage depot locations are listed in Attachment “B”. Fuel is stored in designated tanks designed for their storage and for fuel disbursement. All chemicals used in the facilities on campus will have its MSDS sheet on file in each area and will be made available to the employees prior to the chemicals use in the area.
Housekeeping care will be taken to insure that flammable or combustible waste materials (solvents, oily rags, etc.) are not allowed to accumulate and are disposed of correctly. This is each area’s responsibility.
A welding "hot work" permit (see Safety Homepage Hot Work Permit) is required for each welding project (completed outside the welding area in Maintenance).
All employees will be trained to this Emergency Action Plan policy, the alarm locations and sounds for the building(s) they work in on campus, fire extinguisher locations and proper use, emergency exit doors locations and procedures, evacuation procedures and assembly area. This training will be conducted upon their initial assignment in the facility, if they are transferred or promoted to another area, or when changes are made to this plan. This type of training is the responsibility of the area.
1910.107(e)(2)
"Quantity." The quantity of flammable or combustible liquids kept in the vicinity of spraying operations shall be the
minimum required for operations and should ordinarily not exceed a supply for one day or one shift. Bulk storage of portable containers of flammable or combustible liquids shall be in a separate, constructed building detached from other important buildings or cut off in a standard manner.
MASTER PLAN8 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 8 of 83 1910.107(e)(3)
"Containers." Original closed containers, approved portable tanks, approved safety cans or a properly arranged system of piping shall be used for bringing flammable or combustible liquids into spray finishing room. Open or glass containers shall not be used.
1910.107(e)(5)
"Spraying containers." Containers supplying spray nozzles shall be of closed type or provided with metal covers kept closed. Containers not resting on floors shall be on metal supports or suspended by wire cables. Containers supplying spray nozzles by gravity flow shall not exceed 10 gallons capacity. Original shipping containers shall not be subject to air pressure for supplying spray nozzles. Containers under air pressure supplying spray nozzles shall be of limited capacity, not exceeding that necessary for 1 day's operation; shall be designed and approved for such use; shall be provided with a visible pressure gage; and shall be provided with a relief valve set to operate in conformance with the requirements of the Code for Unfired Pressure Vessels, Section VIII of the ASME Boiler and Pressure Vessel Code - 1968, which is incorporated by reference as specified in Sec. 1910.6. Containers under air pressure supplying spray nozzles, air-storage tanks and coolers shall conform to the standards of the Code for Unfired Pressure Vessels, Section VIII of the ASME Boiler and Pressure Vessel Code - 1968 for construction, tests, and maintenance.
1910.107(e)(9)
"Grounding." Whenever flammable or combustible liquids are transferred from one container to another, both containers shall be effectively bonded and grounded to prevent discharge sparks of static electricity.
Posted Evacuation Routes:
Evacuation maps are posted throughout each building on campus. Each map is site specific and identifies the primary exit routes (red) and secondary exit routes (Blue) for evacuations, emergency exit locations, fire extinguisher locations, main electrical disconnects, emergency phone numbers, and the area specific Emergency Contact phone number(s).
Posted Emergency Response Plan Availability:
The company’s Emergency Response Plan is posted on the Harbor Branch Intranet Safety page, located in all areas, building break areas, and the gatehouse at the main entrance. Harbor Branch will make this plan available to any employee during training and upon request.
MASTER PLAN9 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 9 of 83 Record of Training and Drills of the Plan:
x Initially all new employees will receive, from Human Resources, a “New Employee Safety Orientation” and “Emergency Response Plan” training and company safety rules that apply to the general campus. Building / Area specific emergency response training will be done by the area Emergency Coordinator in Attachment “E”.
x Each employee will receive training whenever their responsibilities or designated actions under the plan change.
x All employees will receive training when the plan is changed.
x Prior to occupancy of a new building - Prior to occupying a new facility each employee will receive a tabletop simulation of the new facility’s Emergency Response Plan procedures for their work location and the complete facility. On the first day of occupying the new facility, each employee will receive Emergency Response Plan training and orientation.
x Annual - Periodic unannounced fire drills will be held during each calendar year. The campus Human Resources Department will keep detailed training records of all safety and Emergency Response Plan procedure training.
Alarm System:
The building / area employees will be notified of emergencies by the following methods:
The Security Guard, a member of the Crisis Management Team, or any employee who discovers the fire should activate the fire alarm system as follows:
Primary Alarm - Sounding of the distinctive audible (and visual in some locations) alarm system by activation of
the emergency alarm pull stations in buildings with pull stations. Pull stations are located throughout those facilities identified below.
Buildings with fire alarm pull stations are: Hazardous Waste Storage building, Marine Maintenance building, USDA building, FAU / HBOI building, Ocean Discovery Center, Aquaculture North Office building, Aquaculture South Office building, Johnson Education Center, Engineering building, Library, Anderson House, Small Boat Marina, Hurricane Shelter, ORA Office building, Properties building.
Primary Alarm for buildings without pull stations – A Bull Horn / Megaphones, by visual and verbal
employee to employee notification, the Security Guard, a member of the Management team, or any employee will initiate the Emergency Announcement when necessary. The announcement should describe the emergency that is in process, i.e. “FIRE, FIRE, EVERYONE MUST EVACUATE THE BUILDING”.
MASTER PLAN10 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 10 of 83 The Nextel system can be used as a complimentary system to provide additional or specific evacuation instructions. The NEXTEL all page number will be provided to each area’s emergency coordinator for use.
Secondary for all buildings - Bull Horn / Megaphones or by visual and verbal employee to employee notification:
a member of the campus Security Guard station, a member of the Management team, or any employee will initiate the Emergency Announcement when necessary. The announcement should describe the emergency in process, i.e. “FIRE, FIRE, EVERYONE MUST EVACUATE THE BUILDING”. The NEXTEL all page number will be provided to each area’s emergency coordinator for use.
Additional backup - After the evacuation notification(s) have been initiated, the assigned Emergency Coordinators in Attachment “E” and Crisis Management Team in Attachment “H” will survey their building and assist any and all employees with evacuation.
The Alarm System will be in operating condition except when undergoing repairs or maintenance. The Fire Department and/or the Facilities Manager will restore the Alarm System to normal operating condition immediately after repair.
ADT Securit;y Systems maintain the Alarm System per manufacturer’s guideline. A record of the maintenance and inspection schedule can be obtained from the Facilities Manager.
Evacuation: Floor plans for each building, with evacuation routes identified, are posted throughout each facility. These evacuation maps are located in key conspicuous areas throughout each area and building floor.
The Center and Operational Directors, Subsidiary President or designee is the Primary Emergency Contact for their specific area(s). In her/his absence a member of the Crisis Management Team (CMT) for the campus is responsible for assessing the nature of an emergency and determining if evacuation is necessary. Upon determination that an evacuation is necessary the Emergency Contact or member of the CMT instructs employees and business guests to calmly evacuate to the designated assembly areas. The Area’s Emergency Contact or CMT will act as the liaison with emergency crews. If it is safer to stay indoors in the designated safe areas until the immediate danger (i.e. natural disaster) passes, employees should duck, cover and hold until told it is safe to evacuate. Emergency Coordinators and Project Managers will check to see that the area is evacuated of all employees. First Aid /CPR Responders will provide assistance to any disabled or injured individuals.
MASTER PLAN11 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 11 of 83 Managers and Supervisors are responsible for ensuring their employees are familiar with evacuation procedures and assisting them in a safe and calm evacuation once the order has been given by the Emergency Contact or CMT. Once at the designated assembly area, each Emergency Coordinator or designee will take a headcount of employees from their area. Missing employees or ones needing medical attention should be reported to the Emergency Contact or CMT immediately. The Emergency Contact or CMT will announce when it is deemed safe to re-enter their building, or they will notify employees they are dismissed to go home.
Upon hearing the order to evacuate the building, employees are to complete any workstation specific shut down procedures listed in Attachment “F”, ONLY if time allows, and calmly leave the building through the nearest exit to them and proceed to their designated assembly area. Employees are not to go to lockers or offices for personal items, nor are they to go to their vehicles or leave the premises once outside the building. Employees should remain at the designated assembly area and wait for further instructions from the Emergency Contact or CMT.
A member of the CMT or designee is responsible for contacting outside emergency services by dialing 911 and providing them with as much detailed information about the emergency situation as possible.
The Human Resources Director or designee should contact the area Emergency Coordinator or CMT and make a general campus evacuation announcement when instructed.
In the event of an emergency during late shifts or on a weekend, the Sr. Manager or Supervisor on duty should dial 9- 911 and instruct employees in the area to evacuate the building, then contact the Main Guard Station at Ext. 415 and inform them of the emergency. The main Security Guard Station will notify the on-call personnel or a member of the CMT of the situation immediately. The Sr. Manager or Supervisor on duty will be considered the Emergency Contact until a member of the CMT can be notified.
If Security is the only group present during an emergency they will be considered the Emergency Contact until a member of the CMT can be notified.
MASTER PLAN12 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 12 of 83 Crisis Management Team and Responsibilities
This team is made up of Center and Operational Directors and the Subsidiary Presidents, which will act quickly and decisively during an emergency.
Crisis Management Team members are also listed in Attachment “H”.
The Emergency Response Plan for the Harbor Branch campus contains a single Crisis Management Team. The Crisis Management Team is the policy-making and final authority group for any emergency. Harbor Branch’s Emergency Response Plan for the Harbor Branch campus was designed to be initiated following the inception of any major emergency. During their response to such major emergency the Crisis Management Team may summon Fire or Police, if not done so already. Emergencies, which place employees at risk, causing damage to communications or facilities resulting in a significant disruption of Harbor Branch’s ability to deliver its products and services will result in the activation of the Harbor Branch Crisis Management Team.
Crisis Management Team Leaders
Secondary Leaders
In the event the CMT Leaders or Secondary Leaders are out of the office during an emergency, any member of the Crisis Management Team will take the leadership roll during all emergencies.
The following emergency action goal and guidelines are intended for those incidents where the Crisis Management Team will be responsible for managing any emergency and resolving the crisis:
x To protect employees from injury or illness
x To protect company assets
x Focus company resources on underlying problems, not symptoms
x Maintain control over the continuity of the organization and operations
x If contacted by local media, the team should direct communication to .
MASTER PLAN13 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 13 of 83 Emergency Operations Center (EOC) Responsibilities
The purpose of the Operations Center is to provide immediate on-site management, leadership, and coordination of emergency situations which threaten the life and safety of employees as well as the assets of the company.
Internal – The Director of Human Resource’s office will be the primary EOC location, with the Link Engineering Building West Conference Room as the secondary EOC.
External - The external guard station will be the primary external EOC location. The external guard station will provide a base of operations between Harbor Branch and Emergency response services.
The following emergency Response goals and guidelines are intended to set guidance for those incidents where the Crisis Management Team will be responsible for providing direction prior to, during, or post emergency:
x Provide responsive communications to managers and emergency coordinators
x Identify the location of all evacuated personnel
x Verify all employees have been evacuated from the building via information received from emergency coordinators and managers
x Monitor response processes and support the responding areas
Emergency Coordinators
Emergency Coordinator members are listed on Attachment “E”.
The role of the Emergency Coordinator includes, but is not limited to, the following: guiding employees and visitors to safe areas, directing employees, including physically disabled workers, away from hazardous areas, and averting panic. Emergency Coordinators will serve as the primary point of contact for the employees and the Crisis Management Team.
There are designated Emergency Coordinators for each area of the Harbor Branch Campus. They include one primary and one secondary for each area. Their names and contact numbers are listed in Attachment “E”. In conjunction with the Crisis Management Team, they will be responsible for the following:
x Being familiar with Crisis Management Team members and their function
x Knowing Evacuation Routes and Inside Building Designated Safe Area(s)
x Knowing Evacuation Routes and Outside Building Designated Safe Area(s)
x Emergency Coordinators are required to work with their area supervisors to ensure employee safety
x Emergency Coordinators conduct floor search and verify with each manager / supervisor that their employees are evacuated.
MASTER PLAN14 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 14 of 83 x Emergency Coordinators are to bring area’s daily calendar or roster and provides status update to the CMT
x Emergency Coordinators will take a headcount at the designated assembly areas and report status to the Emergency Contact.
x Know the Emergency Communications Procedures
x Ensure compliance within the “ACT “ guidelines
First Response Team
The first response team is made up of members who have been trained as Emergency First Responders in Attachment “E”. This team will respond to emergencies, providing an individual with first aid and CPR and AED, if needed. They will instruct any available persons to call 9-911 and provide specific emergency information while they render first aid.
The Hazardous Material Technicians (Attachment “B”) are responsible for spill containment of Hazardous Material and body fluids and the proper disposal of applicable fluids and materials. The initial First Responder team member to the scene is the primary medical responder and in charge of first aid. The second First Responder to arrive at the emergency scene is in charge of providing communication about the emergency situation to the 911 operators and / or switchboard operator, member of the CMT and / or main guard station.
First Response Team and Haz Mat Technicians member’s names are listed on Attachment “E” and listed in each area at the first aid cabinets.
Employee Responsibilities
x Employees will be informed of emergencies through one or more of the following methods: Alarms, Emergency Coordinators, Supervisor / Manager, Nextel all page, E-mails, or by calling the employee emergency announcement number.
x Know and adhere to the Emergency Response Plan procedures outlined in this document.
x The following are general "ACT" guidelines that all employees need to adhere to when evacuating a Harbor Branch building. Our first priority is to ensure the safety of employees during any building evacuation or other emergency.
