Plant Emergency Planning and Preparedness

Participant Guide 2015 Edition

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PLANNNING EMERGENCY NOTICE AND DISCLAIMER CONCERNING LIABILITY The Propane Education & Research Council (PERC) is GPA, and the industry members make no warranty or a non-profit 501(c) 6 trade organization authorized guarantee as to the accuracy or completeness of any by the Propane Education and Research Act of 1996 information published in this document. (PERA), Public Law 104-284. PERC was created “to The procedures and information in this document enhance consumer and employee safety and training, are intended to implement the standards set forth to provide for research and development of clean and in the documents referenced with capabilities of efficient propane utilization equipment, and to inform the personnel and equipment available. It does not and educate the public about safety and other issues create new standards or criteria for compliance. The associated with the use of propane.” order of steps in any procedure may or may not be of PERC is governed by a 21-member Board of Directors importance. This material is not sold nor is it a product appointed by the National Propane Gas Association of any consulting or engineering activity. (NPGA) and the Gas Processors Association (GPA). Users of this document should consult the law of their PERC program beneficiaries include propane retail individual jurisdictions for codes, standards, and legal marketers, producers, transporters, and agricultural requirements applicable to them. This document is cooperatives, as well as representatives of allied not intended nor should it be construed to (1) set service and supply industries (industry members). forth policies or procedures that are the general The recommendations, standards, or recommended custom or practice in the propane industry; (2) practices, as reflected in this document, were establish the legal standards of care owed by propane developed by independent consultants retained distributors to their customers; or (3) prevent the user by PERC. While PERC administers the process of from using different methods to implement applicable obtaining the information, it does not independently codes, standards, or legal requirements. test or verify the accuracy of the information or By disseminating or publishing this document, PERC methods used to collect the data that support the is not undertaking to render any professional or conclusions or recommendations reflected in this other service to or on behalf of any person or entity. document. PERC, NPGA, GPA, and the industry members are not PERC, NPGA, GPA, and the industry members disclaim undertaking to perform any duty owed by any person any liability for any personal injury, property damage, or entity to any third party. Anyone reading or using business losses, or other damages of any nature this document should rely on his or her own judgment whatsoever, whether special, indirect, consequential, or, as appropriate, seek the advice of a competent or compensatory, directly or indirectly resulting from professional in determining the exercise of reasonable the publication, use, or reliance on this document, care in any and all circumstances or any information, apparatus, method, process, or similar item disclosed in this document. This disclaimer of liability shall apply even if such loss or Propane Education & Research Council damage results, in whole or in part, from any acts 1140 Connecticut Ave. NW or omissions of or by any negligence on the part of Suite 1075 PERC, NPGA, GPA, or the industry members or any Washington, DC 20036 persons who contributed to the development of the 202-452-8975 information contained in this document. PERC, NPGA, www.propanecouncil.org

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ACKNOWLEDGEMENTS

PERC gratefully acknowledges the generosity and We also gratefully acknowledge the technical input cooperation of the following companies for providing and guidance of the following individuals, who served personnel, equipment, and technical assistance: as subject matter experts and reviewers: ◊ Crystal Flash Energy, Grand Rapids, MI ◊ Bryan Lewis, CHS Inc. ◊ CHS Inc., Inver Grove Heights, MN ◊ Dennis Patrick, Crystal Flash Energy ◊ Ferrellgas, Liberty MO ◊ Dennis Cruise, Propane Training Services, LLC ◊ Gas Equipment Company, Earth City, MO ◊ Fred Heideman, Ferrellgas ◊ Oklahoma LP Gas Research, Marketing and ◊ James Hilliard, Revere Gas & Appliance, Inc. Safety Commission, Oklahoma City, OK ◊ John Ketchum, Gas Equipment Company ◊ Revere Gas & Appliance, Inc., Hartfield, VA ◊ Ken Mueller, CHS, Inc. ◊ Superior Energy Systems, Columbia Station, OH ◊ Mike Walters, Superior Energy Systems ◊ Paula Cowart, OK LP Gas Research, Marketing and Safety Commission. ◊ Randy Warner, Ferrellgas

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CONTENTS

INTRODUCTION: PLANT EMERGENCY PLANNING AND PREPAREDNESS ...... 7 LESSON 1: OVERVIEW OF PLANT EMERGENCIES ...... 9 Lesson Introduction ...... 9 What is a Plant Emergency? ...... 10 Types of Plant Emergencies ...... 10 What Is an Emergency Action Plan (EAP) ...... 12 Components of an EAP ...... 13 Codes and Regulations ...... 14 LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT ...... 19 Lesson Introduction ...... 19 Benefits of Identifying and Assessing Your Potential Emergencies ...... 20 Data Sources for Identifying and Assessing Emergencies ...... 21 The Emergency Assessment Process ...... 23 Resource Assessment ...... 27 CLASSROOM ACTIVITY: IDENTIFYING AND ASSESSING YOUR EMERGENCIES AND INTERNAL RESOURCES . . 29 LESSON 3: EMERGENCY NOTIFICATION PROCEDURE ...... 31 Lesson Introduction ...... 31 Employee Alarm System ...... 32 Designee for Alerting Others ...... 33 Notifying Emergency Responders ...... 33 Notifying Utility Companies ...... 34 Notifying Company Officials ...... 35 Notifying NRC and DOT ...... 36 CLASSROOM ACTIVITY: REVIEWING YOUR EAP'S EMERGENCY NOTIFICATION PROCEDURES ...... 39 LESSON 4: EMERGENCY EVACUATION PROCEDURES ...... 41 Lesson Introduction ...... 41 Identify Conditions for Evacuation ...... 42 Determining Roles and Responsibilities during an Evacuation ...... 44 Establishing Evacuation Exits and Routes ...... 46 Assisting Individuals with Disabilities and Limited English ...... 47 Accounting for Employees after an Evacuation ...... 48 Personal Protective Equipment (PPE) for Evacuations ...... 49 Knowing When to Shelter-in-Place ...... 50 How to Shelter-in-Place ...... 51 CLASSROOM ACTIVITY: REVIEWING YOUR EAP'S EVACUATION PROCEDURES ...... 52

5 RESOURCES GLOSSARY LESSON 6:EAPDISTRIBUTION, MAINTENANCE, ANDTRAINING LESSON 5:COLLABORATION INEMERGENCYMANAGEMENT 6 Section 4:Training Evaluation andDocumentation Section 3:TRaining Topics andMethods Section 2:Training SessionsandInstructors Section 1:Training Participants Introduction TRAINING PLAN(Template) Appendix B:AssemblyAreas Appendix A:Evacuation Exits andRoutes Section 4:Emergency Evacuation Procedures Section 3:Emergency Notification Procedures Section 2:Emergency Personnel Information Internal Resources Emergency AssessmentWorksheet Section 1:Emergency IdentificationandAssessment Introduction EAP Review Log EMERGENCY ACTION PLAN(Template) CLASSROOM ACTIVITY: REVIEWINGYOUR TRAININGPLAN Make Emergency PlanningPart ofYour Culture EAP Training EAP Maintenance EAP Distribution Lesson Introduction Strategies for Collaboration External OrganizationsandPersonnel ROLES CLASSROOM ACTIVITY: REQUIREDKNOWLEDGE ANDSKILLS IDENTIFYING FOR INTERNALEMERGENCY Employee Roles andResponsibilities Coordinating withOthers duringanEmergency Collaborating withOthers before anEmergency Benefits ofCollaboration Lesson Introduction ......

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113 111 110 109 107 105 104 103 100 87 81 71 53 98 96 95 94 93 91 90 89 80 79 73 73 72 71 68 65 63 58 58 55 54 53 EME PLA INTRODUCTION: PLANT EMERGENCY PLANNING AND PREPAREDNESS EME PLA

his course provides propane plant managers and operations personnel with the practical knowledge, skills, and tools necessary for effectively planning and responding to their Tunique emergency situations. After completing this training, you should be able to: ◊ Define the purpose and components of an emergency action plan. ◊ Identify the emergencies that could potentially occur at your plant and their impact. ◊ Identify emergency notification procedures for your plant. ◊ Identify emergency evacuation procedures for your plant. ◊ List strategies for collaborating with others prior to and during an emergency. ◊ Identify procedures for distributing, maintaining, and providing training on your emergency action plan.

This course is organized into the following six lessons: ◊ Lesson 1: Overview of Plant Emergencies. ◊ Lesson 2: Emergency Identification and Assessment. ◊ Lesson 3: Emergency Notification Requirements. ◊ Lesson 4: Emergency Evacuation Procedures. ◊ Lesson 5: Collaboration in Emergency Management. ◊ Lesson 6: EAP Distribution, Maintenance, and Training.

7 This course uses an active, participative approach to training. Specific training methods used in this course include: ◊ Presentation of key content. ◊ Group discussion. ◊ Group activities. Note: It is recommended that you bring your plant’s current emergency action plan and training plan to class so that you can evaluate them during training, share ideas with each other, and take steps for improving the plans. If you don’t have an emergency action plan or training plan, you can use the templates in the Resources setion of this guide during training.

8 LESSON 1: OVERVIEW OF PLANT EMERGENCIES EME PLA

LESSON INTRODUCTION his lesson provides introductory information about plant emergencies and how to prepare for them. During this lesson, you will learn about different types of plant emergencies, both propane- and non-propane related. You will also learn what an emergency action plan T(EAP) is, what should be included in an EAP, and applicable codes and regulations.

After completing this lesson, you should be able to: ◊ Provide examples of different types of plant emergencies. ◊ Define the purpose and main components of an EAP. ◊ List the different codes and regulations that are pertinent to the development of EAPs.

9 Types of Plant Emergencies LESSON 1: OVERVIEW OF PLANT EMERGENCIES

WHAT IS A PLANT EMERGENCY? A plant emergency is a sudden, unforeseen situation that: ◊ Potentially threatens your employees, customers, or the public; ◊ Disrupts or shuts down your operations; or ◊ Causes physical or environmental damage that requires immediate action.

TYPES OF PLANT EMERGENCIES Emergencies at propane plants may be both propane related and non-propane related.

PROPANE RELATED EMERGENCIES Propane related incidents may include fire, explosions, or unintended release. The majority of propane incidents are handled safely and successfully by the local propane marketer with assistance from the local fire department if needed. However, larger scale propane related emergencies such as fires or explosions involving large stationary tanks can also occur at plants. These types of major propane incidents may require resources from a number of different agencies to safely and efficiently resolve the problem.

10 LESSON 1: OVERVIEW OF PLANT EMERGENCIES Types of Plant Emergencies

NON-PROPANE RELATED EMERGENCIES Non-propane related emergencies may also occur at propane plants and include natural, technological, or manmade incidents.

Natural incidents: These emergencies are due to a force of nature and are often dependent upon the geographic location of the propane plant and other environmental factors. They may include: ◊ Floods. ◊ Drought. ◊ Hurricanes. ◊ Landslides/mudslides. ◊ Tornadoes. ◊ Lightning. ◊ Wildfires. ◊ Snow/Ice/Hail. ◊ Earthquakes. ◊ Extreme Heat/Cold.

Technological incidents: These emergencies are non-natural. Some examples include: ◊ Chemical release and fires (e.g., magnesium, anhydrous ammonia). ◊ Hazardous reactions between chemicals and other substances (e.g., adding water to a magnesium fire leads to explosions). ◊ Radiological and nuclear incidents. ◊ Vehicle accidents. ◊ Railcar leak/fire. ◊ Structural collapse. ◊ Power/utility failure. ◊ Information technology failure. ◊ Telecommunication failure.

Manmade incidents: These emergencies are due to human action and may involve: ◊ Civil disturbances. ◊ Workplace violence. ◊ Arson. ◊ Bomb threat. ◊ Employee fraud. ◊ Hostage situation. ◊ Terrorism. ◊ Sabotage. ◊ Strikes.

11 What Is an Emergency Action Plan (EAP)? LESSON 1: OVERVIEW OF PLANT EMERGENCIES

WHAT IS AN EMERGENCY ACTION PLAN (EAP)? An emergency action plan (EAP) does exactly what its name indicates—describes the appropriate actions to take in an emergency. By establishing these actions ahead of time, you and your employees can act quickly and according to plan. Well-developed EAPs and proper employee training reduce the likelihood of injuries and structural damage to the plant during emergencies. Putting together an EAP that deals with those potential emergencies specific to your plant is not difficult. It involves evaluating your workplace and identifying the appropriate actions that employees may take during different types of emergencies. It takes into account your specific plant layout, structural features, and emergency systems. Organizations with multiple propane plants should develop separate EAPs for each location because of different potential threats and required response actions. OSHA requires that companies with more than 10 employees have a written EAP. Companies with 10 or fewer employees have the option of communicating their EAP verbally.