{A}ssume that an activated fire alarm is not a drill and you are to leave the facility in an orderly fashion
with all other employees.
MASTER PLAN15 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 15 of 83 {C}arry essential personal belongings such as ID badges, access cards, handbags and car keys, if they
are in their immediate possession.
{T}ake the emergency seriously!
x Each section of the building has Emergency Evacuation diagrams posted in the main access areas. Review them and be familiar with the evacuation route nearest to you.
x After exiting the building during an evacuation, immediately move to your assembly area and stay there until your Supervisor or designee takes attendance and provides additional instructions.
x If re-entry is delayed, you may be directed to another location after the building evacuation is complete. During inclement weather conditions, Harbor Branch Building Emergency Coordinators will immediately direct you to another facility.
Post Disaster Team Responsibilities
The purpose of this team is to provide immediate on-site management, leadership, and coordination of emergency situations after a disaster. The team will work together in order to assure the security of all company assets.
Post Disaster Team member names are listed on Attachment “H”.
x Contact the Facilities Manager (if the primary work area is on campus), or the President of the Off Site Lab, (if the primary work area is in the Off Site Lab).
x If possible, travel to the building to assess damage and secure all assets.
x Assess and communicate how long cleanup will take and when the building will be ready to re-open.
x The Facilities Manager and the President of the Off Site Lab will communicate the date and time when the building(s) will become available to re-open to the Center and Operational Directors and Safety Representative for each area.
x The Human Resources Director will update the Employee Emergency Announcement Number (ext. 597) indicating when the building(s) will be available to re-open and when employees are expected to return to work.
MASTER PLAN16 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 16 of 83 Natural Disasters / Hurricane Watch Hurricane Watch – Possible dangerous conditions within 84 - 72 hours
Crisis Management Team Checklist
Alert Phase #1 Hurricane Watch
Hurricane Watch issued for Harbor Branch affected areas of Florida. Employee reminder(s) are sent (via email) to all Harbor Branch employees and posted in the employee lunchroom.
x The Human Resources Department in Ft. Pierce sends a reminder email about this Hurricane Watch alert process to all campus and off campus employees prior to the start of Hurricane Season June 1st.
x The Human Resources Director or designee sends an Alert Email to Harbor Branch employees when a Hurricane Watch is issued for their area. Notice is posted in the employee lunchroom or break area.
x The Crisis Management Team verifies availability of team members and provides a status to Harbor Branch’s Emergency Operations Center– office of the Human Resources Director.
x Evacuate (Along and East of Old Dixie Hwy from the Indian River County line to North Beach Causeway), if notice is issued by St. Lucie County EMA.
x Start Hurricane shutter installations.
x Conduct a debris cleanup campus wide. Contact waste company to have dumpsters emptied.
x Assign a HB employee to update emergency contact information for the people living in campus housing; verify and document their plans if the evacuation order is given; and if an evacuation order is given, verify persons living on campus and in postdoc housing have vacated the buildings as instructed.
x Start Hurricane procedures in Attachment “A”.
MASTER PLAN17 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 17 of 83 Hurricane Warning – Expected within 72-48 hours (74+ mph winds)
Alert Phase #2 Hurricane Warning and Level-B Evacuation
Hurricane Warning: Evacuation issued for Harbor Branch affected areas in Florida. Alert that Hurricane conditions are expected within 72-48 hours. All precautions should be completed immediately. Harbor Branch will prepare to CLOSE business operations.
x Crisis Management Team maintains an awareness of the predicted storm path by monitoring communications from the St. Lucie County Emergency Operations Center.
x Crisis Management Team refers to Harbor Branch Employee Emergency Coordinator List (See Attachment “E”) to determine if any employees live in an evacuation area. The Crisis Management Team must keep an updated copy of Employee Emergency Coordinator list at all times.
x The Human Resources Director or designee sends an Alert Email to All HBOI Campus Users informing them of Harbor Branch’s policy for closing its’ business operations and a notice is posted in the employee lunchroom.
**Note – During a Hurricane Warning updates and predicted path (strike zone probabilities) are
broadcasted every three hours by the St. Lucie County Emergency Operation Center(s) and the National Weather Service.
Alert Phase #3 Finalize Shut down of Harbor Branch – 48-36 Hours
x Harbor Branch prepares to CLOSE business operations due to the predicted path of the Hurricane. The Crisis Management Team Leader, Director of Human Resources, and the President and CEO of Harbor Branch will confirm the time of closure. The Facilities Manager will notify the police department that the campus is closed. The CMT will review the status of RE-OPENING business operations every eight hours throughout (if possible) the Hurricane.
x Each area’s Emergency Coordinator sends an email to the Crisis Management Team advising them of their time of closure.
x Each Center and Operational Director or designee will assign someone to conduct a final check of each building and certify that the building is closed. A sticker will then be placed on the door indicating "Do Not Enter, Building Secured for Hurricane" with a date, time and the name of the person securing the building.
MASTER PLAN18 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 18 of 83 x An alternate Emergency Operation Center (EOC), location and phone number, will be decided upon prior to Harbor Branch closing its business operations, if necessary.
x The Director of Human Resources will update the Employee Emergency Announcement number (ext. 597) for all of Harbor Branch campus access. This will include a message for HBEL clients instructing them to call a pre-designated off campus HBEL site.
x Crisis Management Team provides the notice to execute the Emergency Announcement Voicemail and Customer / Visitor Communications Plan(s).
x Information Technology completes operating system and data backups and begins to prepare the Data Center(s) for shut down at Harbor Branch.
x Each area’s Emergency Coordinator notifies their respective employees and reminds them to call the Employee Emergency Announcement number (ext. 597) for updates.
Each area’s specifications for shut down procedures are outlined in Attachment “F”.
x Initiate and complete all area shut down procedures in Attachment “F”.
x All PCs, monitors, printers, fax machines, copy machines, etc. are to be covered with visqueen and tape or heavy duty garbage bags. Unplug all electrical connections.
x All items on desks must be placed inside drawers, if possible. Move bottom file drawers to top of cabinets and cover with visqueen and tape.
x Refer to each area’s checklist in the Hurricane Attachment “A” to prepare for closure.
Alert Phase #4 Harbor Branch Return to Operations
x Harbor Branch RE-OPENS business operations. The Crisis Management Team Leader, Human Resources Director, and/or the President and CEO of Harbor Branch will provide the Center and Operational Directors or Emergency Coordinator with a status of its RE-OPENING and install a curfew if applicable. The Human Resources Director is responsible for updating the Employee Emergency Announcement number (ext.) as necessary.
x The voicemail and local phone system, email, and all customer service calls are activated back to normal operations.
MASTER PLAN19 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 19 of 83 Manager / Supervisor Checklist
Alert Phase #1 Hurricane Watch – 84 - 72 Hours
Hurricane Watch issued for Harbor Branch affected areas of Florida. Employee reminder(s) are sent (via email) to all Harbor Branch employees and posted in the employee lunchroom.
x Each Manager / Supervisor at the Harbor Branch campus and the off site labs should become familiar with and be aware of the following:
x Crisis Management Team members.
x Emergency Response plans and policies. Emergency action procedures for their area.
x Harbor Branch Closing Policies and Emergency Announcement Number.
x Location of staff members (must have the ability to show roster).
x Emergency Coordinator’s responsibilities.
x Know the ACT Procedures. Assume Emergency is real, Carry belongings, Take the emergency seriously!
x Building(s) Evacuation Plans, Alert Phases (1,2,3 & 4) and Designated Safe Areas.
x County of residence and Evacuation Zone of staff members.
x Home phone number and emergency contact numbers of staff members.
x Location of First Aid kits, AED, and other emergency supplies.
x Public Relations Policies regarding communications with Radio, Television and/or Local Newspaper.
Alert Phase #2 Hurricane Warning and Level-B Evacuation – 72 - 48 Hours
Hurricane Warning: Evacuation issued by St. Lucie County EOC. Alert that Hurricane conditions are expected within 72-48 hrs. All precautions will be completed immediately. Harbor Branch will prepare to CLOSE business operations.
x Meet with staff members and provide most recent status from HARBOR BRANCH Crisis Management Team.
x Document staffing levels and availability of key personnel. Staff members on vacation, sick, or business leave.
MASTER PLAN20 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 20 of 83 x Inform staff members to stand-ready to execute special tasks and assignments requested by their Supervisor.
x Place Harbor Branch critical vendors and suppliers on alert.
x Unplug all computers, phones, fans, and all other electrical appliances from electrical outlets.
x Secure all irreplaceable important documents in safe.
x Be prepared to provide status on staffing levels to Crisis Management Team.
x Be prepared to provide status on special assignments assigned by Supervisor.
x Remind staff to call Harbor Branch’s Emergency Announcement number (ext.) for status on Harbor Branch business operations.
Alert Phase #3 Finalize Harbor Branch Shutdown – 48-36 Hours
Evacuation announcement. Area personnel prepare their areas for closing. Information Technology completes operating system and data backups, and begins to prepare the Data Center(s) for Harbor Branch shut down.
x Move files away from the windows.
x Facilities personnel begins to prepare the HARBOR BRANCH buildings for closing.
x All employees prepare for closing.
x The Off Site labs will re-route phone calls to voicemail.
x The Human Resources Director updates HARBOR BRANCH Emergency Announcement number – Harbor Branch is closed.
x Information Technologies activates the Customer Communications, WEB and Email Plan – Harbor Branch is closed.
x Initiate and complete all shut down procedures.
x Maintenance personnel shuts down assigned mechanical, fuel, and chemical systems.
x Instruct employees to contact Harbor Branch Emergency phone number (ext.) for updated status on Harbor Branch Business Operations.
MASTER PLAN21 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 21 of 83 Alert Phase #4 Harbor Branch Return to Operations
x When Harbor Branch establishes a date and time to re-open business operations, the Crisis Management Team leader, the Human Resources Director, and / or the President and CEO will provide the Emergency Coordinators with a status of its RE-OPENING. The Human Resources Director is responsible for updating the Employee Emergency Announcement number to communicate that Harbor Branch is OPEN for business and all employees are to return to work schedules.
x The Voicemail, Intranet WEB and Email Communication Plan are activated back to normal operations.
x All phone calls will be re-routed back to the original areas.
Emergency Coordinator Responsibilities
Phase #1 - 84-72 Hours
Emergency Coordinators communicate program updates as assigned.
Phase #2 – 72-48 Hours
x Assist in the communication of directives as provided by the Crisis Management Team. Serve as a resource for questions and inquiries by employees and escalate to the Crisis Management Team as necessary.
Phase #3 – 48-36 Hours
x If a closing is announced during active business hours, the Emergency Coordinators are to assist management in the phase communication and implementation of the closing procedures as assigned.
MASTER PLAN22 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 22 of 83 Severe Storms and Tornadoes
Crisis Management Team Checklist
Alert Phase #1 - Announcement will be made by email, Nextel all page number, megaphones, or employee to employee describing the event and evacuation plan. Weather monitoring radios are located at the Main Guard Station and in the Properties building.
x Crisis Management Team verifies availability of team members and provides a status to Emergency Operations Center (EOC).
x Should the storm impact the Emergency Operations Center on Campus located in the office of the Human Resources Director, then the Crisis Management Team will plan to convene in the first floor conference room in the Link Engineering building.
x Crisis Management Team maintains an awareness of severe storm from local radio, news and weather alert radio. A weather radio will be located and monitored at the properties building and in the main gate guard station.
Alert Phase #2 – Floor Evacuation to Designated Safe Areas
x Safe areas are designated as the Link Engineering building’s Conference room, Men’s and Ladies Restrooms, Johnson Education Center Auditorium, Johnson house, and designated internal offices. Each building’s safe rooms are designated on the Evacuation Map located in each area or building and listed in Attachment “C”.
x Crisis Management Team and Emergency Coordinator personnel meet and discuss alternatives for areas affected by the storm.
x Communication is sent to Emergency Coordinator and employees as to the status of the building and business operations.
x The Crisis Management Team provides the OK to execute the Voicemail re-routing plan, Email and Intranet WEB employee and customer Communications Plan(s).
x Initiate and complete all area shut down procedures, if time allows.
Alert Phase #3 Building Closed
x The Crisis Management Team provides the OK to execute the Voicemail and Intranet WEB employee and Customer Communications Plan(s).
MASTER PLAN23 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 23 of 83 x Should the Harbor Branch Campus buildings and the Off Site lab building(s) remain CLOSED due to damage by a severe storm, the Crisis Management Team leader, Human Resources Director, and the President of Off Site labs, will provide the Emergency Coordinator with a status of its RE-OPENING as necessary.
x Maintenance personnel shut down assigned mechanical, fuel, and chemical systems.
x The Human Resources Director or designee is responsible for updating the Employee Emergency Announcement number as necessary depending on the DECISION to RE-OPEN the damaged building or remain CLOSED.
Alert Phase #4 –Buildings Return to Operations
x Crisis Management Team decides that it is safe to return to work and resume business operations.
x Crisis Management Team informs Emergency Coordinators that it is safe to return to their work location and resume business operations.
Manager / Supervisor Checklist
Alert Phase #1 - Tasks and Responsibilities
Each Manager / Supervisor at the Harbor Branch campus and the Off Site labs should become familiar and be aware of the following:
x Location of their Emergency Coordinators.
x Move staff members away from windows.
x Initiate ACT Procedures. Assume Emergency is real, Carry belongings, Take the emergency seriously!
x Execute Floor / Building Evacuation Plans and move to designated Safe Areas inside of building or their campus designated safe room.
Alert Phase #2 – Floor Evacuation and Designated Safe Areas
x Be prepared to locate Emergency Coordinator. Instruct staff to remain in the designated Safe Area.
x Perform an employee (staff) headcount and provide an update to the Emergency Coordinator.
x Be prepared to perform an orderly re-entry to work areas.
MASTER PLAN24 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 24 of 83 x Note – Emergency Coordinator will be receiving a status on business operations from Harbor Branch’s Emergency Operations Center (EOC)
Alert Phase #3 Building Closed
x Be prepared to re-direct specific employees based on the decision of the Crisis Management Team.
x The Crisis Management Team provides the OK to execute the Voicemail, Intranet, and Email Communications Plan(s).
x Inform employees to contact Harbor Branch Emergency phone number for updated status on Harbor Branch Business Operations.
Alert Phase #4 Building Return to Operations
x Should Harbor Branch decide to re-open the affected building(s), the Crisis Management Team leader, Human Resources Director, and the President of the Off Site labs will provide the Emergency Coordinator with a status of its RE-OPENING. The Human Resources Director or designee is responsible for updating the Employee Emergency Announcement number to communicate that the Harbor Branch building is OPEN for business.
x The Voicemail, Intranet and Email employee Communication Plan is activated back to normal operations.
Emergency Coordinator Responsibilities
Phase #1
x Emergency Coordinator communicates program updates as assigned.
Phase #2
x Assist in the communication of directives as provided by the Crisis Management Team. Serve as a resource for questions and inquiries by employees and escalate to the Crisis Management Team as necessary.
x Under the directive to evacuate the building, the Emergency Coordinator and Supervisors will be required to assist the employees in the following:
x Move staff members away from windows.
MASTER PLAN25 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 25 of 83 x Initiate ACT Procedures. Assume Emergency is real, Carry belongings, Take the emergency
seriously!
x Instruct employees to evacuate to their designated storm shelter, Conference Room, Men’s and Ladies Restrooms, and Marine Education Center Auditorium. Employees should not be evacuating to the exterior of the building, unless they have been given instructions to do so and are leaving the campus, as it is considered highly unsafe.
x Keep the evacuations moving quickly and safely. Ensure their assigned ‘Buddies’ are assisting any disabled employees.
x All Emergency Coordinators and Supervisors should remain along the perimeter of the evacuated employees to allow easier communication and crowd management.
Phase #3
x If a closing is announced during active business hours, the Emergency Coordinators are to assist the Crisis Management Team in the phased communication and implementation of the closing procedures as assigned. Emergency Coordinators and Supervisors will be required to assist in the re-deployment of employees to another building if it has been determined by the Crisis Management Team that the facility is unsafe or nonfunctional.
Phase #4
x Assist in communicating the orders to return to the workplace.
MASTER PLAN26 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 26 of 83 Fire and Bomb Threat
x When a fire is discovered call 9-911 and contact Facilities at (772) or Security at ext.
x If the Manager, Supervisor, Emergency Coordinator, or member of the First Response Team or an employee discovers a fire which is small enough to be extinguished with a fire extinguisher, they should take immediate action and extinguish it accordingly. Call Facilities at (772 or Security at ext. after extinguishing the fire.
x If the fire is determined to be too large for a fire extinguisher, then immediately proceed to the nearest fire exit and activate the fire alarm system or area alarm procedures. Evacuate to the predetermined outside assembly safe area per the procedures in this policy.
x Give as much information to the first Manager, Supervisor, Emergency Coordinator, First Response team member, or Security Guard concerning the fire.
x All personnel are to exit the nearest emergency exit door when they hear the fire alarm.
x Once out of the building all personnel will meet in the designated outside safe area. They must stay clear of the building and remain in the designated area until told otherwise by a member of the Crisis Management Team.
x Managers and Supervisors will conduct a headcount.
Crisis Management Team Checklist
Alert Phase #1 - Announcement made by email and Nextel describing the event and evacuation plan. It should be assumed that the local authorities (FIRE/POLICE) are en-route and/or onsite at this time.
x Crisis Management Team verifies availability of team members and provides a status to Emergency Operations Center.
x Should the threat or fire impact the Emergency Operations Center, the office of the Human Resources Director, then the Crisis Management Team confirms location of alternate Emergency Operations Center with CMT members.
x Crisis Management Team maintains an awareness of threat or fire via local authorities.
x Crisis Management Team provides status updates to the Emergency Operations Center as changes occur.
MASTER PLAN27 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 27 of 83 Alert Phase #2 – Building Evacuation and Designated Safe Areas on Harbor Branch Campus
x Crisis Management Team meets and discusses alternatives for areas affected by the threat or fire.
x Communications sent out to Emergency Coordinators as to the status of the building and business operations.
x Based on the area, the Crisis Management Team provides the OK to execute the Voicemail re-routing plan, Email and Intranet Communications Plan(s).
x
Alert Phase #3 Building Closed
x Based on the area, the Crisis Management Team provides the OK to execute the Voicemail and WEB Intranet, and Email Communications Plan(s).
x Should an area remain CLOSED due to fire damage or threat, the Crisis Management Team leader, Human Resources Director, or the President and CEO will provide the area’s Emergency Coordinator with a status of RE-OPENING when the status changes.
x The Human Resources Director is responsible for updating the Employee Emergency Announcement number depending on the decision to RE-OPEN or remain CLOSED.
Alert Phase #4 – Return to Operations
x Crisis Management Team receives OK from local authorities (FIRE/POLICE) to return to the building(s) and resume business operations.
x Crisis Management informs area Emergency Coordinators that it is safe to return to the building and resume business operations.
Managers Checklist
Alert Phase #1 - Tasks and Responsibilities
Each Manager / Supervisor at the Harbor Branch Campus and the Off Site labs should become familiar with and be aware of the following:
x Location of building Emergency Coordinators.
x Move staff members away from windows.
MASTER PLAN28 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 28 of 83 x Initiate ACT Procedures. Assume Emergency is real, Carry belongings, Take it seriously!
x Execute Building Evacuation Plans and move to designated Safe Assembly Areas
(Attachment “C”) outside of building.
Alert Phase #2 – Building Evacuation and Designated Safe Areas
x Be prepared to locate Emergency Coordinators.
x Assist Emergency Coordinators in instructing staff to remain in the designated safe area.
x Perform an employee (staff) headcount and provide an update to the building Emergency Coordinator.
x Be able to perform an orderly re-entry to affected building.
x Note – Building Emergency Coordinator will be receiving a status on business operations from Harbor Branch’s Emergency Operations Center (EOC)
Alert Phase #3 Building Closed
x Be prepared to re-direct specific employees to alternate work locations based on the decision of the Crisis Management Team.
x Based on the area, the Crisis Management Team provides the OK to execute the Voicemail, Intranet, and Email Communication Plan(s) for the building that was affected.
x Instruct employees to contact Harbor Branch Emergency announcement number for updated status on Harbor Branch Business Operations.
Alert Phase #4 Return to Operations
x Should Harbor Branch decide to re-open the affected building(s), the Crisis Management Team leader, Human Resources Director, or the President and CEO will provide the Emergency Coordinator with a status of its RE-OPENING. The Human Resources Director or designee is responsible for updating the Employee Emergency Announcement number to communicate Harbor Branch building(s) OPEN for business.
x The Voice, Intranet and Email Communication Plan(s) are activated back to normal operations.
MASTER PLAN29 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 29 of 83 Emergency Coordinator Responsibilities
Phase #1
x Coordinators communicate program updates as assigned.
x Provide your respective employees with a copy of the evacuation safe zone map and assembly areas.
Phase #2
x Assist in the communication of directives as provided by the Crisis Management Team. Serve as a resource for questions and inquiries by employees and escalate questions to the Crisis Management Team as necessary.
x Under the directive to evacuate the building, the Coordinators and Management will be required to assist the employees in the following:
x Move staff members away from windows.
x Initiate ACT Procedures. Assume Emergency is real, Carry belongings, and Take the emergency seriously!
x Instruct employees to evacuate to the pre-designated safe zone identified on the area’s evacuation map and identified in Attachment “D”. It is important that employees do not migrate to other non-designated areas. The pre-designated assembly areas were designated based on the respective employee population for their area; failure to abide by the plan could result in the creation of unsafe conditions for the employee and others. Keep the evacuations moving quickly and safely. Ensure their assigned ‘Buddies’ are assisting any disabled employees.
x Members of Management will assist you in providing employee headcount to ensure a complete evacuation. Coordinators are required to keep their group contained in the designated area until a member of the CMT provides further instruction.
MASTER PLAN30 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 30 of 83 Phase #3
x If a closing is announced during active business hours, the Coordinators are to assist Management in the phase communication and implementation of the closing procedures as assigned. Coordinators and Management will be required to assist in the re-deployment of employees to another building if it has been determined by the Crisis Management Team that the facility is unsafe or non- functional.
Phase #4
x Assist in communicating the orders to return to the workplace.
MASTER PLAN31 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 31 of 83 Building Lock Down – Code Black – Security Breach
x When it has been determined that a security issue exists, a building lock down will take place in an attempt to secure the safety of all employees.
x When a member of Management has been made aware of any breach in security, they will immediately announce a CODE BLACK.
x Every employee will stop what he/she is doing and quickly enter a safe area, such as an interior office, restroom, classroom, etc.
x The member of Management who first noticed the breach in security will notify the Police/Fire Department of the situation.
x Once inside of the safe areas, all personnel must stay clear of any windows and doors. They must remain in the designated area until told otherwise by a member of the Crisis Management Team.
x Managers and Supervisors will conduct a headcount.
Crisis Management Team Checklist
Alert Phase #1 – CODE BLACK Announcement made by email or Nextel system.
x Manager/Supervisor who makes the CODE BLACK announcement directs employees to enter safe areas.
x Manager/Supervisor who makes the CODE BLACK announcement calls the local Police/Fire Department.
x Crisis Management Team maintains communication with one another via the company phones and cell phones.
Alert Phase #2 –Return to Operations
x Crisis Management Team receives OK from local authorities (FIRE/POLICE) to return to the building(s) and resume business operations.
x Crisis Management Team informs Emergency Coordinators that it is safe to return to the building and resume business operations.
MASTER PLAN32 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 32 of 83 Managers Checklist
Alert Phase #1 - Tasks and Responsibilities
Each Manager at the Harbor Branch campus and the Off Site labs should become familiar and be aware of the following:
x Locate Building Emergency Coordinator.
x Move staff members away from windows.
x Initiate ACT Procedures. Assume Emergency is real, Carry belongings, Take the emergency seriously!
x Execute Building Lock Down plans, which include closing all open bay doors and other doors.
Alert Phase #2 – Move Employees to Designated Safe Areas
x Be prepared to locate Emergency Coordinator. Assist Coordinators in instructing staff to remain in the designated safe area.
x Perform an employee (staff) headcount and provide an update to the Building Emergency Coordinator.
x Be able to perform an orderly re-entry to affected building.
x Note – Building Emergency Coordinator will be receiving a status on business operations from Harbor Branch’s Emergency Operations Center (EOC.)
Alert Phase #3 Return to Operations
x Should Harbor Branch decide to re-open the affected building, the Crisis Management Team leader, Human Resources Director, or the President and CEO will provide the Management Team with a status of its RE-OPENING. The Crisis Management Team will be responsible for communicating this information to the employees.
Emergency Coordinator Responsibilities
Phase #1
x Assist in the communication of directives as provided by the Crisis Management Team. Serve as a resource for questions and inquiries by employees and escalate to the Crisis Management Team as necessary.
MASTER PLAN33 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 33 of 83 x Under the directive to Lock Down the building, the Coordinators and Management / Supervisor will be required to assist the employees in the following:
o Lock down the building by closing all doors including bay doors.
o Move staff members to interior safe areas, such as offices, restrooms, classrooms, etc. Make sure employees stay away from windows.
o Initiate ACT Procedures. Assume Emergency is real, Carry belongings, Take the emergency seriously!
o Keep the evacuations moving quickly and safely. Ensure their assigned ‘Buddies’ are assisting any disabled employees.
Members of Management will assist you in providing the Coordinators with employee headcount to ensure a complete evacuation. Coordinators are required to keep their group contained in the designated area until the Lead Coordinator or member of the EOC provides further instruction.
Employee Responsibilities
x Know and adhere to the Emergency Response “ACT” Procedures
o {A}ssume that an activated fire alarm is not a drill and you are to leave the facility in an orderly fashion with all other employees.
o {C}arry essential personal belongings such as ID badges, access cards, handbags and car keys. This may be done only if it will not delay the employees’ evacuation.
o {T}ake the emergency seriously!
x Quickly move to the nearest interior safe area such as an office, restroom, classroom, etc.
x After moving to the nearest interior safe areas keep away from windows and doors.
x If re-entry is delayed, you will be directed to another location after the building Lock Down is complete. During inclement weather conditions Emergency Coordinators will immediately direct you to another building / facility.
x Remain informed during emergencies through Management and by calling the Emergency Announcement Number ext..
MASTER PLAN34 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 34 of 83 Hazardous Materials Spill Response Plan:
Battery acid and chemical spill:
x Notify Facilities at ext. or (772) and Hazardous Materials Storage Coordinator at ext. or (772), or your Manager / Supervisor of the emergency. After hours notify Security at ext. or (772).
x Evacuate the area immediately.
x Maintenance personnel will be notified by the Hazardous Materials Storage Coordinator or the Manager / Supervisor of the location, size and extent of the chemical spill. Facilities on-call person will be notified by Security, if after hours.
x Maintenance personnel and the designated Hazardous Material Technicians, Attachment “B” are trained annually in the proper methods of handling and clean up in the event of a battery acid or chemical spill.
x A Spill Kit is available in the all departments, and in the Haz Mat storage building, that have hazardous chemicals.
x Maintenance personnel and trained Haz Mat Technicians are provided, and required to wear, personal protective equipment when cleaning up a spill.
x Hazardous Material contingency plan is in Attachment “B”.