12 LESSON 1: OVERVIEW OF PLANT EMERGENCIES Components of an EAP

COMPONENTS OF AN EAP At a minimum, OSHA requires EAPs to include: ‰‰Emergency procedures and escape route assignments. ‰‰Procedures to be followed by employees who remain to operate critical plant operations before they evacuate. ‰‰Procedures to account for all employees after an emergency evacuation has been completed. ‰‰Procedures to be followed by employees performing rescue or medical duties. ‰‰Procedures for reporting fires and other emergencies at the plant. ‰‰Names or job titles of persons who can be contacted by employees for further information about the plan or explanation of duties under the plan. It’s also a good idea to include these elements in your EAP, although they are not specifically required by OSHA: ‰‰A description of the alarm system to be used to notify employees and others (including disabled individuals) to evacuate or take other actions. ‰‰The site of an alternative communications center to be used in the event of a fire or explosion. ‰‰A secure location, on or off site, to store originals or duplicate copies of accounting records, legal documents, your employees’ emergency contact lists, and other essential records. See Lesson 6 and Resources for additional information about EAPs.

13 Codes and Regulations LESSON 1: OVERVIEW OF PLANT EMERGENCIES

CODES AND REGULATIONS

OSHA STANDARD 29 CFR 1910 OSHA requires companies to develop EAPs using the guidelines found in 29 CFR 1910. Specific subparts of the 29 CFR 1910 code that relate to EAPs include: ◊ 29 CFR 1910.36: Design and construction requirements for exit routes. ◊ 29 CFR 1910.37: Maintenance, safeguards, and operation features for exit routes. ◊ 29 CFR 1910.38: Emergency action plans (EAP). ◊ 29 CFR 1910.39: Fire prevention plans (FPP). ◊ 29 CFR 1910.120(q): Hazardous Waste Operations and Emergency Response. ◊ 29 CFR 1910.146(k): Permit-Required Confined Spaces. ◊ 29 CFR 1910.156: Fire Brigades. ◊ 29 CFR 1910.157: Portable fire extinguishers. ◊ 29 CFR 1910.160: Fixed extinguishing systems. ◊ 29 CFR 1910.164: Fire detection system. ◊ 29 CFR 1910.165: Employee alarm systems. Additionally, OSHA Publication 3122: Principal Emergency Response and Preparedness Requirements and Guidance, provides a broad view of emergency planning requirements across OSHA standards. The following flowchart summarizes the OSHA standards that refer to EAPs and additional emergency planning procedures.

14 LESSON 1: OVERVIEW OF PLANT EMERGENCIES Codes and Regulations

15 Codes and Regulations LESSON 1: OVERVIEW OF PLANT EMERGENCIES

OTHER OSHA PUBLICATIONS OSHA offers more than 100 documents including brochures, fact sheets, posters, pocket cards, flyers, technical documents, and a quarterly magazine that can help you with your emergency planning. These documents are available online at www.osha.gov or by calling (202) 693-1888. Some of these documents include: ◊ OSHA 2056: All About OSHA. ◊ OSHA 2209: OSHA Handbook for Small Business. ◊ OSHA 3000: Employer Rights and Responsibilities Following an OSHA Inspection. ◊ OSHA 3021: Employee Workplace Rights. ◊ OSHA 3047: Consultation Services for the Employer. ◊ OSHA 3071: Job Hazard Analysis. ◊ OSHA 3075: Controlling Electrical Hazards. ◊ OSHA 3077: Personal Protective Equipment ◊ OSHA 3079: Respirator Protection. ◊ OSHA 3084: Chemical Hazard Communication. ◊ OSHA 3110: Access to Medical and Exposure Records. ◊ OSHA 3114: Hazardous Waste and Emergency Response.

16 LESSON 1: OVERVIEW OF PLANT EMERGENCIES Codes and Regulations

FIRE SAFETY ANALYSIS (FSA) Beginning with the 2001 edition of NFPA 58, operators or owners must prepare a written Fire Safety Analysis (FSA) for propane facilities having ASME containers of aggregate storage greater than 4,000 gallons water capacity. The FSA is a self-conducted audit of the safety features of a propane installation and an assessment of the means to minimize the potential for inadvertent propane releases from storage containers and during transfer operations. The FSA also includes an evaluation of the capabilities of local emergency response agencies as well as an analysis of potentially hazardous exposures from the installation to the neighborhood and from the surroundings to the LP- Gas facility. The primary FSA requirements in the 2014 edition of NFPA 58 include the following: ◊ The planning for the response to incidents including the inadvertent release of LP-Gas, fire, or security breach shall be coordinated with local emergency response agencies. ◊ Planning shall include consideration of the safety of emergency personnel, workers, and the public. ◊ Fire protection shall be provided for new installations and for existing installations with an aggregate water capacity of more than 4000 gal (15.2 m3) and for ASME containers on roofs. ◊ The modes of fire protection shall be specified in a written FSA. ◊ The FSA shall be submitted by the owner, operator, or their designee to the authority having jurisdiction and the local emergency responders. ◊ The FSA shall be updated when the storage capacity or transfer system is modified.

17 Codes and Regulations LESSON 1: OVERVIEW OF PLANT EMERGENCIES

STATE AND LOCAL REGULATIONS Every state has an emergency management agency that is responsible for coordinating the mitigation, preparedness, response, and recovery from emergencies and disasters. State emergency management agencies also provide guidance and assistance to county and local governments, businesses, and nonprofit organizations in their emergency response efforts. The state standards typically establish the emergency management criteria for local jurisdictions. It is important that you understand your state and local regulations when developing your EAP. You can locate your specific state’s emergency regulations by contacting your state emergency management agency. A listing of all State Emergency Management Agencies can be found at: http://www.fema.gov/state- offices-and-agencies-emergency-management

COMPANY POLICIES In addition to federal, state, and local regulations, your company may have its own policies regarding the development, review, and maintenance of its EAP. As you develop your EAP, be sure to review and always adhere to company policy. You can contact your supervisor or manager for a copy of your company policy regarding emergency preparedness.

18 LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT EME PLA

LESSON INTRODUCTION he first step in successful emergency planning is determining your potential threats and hazards. The purpose of this lesson is to guide you through a straight forward process for identifying and assessing emergencies that are unique to your operation. You will also learn Thow to assess your internal resources and capabilities for managing emergencies.

After completing this lesson, you should be able to: ◊ Explain the benefits of understanding your potential plant emergencies. ◊ List data sources that are available for emergency identification and assessment. ◊ Identify the emergencies that could potentially occur at your plant. ◊ Estimate the probability of occurrence of each emergency. ◊ Determine the impact of each potential emergency. ◊ Determine what resources you have available in managing potential emergencies.

19 BIDENTIFYINGenefits of ANDIdentifying ASSESSING and POTENTIAL Assessing EMERGENCIES Your Potential Emergencies LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT

BENEFITS OF IDENTIFYING AND ASSESSING YOUR POTENTIAL EMERGENCIES The first step in developing your EAP is to identify and analyze the emergencies that can occur at your plant. Every propane plant has potential for its own unique emergencies depending on such factors as geographic location, size, structure, equipment, on- site chemicals, and workforce composition. No two propane plants are alike in their hazard vulnerability. Identifying and analyzing your potential emergencies allows you to : ◊ Consider different types of emergencies that could occur at your plant, both propane and non-propane related. ◊ Project the impact that each emergency could have on your employees, the plant, and the surrounding community. ◊ Develop an effective EAP that addresses emergencies that are specific to your operation.

20 LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT Data Sources for Identifying and Assessing Emergencies

DATA SOURCES FOR IDENTIFYING AND ASSESSING EMERGENCIES There are multiple data sources available to assist you in identifying and analyzing your potential emergencies. Some of data sources are listed below.

HISTORICAL DATA Several organizations maintain historical data on natural disasters in your geographic area. Consider researching the following websites for information on natural disasters in the United States. ◊ www.fema.gov. ◊ www.usgs.gov. ◊ www.nws.noaa.gov.

HAZARD COMMUNICATION PLANS OSHA requires that all workplaces where employees are exposed to hazardous chemicals develop, implement, and maintain a written hazard communication plan. These plans identify the hazardous chemicals that employees are exposed to at the facility and protective measures. They provide important information for determining potential emergencies. Your plant’s Safety Data Sheets (SDS) must be a part of these plans.

DEPARTMENT OF HOMELAND SECURITY The Department of Homeland Security (DHS) develops and distributes information on how to conduct vulnerability assessments for emergencies and incidents. See www.dhs.gov for more information.

OSHA OSHA is an excellent resource that provides information on identifying potential emergencies and assessing their impact. See www.osha.gov for more information.

21 Data Sources for Identifying and Assessing Emergencies LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT

STATE AND LOCAL EMERGENCY MANAGEMENT OFFICES You can contact these organizations to collect data on potential natural, technological, and manmade disasters in your region. These offices can also provide plans and recommendations for managing different types of emergencies.

LOCAL FIRE MARSHAL Contact this individual to gather information about arson incidents, fire code enforcement, and local laws concerning flammable materials.

22 LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT The Emergency Assessment Process

THE EMERGENCY ASSESSMENT PROCESS Outlined below is a simple, straightforward approach for identifying and analyzing your potential plant emergencies. This process, while subjective, will help you prioritize your potential emergencies. However, please be aware that just because certain emergencies may receive a lower score than others, they should not be ignored. All emergencies, regardless of probability and impact, need to be planned for and addressed in the EAP. As you complete the steps in this process, you will record your results on the associated worksheet on page 26.

STEP 1: IDENTIFY YOUR POTENTIAL EMERGENCIES In Column 1, on the worksheet, list all of the emergencies that could affect your plant. Be sure to include propane and non-propane related events. Consider the following as you make your list: ◊ Historical: What types of emergencies have occurred in your community, at your plant, and at other facilities in the area in the past? ◊ Geographic: What can happen as a result of the plant’s location? ◊ Technological: What could result from a process or system failure? ◊ Working Conditions: What emergencies can employees be exposed to as a result of their working conditions? Are they trained to take the appropriate action? ◊ Physical: What types of emergencies could result from the design or construction of the plant? Does the physical facility hinder or enhance safety?

23 The Emergency Assessment Process LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT

STEP 2: ESTIMATE THE PROBABILITY OF EACH EMERGENCY’S OCCURRENCE While this is a subjective consideration, it is very useful. Use a simple scale of 1 to 5, with 1 as the lowest probability and 5 as the highest. Enter these ratings in Column 2.

STEP 3: ASSESS THE POTENTIAL HUMAN IMPACT Analyze the possibility of injury or death for each emergency. Use a 1 to 5 scale with 1 as the lowest human impact and 5 as the highest. Enter these ratings in Column 3.

STEP 4: ASSESS THE POTENTIAL PROPERTY IMPACT Consider the potential for losses and damages to your plant for each emergency. Think about the following when assessing property damage: ◊ Cost to replace property. ◊ Cost to set up temporary replacement for damaged property. ◊ Cost to repair property. Use a 1 to 5 scale with 1 being the lowest property impact and 5 being the highest. Enter these ratings in Column 4.

24 LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT The Emergency Assessment Process

STEP 5: ASSESS THE POTENTIAL BUSINESS IMPACT Consider the loss of market share including: ◊ Business interruption. ◊ Employees unable to report to work. ◊ Customers unable to reach the site. ◊ Company in violation of contracts. ◊ Interruption of product distribution. ◊ Imposition of fines, penalties, and legal costs. Assign a rating using 1 as lowest business impact and 5 as highest impact. Enter these ratings in Column 5.

STEP 6: TOTAL YOUR SCORES Add columns 2 through 5 to get the total score for each potential emergency. Then, enter your final scores in Column 6. The lower the score the better. Again, remember that just because certain emergencies may receive a lower score than others, they still should be planned for and addressed in your EAP. While this is a subjective process, the comparisons will help you develop a more accurate EAP and prioritize and plan resources.

25 The Emergency Assessment Process LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT

EMERGENCY ASSESSMENT WORKSHEET

1 2 3 4 5 6 Probability of Potential Occurrence Human Impact Property Impact Business Impact Emergencies (1 - low; 5 - high) (1 - low; 5 - high) (1 - low; 5 - high) (1 - low; 5 - high) TOTAL SCORE

26 LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT Resource Assessment

RESOURCE ASSESSMENT In addition to identifying and analyzing potential emergencies, you should also assess your internal resources including your personnel, facility, and equipment/supplies. Your internal resource requirements will vary depending on the type of emergency. This assessment will help you determine your ability to manage each type of emergency effectively. Additionally, it is critical to understand your internal resources so you can make an informed decision about calling for assistance from external resources (e.g., fire, police, HAZMAT) during an emergency. Use the questions on the following page to help you assess your personnel, facility, and equipment/ supplies:

PERSONNEL ◊ What medical and emergency response training do employees have? OSHA’s standard for first aid training under 29 CFR 1910.151(b) states: In the absence of an infirmary, clinic, or hospital in near proximity (i.e., available within no more than 3-4 minutes) to the workplace which is used for the treatment of all injured employees, a person or persons shall be adequately trained to render first aid. Adequate first aid supplies shall be readily available. ◊ What knowledge and skills do employees possess that make them suited for different emergency activities (e.g., leadership; team building; organizational skills; media relations)? ◊ Are employees fully trained on implementing the plant’s EAP?

27 Resource Assessment LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT

FACILITY ◊ Is there an adequate alarm system in the event of an emergency? ◊ Is the facility able to be properly secured in the event of an emergency? ◊ Is the facility security plan accurate and up-to- date? ◊ Are the number of fire extinguishers adequate? ◊ Are all fire extinguishers charged?

EQUIPMENT/SUPPLIES ◊ What is the water supply at the plant? Is it adequate in the event of a fire or explosion? ◊ What Personal Protective Equipment (PPE) is available at the facility? –– Safety goggles, glasses, or face shields for eye protection. –– Hard hats and safety shoes for head and foot protection. –– Appropriate respirators. –– Appropriate chemical suits, gloves, hoods, and boots for protection from chemicals. –– Special body protection for abnormal environmental conditions such as extreme temperatures. –– Any other special equipment or warning devices necessary for hazards unique to your plant.

28 CLASSROOM ACTIVITY: IDENTIFYING AND ASSESSING YOUR EMERGENCIES AND INTERNAL RESOURCES urpose: The purpose ofACTIVITY this activity is to allow you to practice identifying and assessing potential emergencies at your plant and analyze your plant’s internal resources for Pmanaging those emergencies. Directions: 1. Working with your group members, complete the emergency assessment process for potential emergencies at your propane plant. Be sure to include at least one natural disaster, one technological disaster, and one manmade disaster. Record your results on the Emergency Assessment Worksheet. ◊ Step 1: Identify Your Potential Emergencies. ◊ Step 2: Estimate the Probability of Each Emergency’s Occurrence. ◊ Step 3: Assess the Potential Human Impact. ◊ Step 4: Assess the Potential Property Impact. ◊ Step 5: Assess the Potential Business Impact. ◊ Step 6: Total Your Scores.

2. Analyze your internal resources for managing potential emergencies. Consider the following questions: Personnel: ◊ What medical and emergency response training do employees have? ◊ What knowledge and skills do employees possess that make them suited for different emergency activities? ◊ Are employees fully trained on implementing the plant’s EAP? Facility: ◊ Is there an adequate alarm system in the event of an emergency? ◊ Is the facility able to be properly secured in the event of an emergency? Is the facility security plan accurate and up-to-date? ◊ Are the number of fire extinguishers adequate? Are they charged? Equipment/Supplies: ◊ What is the water supply at the plant? Is it adequate in the event of a fire or explosion? ◊ What PPE is available at the facility?

3. Select a spokesperson to share your results with the class.

Take about 20 minutes to complete this activity. 29 Resource Assessment LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT

30 LESSON 3: EMERGENCY NOTIFICATION PROCEDURES EME PLA

LESSON INTRODUCTION hen an emergency occurs, you should have procedures in place for notifying employees, local emergency responders, utility companies, and company officials. You should also establish protocol for reporting emergencies to the appropriate regulatory agencies. In Wthis lesson, you will learn the notification and reporting requirements that you should follow during an emergency at your facility.

After completing this lesson, you should be able to: ◊ Describe your alarm system for alerting employees and others to an emergency. ◊ Designate individuals at your facility to assist employees and others in an evacuation, including alerting others to the incident. ◊ Identify contact information for local emergency responders and utility companies for emergency notification. ◊ Indicate what information should be reported to company officials in an emergency. ◊ Identify when the National Response Center (NRC), Department of Transportation (DOT), and OSHA must be notified in an emergency.

31 Employee Alarm System LESSON 3: EMERGENCY NOTIFICATION PROCEDURE

EMPLOYEE ALARM SYSTEM Your EAP should include a way to alert employees, who can then alert others such as contractors, customers, and visitors, to evacuate the plant or take other appropriate action in the event of an emergency. Specifically, OSHA requires that you: ◊ Ensure that alarms are distinctive and recognized by all employees as a signal to evacuate the work area or perform other actions as specified in your EAP. For example, sequences of horn blows or bells can be used to signal different actions from employees. ◊ Establish an emergency communications system, such as a public address system or portable radio unit, to notify employees and local emergency responders during an emergency. You must post emergency telephone numbers near telephones, employee notice boards, or other conspicuous locations when telephones serve as a means of reporting emergencies. Additionally, you might want to consider providing an auxiliary power supply in case the electricity is shut off. Although it is not specifically required by OSHA, you also may want to: ◊ Use tactile devices to alert employees who would not otherwise be able to recognize an audible or visual alarm. ◊ Provide an updated list of key personnel such as the plant manager or a physician, in order of priority, to notify in the event of an emergency during off-duty hours. For employers with 10 or fewer employees, direct voice communication is an acceptable procedure for alerting employees provided all employees can hear the notification. Note: 29 CFR 1910.165 offers more information on alarms.

32 LESSON 3: EMERGENCY NOTIFICATION PROCEDURE Notifying Emergency Responders

DESIGNEE FOR ALERTING OTHERS Your EAP should specify who is responsible for assisting employees and others during an emergency, including alerting others to the incident. Be sure to appoint at least a primary and secondary designee to this role. OSHA requires that these designees be fully trained in how to assist employees and others during an evacuation. They should also be trained in how to operate the alarm system and any emergency communications system such as a public address system or portable radio unit. Additionally, they must be capable of contacting local emergency responders such as law enforcement, the fire department, and HAZMAT teams if necessary.

NOTIFYING EMERGENCY RESPONDERS After you have alerted your employees to the emergency, the next step is notifying local emergency responders if required. Dialing 911 is the most common method for reporting emergencies if external responders are required. Your EAP should indicate who is responsible for calling 911. Additionally, your EAP should include current telephone numbers for the local: ◊ Fire department. ◊ Paramedics. ◊ Poison control. ◊ Police. ◊ Hospital(s). You may also want to include directions from the propane plant to the local hospital(s).

33 Notifying Utility Companies LESSON 3: EMERGENCY NOTIFICATION PROCEDURE

NOTIFYING UTILITY COMPANIES Depending on the incident, you may need to notify local utility companies. Your EAP should specify the company name, phone number, and point of contact for your local: ◊ Electric company. ◊ Water company. ◊ Gas company. ◊ Telephone company. ◊ Cable/satellite company. ◊ US Post Office/FedEx/UPS.

34 LESSON 3: EMERGENCY NOTIFICATION PROCEDURE Notifying Company Officials

NOTIFYING COMPANY OFFICIALS When an emergency occurs, depending on your organization, you may need to notify your company as soon as possible and, at minimum, provide the following information: ◊ Telephone number where you can be reached. ◊ Date, time, and location of the emergency. ◊ Type of emergency and if hazardous materials are involved. ◊ Classification, proper shipping name, and quantity of any hazardous materials involved in the emergency. ◊ Any injuries and their extent. ◊ Any deaths. ◊ Whether there is a continuing danger to life or property at the scene. Your company officials can then use this information to determine what regulatory agency notifications need to be made, including DOT and OSHA.

35 Notifying NRC and DOT LESSON 3: EMERGENCY NOTIFICATION PROCEDURE

NOTIFYING NRC AND DOT

IMMEDIATE NOTIFICATION Certain hazardous materials incidents, including propane, must be reported to the National Response Center (NRC) by telephone within 12 hours of the discovery of the incident and then followed up with a written report within 30 days. Immediate notification (i.e., within 12 hours) is required when, as a direct result of a hazardous material: ◊ A person is killed. ◊ A person receives injuries requiring admittance to a hospital. ◊ The general public is evacuated for one or more hours. ◊ A major transportation artery or facility is closed or shut down for one or more hours. ◊ The operational flight pattern or routine of an aircraft is altered.

36 LESSON 3: EMERGENCY NOTIFICATION PROCEDURE Notifying NRC and DOT

NON-IMMEDIATE NOTIFICATION If the incident is less serious and does not otherwise meet the immediate notification requirements, the company needs only to complete and submit a Hazardous Materials Incident Report (HMIR) to DOT. The DOT F5800.1 form must be used to file the report within 30 days of the discovery of an incident. The following lists circumstances that also require an HMIR: ◊ There is an unintentional release of a hazardous material or hazardous waste. ◊ A cargo tank of 1,000 gallons or greater suffers structural damage, requiring repair to the lading retention system or its components. ◊ An undeclared hazardous material is found. Companies should maintain copies of the DOT F5800.1 reports for a minimum of 2 years. These reports should be updated if: ◊ A death occurs as a result of a previously reported injury. ◊ There was a misidentification of hazardous material or package information. ◊ Damage or loss was not known when the initial report was completed. ◊ Damage or loss costs change by $25,000 or more, or 10% of the prior total estimate.

37 Notifying NRC and DOT LESSON 3: EMERGENCY NOTIFICATION PROCEDURE

NRC AND DOT CONTACT INFORMATION Make sure your EAP includes the following contact information for NRC and DOT: ◊ NRC 24-hour hotline: 1-800-424-8802. ◊ DOT 24-hour Crisis Management Center: 202-366-1863.

NOTIFYING OSHA OSHA 1904.39(a) requires that you report an incident ACTIVITY by telephone or in person to the area OSHA office that is nearest to the site of the event within eight hours if either of the following results: ◊ Death of any employee from the work-related incident. ◊ In-patient hospitalization of three or more employees as a result of the work-related incident. You may also use the OSHA toll-free central telephone number, 1-800-321-OSHA (1-800-321-6742).

38 CLASSROOM ACTIVITY: REVIEWING YOUR EAP'S EMERGENCY NOTIFICATION PROCEDURESACTIVITY urpose: The purpose of this activity is to have you review the emergency notification procedures in your facility’s EAP and make any necessary additions, deletions, and updates Pbased on the information taught in this lesson. Directions: 1. Working with your group members, review the emergency notification procedures in your EAP, including: ◊ Explanation of your employee alarm system. ◊ Designees for alerting others. ◊ Contact information for local emergency responders (fire, police, paramedics). ◊ Contact information for local hospital(s). ◊ Contact information for utility companies (gas, water, telephone). ◊ Contact information for company officials. ◊ Contact information for NRC, DOT, and OSHA. 2. Compare the emergency notification procedures in your EAP with the information specified in this lesson and make any necessary enhancements to your plan. If you don’t have your facility’s EAP with you, use the EAP template provided and insert this information in Section 3: Emergency Notification Procedures. Please be aware that this template provides the basic notification components of an EAP, but your plant may have site-specific requirements that should be added. If this is the case, be sure to include them.

3. Select a spokesperson to share your results with the class.

Take about 20 minutes to complete this activity.

39 Notifying NRC and DOT LESSON 3: EMERGENCY NOTIFICATION PROCEDURE

40 LESSON 4: EMERGENCY EVALUATION PROCEDURES EME PLA

LESSON INTRODUCTION he purpose of evacuating the propane plant during an emergency is to protect everyone in the facility from harm. OSHA requires that your EAP must clearly set forth evacuation procedures and employees must be fully trained according to the plan. An organized Tevacuation reduces confusion and protects against injury and property damage.

After completing this lesson, you should be able to: ◊ Identify conditions under which evacuation is necessary. ◊ Designate individuals at your facility to fulfill key roles and responsibilities during an evacuation. ◊ Develop procedures for assisting individuals with disabilities or limited English during an evacuation. ◊ Establish primary and secondary evacuation exits and routes. ◊ Develop procedures for accounting for all evacuees after an evacuation. ◊ Identify when and how to shelter-in-place.

41 Identify Conditions for Evacuation

IDENTIFY CONDITIONS FOR EVACUATION When deciding whether or not to evacuate, protecting the health and safety of everyone in the facility should be the first priority. Some factors to consider when developing your EAP and evacuation procedures are described below. Your individual facility may have additional considerations and it’s important to remain flexible and always use common sense when deciding if and how to evacuate your plant.

TYPE AND SEVERITY OF EMERGENCY Your EAP should identify the different types of situations that will require an evacuation of the facility such as fire, explosion, chemical release, or natural disaster. Whether you conduct a full evacuation, partial evacuation, or shelter-in place will depend on the type and severity of the incident. For instance, in the event of an imminent or potential large fire or explosion, an immediate full evacuation of all staff and visitors to a predetermined area away from the facility is most likely the best way to protect everyone. In a large-scale event like this, you may also need to work with emergency responders to inform nearby businesses and residents of the emergency and their exposures. Other incidents, such as a small fire that is isolated to one area of the plant may only require a partial evacuation. Emergencies such as active shooters, tornadoes, or the accidental release of anhydrous ammonia may require sheltering in place to best protect your employees and others.

TYPES OF BUILDINGS AT YOUR PLANT Most buildings are vulnerable to the effects of disasters such as tornadoes, earthquakes, floods, or explosions. The extent of the damage depends on the type and severity of the emergency and the building’s construction. Modern buildings, for example, are framed in steel and are more structurally sound. You will need to consider your plants structural capabilities when deciding whether or not to evacuate.

42 Identify Conditions for Evacuation

WEATHER/DAY OF WEEK/TIME OF DAY: All of these factors can impact a plant evacuation. For example, if an emergency occurs during a major snow storm, the evacuation process and exit routes may need to be altered. Additionally, the day of week and time of day can impact an evacuation because of traffic considerations, whether or not nearby businesses are open, if schools are in session, etc. Keep in mind that these factors, along with the type of emergency you are experiencing, may require evacuation of areas surrounding your plant.