Utility Failure Response Plan:
Electrical power failure:
x The buildings that are equipped with emergency lighting will be activated automatically upon electrical failure.
x In the event of a power failure, employees operating research or electrical equipment are to stop immediately and remain at their location until power is restored or given instruction by their Supervisor.
x All employees should remain at their work stations until updated by the Email Communication system or their Manager / Supervisor.
MASTER PLAN35 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 35 of 83 Plumbing failure/fire sprinkler discharge:
x Notify Facilities (772) or your Supervisor of the emergency. Notify Security at ext., if after hours.
x Turn off all electrically operated equipment.
x Maintenance will determine the origin of the water and will take appropriate steps to turn water off.
MASTER PLAN36 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 36 of 83
Emergency Response Plan Acknowledgement
Evacuation Procedure
I hereby acknowledge that I have read, or have had read to me, and received training on the evacuation plan set forth by Harbor Branch. I understand the fire and severe weather evacuation procedures and will follow them to the best of my ability.
Name (Print): ______Date ______
Signature: ______Date ______
Last Revised June 2003
Last Revised August 2004
Last Revised May 2005
Last Revised June 2006
Last Revised July 2006
Last Revised February 2007
Last Revised May 2007
MASTER PLAN37 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 37 of 83 Harbor Branch Oceanographic Institute
Hurricane Procedures Attachment “A”
Hurricane Procedures Plan
Contact Personnel by area: Cell Phone Home Phone
Executive Office –
Institutional Operations
Human Resources –
Assoc Dir, Research Infrastructure –
Assoc Dir, Research Budget Planning –
Media –
Facilities Aqua Park –
Facilities General –
Facilities ORA –
IT –
Purchasing –
Audio/Visual
Marine Education –
Marine Mammal –
Marine Biomedical & Biotechnology –
Marine Biomedical & Biotechnology -
Ocean Discovery Center –
Ship/Sub/Engineering Operations –
Sub Operations –
FAU Police –
HB Foundation –
MASTER PLAN38 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 38 of 83 ORA –
Environmental Lab
MOA Facilities –
MOA –
Hurricane Task Force Coordinators
Coordinators are responsible for handling hurricane preparations within their areas of responsibility (e.g., ensuring that supplies have been picked up from pre-designated storage areas and distributed, securing work areas from storm damage, information dissemination to employees.)
*Coordinators will submit a list of Harbor Branch vehicles, boats, etc. that need to be stored on campus during the storm to the CMT 72 hours prior to landfall. The CMT or designee will determine placement and notify the Coordinators of such. Ship Operations will document the vehicle license plate numbers of all vehicles parked in the designated ship's parking area or on campus.
*Coordinators will submit a list of HB personnel to be trained by Facilities for shutter installation. These employees will then be part of the "shutter installation team."
Outlined below are the steps to be followed after the storm has passed, if we have a closure.
x FAU Police will check the road conditions or check with the local authorities to determine road conditions.
x FAU Police will do the initial drive/walk-through to assess.
x EH&S will be next on campus to continue the walk-through and document trouble areas.
x Once the general campus assessment has been done by the FAU Police and EH&S personnel the focus will go to areas as follows:
1. Aquaculture
2. ORA
3. Link Building – HBEL
4. Power plant, water plant, waste plant
5. Rest of campus
MASTER PLAN39 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 39 of 83 (Notification will be sent to each area Level 1 contact as the areas are cleared for access.)
Communications: FAU Police will report findings to and Level 1 and Tier 1 Personnel will then be able to enter campus as necessary. will notify Boca to change the FAU Hotline message as necessary. Tier 2 Personnel may also be called if necessary to assist with emergency tasks only.
o Employees are to check the FAU Hotline number 772 to find out the status of the Harbor Branch campus.
o If the FAU Hotline message states the campus is closed, employees are NOT to come in to work.
o If your supervisor calls you and authorizes you to report to work, they will also notify the front gate that they have called you in.
o Facilities “on-call” program is suspended when campus is under the CLOSED status.
All employees
Each area is responsible for securing their own equipment, books, labs and offices (e.g., secure irreplaceable documents, unplug and cover office equipment with Visqueen or garbage bags). Please refer to the Supplies Checklist posted in your area for location, selection and quantity of supplies for your area. Pallets to store papers and equipment and other hurricane supplies are available from the Properties Building. Hurricane supplies for each building are marked with the name of the area for which it is designated and stored in an easily accessible area within each building. A forklift and operator will be available to help move heavy loads. As there may be substantial demand for use of the forklift, notify the Hurricane Task Force Coordinator assigned to your area or of your need for the forklift equipment as early on in the preparation process as possible.
Employees sent home from work are not to return to work until they receive an official "Report to Work" announcement through local newspapers, radio/T.V. stations, or receive word (either via recorded message on FAU's Employee Information Line or from their area’s Center Director) advising them to report to work.
Note: Residents can tune to WQCS (88.9 FM) during an emergency to hear announcements daily from local government officials at the following times: Martin County: 9am, 1 and 6:30pm; St. Lucie County: 8am, noon and 5pm; Indian River County: 10am and 4pm; Okeechobee County: 7am, 11am and 6pm, Port St. Lucie: 8:30am, 12:30 and 5:30pm.
MASTER PLAN40 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 40 of 83 Persons residing in HBOI residential units.
Persons residing in HBOI residential units (Postdoc Apartments/Dorms and Johnson House/Apartments) shall be responsible for securing their living unit. All items belonging to the unit and any personal items (e.g., patio furniture, tools, BBQ grills, water apparatus, and bikes) will need to be secured and/or moved to a safe area. If an evacuation order is issued, preparations should be made to relocate to a shelter.
MASTER PLAN41 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 41 of 83 Ship & Sub Operations 84 – 36 Hours Before Landfall:
x Review hurricane preparation procedures and assign tasks.
x Review & locate items on Emergency Supplies list.
x Coordinate Marine Maintenance/Engineering/Sub Bay use of forklifts.
x List of Harbor Branch vehicles, boats, etc. that need to be stored on campus to CMT by 72 hours.
x List license plate number of vehicles parked in designated ship’s parking area to CMT. Move crew vehicles if necessary.
x Submit list of Ship/Sub Operations personnel “Teams” as levels “A”, “B”, “C” to CMT.
x Prepare post storm Employee Emergency phone and contact list and distribute. Copy CMT.
x Remove all food from refrigerator and empty trash cans.
x Unplug all electrical equipment.
x Move all computers and items in bottom file cabinets off of floor, unplug any electrical equipment, cover all with plastic.
x Remove any critical documents or drawings and stow in bunker.
x Close all doors before leaving campus. Notify CMT if you see anything not secured.
MARINE MAINTENANCE & RAILWAY
x Review & locate items on Emergency Supplies list. Check batteries.
x Top off all gases/fuels for generator(s) and machinery. Fill gas can(s). Cap off drums.
x Secure all gas cylinder valves.
x Clean shop and welding areas to make sure that all loose pieces of metal are secure
x Disperse Hurricane mooring lines and chaffing gear to ship(s)
x Check all mooring structure and stability.
x Move all loose debris and equipment from docks and store in MM building.
x Remove all food from refrigerator and empty trash cans.
x Sand bag door to offices and high bay.
x Secure main power breakers, unplug all electrical equipment.
x Move all computers and items in bottom file cabinets off of floor, unplug any electrical equipment, cover all with plastic.
x Remove any critical documents or drawings and stow in bunker.
x Close all doors before leaving campus. Notify CMT if you see anything not secured.
x Secure all electrical power and air to the docks once the RVSJ are moored.
MASTER PLAN42 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 42 of 83 SUBMERSIBLE BAY and OFFICES
x Review & locate items on Emergency Supplies list. Check batteries.
x Top off all gases/fuels for generator(s) and machinery. Fill gas can(s). Cap off all drums.
x Clean shop area(s) to make sure that all loose pieces of metal are secure
x Open East wall window to high bay.
x Move ROV and control van to the High Bay (time permitting).
x Consolidate work benches to make room for outside stored equipment.
x Move small loose equipment inside.
x Move submersibles inside.
x Secure all gas cylinder valves on subs and gas racks.
x Remove and stow sensitive equipment from sub (arc light, beacons, CTD and sensors).
x Install equipment covers (sphere, cameras, hemisphere, and conning tower).
x Close and dog all hatches.
x Cover battery chargers, lathe, battery cart, drill press, Quincy and Mako compressors.
x Close & lock all cabinet doors.
x Remove all food from refrigerator and empty trash cans.
x Set golf cart chargers off floor or on carts.
x Secure overhead bus bar breakers
x Secure main breakers to external storage / work vans.
x Remove and stow/tie wrap power cables to external vans.
x Dog and lock all external van doors.
x Dog and pressurize DDC to 10 feet and cover.
x Move any small boats that fit into sub bay.
x Move Ship Ops van into sub bay.
x Close bay door and back van into bay door as a brace.
x Sand bag door to offices and high bay.
x Secure all power breakers to sub shop equipment #’s 1, 3, 5, 7 at breaker box #PP-PH4 in Machine Shop.
x Secure all breakers except #19, 20 & 37 at breaker box #LP-L1F NW corner sub shop.
x Secure breaker #12 at breaker box LP-L1E drafting to machine shop hallway.
x Secure breaker #6 & 11 breaker box LP-L1A drafting to machine shop hallway.
MASTER PLAN43 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 43 of 83 x Unplug all electrical equipment (lathe, drill press, battery chargers sub and golf carts, pressure test bench, hydraulic test bench, small hot water heater, grinder, and portable tools).
x Move all computers and items in bottom file cabinets off of floor, unplug any electrical equipment, cover all with plastic.
x Remove any critical documents or drawings and stow in bunker.
x Close all doors before leaving campus. Notify CMT if you see anything not secured.
SHIP(S)
x If at all possible, get the ship out to sea and out of the Hurricane’s forecast track.
x Arrange for bunkering (fueling) early. Ships should take on as much fuel as possible with regards to controlling navigational depth of the ICW (Intracoastal Waterway).
x Remove all lab vans, submersibles, and other deck gear that will affect the ship’s windage and/or stability.
x Head for safe water. If possible, navigate to another port that is well clear of the forecast track. If unable to stay completely clear, ere to the south and west sides of the center of circulation as these are the areas where wind and seas are generally less dangerous.
x Review & locate items on Emergency Supplies list. Check batteries.
x Top off all gases/fuels for generator(s) and machinery.
x Captain & designated Ship Crew to moor RVSJ.
x No cross channel lines are to be put out until vessel is in its proper location.
x Across channel lines are to be led to the designated locations with a suitable small boat and in place 24 hours before the storm hits. The vessel will moor approximately 30 feet off the north bulkhead with its bow pointing to the east. Mooring lines are marked for the vessel and stored on pallets in the Marine Maintenance building. Spring line(s) will be rigged if conditions warrant.
x USCG vessels typically moor to the East of the HBOI vessel and arrive last and leave first.
POST STORM START UP:
x Post Disaster Team conducts walk through and issues phone messages for return to work. Employees check HBOI information line X597 or out of state 800# and return to work or contact Supervisor.
x CMT and Supervisors will review post disaster procedures, assemble team(s), assign tasks.
x Dispense supplies, flash lights, work gloves, insect repellant and safety equipment as necessary.
x If only emergency power is available, open doors manually if possible.
x Document any visible damages with digital or film camera. If not available, document clearly on paper.
x Clear any roadway debris and stack to the side in a pile.
x Uncover equipment and save tarps and plastic sheeting if possible.
x Squeegee floor and remove standing water.
MASTER PLAN44 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 44 of 83 x Dry any wet equipment as much as possible.
x Remove wet ceiling tiles, throw into dumpster.
x Move or secure any dangling or unstable equipment/structure or post and rope off.
x Inspect all electrical equipment including overhead lights for signs of water intrusion.
x Tag and lock out any damaged equipment prior to power up.
x Return gas cylinders to their normally open positions. WHEN MAIN POWER IS AVAILABLE:
x Await instruction from CMT & Supervisor before enabling any breaker boxes.
x When approval is given, power up breaker boxes beginning with:
o Sub Bay: PP-PH4, LP-L1F, LP-LIE, and LP-L1A Marine Maintenance:
Ship Operations: powered up by Facilities
x Check shop(s) and offices for any signs of electrical short.
x Plug in electrical/electronic equipment and turn on and test the equipment one at a time to prevent system overload.
x Secure unnecessary equipment after testing.
x Keep a list of all damages caused by storm.
x Return shop(s) and offices(s) to normal configuration as possible.
Engineering Area
84-72 hours in advance of projected landfall
x Task Force Coordinator or designee shall manage the staging and/or distribution of HBED pre- designated supplies.
x HBED personnel shall start securing non-essential equipment and projects within all engineering shops, buildings, designated areas.
x Review all requests of equipment to be stored in HBED buildings (High-Bay, HBED Building-II, etc.). Verify adequate floor area for requests.
x Determine staff volunteers for shutter installation team.
x Determine staff volunteers willing to provide support services 48 - 36 hours prior to landfall.