SURROUNDING BUSINESSES It is important to know who your neighbors are and if their business operations pose any additional threats during an evacuation. For example, if your propane plant is situated near a facility which uses a lot of chlorine such as a water treatment plant, you need to be aware that chlorine is a toxic inhalation hazard and is highly combustible if it comes in contact with propane or other chemicals.

43 Determining Roles and Responsibilities during an Evacuation

DETERMINING ROLES AND RESPONSIBILITIES DURING AN EVACUATION When an evacuation is necessary, you will need responsible, trained individuals who can supervise and coordinate activities to ensure a safe and successful evacuation. At a mimimum, your EAP should indicate primary and secondary designees for the following evacuation roles:

EMERGENCY COORDINATOR: When drafting your plan, you should select a responsible individual to lead and coordinate your emergency plan and evacuation. It is critical that employees know who the coordinator is and understand that person has the authority to make decisions during emergencies. The coordinator should be responsible for the following: ◊ Assess the situation to determine whether an emergency exists requiring activation of your emergency procedures. ◊ Supervise all efforts in the area, including evacuating personnel. ◊ Coordinate outside emergency services, such as medical aid, the local fire departments and law enforcement and ensuring that they are notified when necessary. ◊ Direct the shutdown of plant operations when required.

EVACUATION CAPTAINS In addition to an emergency coordinator, you may want to designate evacuation captains to: ◊ Help move employees and others from danger to safe areas during an emergency. ◊ Implement a buddy system during evacuation where individuals work in pairs or teams so they can locate and assist each other in emergencies. ◊ Check offices and bathrooms before being the last person to exit an area. ◊ Ensure that fire doors are closed when exiting. The appropriate number of captains should be available at all times during working hours.

44 Determining Roles and Responsibilities during an Evacuation

INDIVIDUALS RESPONSIBLE FOR SHUTTING DOWN CRITICAL OPERATIONS The plan should also designate who will stay to shut down critical operations during an evacuation. Have your evacuation captains designate these individuals. You may want to include in your plan locations where utilities, such as electrical and gas, can be shut down for all or part of the facility. All individuals remaining behind to shut down critical systems or utilities should be capable of recognizing when to abandon the operation and evacuate the plant.

INDIVIDUALS RESPONSIBLE FOR ACCOUNTING FOR EVACUEES Your evacuation captains should designate someone to account for all persons at the assembly area following an evacuation and relay accurate information to responders. This person should be at the assembly area when emergency responders arrive so they can provide a head count of who safely evacuated and who may be missing. If you have multiple assembly sites, you should designate a person to each site, and these designees should coordinate with one another to ensure that an accurate head count of all employees is collected at all assembly areas and communicated accurately to responders. Note: When emergency officials, such as the local fire department, respond to an emergency at your plant, they will assume responsibility for the safety of building occupants and have the authority to make decisions regarding evacuation and whatever other actions are necessary to protect life and property. The highest-ranking responder will assume the incident command role and will work with the onsite emergency coordinator, but will be responsible for directing all response activities. Emergency responders need to know where the assembly points are located.

45 Establishing Evacuation Exits and Routes

ESTABLISHING EVACUATION EXITS AND ROUTES

Our EAP should designate primary and secondary evacuation exits and routes. Secondary evacuation exits and routes are critical in case the primary exits and routes become obstructed or unsafe during the emergency. Evacuation exits and routes shall be: ◊ Clearly marked and well lit. ◊ Wide enough to accommodate the number of evacuating personnel. ◊ Unobstructed and clear of debris at all times. ◊ Unlikely to expose evacuating personnel to additional hazards. OSHA requires that you prepare maps/ drawings that show evacuation exits and routes. These maps/drawings must be posted prominently in each work area for all employees to see. The following information shall be indicated on evacuation maps or drawings: ◊ Emergency exits. ◊ Primary and secondary evacuation routes. ◊ Locations of fire extinguishers. ◊ Fire alarm pull station locations. ◊ Assembly points.

46 Assisting Individuals with Disabilities and Limited English

ASSISTING INDIVIDUALS WITH DISABILITIES AND LIMITED ENGLISH After an evacuation has been ordered, people with disabilities or those with limited English may need assistance to evacuate. To ensure you are prepared to assist these individuals, consider taking the suggested actions described below. These actions are not mandatory for propane plants; they are simply provided as additional guidance. ◊ Request that individuals who feel they may need special assistance during an evacuation identify themselves ahead of time so arrangements can be made in advance to meet their needs. Consider maintaining a personal emergency information form for each employee. Include on the form a question regarding the need for special evacuation assistance. ◊ Note that individuals with unobservable disabilities may not self-identify before an emergency but still need additional help during emergency situations. Such disabilities may include: –– Learning disabilities. –– Arthritis. –– Asthma. –– Cardiac conditions. –– Chronic back problems. –– Psychological disabilities. ◊ Prepare a personal evacuation plan for individuals requiring special assistance during an evacuation and include: –– Intended route and means of evacuation. –– Who will assist them. –– Areas where they can wait for assistance. –– Bilingual signs and directions. ◊ Update your EAP annually and whenever you hire an individual with disabilities or limited English to accurately describe: –– The number of people with disabilities or limited English who may require special assistance during an evacuation. –– Their primary work location.

47 Accounting for Employees after an Evacuation

ACCOUNTING FOR EMPLOYEES AFTER AN EVACUATION Accounting for all employees following an evacuation is critical. Organization in the assembly areas aides in the timely rescue of anyone trapped at the plant, and avoids unnecessary and dangerous search- and-rescue operations. To ensure the fastest, most accurate accounting of your employees , you may want to consider including these steps in your EAP: ◊ Designate primary and secondary assembly areas where employees should gather after evacuating. ◊ If necessary, designate multiple assembly areas based on the size, location, and layout of your plant. For example, you may need a north and south assembly area to accommodate individuals located at different ends of the plant. ◊ Designate an individual to be at the assembly site(s) early and responsible for accounting for all evacuees. ◊ Ensure that the designated individual takes a head count after the evacuation, identifies the names and last known locations of anyone not accounted for, and verbally reports this information to the official in charge. ◊ Establish a method for accounting for non- employees such as suppliers and customers. Consider placing a sign in/sign out sheet in your reception area to keep track of visitors during an emergency. ◊ Plan for food, water, and protection from the environment (i.e., weather) at the assembly site in case the emergency takes a long time to resolve. ◊ Establish procedures for further evacuation in case the incident expands and takes a long time to resolve. This may consist of sending employees home by normal means or providing them with transportation to locations such as their child’s daycare facility or school.

48 Personal Protective Equipment (PPE) for Evacuations

PERSONAL PROTECTIVE EQUIPMENT (PPE) FOR EVACUATIONS Your employees may need PPE to evacuate during an emergency. PPE should be based on the potential threats at your facility that were determined during the hazard assessment. Additionally, the PPE that employees require will depend on the type and extent of the emergency. If employees don’t need PPE during an evacuation, don’t waste time having them put it on. PPE may include items such as the following: ◊ Appropriate safety goggles, glasses, or face shields for eye protection. ◊ Hard hats and safety shoes for head and foot protection. ◊ Appropriate respirators. ◊ Appropriate chemical suits, gloves, hoods and boots for body protection from chemicals. ◊ Special body protection for abnormal environmental conditions, such as extreme temperatures. ◊ Any other special equipment or warning devices necessary for hazards associated with your worksite.

49 Knowing When to Shelter-in-Place

KNOWING WHEN TO SHELTER-IN-PLACE Sometimes sheltering-in-place rather than evacuating the facility is the best way to protect your employees and others during an emergency. Shelter- in-place means selecting an interior room(s) with no or few windows, and taking refuge there. This is a precaution aimed to provide some level of safety while remaining indoors. This may be necessary in emergencies that aren’t caused by the propane plant, such as: ◊ hurricane. ◊ tornado. ◊ active shooter. ◊ chemical release. These types of events may make going outdoors dangerous.

50 How to Shelter-in-Place

HOW TO SHELTER-IN-PLACE Guidelines for sheltering-in-place may include: ◊ Select interior room(s) above the ground floor, ◊ It is ideal to have a hard-wired telephone in the with the fewest windows or vents. The room(s) room(s) you select. Call emergency contacts should have adequate space for everyone to be and have the phone available if you need to able to sit in. Avoid overcrowding by selecting report a life-threatening condition. Cellular several rooms if necessary. Large storage telephone equipment may be overwhelmed or closets, utility rooms, pantries, copy and damaged during an emergency. conference rooms without exterior windows ◊ Use duct tape and plastic sheeting (heavier than will work well. Avoid selecting a room with food wrap) to seal all cracks around the doors mechanical equipment like ventilation blowers and any vents in the room. or pipes, because this equipment might not be able to be sealed from the outdoors. ◊ Write down the names of everyone in the room, and call your business’ designated emergency ◊ Close the business. Bring everyone into the contact to report who is in the room with room and shut the doors. you, and their affiliation with your business ◊ If there are customers or visitors in the building, (employee, visitor, client or customer.) provide for their safety by asking them to stay – ◊ Keep listening to the radio or television until you not leave. are told all is safe or you are told to evacuate. ◊ Unless there is an imminent threat, ask Local officials may call for evacuation in specific employees, customers, and visitors to call their areas at greatest risk in your community. emergency contact to let them know where they Remember that instructions to shelter-in-place are and that they are safe. are usually provided for durations of a few hours, ◊ Turn on call-forwarding or alternative telephone not days or weeks. Local officials on the scene are answering services or systems. If the business the best source of information for your particular has voicemail or an automated attendant, situation. Following their instructions during and after change the recording to indicate that the emergencies regarding sheltering, food, and water is business is closed, and that staff and visitors your safest choice. are remaining in the building until authorities say that it is safe to leave. ◊ Close and lock all windows, exterior doors, and any other openings to the outside. ◊ If you are told there is danger of an explosion, close the window shades, blinds, or curtains. ◊ Have employees familiar with your building’s mechanical systems turn off all fans, heating and air conditioning systems. Some systems automatically provide for exchange of inside air with outside air – these systems, in particular, need to be turned off, sealed, or disabled. ◊ Gather essential disaster supplies, such as nonperishable food, bottled water, battery- powered radios, first aid supplies, flashlights, batteries, duct tape, plastic sheeting and plastic garbage bags.

51 CLASSROOM ACTIVITY: REVIEWING YOUR EAP'S EVACUATION PROCEDURESACTIVITY urpose: The purpose of this activity is to have you review the evacuation procedures in your facility’s EAP and make necessary additions, deletions, and updates based on the Pinformation taught in this lesson. Directions: 1. Working with your group members, review the evacuation information in your EAP, including: ◊ Conditions under which an evacuation is necessary. ◊ Designation of individuals to fulfill key roles and responsibilities during an evacuation (e.g., evacuation coordinator, evacuation captains, individuals to shut down critical operations). ◊ Procedures for assisting individuals with disabilities and limited English. ◊ Evacuation exits and routes. ◊ Procedures for accounting for employees after an evacuation. ◊ Instructions for sheltering-in-place. 2. Compare the evacuation procedures in your EAP with the information provided in this lesson and make any necessary enhancements to your plan. If you don’t have your facility’s EAP with you, use the EAP template provided and insert this information in Section 4: Emergency Evacuation Procedures. Please be aware that this template provides the basic evacuation components of an EAP, but your plant may have site-specific requirements that should be added. If this is the case, be sure to include them. 3. Select a spokesperson to share your results with the class.

Take about 20 minutes to complete this activity.

52 LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT EME PLA

LESSON INTRODUCTION he purpose of this lesson is to discuss the importance of coordinating and collaborating with key players before and during an incident to ensure the most effective emergency management possible. During this lesson, you will learn who should be involved and have Tinput into the development of your EAP. You will also learn about the different internal and external roles and responsibilities that should be addressed during an emergency. Finally, you will explore strategies for working effectively with all the key players on the scene of an emergency.

After completing this lesson, you should be able to: ◊ Discuss the benefits of collaborating with others before and during an emergency. ◊ Identify key stakeholders that should be involved in the preparation of your EAP. ◊ Explain the different roles and responsibilities of propane plant employees during an emergency. ◊ Explain the different roles and responsibilities of external organizations and personnel during an emergency. ◊ Identify strategies for working effectively with key players during an emergency.

53 BENEFITS OF COLLABORATION LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT

BENEFITS OF COLLABORATION Effective collaboration benefits both the providers and the recipients of emergency assistance by allowing services to be provided in the most effective manner possible. When collaboration is working well, expertise and resources are shared between organizations and individuals. Listed below are some of the most important benefits of collaboration identified by experienced emergency response individuals. ◊ Improved Service: Collaboration yields more effective and efficient service to impacted parties and the community. ◊ Less Confusion: Collaboration reduces the sense of chaos that can accompany an emergency. ◊ Increased Understanding: Collaboration helps response organizations learn more about each other and their unique roles and responsibilities during emergencies. ◊ Improved Relationships: Collaboration leads to better working relationships between the propane industry, local, state, and Federal governments, voluntary organizations, private businesses, and the general public. ◊ Reduced Fragmentation of Services: Collaboration facilitates a holistic approach to emergency management and reduces the likelihood that services will be provided in an ad hoc fashion. ◊ Reduced Duplication of Services: Many emergency response organizations provide similar services. However, when organizations coordinate their time and resources, more needs are met and fewer resources are wasted. ◊ Enhanced Problem-Solving: Collaboration allows for more effective problem-solving through open communication and the sharing of ideas.