MASTER PLAN45 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 45 of 83 72-48 hours prior to expected landfall
x Clean all shops and high bay of loose material filings and debris. Cover and secure all tools, equipment and machines.
x Move all portable equipment into the Machine Shop (welders, etc.) cover and secure.
x Machine Shop and Electrical Shop shall secure and protect all equipment, machines, and instrumentation with hurricane supplies.
x Cover and secure (rope, ratchet straps) all raw material racks, hardware bins and tool racks with tarps.
x Ensure that all gas cylinders are properly capped and secured in all HBED areas.
x All HBED personnel shall secure all important files, documentation data (electronic or hard copy) in internal file storage or hurricane shelter and/or electronic back-up.
x All personnel shall ensure that all office equipment and furniture (computers, electronics, etc.) are properly covered, waterproofed and if necessary moved to internal areas (i.e. drafting). Note: Follow office/general area procedures.
x Shop personnel complete assistance with other areas and complete relocation of designated equipment into High-Bay and Engineering Building-II.
48-36 hours prior to expected landfall
x Complete all support to other areas.
x Secure and sand bag all exterior doors.
x Complete securing of HBED areas and property.
x Shut off and secure High-Bay electrical system.
x Shut off and secure High-Bay support systems.
x Secure all High-Bay doors/windows, if possible.
x Shut off electrical in office and shop areas.
x Shut and secure all internal shop and office doors.
x Task Force Coordinator (designee) and/or Team A, complete walk through of all HBED areas to ensure hurricane preparation is complete. Verify remaining HBED staff has left the premises.
MASTER PLAN46 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 46 of 83 x Update the "Team A, B, C" list and submit to the CMT.
AUI test facility and BP lab
84-72 hours in advance of projected landfall
x Task Force Coordinator or designee shall manage the staging and/or distribution of AUI / BP lab pre-designated supplies.
x AUI / BP personnel shall start securing non-essential equipment and projects within all engineering shops, buildings, designated areas.
x Review all requests of equipment to be stored in AUI / BP test facility. Verify adequate floor area for requests.
x Determine staff volunteers willing to provide support services 48 - 36 hours prior to landfall.
72-48 hours prior to expected landfall
x Pick up all loose materials and supplies on the warehouse floor. Cover and secure all equipment.
x Move all portable equipment into the BP lab, cover and secure.
x Cover and secure (rope, ratchet straps) all materials not already covered with tarps.
x All AUI / BP personnel shall secure all important files, documentation data (electronic or hard copy) in internal file storage or hurricane shelter and/or electronic back up.
x Remove sphere cover and return spheres to the holding tank.
48-36 hours prior to expected landfall
x Drain AUI test tank by 50%.
x Lower sphere cover conveyor to dead stop in tank.
x Complete securing of test facility areas and property.
x Shut off and secure test facility electrical system.
x Secure all Test facility doors and vents, if possible.
x Shut off electrical in office and warehouse areas.
x Shut and secure all internal office doors.
MASTER PLAN47 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 47 of 83 x Task Force Coordinator (designee) and/or Team A, complete walk through of the test facility to ensure hurricane preparation is complete. Verify remaining department staff has left the premises.
x Update the "Team A, B, C" list and submit to the CMT.
AUI Test Facility - All office/ lab areas:
48 - 36 hours prior to expected landfall x Ensure that all data is either backed up on the network or stored on CD's and taken to the Hurricane Shelter. x Unplug all electrical connections. x Store paper inside desks or file cabinets. x Move bottom files to garbage bag lined bankers boxes and stack on top of filing cabinets, cover with plastic sheeting, secure with duct tape. x Move any items off the floor and onto desks or shelves and cover with plastic sheeting, secure with duct tape. If possible make a tent with plastic sheeting to allow for water run off. x Cover all computers and electrical equipment with plastic bags or plastic sheeting and duct tape.
POST STORM START UP:
x Post Disaster Team conducts walk through and issues phone messages for return to work. Employees check HBOI information line X597 or out of state 800# and return to work or contact Supervisor.
x CMT and Supervisors will review post disaster procedures, assemble team(s) and assign tasks.
x Dispense supplies, flashlights, work gloves, insect repellant and safety equipment as necessary.
x If only emergency power is available, open doors manually if possible.
x Document any visible damages with digital or film camera. If not available, document clearly on paper. Clear any debris and stack outside.
x Uncover equipment and save tarps and plastic sheeting if possible.
x Vacuum/ blow-dry any wet equipment as much as possible.
x Squeegee floor and remove standing water.
x Secure any damaged equipment or post and rope off.
x Inspect all electrical equipment including overhead lights for signs of damage or water intrusion.
x Inspect sphere cover holding tank and conveyor for damage.
x Inspect mezzanine for damage.
x Dry flooring around the tank and inspect for leaks.
MASTER PLAN48 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 48 of 83 x Dry all plumbing and inspect for damage before start up.
x Tag and lock out any damaged equipment (electrical or plumbing) prior to power up.
x After start up, re-inspect for leaks on all plumbing.
All office/general areas:
48 - 36 hours prior to expected landfall x Ensure that all data is either backed up on the network or stored on CD's and taken to the Hurricane Shelter. x Unplug all electrical connections. x Store paper inside desks or file cabinets. x Move bottom files to garbage bag lined bankers boxes and stack on top of filing cabinets, cover with visqueen, secure with duct tape. x Move any items off the floor and onto desks or shelves and cover with visqueen, secure with duct tape. If possible make a tent with visqueen to allow for water run off. x Cover all computers, monitors, printers, fax machines, copiers, etc. with heavy duty plastic bags or visqueen and duct tape. x Finance area to secure all irreplaceable important documents in the safe. x Cafeteria to empty register and place cash, checks, etc. in the safe. x Bring loose items inside (e.g., bikes, chairs, tables, recycle bins, trash barrels) x Cover any furniture located in open areas such as the lobby and hallways.
Ocean Discovery Center (ODC) 48-36 hours in advance of a projected landfall x Suspend ODC public operating hours and post notification of such. Secure ODC building from public access. x Coordinate with Facilities staff to have external hurricane shutters put up. x Ensure that the building is secure and all loose items / debris surrounding the building are secured or brought inside. x Remove cash from cash registers and bring to accounting office. Take valuable inventory stock from cases and store in Sentry vault located in office closet. x Backup critical digital assets on removable storage media and store media in Sentry vault located in office closet. x Secure offices by placing plastic over computers and hardware and disconnecting their power supply. Critical CPUs may also be placed in the hurricane bunker if space permits. x Cover file cabinets containing critical files. x Lift all merchandise up of the floors to a higher location to prevent damage from possible flooding. x Unplug all equipment from wall outlets. x Go through normal end of day closing procedures, turn off lights, set the alarm system and lock the building doors.
MASTER PLAN49 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 49 of 83 Boca House: Library, Videography, Photos, Web Servers: 48-36 hours in advance of a projected landfall x Move hard drives and computers – including 2 web servers – from the Boca House to the Information Technology section of the bunker. The web site will be offline at that point. x Move monitors, scanners, copier and printers to the closet in the Boca House and cover with Visqueen and duct tape. All non-electrical items of value such as photos and art work will be secured in the closet as well. x Library books and archival materials will be relocated away from the windows and covered with Visqueen. x Move any valuable documents off of the floors in case of water damage to the carpets. x Windows will be boarded with shutters or plywood. x Any outside furniture will be brought inside.
Information Technology Department: 48-36 hours in advance of a projected landfall x Notify Center and Operational Directors and Hurricane Task Force Coordinators as to specific time when Information Technology staff will be making final backup tape of data on server, and provide at least a three hour "window of opportunity" for individuals who need to make backups of their hard drives prior to initiating the final shut down of the network. x Make final backup tape of all data on the server prior to powering down equipment. Store tape in a secure location not susceptible to water / flood damage. x After powering down equipment, cover all computer hardware and magnetic tapes with Visqueen and tape or tie securely. x Power down outlying network. x Prepare message for voicemail system stating that HBOI has been secured for duration of storm, employees to contact the Hurricane Task Force Coordinators assigned to their area for additional information or dial the Employee Information Line, ext.. x Enable a toll free number for employee information line in case HBOI’s phone system stops functioning. x After the storm and once the Crisis Management Team has determined that damages sustained are minimal and / or it is safe to resume normal operations, record a new message stating that Harbor Branch has reopened and requesting that employees report to work as soon as possible. x In the event that the Information Technology Building is destroyed, computer operations will be maintained out of the Hurricane Shelter with the following immediate priorities: x Accounting system operational with printer & workstation (within 24 hours) x Email system back on-line (no attachment will be allowed in or out unless we have an Internet connection equivalent to our current T1 (within 24 hours). x FTP and Web access to email system with dial-in access (within 24 hours). x Ability to restore specific data that may be needed until we can return to a normal state of operation (within 24 hours).
MASTER PLAN50 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 50 of 83 Environmental Laboratory:
Hurricane supplies are located in the secure hallway next to the President’s office.
In the event of a Hurricane or other major storm, the President and department heads are responsible for ensuring that their respective areas are secured. The major problem anticipated on the second floor of the Link Engineering Building would be that of water damage caused by broken windows, wind-driven rain, and leaks in the roof. Also, the possibility exists that electrical equipment may be damaged due to severe electrical disturbances.
72 - 36 hours before projected landfall
General:
x Secure and / or move all material stored on the floor or on lower shelves.
x Transfer lab notebooks to file cabinet in HBEL office.
x Increase petty cash on hand to $1,000.00.
x Make backup as necessary and secure other paper or magnetic informational materials and ensure that they are protected against water damage.
x Take backup LIMS server to remote location "off-site."
x Move any local computer data files on "C:\" drive to "backup" directory located on the Network.
x Shutdown and unplug computers and other electrical equipment. DO NOT unplug incubators, freezers or refrigerators.
x Cover file cabinets, computers, lab equipment, desks, bookshelves, photocopier, printers, etc. with Visqueen and secure with duct tape.
x Secure and protect from water, all chemicals and other hazardous materials, specifically pyrophoric and water reactive chemicals.
Sample Preparation Laboratory - Rooms 205 & 206
x Turn off and disconnect Extraction Equipment from power supply.
x Cover all laboratory equipment and computers with Visqueen and secure with duct tape.
x Remove and dispose of all solvent wastes.
MASTER PLAN51 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 51 of 83 x Secure all glassware, solvents, and chemicals.
x Disconnect and secure gas bottles.
x Lower all fume hood sashes.
Pesticide Laboratory - Room 258
x Turn off and disconnect:
x Gas and Ion Chromatographs.
x High pressure liquid chromatographs.
x Computers and printers.
x All gas tanks.
x Cover all laboratory equipment and computers with Visqueen and secure with duct tape.
x Lower fume hood sash.
Semi-Volatile Laboratory Room 257
x Turn off and disconnect from power supply:
o Gas Chromatographs/Mass Spectrometers.
o Gas Chromatograph/FID.
o Computers and printers.
o All gas tanks.
x Cover all instruments and computers with Visqueen and secure with duct tape.
x Lower fume hood sash.
Volatile Organic Compounds Laboratory - Room 226
x Turn off and disconnect from power supply:
x Gas Chromatographs/Mass Spectrometers. Computers and printers. All gas tanks.
MASTER PLAN52 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 52 of 83 x Cover all instruments and computers with Visqueen and secure with duct tape.
x Lower fume hood sash.
Wet Chemistry Laboratory - Room 209
x Turn off and disconnect all instruments from power supply.
x Cover all instruments and computers with Visqueen and secure with duct tape.
x Cover log books with Visqueen and secure with duct tape.
x Place media desiccator inside small BOD incubator to protect media from breakage and water damage.
x Lower fume hood sash.
Client Services and Sample Receiving Room - Room 232
x If time permits, facilitate backup of all data files and LIMS files.
x Unplug computer.
x Move samples from custody to main cooler.
x Secure all reports and documentation with Visqueen and duct tape. Move files from lower locations to upper shelves.
x Cover, secure, and move up all lab office supplies and bulk containers.
Metals Laboratory - Room 207
x Turn off and disconnect from power supply:
o Atomic Absorption spectrometers.
o Flow injection analysis system
o EDL power supply.
o Computers and printers
o All gas tanks.
x Cover all instruments and computers with Visqueen and secure with duct tape. x Pull vent snorkles away from equipment.
Field Services
x Staff will be responsible for securing field equipment and vehicles. Boat security will be coordinated with Ship Operations staff. Submit a list of all vehicles and boats to CMT.
MASTER PLAN53 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 53 of 83 x Fuel all HBEL vehicles.
Marine Biomedical & Biotechnology Research area:
Once a hurricane warning is announced, MBBR's hurricane task force coordinators (or designated alternates - see list page 2 of this handbook) should take the following steps to ensure that their respective areas of responsibility are secured from potential storm damage.
Hurricane Supplies:
Link Engineering Laboratory Building:
Hurricane supplies are located in the Link Engineering Building in the caged area in the Old Library and in the file storage room. Supplies consist of Visqueen, duct tape and boxes, thick ply garbage bags, flashlights and batteries.
84 - 72 hours before landfall:
All staff must move the following (boxed and labeled) to the dry storage bay of the BUNKER (8th door from South end). Items should be placed in garbage bags, tied off with duct tape and then placed inside storage boxes.
x All lab notebooks x Other paper, photo or magnetic informational materials of value or importance x Computer backups
x Ensure that adequate supplies of cryogens (CO2 tanks, dry ice, and liquid nitrogen) are on hand for emergency use.
x In addition, special instructions are listed below for specific areas.