54 LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT Collaborating with Others before an Emergency

COLLABORATING WITH OTHERS BEFORE AN EMERGENCY The right time to begin collaborating with others is before an emergency occurs, during the planning phase. Although there is no specific requirement to do so, it is a good idea to coordinate your emergency planning efforts with the following key players to ensure the effectiveness of your EAP.

EMPLOYEES The most effective EAPs include employees in the planning process. Encourage your employees to offer suggestions about potential hazards, worst case scenarios, and appropriate actions to take in the event of an emergency. Gather information from your employees on their level of response training (e.g., first aid and CPR). After you develop the plan, review it with your employees to make sure everyone knows what to do before, during, and after an emergency.

COMPANY OFFICIALS/MANAGEMENT It is beneficial to include a diverse group of representatives from management in the EAP development process and to meet annually or more often as needed to review progress and responsibilities. The commitment of management is critical to the plan’s success in the event of an emergency, so ask for their help.

55 Collaborating with Others before an Emergency LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT

LOCAL EMERGENCY RESPONDERS It is very important to coordinate your EAP with your local emergency responders, such as the fire department, police, and local HAZMAT teams. This not only ensures that you are aware of the capabilities of these outside responders, but also that they know what you expect of them. During the planning process, you should educate your local emergency responders about potential exposures at your plant beyond propane. For example, if you store or use other chemicals at your plant, such as magnesium or methanol, you should inform your local emergency responders of these chemicals and how they react with other substances. Local responders rely primarily on Safety Data Sheets (SDSs) that are required to be maintained at the propane plant when responding to emergencies that involve on-site chemicals. OSHA requires that chemical manufacturers develop SDSs that include: ◊ Chemical identity (product by chemical and common names). ◊ Chemical and common names of all hazardous ingredients. ◊ Physical and chemical characteristics (such as vapor pressure, flash, boiling or freezing points). ◊ Fire and explosion hazards. ◊ Reactivity hazards (how will the chemical react with other chemicals, air, or water). ◊ Health hazards (acute and chronic, permissible exposure limits (PEL), symptoms of exposure). ◊ Precautions for safe handling. ◊ Control measures. The SDS also must include the name and telephone number of the company, importer, or responsible party who can provide additional information on appropriate emergency procedures.

56 LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT Collaborating with Others before an Emergency

LOCAL AND STATE GOVERNMENT OFFICIALS Local governments are required to prepare chemical emergency response plans, and to review those plans at least annually. State governments are required to oversee and coordinate local planning efforts. Therefore, propane plants should coordinate their emergency plan preparation with both local and state officials.

LOCAL EMERGENCY PLANNING COMMITTEES (LEPC) Under the Emergency Planning and Community Right-to-Know Act (EPCRA), Local Emergency Planning Committees (LEPCs) must develop an emergency response plan, review the plan at least annually, and provide information about chemicals in the community to citizens. EPCRA was passed by Congress in response to concerns regarding the environmental and safety hazards posed by the storage and handling of hazardous chemicals. When developing your plant’s EAP, it is important to coordinate with your LEPC to ensure that your actions support those of the larger community. There is one LEPC for each of the more than 3,000 designated local emergency planning districts. To find your LEPC, please contact your State Emergency Response Commission (SERC).

COMMUNITY AND CIVIC GROUPS Including the community and local civic groups in your emergency planning efforts helps establish good will with citizens and other business leaders, and reassures the community that you are following safe business practices for yourself and others. Furthermore, you may need to call on local civic organizations, such as churches or community centers, and ask if their facilities can be used as possible assembly sites in the event of an evacuation.

57 Employee Roles and Responsibilities LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT

COORDINATING WITH OTHERS DURING AN EMERGENCY Major propane incidents bring a wide variety of organizations and personnel to the scene of an emergency. Individuals with different specialties and expertise need to get involved to resolve the problem. Effective emergency management requires the coordination of both information and resources and it is critical that you plan for this in your EAP. The range of participants who may get involved in a major propane emergency include your employees who have been designated specific roles in your EAP, as well as external emergency response organizations and personnel.

EMPLOYEE ROLES AND RESPONSIBILITIES While the following designees are not required by OSHA and may vary from one facility to another, consider appointing employees to the following roles to aid in a coordinated, organized response effort. At a minimum, you will want to appoint a primary and alternate employee designee to each role in case individuals are out of the office at the time of an incident. Don’t make these employee designations haphazardly—they are too important. Consider the required knowledge, skills, ability, and traits of each role and thoughtfully match these roles to the best- suited employees. Also, be aware that you need to provide training on required knowledge and skills to employees if they don’t currently possess them. Note: Some of these roles were discussed in previous lessons.

58 LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT Employee Roles and Responsibilities

EMERGENCY COORDINATOR When drafting your plan, you should select a responsible individual to lead and coordinate your emergency plan and evacuation. It is critical that employees know who the coordinator is and understand that person has the authority to make decisions during emergencies. The coordinator should be responsible for the following: ◊ Assess the situation to determine whether an emergency exists requiring activation of your emergency procedures. ◊ Supervise all efforts in the area, including evacuating personnel. ◊ Coordinate outside emergency services, such as medical aid, the local fire departments and law enforcement and ensuring that they are notified when necessary. ◊ Direct the shutdown of plant operations when required.

DESIGNEE FOR ALERTING OTHERS Your EAP should specify who is responsible for assisting employees and others during an evacuation, including alerting others to the incident. Be sure to appoint at least a primary and secondary designee to this role. OSHA requires that these designees be fully trained in how to assist employees and others during an evacuation. They should also be trained in how to operate the alarm system and any emergency communications system such as a public address system or portable radio unit. Additionally, they should be capable of contacting local emergency responders such as law enforcement, the fire department, and HAZMAT teams if necessary.

59 Employee Roles and Responsibilities LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT

EVACUATION CAPTAINS In addition to an emergency coordinator, you should designate and train evacuation captains to: ◊ Help move employees and others from danger to safe areas during an emergency. ◊ Implement a buddy system during evacuation where individuals work in pairs or teams so they can locate and assist each other in emergencies. ◊ Check offices and bathrooms before being the last person to exit an area. ◊ Ensure that fire doors are closed when exiting. The appropriate number of captains should be available at all times during working hours.

INDIVIDUALS RESPONSIBLE FOR SHUTTING DOWN CRITICAL OPERATIONS The plan should also designate who will stay to shut down critical operations during an evacuation. Have your evacuation captains designate these individuals. You may want to include in your plan locations where utilities, such as electrical and gas, can be shut down for all or part of the facility. All individuals remaining behind to shut down critical systems or utilities should be capable of recognizing when to abandon the operation and evacuate the plant.

INDIVIDUALS RESPONSIBLE FOR ACCOUNTING FOR EVACUEES Your evacuation captains should also designate someone to account for all persons at the assembly area following an evacuation. This person should be at the assembly area when emergency responders arrive so they can provide a head count of who safely evacuated and who may be missing.

60 LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT Employee Roles and Responsibilities

INDIVIDUALS TRAINED TO PERFORM FIRST AID OHSA Standard 1910.151 states that: “the employer shall ensure the ready availability of medical personnel for advice and consultation on matters of plant health. In the absence of an infirmary, clinic, or hospital in near proximity (i.e., within no more than 3-4 minutes) to the workplace which is used for the treatment of all injured employees, a person or persons shall be adequately trained to render first aid. Adequate first aid supplies shall be readily available.” It is important to identify ahead of time any individual(s) who are trained and prepared to provide first aid to employees and visitors during emergency situations. These individuals should be clearly identified in your EAP and employees should know who they are and that they are trained to provide medical assistance.

MEDIA LIAISONS Media planning can provide an opportunity to show how organized, effective, and responsible your company can be in the face of disaster. Consider appointing personnel as media liaisons in your EAP who will be responsible for interacting with the media when an emergency strikes. Some steps you can take to prepare your media liaisons to work with the press in the event of a disaster include: ◊ Decide exactly who will speak to the press. You may want to appoint specific people in particular situations, depending on such factors as background or experience. ◊ Media-train those employees expected to meet with the press. Public relations personnel can counsel your employees and advise them on how the media and public might perceive the event or crisis. ◊ Train all employees on how to refer the media to the appropriate liaisons. ◊ Give the liaisons real-life experience by simulating a particular disaster and conducting a mock press conference, complete with reporters asking questions.

61 Employee Roles and Responsibilities LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT

MEDIA LIAISONS (CONTINUED) ◊ While it is a good idea to have a prepared statement, it is not necessary for the liaisons to read it verbatim. Adding personal comments can help personalize the message, and increase the credibility of the spokesperson and the company. ◊ Caution all your employees against posting comments or photos of the incident to social media sites such as Facebook, Twitter, Snap Chat, Instagram, etc. This can lead to misinformation and unnecessary panic in the community. ACTIVITY ◊ Caution your employees about taking photos of the incident with their cell phones because the phones and all photos on the phones can become confiscated in an investigation. ◊ Evaluate the location from where you will disseminate information. Is it convenient and accessible for the news media? ◊ Publicize the reconstruction activities. Inform the press how your longer-term clean-up and recovery plans are proceeding.

62 CLASSROOM ACTIVITY: IDENTIFYING REQUIRED KNOWLEDGE AND SKILLS FOR INTERNAL EMERGENCY ROLES

urpose: The purposeACTIVITY of this activity is to have you identify the required knowledge and skills of the different internal emergency roles discussed in this lesson. Having this information readily available will help you place the most qualified employees in each role Pat your facility.

Directions: 1. Working with your group members, complete the table on the following page by identifying the knowledge and skills for each role in your facility. Once you have identified the knowledge and skills, jot down potential employees who you think would be a good fit for each role. Remember to appoint a primary and secondary designee for each role. ◊ Knowledge refers to an organized body of information, usually factual or procedural in nature. For example, having knowledge of effective communication strategies could be important for your media liaison role. ◊ Skills refer to the proficient manual, verbal, or mental manipulation of data or things. Important skills during an emergency may include providing CPR, conducting interviews, or shutting down critical operations. 2. Select a spokesperson to share the knowledge and skills for each role with the class. Note: You don’t need to report out on the potential employee designations.

Take about 20 minutes to complete this activity.

63 LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT Potential Employee Potential Skill in... EMPLOYEE ROLES AND SKILLS Knowledge of... Knowledge Role Emergency Coordinator Emergency Captains Evacuation Alerting Others Designees for Individuals responsible critical shutting down for operations Individuals responsible for evacuees accounting for perform Individuals trained to aid first Media liaisons Other Roles:

64 LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT External Organizations and Personnel

EXTERNAL ORGANIZATIONS AND PERSONNEL A variety of external organizations and personnel may also be involved in an emergency response effort at your plant. It is important to understand who these key players are and what roles they serve so that you can coordinate your efforts and resources effectively.

LOCAL EMERGENCY RESPONDERS When necessary, local emergency responders including police, fire, and emergency medical services will be called to the scene of an emergency. It is critical that you coordinate key information and resources with them including: ◊ Nature and extent of the emergency. ◊ Who on your staff is responsible for different emergency roles. ◊ If any hazardous materials are involved in the emergency. ◊ What other hazardous materials besides propane you have stored at your site. ◊ Your primary and secondary evacuation assembly sites. ◊ If everyone is accounted for after an evacuation.

HAZARDOUS MATERIALS RESPONSE TEAMS (HMRT) Crews of specially trained individuals responsible for directly managing and controlling hazmat problems may be required during a propane emergency. These teams may include people from emergency services, private industry, governmental agencies, or any combination. Be sure that these teams have access to your Safety Data Sheets (SDS) that specify all of the hazardous materials stored at your plant. Make sure these teams also know the quantities of each hazardous material on site.

65 External Organizations and Personnel LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT

INVESTIGATORS In the event of a HAZMAT emergency at the plant, investigators who are responsible for determining the cause of the hazmat release may arrive. A hazmat incident is not concluded until this investigation is complete. Train your employees to notify management when investigators arrive at the plant. Future legal proceedings, possible regulatory citations or criminal charges, and financial reimbursement for the time, equipment, and supplies of emergency services may depend upon their efforts and your company’s dissemination of accurate information.

LOCAL AND STATE GOVERNMENT OFFICIALS Depending on the scope and severity of the emergency, the following local and state government officials may be present: ◊ Officials from the Local Emergency Planning Commission (LEPC). ◊ County and state emergency management officials. ◊ Local elected officials. ◊ Congressmen and senators. ◊ Governor. For the most part, these individuals will get their information from the local emergency responders. Train your employees to refer them to your media liaisons when they arrive on the scene.