Cell Culture and Molecular Biology Laboratories: x Autoclave and dispose of all biohazardous waste material. x Transfer valuable reagents from lab freezers to labeled boxes and place in the BUNKER walk-in freezer.
x Reagents and cell lines requiring -80C storage should be placed in -80C freezers with CO2 back- up. If possible, samples should be stored in at least two locations.
72 - 48 hours before landfall:
MASTER PLAN54 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 54 of 83 In the event of a serious storm, water is likely to come through the roof and flood work areas. Wherever possible, lift everything off of the floor and cover items securely with Visqueen.
x All staff is required to follow the steps listed below. x Move computers, chairs, papers, etc., away from windows. Cover all file cabinets, computers, lab equipment, desks, bookshelves, etc., with Visqueen or heavy-duty trash bags and secure with duct tape. x Shutdown and unplug computers and other electrical equipment. DO NOT unplug freezers or refrigerators. x Transfer all perishable freezer materials to the BUNKER walk-in freezer. x Secure and protect from water, all chemicals and other hazardous materials, specifically pyrophoric and water reactive chemicals. x Place all radioactive isotopes in individual Ziploc freezer bags; label the bags with appropriate storage conditions, isotope and activity. Hand the bags to the Radiation Safety Officer who will locate secure storage. All monitoring badges should also be handed to the RSO for safe storage. x Gather all personal items that are considered to be of value and remove them from the HBOI campus. x In addition, special instructions are listed below:
Cell Culture and Molecular Biology Laboratories: x Autoclave and dispose of all biohazardous waste material. x Shut down all mammalian cell lines by adding bleach to flasks and autoclaving.
x Shut down incubators: unplug and shut off CO2 supply. Cover with Visqueen and secure with duct tape. x Unplug subambient incubator, cover with Visqueen and secure with duct tape. x Turn off biohoods, close biohood windows, and place plywood (or other solid material) over the top vent before covering the top and front with Visqueen secured with duct tape. x Securely cover all microscopes with heavy-duty garbage bags and then cover entire table with Visqueen and secure with duct tape. x Check that Cell Biology Dewars are filled with liquid nitrogen. x Cover flow cytometer with Visqueen and secure with duct tape.
NMR Laboratory: x Shutdown NMR console and data systems according to listed procedures. x Shutdown UPS system according to listed procedures. x Cover NMR spectrometer console, UPS, and plotters with Visqueen and secure with duct tape. x Fill magnet liquid nitrogen Dewar.
MASTER PLAN55 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 55 of 83 x Make sure bore tube caps are placed in the magnet bore. Cover magnet bore and preamplifier housing with Visqueen and secure with duct tape. Alternatively, remove and secure preamplifier. x Turn off compressed air supply to NMR lab and turn off the Balston air unit.
Chemistry Laboratories: x Remove cover plates from floor drains in chemistry labs.
Facilities - Properties area:
Supplies to be stored in building directly south of Facilities building
84 - 72 Hours Prior to projected landfall
Facilities Manager or designee will meet with all staff members to go over the duties required to help safeguard the assets at HBOI
x Who is available for work
x What are the home preparation requirements
x Assignments will then be handed out
x Give training session for hurricane shutter team
x Determine campus forklift needs
x Facilities will coordinate with Purchasing for the following
x Dumpsters: All dumpsters to be emptied
x Propane: All tanks in use by Facilities, ORA and Aquaculture areas should be filled. Post storm refilling schedule should be finalized
x Fuel: All gasoline / diesel tanks to be filled
x Facilities, Engineering Utility, Aqua North, Small Boats Marina
x Pick up or remove any non-essential debris around campus
x Facilities Administrative Secretary / facilities staff will begin evacuation procedures for the Post Doc apartments, Dorms and any other tenants who may be on campus. A meeting will be held to discuss:
x Evacuation timelines
x Post hurricane checks by Facilities
x Post hurricane reinstatement
x Emergency contact numbers for all tenants
x Contents
Facilities Building:
MASTER PLAN56 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 56 of 83 x All necessary paperwork will be gathered into plastic bins (or bankers boxes) to then be moved to the hurricane shelter
x All desks, cabinets, chairs, equipment to be covered with visqueen. Personal items should be removed for safekeeping
x Sand bags will be gathered for final placement around the building later
x Cap off and secure all drums
x Secure paint storage shed
x Fill all propane portable tanks. Secure
x Carpentry equipment to be shut down & covered with visqueen
x Ready all post hurricane equipment (check existing inventory)
x Chainsaws, oil, portable generators, wiring, breakers, rope, gloves, goggles, rain gear, etc.
x Install shutters for Facilities
72 - 48 Hours Prior to projected landfall
Final assignments to be handed out to secure the campus
x ҏFinalize vehicle parking at hurricane shelter
x Finalize vehicle/ equipment parking inside facilities
x Finalize 4x4 forklift use for all areas as necessary
x Check water plant & sewer plants for proper functioning
For most buildings
x Sand bags will be delivered as necessary
x Install shutters as necessary (shutter installation team)
o Aqua North: Shutters stored in building behind facilities
o BMR East
o USDA
o Small Boasts Marina
o Johnson House
o Gate House
o Montessori school (only if needed)
o Post Doc (if material available)
o Properties building
o Library
o Education Center Annex building
MASTER PLAN57 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 57 of 83 o Ocean Discovery Center
o Aqua South 48 - 36 hours prior to landfall
A final meeting will take place with the facilities staff
Final preparations will be made to ensure:
x Exterior protection is in place
x Dehumidification/ blowers/ wet& dry vacuums & electrical cords on hand
x All chainsaws, oil, blades, gloves, goggles and ear protection is ready to go
x All water to campus buildings will be shut down except for Engineering Building
o Sewer and water and back up power will be available if the generator is working
x If possible, all fire alarms and burglar alarms will be powered down if insurance carrier and fire department is notified. We will still have a guard on rounds until such time as it is no longer safe for them to be here
x A back to work plan for the following contractors will be finalized
o Lawn
o Water/ wastewater plant operators
o Security Guards
o Electrical Service
x Pump down freshwater pond in back 40 in preparations for heavy rainfall
x Pump down all sewer lift stations
x De energize/ lock out any potentially harmful electrical sources
x Coordinate post storm contact scenarios. Update all emergency contact numbers for all facilities staff.
x Tie down/ secure any items that may pose a projectile threat
Procedures for manually starting or shutting down generators during an event that would not be considered “normal”
When a condition arises that would not fall under the “normal” fully automatic sequence of operations, the following notes applies: Only Authorized Personnel (see attached list of Authorized Personnel) shall be allowed to operate any or all equipment and associated controls that are central to the operations of the generators listed below. The following information presented below is a condensed version of what is required by each generator manufacturer. Additional maintenance and operational information should be gathered from the manufacturer’s instruction manual.
Applicable generators:
500KW Detroit Diesel at the Link Engineering Utility Building 40KW Onan at the Hurricane Shelter
MASTER PLAN58 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 58 of 83 Link Building Generator
Start-up x Reliable Assumption applicable to this procedure: Monthly and weekly maintenance checks have already been performed. x Check fuel level of storage tank and day tank to ensure adequate fuel is available. x Inspect the batteries. Look for unusual conditions, swelling, acid, and ensure battery terminals are non-corroded. Verify proper float voltage on battery charger. Inspect battery interconnect cables. x Inspect generator for any foreign objects, fuel leaks or any other unusual appearances. x Ensure main breaker on generator is in the closed position. x User must wear proper ear protection. x Before any electrical loads are transferred to generator power, and if possible, notify the affected users of the Link Engineering building. x Ensure that there is NO load on the generator before starting unit. That is, unit should be run without any electrical demands placed upon generator while the unit is started. x Move toggle switch from the “Auto” position to the “Run” position. x Once unit is running, check the following: Oil pressure Water temperature Ampere output Fault codes (if any) Voltage Frequency x Once all checks are complete and unit is running properly, then transfer the load from utility onto generator power
Shut-Down x If possible, notify users that the generator will be shutting down, and if utility power is available, that normal power will be restored. x Make sure that the load is transferred from generator to normal power if available. x Keep unit running “unloaded” for a minimum of 10 minutes of cool down before shutting off generator. x Make sure that unit is NOT shut down while a load is still present x Observe unit for any unusual conditions x Switch toggle back from “run” to “stop” position. Then place toggle in “auto” position.
MASTER PLAN59 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 59 of 83 Hurricane Shelter Generator
Start-up x Reliable assumption applicable to this procedure: Monthly and weekly maintenance checks have already been performed. x Check propane tanks to ensure adequate fuel is available. x Ensure the main propane supply line feeding the generator is ON. x Inspect the batteries. Look for unusual conditions, swelling, acid, and ensure battery terminals are non-corroded. Verify proper float voltage on battery charger. Inspect battery interconnect cables x Inspect generator for any foreign objects, fuel leaks or any other unusual appearances. x Ensure main breaker on generator is in the closed position. x User must wear proper ear protection x Before any electrical loads are transferred to generator power, and if possible, notify the affected users of the Hurricane Shelter, especially those personnel who use freezers and/ or those who have aquatic livestock in the area. x Ensure that there is NO load on the generator before starting unit. That is, unit should be run without any electrical demands placed upon generator while the unit is started. x Move rocker switch from the “Auto” position to the “Run” position. x Once unit is running, check the following: Oil pressure Water temperature Voltage output Ampere demand (if any) Fault codes (if any) Frequency of voltage x Once all checks are complete and unit is running properly, then transfer the load from utility to generator power.
Shut-Down x If possible, notify users that the generator will be shutting down, and if utility power is available, that normal power will be restored. x Make sure that the load is transferred from generator to normal power if available. x Keep unit running “unloaded” for a minimum of 10 minutes of cool down before shutting off generator. x Make sure that unit is NOT shut down while a load is still present x Observe unit for any unusual conditions x Switch rocker from “Run” to “Stop” position. Place switch in “auto” position.
Authorized Personnel as of September 25-2007
Post event inspection: After the Post Disaster Team has made rounds, the Facilities Manager and his appointees will do a hazard evaluation and assessment performed along with the HBOI safety professional(s), and note the following in a detail report to the CMT on a daily basis until the all clear return to work has been given by the CMT:
MASTER PLAN60 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 60 of 83 x STRUCTURAL SECURITY: Have the structural integrity of the building or facility validated by qualified professionals before anyone enters the facility.
x SAFE ENTRY: Contact the proper government agencies to get approval to resume occupancy of the building. Do not enter a facility or building unless the proper clearances have been attained.
x CLEAN-UP SAFETY: Implement your clean-up and business resumption processes in a safe and healthful manner. You will accomplish nothing if your employees are injured or killed during the post-disaster phase-in period. Provide training in proper selection and use of Personal Protective Equipment (PPE) for your employees and yourself such as eyewear, gloves, and dust masks/respirators for cleaning, and where appropriate in other operations.
x AIR QUALITY ASSESSMENT: Make sure the atmosphere in the workplace environment is tested for asbestos and other chemical/toxic agents. Air quality is an issue businesses may wish to pay careful attention to when restarting business operations.
x VENTILATION: Have vents checked to assure that water heaters and gas furnaces are clear and operable. Dust and debris can stop or impede airflow decreasing its quality and healthfulness. Safely start-up heating, ventilation and air conditioning (HVAC) systems, which includes prior inspection of lines before energizing and pressurizing of the systems. Test your systems now after inspection or have a qualified specialist do so. Blow cold air through HVAC systems first, as opposed to warm air, as it will help prevent the growth of mold in duct systems.
x INTERIOR, EXTERIOR EXPOSURES: For interior spaces, ensure no wall or ceiling materials are in danger of falling. If such exposures do exist, the work environment is not ready for occupancy. Check for cracked windows and outside building materials, as these could fall onto pedestrians at any time -- now and in the future.
x PROTECTION EQUIPMENT: For fire and smoke alarms it is important to assure that these have been cleaned and tested before allowing occupancy of the building. If such systems are wired into other systems ensure that they are still compatible and work in an efficient and effective manner. Thorough inspection of fire-fighting systems such as sprinkler and chemical equipment functions is a must do item.
x ELECTRICAL SAFETY: Have checks made of electrical systems, computer cables and telecommunications' equipment to ensure that they are still safe and there is no danger of exposure to electricity. Wiring inspections should be conducted from the outside in to ensure all wiring and connections are not in danger of shorting out due to water damage from rain or fire- fighting efforts.
MASTER PLAN61 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 61 of 83 x USE EXISTING FEDERAL GUIDELINES: Utilize existing start-up guidance materials provided by government agencies such as the Federal Emergency Management Agency (FEMA), http://www.fema.gov and NIOSH, http://www.cdc.gov/niosh and OSHA www.osha.gov.
x HEALTH/SANITATION ISSUES: The general facility sanitation systems with the facility should be inspected and tested to guard against potential employee exposure to toxic agents. Food sanitation should also be an issue. Any unused foodstuffs should be discarded. If the workspace has a kitchen, inspect oven hoods and other ventilation devices to ensure they are not clogged and are working efficiently.
x OFFICE FURNITURE: Inspect the furniture to ensure it can withstand expected loads and usages. Ensure that binder bins (storage devices screwed or bolted to railing systems on walls and panels) have not become unstable due to water damage or shaking due to explosions. Inspect office equipment to ensure it is level, stable, and cannot tip over.
x LIGHTING: Make sure there are adequate illumination levels for employees. Emergency lighting should be checked to ensure it operates and functions in the correct manner.
x EMERGENCY PLANNING: Ensure that there is a clear path of egress for the emergency evacuation of employees; that the fire extinguishers are still operable and that checks for damage and serviceability are made to see if any fire extinguishers' facilities were used during the disaster. If damage is found, they should be replaced immediately.
x SOLID/HAZARDOUS WASTE REMOVAL: Broken glass, debris or other materials with cutting edges should be safely gathered and disposed of immediately. Ensure that such materials can be disposed of before collection to avoid creating even bigger hazards for both employees and the public. Solid waste disposal will be an issue, especially if hazardous waste is involved. Evaluate waste disposal issues prior to beginning clean-up operations to ensure it can be properly disposed of.
x POWER CHECKS: If there is no access to electricity on the site, do not use fueled generators or heaters indoors. Ensure that there are no gas and sewer leaks in your facility. You will need to check with your local utilities for information regarding power, gas, water, and sewer usage.
x CHECK MAINFRAMES: If your facility has mainframe computer applications -- see that lines and cabling for chiller systems are checked to avoid chemical leak out.