VOLUNTARY AGENCIES Often times, different voluntary agencies will respond in an emergency to provide services such as medical assistance, food, shelter, and counseling. It is important to inform the voluntary agencies about the expected duration of the emergency, how many people are displaced, who may need counseling, etc.

66 LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT External Organizations and Personnel

MEDIA You can often expect the media to arrive at the scene of a major emergency to inform the public of significant happenings within the community or region. Because of the nature of hazardous materials incidents, it is very important that the public be accurately informed quickly and updated regularly of the incident. Be sure that your media liaisons quickly identify the news media at the scene and collaborate with them to ensure that accurate and timely information is disseminated to the public.

OTHER SUPPORT PERSONNEL There may be other Individuals and organizations who provide important support services at the incident. For example, water and utility company employees, environmental response contractors, heavy equipment operators, and food service personnel may all play important roles during an emergency. You can help these individuals do their jobs effectively by directing them to appropriate locations at the scene and providing them with needed resources and information.

67 Strategies for Collaboration LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT

STRATEGIES FOR COLLABORATION Employees at the propane plant, local emergency responders, public officials, and nonprofit agencies should collaborate and act as partners before and during an emergency. It is vital that everyone involved communicate accurate and timely information, share resources and expertise, and foster a culture of respect and understanding. As we improve collaboration between public, private, and nonprofit organizations, before and during an emergency, we will better keep our communities safe. Listed below are several strategies for improving collaboration:

RECOGNIZE THE NEED FOR COLLABORATION The value of collaboration needs to be recognized by everyone involved in emergency response. Your designated employees such as the emergency coordinator, evacuation captains, and media liaisons need to work together and share information to be effective. On the ground, local emergency responders may have limited success on their own when major incidents overwhelm their capacity. While there are different roles that each entity takes in preparing for and responding to emergencies, it is by working together that individuals and organizations can save lives and property during emergencies of all scales.

BUILD MUTUAL RESPECT All key players at the emergency scene have an important job to do and it’s critical that a level of mutual respect, understanding, and appreciation is established between the various organizations and personnel. Effective collaboration begins with respect for potential partners and the value they bring to the table.

68 LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT Strategies for Collaboration

BUILD RELATIONSHIPS AT THE LOCAL LEVEL SHARE INFORMATION AND RESOURCES While relationships should be established at all levels, Each emergency response organization and individual building relationships at the local level is particularly has unique information, skills, and resources that can important. Local emergency responders are typically impact response efforts. However, no one person or the first on the scene and often lead the response agency is equipped with all the resources, knowledge, effort. They are key partners in the response effort, and expertise necessary to respond to large scale and relationship building should begin in the planning emergencies. It is vital that all public and private phase and be maintained on a long-term basis. entities share information and resources before and during emergency management efforts. ENSURE CLEAR COMMUNICATION Clear methods of communication between internal and external key players need to be established before an emergency. Throughout the emergency, information should be readily available to determine the needs, available resources, and how the response is managed. Communications should provide important and appropriate information in a timely manner.

69 Strategies for Collaboration LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT

70 LESSON 6: EAP DISTRIBUTION, MAINTENANCE, AND TRAINING EME PLA

LESSON INTRODUCTION uring this lesson, you will learn about the distribution of your final EAP and procedures for keeping it accurate and up to date. You will also explore methods for training employees and others on the procedures outlined in the EAP so that everyone is better prepared to Dtake appropriate action in the event of an emergency.

After completing this lesson, you should be able to: ◊ Explain how to distribute the final EAP. ◊ Identify how often and under what circumstances the EAP should be reviewed and updated. ◊ List specific topics that should be addressed in EAP training. ◊ Identify different types of training activities that can be used to educate employees about emergency procedures. ◊ Specify how often employees should receive EAP training. ◊ Identify what to include in a training plan. ◊ List strategies for making emergency planning a part of day-to-day operations at your plant.

71 EAP Distribution LESSON 6: EAP DISTRIBUTION, MAINTENANCE, AND TRAINING

EAP DISTRIBUTION Once you have completed your EAP, post it in a convenient location where all employees will have access to it. Possible locations may include break rooms, driver rooms where paperwork is completed, and areas where you post other labor law materials required by the Department of Labor. Additionally, distribute a printed copy of the final EAP to: ◊ All employees. ◊ All management personnel. ◊ Company headquarters. ◊ External emergency response agencies (appropriate sections). ◊ Local government agencies (appropriate sections). ◊ Local Emergency Planning Committee (appropriate sections). Each individual who receives a copy of the final EAP should be required to sign for it. Be careful of the pitfalls of distributing only an electronic copy of the EAP to employees, such as the inability to access it during a power outage.

72 LESSON 6: EAP DISTRIBUTION, MAINTENANCE, AND TRAINING EAP Maintenance

EAP MAINTENANCE Plant operations and personnel change frequently, and it’s critical that you update your plan as changes occur so you are better prepared during an emergency. You should review the contents of your plan and update it whenever: ◊ An employee’s emergency actions or responsibilities change. ◊ There is a change in the layout or design of the facility. ◊ New equipment, hazardous materials, or processes are introduced that affect evacuation. ◊ New types of hazards are introduced that require special actions.

EAP TRAINING Everyone who works at the facility requires some form of documented training on the procedures outlined in your EAP. This could include periodic employee discussion sessions to review emergency procedures, technical training in how to use emergency equipment, evacuation drills, and full-scale exercises. Consider having your employees sign an acknowledgement that they have received training and understand the information presented. You may also want to have employee designees sign an acknowledgement of their emergency roles and responsibilities to minimize any future misunderstandings.

73 EAP Training LESSON 6: EAP DISTRIBUTION, MAINTENANCE, AND TRAINING

OSHA CODES AND REGULATIONS OSHA 29 CFR 1910.38 mandates EAP training for all employees. According to this code: ◊ Before implementing the emergency action plan, the employer must designate and train enough people to assist in the safe and orderly emergency evacuation of employees. ◊ Employers should review the plan with each employee when the initial plan is developed and when each employee is initially assigned to the job. ◊ Employers should review the plan with each employee when his/her actions or responsibilities under the plan change or when the plan changes. Effective plans often call for retraining employees periodically (and at a minimum annually) and include drills in which employees can practice evacuating their workplace and gathering in the assembly area.

74 LESSON 6: EAP DISTRIBUTION, MAINTENANCE, AND TRAINING EAP Training

WHAT DO EMPLOYEES NEED TO KNOW? Your employees need to be fully trained on all components of your EAP, including:

‰‰Potential emergencies that can occur at your ‰‰Means for locating family members in an plant and their impact. emergency ‰‰Individual roles and responsibilities such as ‰‰Primary and secondary evacuation routes and emergency coordinator, evacuation captains, exits. medical aid personnel, media liaisons, and ‰‰Primary and secondary assembly sites. individuals responsible for shutting down critical operations. ‰‰Procedures for accounting for evacuees and reporting this to local emergency responders ‰‰Procedures for assuming alternate roles in the event that the designees are out of the office. ‰‰Location and use of PPE and common emergency equipment. ‰‰Notification and alarm systems. ‰‰Emergency shutdown procedures. ‰‰Procedures for reporting the emergency to company officials and regulatory agencies. ‰‰Special hazards you may have onsite such as flammable materials, toxic chemicals, or water- ‰‰Communications procedures during an reactive substances. emergency. ‰‰Fire hazards that employees are exposed to and ‰‰Plant security. those parts of the fire prevention plan necessary for self-protection.

Note: If you train your employees in first-aid procedures, you are required to include instruction on protection against blood borne pathogens because it is reasonably anticipated that employees will be exposed to blood or other potentially infectious materials while using first aid supplies. Additionally, employers are required to provide appropriate PPE in compliance with the provisions of the Occupational Exposure to Blood borne Pathogens standard, 1910.1030(d)(3) (56 FR 64175). This standard lists appropriate PPE for this type of exposure, such as gloves, gowns, face shields, masks, and eye protection.

75 EAP Training LESSON 6: EAP DISTRIBUTION, MAINTENANCE, AND TRAINING

HOW OFTEN DO YOU NEED TO TRAIN YOUR EMPLOYEES? OSHA requires that you offer training when: ◊ The plan is developed. ◊ An employee is assigned initially to a job. ◊ An employee's responsibilities under the plan change. ◊ The plan is changed. Additionally, it is good practice to provide training when you: ◊ Introduce new equipment, materials, or processes into the workplace that affect evacuation. ◊ Change the layout or design of the facility. ◊ Revise or update your emergency procedures.

76 LESSON 6: EAP DISTRIBUTION, MAINTENANCE, AND TRAINING EAP Training

WHAT ARE SOME POSSIBLE TRAINING METHODS? There are several different training methods that you can use to provide key knowledge and skills to your employees about the procedures outlined in your EAP. Classroom training activities provide important information and knowledge about emergency preparedness. It is a good idea to follow- up the classroom training with practice drills where employees can apply the knowledge and skills learned. You don’t need to conduct all of these activities; they are just suggested possibilities. Consider conducting these training activities during your regularly scheduled safety meetings.

Classroom Training: ◊ Orientation and Education Sessions: These are regularly scheduled discussion sessions with your personnel to provide information, answer questions, and identify needs and concerns. ◊ Tabletop Exercises: Personnel meet in a conference-room setting to discuss their responsibilities and how they would react to emergency scenarios. This is a cost-effective and efficient way to identify areas of overlap and confusion before conducting additional training drills and exercises.

Practice Drills: ◊ Functional Drills: These drills test specific emergency functions such as medical aid, emergency notifications, and communications procedures, though not necessarily at the same time. Personnel are asked to evaluate the functions and identify problem areas. ◊ Evacuation Drills: Personnel walk the evacuation route(s) to a designated area where procedures for accounting for all personnel are tested. Participants are asked to make notes as they go along of what might become a hazard during an emergency (e.g., stairways cluttered with debris, smoke in the hall ways). Evacuation drills permit employees to become familiar with the emergency procedures, their egress routes, and assembly locations, so that if an actual emergency should occur, they will respond properly. Consider inviting local emergency responders, including fire, police, and medical responders to participate in your evacuation drills. 77 EAP Training LESSON 6: EAP DISTRIBUTION, MAINTENANCE, AND TRAINING

DEVELOP A TRAINING PLAN Consider assigning responsibility for the development of a training plan that will address the education and information needs for employees, managers, contractors, customers, and other visitors. For a 12-month period, the training plan should specify: ◊ Who will be trained. ◊ Who will conduct the training. ◊ What training activities will be used. ◊ When and where each training session will take place. ◊ How the training session will be evaluated by instructors, participants, and management. ◊ How the training will be documented. ◊ How to involve community responders in training activities. It is recommended that you update your training plan every 12 months, at a minimum. The size of your plant and workforce, processes used, materials handled, and the availability of onsite or outside resources will all impact the training requirements in your plan.

78 LESSON 6: EAP DISTRIBUTION, MAINTENANCE, AND TRAINING Make Emergency Planning Part of Your Culture

MAKE EMERGENCY PLANNING PART OF YOUR CULTURE Make emergency planning part of the culture at your propane plant. Create on-going opportunities to build awareness, educate and train personnel, test emergency procedures, and involve all levels of management and the community in the planning process. To determine how completely your EAP has been integrated into your day-to-day operations, ask yourself the following questions: ◊ Do all personnel know what they should do in an emergency? If yes, how do you know? If no, how will you correct the situation? ◊ Does senior management fully support the responsibilities and procedures outlined in the plan? ◊ Do the company’s policies and procedures for evaluating employee performance and defining job roles address emergency management responsibilities? ◊ Do you distribute emergency preparedness information through company newsletters, employee manuals, company events, or emails? ◊ Are safety posters and other helpful visible reminders prominently posted? ◊ Are management, employees, and external emergency response organizations involved in evaluating and updating the plan?

79 CLASSROOM ACTIVITY:ACTIVITY REVIEWING YOUR TRAINING PLAN urpose: The purpose of this activity is to have you review your plant’s training plan and make necessary additions, deletions, and updates based on the information taught in this Plesson. Directions: 1. Working with your group members, review the information in your training plan and determine if it addresses the following: ◊ Who will be trained on EAP procedures. ◊ Who will conduct the training. ◊ All of the topics that employees need to know. ◊ The type of training activities to be conducted. ◊ When and where each training session will take place. ◊ How the training session will be evaluated by participants, instructors, and management. ◊ How the training will be documented. ◊ How to involve local emergency responders in evacuation drills. 2. Compare the information in your training plan with the requirements specified in this lesson and make any necessary enhancements to your plan. If you don’t have your training plan, use the template provided in the Resources section to complete this activity. Please be aware that this template provides the basic components of a training plan, but your plant may have site-specific requirements that should be added. If this is the case, be sure to include them. 3. Select a spokesperson to share your results with the class.

Take about 20 minutes to complete this activity.

80 GLOSSARY EME PLA

ALARM SYSTEM A means to alert employees, who can then alert others be capable of contacting local emergency responders such as contractors, customers, and visitors, to such as law enforcement, the fire department, and evacuate the plant or take other appropriate action in HAZMAT teams if necessary. the event of an emergency. EMERGENCY ACTION PLAN ANHYDROUS AMMONIA A written document required by OSHA standard 29 A colorless, highly irritating gas with a sharp, CFR 1910.38(a). The purpose of an EAP is to facilitate suffocating odor. People will notice the pungent odor and organize employer and employee actions during at levels ranging from 5 – 50 parts per million (ppm). workplace emergencies. Irritating effects generally begin at levels between 25- 50 ppm. More serious effects generally will not occur EMERGENCY ASSESSMENT until levels are greater than 100 ppm. Symptoms The process of identifying and analyzing your potential include burning of the eyes, nose, and throat after plant emergencies including probability of occurrence breathing even small amounts. With higher doses, and impact on humans, property, and the business. coughing or choking may occur. Exposure to high levels of anhydrous ammonia can cause death from a EVACUATION CAPTAINS swollen throat or from chemical burns to the lungs. Individuals responsible for: ASSEMBLY AREA ◊ Helping to move employees and others from danger to safe areas during an emergency. Location where employees should gather after an evacuation. Always designate a primary and secondary ◊ Implementing a buddy system during assembly area. evacuation where individuals work in pairs or teams so they can locate and assist each other COLLABORATION in emergencies. To work with another person or group in order to ◊ Checking offices and bathrooms before being the last person to exit an area. achieve or do something. ◊ Ensuring that fire doors are closed when exiting. DESIGNEE FOR ALERTING OTHERS EMERGENCY COORDINATOR Individual(s) responsible for assisting employees and others during an evacuation, including alerting Individual(s) responsible for leading and coordinating others to the incident. These designees should be your emergency plan and evacuation. The coordinator fully trained in how to assist employees and others should be responsible for: during an evacuation. They should also be trained in ◊ Assessing the situation to determine whether how to operate the alarm system and any emergency an emergency exists requiring activation of your communications system such as a public address emergency procedures. system or portable radio unit. Additionally, they should ◊ Supervising all efforts in the area, including evacuating personnel.

81 Emergency Management Agencies

◊ Coordinating outside emergency services, such FUNCTIONAL DRILLS as medical aid, the local fire departments and Training drills that test specific emergency functions law enforcement and ensuring that they are such as medical aid, emergency notifications, and available and notified when necessary. communications procedures, though not necessarily ◊ Directing the shutdown of plant operations at the same time. Personnel are asked to evaluate the when required. functions and identify problem areas.

EMERGENCY MANAGEMENT AGENCIES HAZARD COMMUNICATION PLANS Responsible for coordinating the mitigation, A written document that identifies the hazardous preparedness, response, and recovery from chemicals that employees are exposed to at the emergencies and disasters at the state level. Every facility and protective measures. The plant’s Safety state has their own emergency management agency. Data Sheets (SDS) must be a part of these plans.

EMERGENCY RESPONSE HAZARDOUS MATERIALS RESPONSE TEAMS The first and immediate response in an emergency (HMRT) which is aimed at minimizing the impact of an incident Crews of specially trained individuals responsible for on the public and the environment. directly managing and controlling hazmat problems may be required during a propane emergency. These EVACUATION teams may include people from emergency services, The immediate and urgent movement of people away private industry, governmental agencies, or any from the threat or actual occurrence of a hazard. combination.

EVACUATION DRILLS INDIVIDUALS RESPONSIBLE FOR ACCOUNTING FOR EVACUEES Training drills where personnel walk the evacuation route(s) to a designated area where procedures for Designees responsible for accounting for all persons accounting for all personnel are tested. Participants at the assembly area following an evacuation and are asked to make notes as they go along of what relaying accurate information to responders. These might become a hazard during an emergency (e.g., individuals should be at the assembly area when stairways cluttered with debris, smoke in the hall emergency responders arrive so they can provide a ways). Evacuation drills permit employees to become head count of who safely evacuated and who may familiar with the emergency procedures, their egress be missing. If you have multiple assembly sites, you routes, and assembly locations, so that if an actual should designate a person to each site, and these emergency should occur, they will respond properly. designees should coordinate with one another to Consider inviting local emergency responders, ensure that an accurate head count of all employees including fire, police, and medical responders to is collected at all assembly areas and communicated participate in your evacuation drills. accurately to responders.

FIRE SAFETY ANALYSIS INDIVIDUALS RESPONSIBLE FOR SHUTTING DOWN CRITICAL OPERATIONS A self-conducted audit of the safety features of a Designees who will stay to shut down critical propane installation and an assessment of the means operations, such as gas and electric, during an to minimize the potential for inadvertent propane evacuation. releases from storage containers and during transfer operations. The FSA also includes an evaluation of the INDIVIDUALS TRAINED TO PERFORM MEDICAL capabilities of local emergency response agencies as DUTIES well as an analysis of potentially hazardous exposures from the installation to the neighborhood and from Designees trained to provide first aid to employees the surroundings to the LP-Gas facility. and visitors during emergency situations. These individuals should be clearly identified in your EAP and employees should know who they are and that they are trained to provide first aid. 82 Investigators

INVESTIGATORS NATURAL INCIDENTS In the event of a HAZMAT emergency at the plant, Events that are due to a force of nature and may these individuals may arrive who are responsible for include: determining the cause of the hazmat release. ◊ Floods. LOCAL EMERGENCY PLANNING COMMITTEES ◊ Hurricanes. (LEPC) ◊ Tornadoes. Under the Emergency Planning and Community ◊ Wildfires. Right-to-Know Act (EPCRA), Local Emergency Planning Committees (LEPCs) must develop an ◊ Earthquakes. emergency response plan, review the plan at least ◊ Drought. annually, and provide information about chemicals ◊ Landslides/mudslides. in the community to citizens. EPCRA was passed by Congress in response to concerns regarding ◊ Lightning. the environmental and safety hazards posed by ◊ Snow/Ice/Hail. the storage and handling of hazardous chemicals. There is one LEPC for each of the more than 3,000 ◊ Extreme Heat/Cold. designated local emergency planning districts. NATIONAL RESPONSE CENTER (NRC) LOCAL EMERGENCY RESPONDERS The Federal government's national communications Firefighters, police, and paramedics who play a center, which is staffed 24 hours a day by U.S. Coast critical role in protecting people and property during Guard officers and marine science technicians. The fires, medical emergencies, terrorist acts, and natural NRC is the sole federal point of contact for reporting disasters. all hazardous substances releases and oil spills. Certain hazardous materials incidents, including MANMADE INCIDENTS propane, must be reported to the National Response Center (NRC) by telephone within 12 hours of the Events that are due to human action and may involve: discovery of the incident and then followed up with a ◊ Civil disturbances. written report within 30 days. ◊ Workplace violence. ORIENTATION AND EDUCATION SESSIONS ◊ Arson. Regularly scheduled discussion sessions with your ◊ Bomb threat. personnel to provide information, answer questions, ◊ Employee fraud. and identify needs and concerns. ◊ Hostage situation. OSHA PUBLICATION 3122 ◊ Terrorism. Principal Emergency Response and Preparedness ◊ Sabotage. Requirements and Guidance: OSHA document that provides a broad view of emergency planning ◊ Strikes. requirements across OSHA standards. MEDIA OSHA STANDARD 29 CFR 1910.38(A) The main means of mass communication, including OSHA standard that requires companies to develop television, radio, newspapers, and the Internet, EAPs to facilitate and organize employer and regarded collectively. employee actions during workplace emergencies. MEDIA LIAISONS Appointed personnel who will be responsible for interacting with the media when an emergency strikes. 83 Permissible Exposure Limits (PEL)

PERMISSIBLE EXPOSURE LIMITS (PEL) TECHNOLOGICAL INCIDENTS A legal limit for exposure of an employee to a chemical Non-natural events that are on the rise in the U.S. due substance or physical agent. Permissible exposure to technological advancements, and the increased limits are established by the Occupational Safety and development and use of chemicals. Some examples Health Administration (OSHA). include: ◊ Chemical release and fires (e.g., magnesium, PERSONAL PROTECTIVE EQUIPMENT (PPE) anhydrous ammonia). Equipment worn to minimize exposure to workplace ◊ Hazardous reactions between chemicals and injuries and illnesses. These injuries and illnesses other substances (e.g., adding water to a may result from contact with chemical, radiological, magnesium fire leads to explosions). physical, electrical, mechanical, or other workplace hazards. Personal protective equipment may include ◊ Radiological and nuclear incidents. items such as gloves, safety glasses and shoes, ◊ Vehicle accidents. earplugs or muffs, hard hats, respirators, or coveralls, reflective vests, and full body suits. ◊ Railcar leak/fire. ◊ Structural collapse. PLANT EMERGENCY ◊ Power/utility failure A sudden, unforeseen situation that potentially ◊ Information technology failure. threatens your employees, customers, or the public; disrupts or shuts down your operations; or causes ◊ Telecommunication failure. physical or environmental damage that requires immediate action. TABLETOP EXERCISES Training activity where personnel meet in a RESOURCE ASSESSMENT conference-room setting to discuss their The process of assessing your internal resources responsibilities and how they would react to including your personnel, facility, and equipment/ emergency scenarios. This is a cost-effective and supplies to help you determine your ability to manage efficient way to identify areas of overlap and confusion each type of emergency effectively. before conducting additional training drills and exercises. SAFETY DATA SHEETS (SDS) TRAINING PLAN Intended to provide workers and emergency personnel with procedures for handling or working with Comprehensive plan that addresses the education hazardous substances in a safe manner, and includes and information needs for employees, managers, information such as physical data (melting point, contractors, customers, and other visitors. For a boiling point, flash point, etc.), toxicity, health effects, 12-month period, the training plan should specify: first aid, reactivity, storage, disposal, protective ◊ Who will be trained. equipment, and spill-handling procedures. ◊ Who will conduct the training. SHELTER-IN-PLACE ◊ What training activities will be used. Selecting an interior room(s) with no or few windows, ◊ When and where each training session will take and taking refuge there. This is a precaution aimed to place. provide some level of safety while remaining indoors. ◊ How the training session will be evaluated by This may be necessary in emergencies that aren’t instructors, participants, and management. caused by the propane plant, such as a hurricane, tornado, active shooter, or chemical release. These ◊ How the training will be documented. types of events may make going outdoors dangerous. ◊ How to involve community responders in training activities.

84 Voluntary Agencies

VOLUNTARY AGENCIES Non-profit organizations that may respond in an emergency to provide services such as medical assistance, food, shelter, and counseling.

85 Voluntary Agencies

86 RESOURCES EME PLA

CONTENTS

EMERGENCY ACTION TEMPLATE

EAP Review Log ...... 90

Introduction ...... 91

Section 1: Emergency Identification and Assessment ...... 93

Emergency Assessment Worksheet ...... 94

Internal Resources ...... 95

Section 2: Emergency Personnel Information ...... 96

Section 3: Emergency Notification Procedures ...... 98

Section 4: Emergency Evacuation Procedures ...... 100

Appendix A: Evacuation Exits and Routes ...... 103

Appendix B: Assembly Areas ...... 104

TRAINING PLAN TEMPLATE

Training Plan Template ...... 105

Introduction ...... 107

Section 1: Training Participants ...... 109

Section 2: Training Sessions and Instructors ...... 110

Section 3: Training Topics and Methods ...... 111

Section 4: Training Evaluation and Documentation ...... 113 87 Contents

88 EMERGENCY ACTION PLAN {TEMPLATE)Contents

Emergency Action Plan (Template)

______(Facility Name]

______(Address]

______(Telephone Number]

______(Original Date Prepared]

Note: This Emergency Action Plan is a template and is intended as a starting point for you to use when developing your site-specific plan . It is written in general terms and may not be all inclusive for your facility . If there are additional emergency policies and procedures for your specific facility, be sure to include those in your plan .

89 EAP Review Log

EAP REVIEW LOG

Reviewed by: Date:

90 Introduction

INTRODUCTION Complete this section by providing information about the purpose, authority, development, distribution, and maintenance of the emergency action plan. Also describe your OSHA training mandate. Sample text has been inserted; modify as necessary for your facility .

PURPOSE The purpose of this Emergency Action Plan (EAP) is to set forth policies and procedures for safely and effectively managing an emergency event for the______[enter facility name] . All employees, supervisors, and managers are expected to follow the procedures outlined in this plan to aid in the protection of employees and others during an emergency situation .

AUTHORITY This EAP has been developed in accordance to OSHA 29 CFR 1910: “An emergency response plan shall be developed and implemented to handle anticipated emergencies prior to the commencement of emergency response operations . The plan shall be in writing and available for inspection and copying by employees, their representatives and OSHA personnel ”. [Include additional State and local authority here .] ______

DEVELOPMENT The development of this EAP and all emergency planning efforts for______[insert name of facility here] ______have included input and participation from employees, management, company officials, local emergency responders, local and state government officials, Local Emergency Planning Committees (LEPC), and the community and civic organizations . This level of coordination and collaboration is intended to improve the overall effectiveness of this EAP .