MASTER PLAN62 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 62 of 83 x EMERGENCY PROCEDURES: Create a new emergency plan and distribute it to employees as soon as they return to work. In case of emergency, designate a place for employees to gather once out of the building or a phone number they should call following the emergency so that all can be accounted for. Frequently update the emergency contact list of names and phone numbers.
x MACHINE INSPECTIONS: Inspect the condition of drain, fill, plumbing, and hydraulic lines on processes and machines. It would be prudent to have plumbing lines evaluated and tested in order to detect any hazardous gases.
x SURFACES: Make sure flooring surfaces are acceptable and free from possible slips, trips and falls -- the second leading cause of on-the-job deaths in the U.S. ANSI standard A1264 -- protection of floor and wall openings is a good starting point.
Marine Education Center Hurricane supplies are located in the 2nd floor storage room.
84 - 72 hours prior to projected landfall
x Task Force Coordinator(s) will meet with visiting students and faculty to review Hurricane procedures so that visitors know what to expect.
x Submit list of all vehicles and boats to be stored on campus to CMT.
x Staff will move patio furniture into the building and pick up loose items and place inside building.
x All conferences, lectures, film showings to be held in the building should be postponed until "All Clear" announcement is given.
72 - 48 hours prior to projected landfall
x Using Marine Education Center van, transport students without transportation from Postdoc Housing to alternate housing in the event of an evacuation order.
x Staff to move computers, microscopes and other portable laboratory and office equipment and cover with Visqueen secured with duct tape.
x Staff to move video equipment up above the counter top level whenever possible and cover with Visqueen. Transfer all irreplaceable videotapes to Hurricane Shelter. (may be called upon after the storm has passed to help videotape damage to HBOI complex).
x Staff to cover office equipment too heavy to move and office filing cabinets with Visqueen.
x Staff will secure Marine Education pontoon boat at the marina or move to designated location for storage at a more secure location.
x Staff will park vans behind Hurricane Shelter in designated location.
MASTER PLAN63 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 63 of 83 Marine Science – slab area
72 - 48 hours prior to projected landfall
x All tanks, particularly the large aluminum tanks, are to be filled with water (east slab). In the event of a warning, loose non-floating objects can be safely submerged in these tanks and the west side raceways.
48 - 36 hours prior to predicted landfall
x All slab users will ensure that all items in their areas are secure. Check on each other and help each other.
x On the Northside, loose items from the slab and greenhouses, which cannot be submerged in tanks, should be stored in the wet lab under the supervision of the Project Manager, or designee, for this area.
Marine Mammal Research and Conservation areas
In the event that an initial Hurricane “Watch” is announced, MMRC Hurricane Task Force Coordinator and personnel will begin storm preparation for all department vehicles, watercraft and marine vessels. Upon issuance of a Hurricane “Warning”, personnel will then institute measures to prepare, transport, and protect all additional assets within the department’s area of responsibility.
84 - 72 hours prior to landfall:
Submit list of vehicles and boats to be stored on campus to CMT.
Submit list of hurricane shutter needs and personnel available to be part of the hurricane shutter team to CMT.
x Necropsy Trailer: This unit will be moved inside the safety of the Necropsy Lab at the Stranding Response Center.
Photo Identification and Administrative Labs
x Move essential equipment, systems and files to the hurricane shelter.
Volunteer Trailer and Necropsy Lab area
x Staff will clear the outside area of external equipment, cabinets, hoses, fire extinguishers and/or loose debris and move inside of either the small boats garage area or inside the necropsy lab.
MASTER PLAN64 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 64 of 83 72 - 48 hours prior to landfall - Preparations
x Personnel in all areas must prepare, pack and relocate the following items (boxed and labeled) from the respective areas to dry storage bay of the Hurricane Shelter. Because of limited shelter space, all other equipment items, house furnishings and other goods should be moved away from doors and windows, covered with Visqueen and taped thoroughly with duct tape in each building.
Marine Mammal Health Lab
x All irreplaceable slides and scientific equipment will be relocated to the hurricane shelter. All other non- essential equipment will be re-located to an interior room, wrapped in plastic garbage bags and placed on elevated tables. Staff will place sand bags at the interior and exterior of all external doors. The generator from the necropsy lab will be placed on stand-by to supplement UPS power to the minus 80 freezer.
Small Boats Marina
x Staff will then clear the outside area of the marina of any external equipment, cabinets, hoses, fire extinguishers and / or loose debris and move it inside of the small boats garage area. Any and all items of significance are to be moved to the upper indoor deck area in case of flooding. Gas pumps are to be turned off and all small vessels are to be transported out of the small boats basin area. Upon departure, the basin boat ramp is to be chained and locked to prevent re-entry of any unauthorized vessels.
x Specific items of priority that are critical for relocation to the hurricane shelter from each area are as follows:
Anderson House x All library collections, journals, publications, reports, files, slides, photographs, video collection, microscope, Hematology/Chemistry analysis equipment Administration Office, upstairs Small Boats Marina x Images, backup systems, library collection, journals, files, reports, permits, software x Photographic equipment Stranding Center, Small Boats Marina x Shut down filtration system x Roll up and secure window tarps x Secure double garage doors in locked positions x Pack and move SS buckets, weigh scales, crash cart and other misc. items to Anderson House garage Necropsy Freezer, small boats marina x Lock door with pad lock. Contact to arrange for freezer space at the bunker to store tissue and data from this freezer as well as the -20 and -80 freezers in the Marine Mammal Health Lab. Necropsy Lab x Move everything up off the floor in case of flooding, secure building.
Aquaculture Development Park area
Given the nature of the work, it is obvious that a Hurricane could have a serious impact on all projects and personnel. Consequently, the following procedures are to be used in the event that a Hurricane threatens the area. This list is intended to minimize damage, both to the physical plant and to the research.
MASTER PLAN65 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 65 of 83 These procedures are summarized into four sections: x Advance Preparations x Hurricane Watches x Hurricane Warnings x Post Hurricane Procedures
In the event of even a moderate strength Hurricane, all greenhouses may suffer potential damage. Everything inside must be treated as if it was outside. The greenhouses have concrete base, moderately sturdy framework, but the fiberglass and metal coverings may be damaged or go, leaving the contents open to wind and rain.
A. Advance Preparations
These preparations are made prior to the Hurricane season and should be incorporated into daily operations. Also, remember that all personnel have dual responsibilities -- home as well as work.
1. The personnel on each project are responsible for keeping their respective areas free from loose items and debris. Tools and materials should be kept in their centralized locations after their immediate use is no longer required.
2. The Safety Representative will be responsible for maintaining a supply of expendable materials that will be needed to prepare for a Hurricane. Such materials will include rope, strapping tape plastic, garbage bags, and wood.
3. Each individual project manager is responsible for determining special needs and making the necessary preparations. When setting up operations in the greenhouse or outside, thought should be given to security in the event of a Hurricane.
4. Room will be made available in one of the constant temperature rooms for storage of critical populations, inoculum, etc. These rooms and the metal greenhouse will have emergency air available in the event of a prolonged power outage.
84 - 72 Hours prior to predicted landfall
In the event of an official Hurricane Watch being posted by the weather bureau or of a threatening tropical storm, a Hurricane Watch will be in effect and preparation should begin in anticipation of possible storm damage. Complete your home preparations as much and as soon as practical.
1. What can we do to minimize the impact to ongoing research?
2. Do we want to take fish off of feed?
3. Do we want to reallocate fish to decrease tank densities?
4. What equipment can be shut down to minimize the load on the generator?
5. Each user group is to define an “Action plan” that outlines what is to be done by a first responder and when to refer decisions to a higher party on the decision making ladder.
x The Task Force Coordinator or designee will be the person to inform you if a Hurricane Watch is in effect and will oversee all preparations. In his absence, the Center Director will appoint someone.
MASTER PLAN66 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 66 of 83 x All available personnel will report to work to begin preparations. The area Safety Representative will notify staff if the watch occurs outside of normal working hours. During working hours the area Safety Representative will be responsible for answering the phones, communications with Facilities personnel and keeping track of center staff during the watch. Center staff should notify the Task Force Coordinator or Safety Representative when reporting for work or when leaving for home.
x Unless otherwise noted, the Task Force Coordinator and Aquaculture facilities personnel will be responsible for the physical plant (e.g., seawater pumps, air blowers, building exterior, etc.). Personnel of each project are responsible for their respective work areas, offices, and personal items.
x The Task Force Coordinator and Aquaculture facilities crew will securing the pump station, preparing window shutters, and other such structural precautions.
x Each person must decide what to do with personal items and make the necessary preparations. Books and other personal items are not covered by Harbor Branch's insurance.
x In the storage areas, numerous items will become airborne during high winds. The securing and cleanup of this area will be a group effort. This area is for storage of reusable items only. All trash should be placed in the dumpster.
48 - 36 hours prior to predicted landfall
If a Hurricane is expected to strike the Task Force Coordinator or designee will advise staff that a Hurricane Warning is in effect and final preparations for the storm will begin immediately. Remember to consider travel problems between home and work.
x Greenhouse users will ensure that their areas are secure. Remember -- think of it as outdoors. Check and help each other.
x The Task Force Coordinator and his facilities crew will make final structural preparations for the storm.
x The autoclave and other unused equipment will be turned off and disconnected from electrical power. All electric appliances and other water-damageable items will be secured and placed on counter tops where possible. This includes office computers, printers, typewriters.
x Fill empty tanks with water and anything else that will hold water.
x Task Force Coordinator and Center Director will make the last inspection of the premises prior to leaving. Personnel should not plan on using the ACTED building as an evacuation site.
The following list constitutes the working parties for the various areas. The first named will be responsible:
Northside: Slab and aluminum shed - Hurricane Bunker – ORA Glass Greenhouse East & West –
Southside Aquaculture Development Park –
MASTER PLAN67 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 67 of 83 H2 – H3 –) H4 –H5 & H6 – I Hatcheries – Holding Room – Breezeway – ACTED Classroom – Aquatic Animal Health Lab – Feed Room- USDA Analytical Lab –
The final decision to turn off live animal support systems will be made by the Center Director and Task Force Coordinator, or his / her designated alternate, no less than 6-12 hours prior to expected landfall. Once this decision has been reached and all appropriate action has been taken, all remaining personnel MUST evacuate.
x Before you leave – make sure your supplies (e.g., flashlights, raingear) are easily accessible, so that when you return, you will not have to search for them.
x First Aid Kit Stocked?
ACTED CLASSROOM and OFFICE AREA
SHUT DOWN
x Disassemble & cover classroom computer;
x Disassemble & cover computers, move hard drives from floor & place on higher ground;
x Protect microscopes and LED projector;
x Protect ACTED teaching equipment and supplies;
x Move items off floor in classroom and cover;
x Cover fax machine;
x Cover photocopier;
x Cover desktop and color printer;
x Place current year’s files into plastic bin;
x Change message on voice mail;
x Move bicycles and bicycle stands to ACTED restroom area;
x Move recycle and outdoor trash bins indoors;
MASTER PLAN68 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 68 of 83 RE – START
x Move bicycles & bicycle stands back outside;
x Move recycle bins outside;
x Move computer’s and other items back;
x Move files back to cabinets;
x Check messages (if any) on voice mail;
ACTED LAB and Upstairs Office
SHUT DOWN
x Move computers and equipment from floor to tables;
x Unplug all non-essential equipment;
x Cover and protect all computers and equipment;
x Remove and store appropriately critical reagents and samples from refrigerator and freezer;
x Secure and store hazardous dry reagents and chemicals;
x Turn off water to sink area (valves under sink).
RE-START
x Check function of refrigerator and freezer, once temperature reached, replace materials;
x Uncover and restart all computers and equipment as needed (check functionality and calibrate if needed);
x Reshelve dry reagents and chemicals that were secured;
x Turn on water to sink, post non-potable water sign nearby.
BREEZEWAY
SHUT DOWN
x Secure loose items and equipment outside;
MASTER PLAN69 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 69 of 83 x Backwash and top-off all tanks;
x Shut down any non-vital electrical;
x Discontinue feeding;
x Make sure reservoirs are full;
x Coordinate staff for check-in and return times;
x Secure large tank lid;
x Store and secure essential items;
RE – START
x Report any initial safety concerns (i.e. electrical lines or structural damage);
x Check fish;
x Photograph facilities for insurance records;
x Properly dispose of mortalities;
x Record damage;
x Check water quality of running systems;
x Check reservoir;
x Replace stored items;
HOLDING ROOM
SHUT DOWN
x Secure loose items and equipment outside;
x Spray down and clean all tanks;
x Shut down any non-vital electrical (i.e. heaters, aquarium lights);
x Discontinue feeding;
x Make sure reservoirs are full;
x Coordinate staff for check-in and return times;
x Store and secure essential items;
x Check emergency air supplies as applicable;
x Clean up any loose debris or material inside;
x Secure structures for impending storm;
x Fill as many clean, empty tanks as possible with freshwater;
x Cover sensitive items w/ visqueen;
MASTER PLAN70 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 70 of 83 x Shut down all non-essential equipment;
x Pack all non-essential equipment and supplies for indoor storage;
RE – START
x Report any initial safety concerns (i.e. electrical lines or structural damage);
x Check snails;
x Record damage;
x Check water quality of running systems;
x Check reservoir;
x Replace stored items;
x Photograph facilities for insurance records;
x Properly dispose of mortalities;
x If power is out, drain all aquariums;
x Use chlorine for disinfection of facilities;
x Once electricity is restored, begin to restore facilities and systems.
AQUACULTURE PARK FACILITIES
SHUT DOWN
x Inventory supplies and feed;
x Purchase chlorine for disinfection;
x Inventory and photograph facilities for insurance records;
x Board windows of ACTED and USDA Analytical Lab;
x Tie down debris, secure sheds and any equipment located outside;
x Fuel generators w/ gas or propane, make sure supply is on hand;
x Check that seawater and freshwater airlines are secure;
x Arrange for dumpsters to be emptied, otherwise, make sure lids are secured shut;
x Fill all tanks and reservoirs to maximum capacity;
x Feed animals at least six hours prior to evacuation;
x Euthanize any non-essential animals or exotics;
x Remove educational displays and signs;
x Secure picnic tables and other outdoor furniture to building columns with nylon rope;
MASTER PLAN71 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 71 of 83 x Turn on oxygen to culture units;
x Turn off and unplug all non-essential equipment except for refrigeration;
x Electrical breakers and switches are in position;
x Turn off fans and louvers in greenhouse buildings;
x Make sure O2 storage tank is full;
x Secure respective office areas;
x Lock and secure doors.
RE – START
x Before entering workplace, facilities must be cleared for safety;
x Photograph facilities for insurance records;
x Properly dispose of mortalities;
x If power is out, drain all filtration units;
x Use chlorine for disinfection of facilities;
x Check seawater and freshwater lines;
x Check for fallen electrical wiring; if all clear, gather all staff on site in one location and begin to restore electrical service
x Have staff go to respective areas to see if power is restored to their respective areas;
x Begin clean up process as directed by Center Director or Task Force Coordinator.
VEHICLES
x Submit list of HBOI vehicles to be parked on campus or at bunker area to CMT;
x Move HBOI vehicles to bunker area, across Old Dixie Highway.
AQUATIC ANIMAL HEALTH LAB
x Cover all equipment;
x Make sure freezers are hooked to generators;
x Make sure there is back up CO2.
FEED LAB
SHUT DOWN
MASTER PLAN72 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 72 of 83 x Cover and unplug all equipment;
x Walk in freezer should remain cool for a few days.
RE – START
x Check status of freezer;
x Begin to power up and uncover equipment.
I – HATCHERIES
SHU T DOW N
x Impending storm – disconnect sterilizer/autoclave from main box;
x Power needs to be maintained. Check emergency supplies and generator operation;
x Turn off incubators;
x Backup stock algae cultures need to be stored in alternative location;
x Clean up any loose debris or material;
x Secure structures for impending storm;
x Fill as many clean, empty tanks as possible with seawater;
x Cover sensitive items with visqueen;
x Shut down all non-essential equipment;
x Pack all non-essential equipment and supplies for indoor storage;
x Turn off all unused electrical breakers.
RE – START
x Once storm has passed, check to see if power is on, if not, power must be restored A.S.A.P.
H2
General Preparedness
x Determine who will remain in the area;
x Assign first responder;
x Post emergency contact numbers;
x Post action plan on FUNL and Nursery;
x Unlock doors;
x Gather flashlights and batteries
x Move vehicle to safe place
MASTER PLAN73 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 73 of 83 x Ozone system offline 24 hours prior (2 generators, air dryer, air conditioner, 2 pumps ~ 25 A).
SHUT DOWN
x Secure systems with fish in them;
x Disconnect and store analytical equipment;
x Ensure all tools and equipment are stored and properly secured;
x Secure free - standing and loose equipment, cabinets, and machinery as needed
x Fill empty tanks 72 hours prior;
x Take fish off feed 36-48 hours prior;
x Back flush and water exchange 24 hours prior;
x Flush drain lines;
x Assemble sump pump, diaphragm air pumps, extra airline tubing, fittings, etc.;
x Move and store portable generator in building;
o General maintenance and startup of generator
o 4 quarts oil, extra spark plug
o Fill gas cans (4)
x Gather extension cords;
x New batteries for DO meter;
x Take unused equipment offline.
Contingency Preparations
x Install and connect diaphragm pumps in nursery;
x Run emergency oxygen backup lines and drops to nursery systems.
H3 – Nutrition Lab
SHUT DOWN
x Fill empty tanks 72 hours prior;
x Take fish off fee 36-48 hours prior;
x Back flush and water exchange 24 hours prior;
x Prepare system to transfer fish to if need arises;
x Assemble buckets, nets, etc. for fish transfer;
x Turn off exhaust fans;
x Disconnect and store analytical equipment;
MASTER PLAN74 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 74 of 83 x Ensure all tools and equipment are stored and properly secured;
x Secure free-standing and loose equipment, cabinets, and machinery as needed.
RE-START
x Report any initial safety concerns (e.g., electrical lines or structural damage);
x Check fish;
x Record damage;
x Open louvers;
x Check water quality of running systems;
x Check reservoir;
x Replace stored items.
H4
SHUT DOWN
x Secure loose items and equipment outside of CRL;
x Check LOX tank level, refill if necessary;
x Brace and secure large and small louvers;
x Pack and store glassware and electrical equipment;
x Remove any unnecessary items from building;
x Check and secure all doors;
x Shut down any non-vital electrical;
x Discontinue broodstock feeding;
x Set up stock culture of rotifers;
x Move any perishables (hormones, instant algae) to Center;
x Euthanize live feeds and larvae;
x Make sure reservoirs are full;
x Coordinate staff for check-in and return times;
x Ensure LOX delivery to tanks;
x Store and secure essential items;
x Store ice in holding room freezer;
x Service and test WINCO generator.
RE - START
x Report any initial safety concerns (i.e. electrical lines or structural damage);
MASTER PLAN75 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 75 of 83 x Check fish;
x Record damage;
x Open louvers;
x Check LOX tank;
x Check water quality of running systems;
x Check reservoir;
x Replace stored items;
HOLDING ROOM
USDA ANALYTICAL LAB
SHUT DOWN
x Cover analytical equipment & store high;
x Turn off non-essential equipment;
x Prepare generator for essential equipment such as refrigerator and ultra freezer;
x Secure and store Hazardous materials;
x Place all equipment on bench top;
x Cover equipment with visqueen;
x Consolidate refrigerators;
x Move portable generator to back of building;
o General maintenance and start-up of generator
o 4 quarts oil, extra spark plug
o Fill gas cans (4)
MASTER PLAN76 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 76 of 83 o Ultra cold, feed freezer, sample freezer, refrigerator
x Board up windows.
NUTRITION LAB
SHUT DOWN
x Fill empty tanks 72 hours prior;
x Take fish off feed 36-48 hours prior;
x Back flush and water exchange 24 hours prior;
x Prepare system to transfer fish to if need arises;
x Assemble buckets, nets, etc. for fish transfer;
x Turn off exhaust fans;
x Take unused equipment offline.
RE-START
x Report any initial safety concerns (e.g., electrical lines or structural damage);
x Check fish;
x Record damage;
x Open louvers;
x Check water quality of running systems;
x Check reservoir;
x Replace stored items;
STARR – H5 & H6
SHUT DOWN
x Check diesel tank levels for generator operation. Notify Task Force Coordinator if tanks need to be filled;
x Check generator hook up and operation;
x Pick up any debris around STARR, Holding Room, and Feed Room;
x Check Oxygen tank level, refill if necessary;
x Brace an secure large and small louvers in STARR ;
x Pack and store fragile glassware and electrical equipment in ACTED classroom;
x Remove unnecessary items from STARR;
MASTER PLAN77 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 77 of 83 x Check and secure all doors;
x Shut down any non-vital electrical;
x Take any fish off feed;
x Secure feed room;
x Make sure reservoirs are full;
x Coordinate staff for check-in and return times;
x Arrange for generator for feed room air conditioners.
RE – START
x Report any initial safety concerns (e.g., electrical lines or structural damage);
x Record STARR and Holding room damage;
x Check main generator and propane tank levels;
x Check water quality of running systems;
x Check STARR reservoir;
x Monitor fish health;
x Remove louver braces;
x Pending Center Director notification, begin to replace stored items.
24 Hours prior to storm making landfall:
1. Store important equipment in ACTED. 2. Shut down unnecessary equipment. 3. Do we want to start the tank-oxygen backup system prior to leaving?
Gate House – Access control:
PST on duty at the time a Hurricane Watch or Warning is announced shall coordinate with the EH&S department, Executive Director, Associate Executive Director for Operations, as necessary, to:
x Advise other visitors (e.g., vendors, contractors) to the HBOI complex that we are under a Hurricane Watch/Warning and in the midst of making the necessary preparations. The gate should be closed off to all but employee traffic, emergency vehicles, and city/county repair vehicles.
MASTER PLAN78 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 78 of 83 ATTACHMENT C – Designated Safe Areas / Storm Shelters
Visitors / Students Johnson Education Center Auditorium
Or Designated Internal Offices & Restrooms
Link Engineering Building
Administration offices Restrooms, Records Room, Human Resources Office
Ship Operations Designated Internal Offices & Restrooms
Sub Bay Designated Internal Offices & Restrooms
Engineering Designated Internal Offices & Restrooms
Second Floor HBEL, BM&BR Designated Internal Offices & Restrooms
Other areas:
Education Center Auditorium & Restrooms
Marina area Auditorium & Restrooms
Anderson House Auditorium & Restrooms
Larizza House Education Center Auditorium
Library Restrooms or Education Center Auditorium
Properties Building Education Center Auditorium
Information Technology Restrooms or Education Center Auditorium
Annex West Restrooms or Education Center Auditorium
Ocean Discovery Center Restrooms
North Campus:
HBOI / FAU Building Restrooms
Haz Mat Building Johnson House
All others Johnson House
Aquaculture South
ACTED Building Designated Internal Offices & Restrooms
ORA Hatcheries/Packout ACTED Building Restrooms
Aqua/USDA Hatcheries ACTED Building Restrooms
MASTER PLAN79 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 79 of 83 ATTACHMENT D – Designated Assembly Areas for Headcount
Visitors / Student Parking area in front of building they are visiting
Engineering Building
Administration Offices Along West wall across the street
Purchasing Southwest parking lot
Ship Operations Southeast parking lot
Sub Bay Southeast parking lot
Engineering East Side parking area
HBEL NW Employee parking area
MB&BR NW Employee parking area
Other locations
Anderson House SE parking lot
Education Center East parking area
Ocean Discovery Center Back of parking lot
Library West parking area
Campus Housing Front parking lot
Marina area Area East of old Science Bldg.
Larizza House NE parking lot
Properties Building Link Engineering Parking Lot – South end
Information Technology Johnson Annex West Parking Lot
Marine Education Annex West West Parking Area
Marine Education Annex East South Parking Area of Ed Ctr.
HBOI / FAU Building North parking area
Haz Mat Building South side of building
ACTED Building ACTED front parking area
Hatcheries / Packout Northeast parking area
ORA Office (Larizza) Northeast parking area
ORA Hatcheries Acted front parking area
MASTER PLAN80 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 80 of 83 ATTACHMENT E – Emergency Coordinators / First Responders
Emergency Coordinators: Primary Alternate
Aquaculture areas
USDA
Marine Biomedical & Biotechnology
Information Technology
Engineering
Facilities
Environmental Lab
ORA
Link Engineering Admin.Offices
Marine Mammal
Ship Operations
Marine Maintenance
Sub Bay
Marine Science
First Responders:
All areas
Campus EMT
HBOI / FAU Building
MASTER PLAN81 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 81 of 83 Attachment “F” Shut Down Procedures
In the event of an Emergency Evacuation, the following “Shut Down” procedures shall be followed, if they can be done quickly and time allows.
x Seal and secure container cap on any open hazardous chemical or flammable containers that are being used.
x Secure 5-gallon containers of Chlorine.
x Stop welding operations and conduct shut down of tanks.
x Store flammables in flameproof cabinets.
x Push any pallets of flammables sitting in the receiving area out of the building.
x Turn off all fuel and chemical pumps.
Fuel Pumps
x Propane Tanks
x Chlorine pumps – Link and Post Doc buildings
x Turn of all “cookers”, “fryers” or “distillers”.
x Turn off any space heaters.
x Turn of all electrical and open flame burner.
x Closed fire door on room when the last person exits.
x Pull Submersibles out of Sub Bay if time allows.
Notify your Emergency Coordinator when you get to your assembly area if any of the above was NOT completed. Emergency Coordinator will inform Fire Department on scene of status of chemical and fuel shut down.
Hurricane Shut Down Procedures are listed in the Hurricane Attachment “A”.
MASTER PLAN82 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 82 of 83 ATTACHMENT H – Post Disaster Team
MASTER PLAN83 - SUPPORTING DATA ELEMENT 18 Coastal Management -- APPENDIX A Pg. 83 of 83