DISTRIBUTION This plan shall be posted in ______[identify location where posted] Additionally, a printed copy of the final EAP will be distributed to: ◊ All employees . ◊ All management personnel . ◊ Company headquarters . ◊ External emergency response agencies (appropriate sections) . ◊ Local government agencies (appropriate sections) . ◊ Local Emergency Planning Committee (appropriate sections) .

91 Introduction

MAINTENANCE This plan shall be reviewed and updated whenever: ◊ An employee’s emergency actions or responsibilities change . ◊ There is a change in the layout or design of the facility . ◊ New equipment, hazardous materials, or processes are introduced that affect evacuation . ◊ •New types of hazards are introduced that require special actions .

TRAINING OSHA 29 CFR 1910 38. mandates EAP training for all employees . According to this code: ◊ Before implementing the emergency action plan, the employer must designate and train enough people to assist in the safe and orderly emergency evacuation of employees . ◊ Employers should review the plan with each employee when the initial plan is developed and when each employee is initially assigned to the job . ◊ Employers should review the plan with each employee when his/her actions or responsibilities under the plan change or when the plan changes . ◊ Effective plans often call for retraining employees periodically (and at a minimum annually) and include drills in which employees can practice evacuating their workplace and gathering in the assembly area . Employees will be retrained periodically and, at a minimum annually, on the EAP .

92 Section 1: Emergency Identification and Assessment

SECTION 1: EMERGENCY IDENTIFICATION AND ASSESSMENT Complete this section of the EAP by documenting the results of your emergency assessment process. The first step in successful emergency planning is determining your potential threats and hazards. Sample text has been inserted; modify as necessary for your facility .

DATA SOURCES The following data sources have been reviewed and analyzed to help identify out potential threats and hazards and assess their impact to our specific facility . ‰‰Federal Emergency Management Agency (www .fema .gov): Maintains historical data on natural disasters in your geographic area . ‰‰United States Geological Survey (www .usgs .gov): Maintains historical data on natural disasters in your geographic area . ‰‰National Weather Service (www .nws .noaa .gov): Maintains historical data on natural disasters in your geographic area . ‰‰Department of Homeland Security (www .dhs .gov): Develops and distributes information on how to conduct vulnerability assessments for emergencies and incidents . ‰‰Occupational Safety and Health Administration (www .osha .gov): Is an excellent resource that provides information on identifying potential emergencies and assessing their impact . ‰‰Hazard Communication Plans: Contain important information and Safety Data Sheets (SDS) about the hazardous chemicals that employees are exposed to at your plant . ‰‰State and Local Emergency Management Offices: Can provide information on potential natural, technological, and manmade disasters in the region . Can also offer plans and recommendations for managing different types of emergencies . ‰‰Local Fire Marshal: Can provide information about arson incidents, fire code enforcement, and local laws concerning flammable materials .

EMERGENCY ASSESSMENT The table on the following page documents potential emergencies for ______[insert plant name here .] , the probability of occurrence, and their likely impact on humans, property, and the business . This EAP was developed based on the results of this assessment and addresses emergencies that are specific to our operation . Even though some emergencies may have received a lower score than others, they have not been ignored in this plan . All emergencies, regardless of probability and impact, have been planned for and addressed in the EAP . [Enter the results of your emergency assessment on the worksheet on the next page .]

93 Section 1: Emergency Identification and Assessment 6 TOTAL SCORE TOTAL 5 (1 - low; 5 - high) (1 - low; Business Impact 4 (1 - low; 5 - high) (1 - low; Property Impact Property ORKSHEET 3 Human Impact (1 - low; 5 - high) (1 - low; 2 Occurrence Probability of Probability (1 - low; 5 - high) (1 - low; EMERGENCY ASSESSMENT W 1 Potential Emergencies Potential

94 Section 1: Emergency Identification and Assessment

INTERNAL RESOURCES During the development of this plan, internal resources have been assessed to determine our ability to manage each type of emergency effectively . The following questions have been reviewed and addressed: Personnel: ◊ What medical and emergency response training do employees have? ◊ What knowledge and skills do employees possess that make them suited for different emergency activities? ◊ Are employees fully trained on implementing the plant’s EAP? Facility: ◊ Is there an adequate alarm system in the event of an emergency? ◊ Is the facility able to be properly secured in the event of an emergency? Is the facility security plan accurate and up-to-date? ◊ Are the number of fire extinguishers adequate? Are they charged? Equipment/Supplies: ◊ What is the water supply at the plant? Is it adequate in the event of a fire or explosion? ◊ What PPE is available at the facility?

95 Section 2: Emergency Personnel Information

SECTION 2: EMERGENCY PERSONNEL INFORMATION Complete this section of the EAP by listing the responsibilities, full names, and telephone numbers of all facility personnel who have been designated and trained to perform the emergency roles listed below. At a minimum, list a primary and alternate designee. Sample text has been inserted; modify as necessary for your facility. If you have additional roles at your facility, include those as well and indicate who will fulfill them .

EMERGENCY COORDINATOR

Responsibilities include: ______Name (Primary): ______Phone: ______Name (Alternate): ______Phone: ______

EMERGENCY CAPTAINS

Responsibilities include: ______Name: ______Phone: ______Name: ______Phone: ______Name: ______Phone: ______

PERSONNEL RESPONSIBLE FOR ALERTING OTHERS

Responsibilities include: ______Name: ______Phone: ______Name: ______Phone: ______

PERSONNEL RESPONSIBLE FOR SHUTTING DOWN CRITICAL OPERATIONS

Responsibilities include: ______Name: ______Phone: ______Name: ______Phone: ______

96 Section 2: Emergency Personnel Information

PERSONNEL RESPONSIBLE FOR ACCOUNTING FOR EVACUEES

Responsibilities include: ______Name: ______Phone: ______Name: ______Phone: ______

PERSONNEL TRAINED TO PROVIDE MEDICAL DUTIES

Responsibilities include: ______Name: ______Phone: ______Name: ______Phone: ______

MEDIA LIAISONS

Responsibilities include: ______Name: ______Phone: ______Name: ______Phone: ______

OTHER ROLES AND RESPONSIBILITIES: [Include any other roles and responsibilities for your specific facility here .] Role ______Responsibilities include: ______Name: ______Phone: ______Name: ______Phone: ______

Role ______

Responsibilities include: ______Name: ______Phone: ______Name: ______Phone: ______97 Section 3: Emergency Notification Procedures

SECTION 3: EMERGENCY NOTIFICATION PROCEDURES Complete this section by describing your alarm system and procedures for alerting personnel to an emergency. Also include phone numbers for all local emergency responders, hospitals, utility companies, company officials, and regulatory agencies. Sample text has been inserted; modify as necessary for your facility.

DESCRIPTION OF ALARM SYSTEM

______

PROCEDURES FOR SOUNDING ALARM

______

NOTIFICATION CONTACT INFORMATION Emergency Responders/Hospitals Fire department: ______Paramedics: ______Poison control: 1-800-222-1222 ______Police: ______Hospital(s): ______

DIRECTIONS FROM JOB SITE TO NEAREST HOSPITAL:

______

98 Section 3: Emergency Notification Procedures

Utility Companies Electric Company: ______Phone: ______Water Company: ______Phone: ______Gas Company: ______Phone ______Telephone Company: ______Phone ______

Cable/satellite Company: ______Phone: ______US Post Office:______Phone:______FedEx: ______Phone: ______UPS:______Phone: ______

COMPANY OFFICIALS

Name: ______Phone: ______Name: ______Phone: ______Name:______Phone: ______Name: ______Phone: ______Regulatory Agencies National Response Center (NRC) 24-hour hotline: 1-800-424-8802 Department of Transportation (DOT) 24-hour Crisis Management Center: 202-366-1863 Occupational Safety and Health Administration (OSHA): 1-800-321-OSHA (1-800-321-6742)

99 Section 4: Emergency Evacuation Procedures

SECTION 4: EMERGENCY EVACUATION PROCEDURES Complete this section by indicating your primary and secondary evacuation exits and routes; personnel that may need assistance evacuating; assembly area locations and procedures; evacuation personal protective equipment; and sheltering in place locations and procedures. Sample text has been inserted; modify as necessary for your facility .

EVACUATION EXITS AND ROUTES Evacuation exits, route, and assembly area maps have been posted ______[insert locations of where they are posted] ______. The following information is marked on evacuation maps: ◊ Primary and secondary emergency exits . ◊ Primary and secondary evacuation routes . ◊ Locations of fire extinguishers . ◊ Location of alarm system . Facility personnel should know at least two evacuation routes . Note: See attachment A for evacuation maps .

ASSISTING INDIVIDUALS WITH DISABILITIES AND LIMITED ENGLISH Names of individuals who need assistance: Their primary work locations:

______

______

______

______

ASSEMBLY LOCATIONS Once employees have evacuated the facility, they must meet at the following location(s): Primary Location: ______[insert name and address to primary location] ______Secondary Location: [insert name and address to secondary location] ______Note: See Appendix B for a map to the assembly locations .

100 Section 4: Emergency Evacuation Procedures

ASSEMBLY PROCEDURES Accounting for Individuals after an Evacuation: [Insert your procedures for accounting for individuals after an evacuation. Indicate who employees must check in with at the assembly site and that this person is responsible for accounting for employees. Note that employees who do not show up at the designated assembly location will be presumed to still be in the building and fire and police personnel shall be notified of their absence immediately .] ______

______

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______

Planning for an Extended Evacuation: [Insert your plan for an extended evacuation here. Be sure to plan for food, water, and protection from the environment in case the emergency takes a long time to resolve. Identify procedures for further evacuation in case the incident expands and takes a long time to resolve .]

______

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101 Section 4: Emergency Evacuation Procedures

PERSONAL PROTECTIVE EQUIPMENT (PPE) FOR EVACUATIONS Location of First Aid Kits:

______[Indicate the location of all first aid kids. Include maps, if necessary .] _

______

List of PPE at Facility:

______[Include a full list of PPE that is at the facility here .] _

______

SHELTERING IN PLACE Locations for Sheltering in Place:

______[Include primary and secondary locations for sheltering in place. Include maps, if necessary .] _

______

Procedures for Sheltering in Place:

______[List your facilities procedures for sheltering in place. These may include closing the business, putting _ phones of call forwarding, handling visitors, turning off mechanical systems, etc .] ______

______

______

______

______

102 Section 3: Emergency Notification Procedures

APPENDIX A: EVACUATION EXITS AND ROUTES [Insert map or drawing of evacuation exits and routes. Be sure to include primary and secondary emergency exits; primary and secondary evacuation routes; locations of fire extinguishers; and location of alarm system .]

103 Section 3: Emergency Notification Procedures

APPENDIX B: ASSEMBLY AREAS [Insert maps to primary and secondary assembly locations .]

104 Section 3: EmergencyTRAINING Notification PLAN P {TEMPLATE)rocedures

Training Plan (Template)

______(Facility Name]

______(Address]

______(Telephone Number]

______(Original Date Prepared]

Note: This Training Plan is a template and is intended as a starting point for you to use when developing your site-specific plan . It is written in general terms and may not be all inclusive for your facility . If there are additional training requirements and procedures for your specific facility, be sure to include those in your training plan .

105 Section 3: Emergency Notification Procedures

106 Introduction

INTRODUCTION Complete this section by providing information about the purpose, authority, distribution, and maintenance of the training plan. Sample text has been inserted; modify as necessary for your facility.

PURPOSE The purpose of this training plan is to set forth policies and procedures for addressing the education and information needs of employees, managers, contractors, customers, and other visitors at ______[enter facility name] .

AUTHORITY OSHA 29 CFR 1910 38. mandates EAP training for all employees . According to this code: ◊ Before implementing the emergency action plan, the employer must designate and train enough people to assist in the safe and orderly emergency evacuation of employees . ◊ Employers should review the plan with each employee when the initial plan is developed and when each employee is initially assigned to the job . ◊ Employers should review the plan with each employee when his/her actions or responsibilities under the plan change or when the plan changes . ◊ Effective plans often call for retraining employees periodically (and at a minimum annually) and include drills in which employees can practice evacuating their workplace and gathering in the assembly area .

DISTRIBUTION Indicate where the training plan will be located at the facility and who will receive copies .

______

MAINTENANCE This training plan shall be reviewed and updated as necessary and every 12 months, at a minimum .

107 Introduction

FREQUENCY OF TRAINING Employees will be retrained periodically (at a minimum annually) on the EAP and when: ◊ The plan is developed . ◊ An employee is assigned initially to a job . ◊ An employee's responsibilities under the plan change . ◊ The plan is changed . Training will also be provided when: ◊ New equipment, materials, or processes are introduced into the workplace that affect evacuation . ◊ The layout or design of the facility is changed . ◊ Emergency procedures are revised or updated .

108 Section 1: Training Participants

SECTION 1: TRAINING PARTICIPANTS Complete this section of the training plan by indicating who will be trained on the facility’s EAP procedures.

Participant Name Title Location Phone Email

109 Section 2: Training Sessions and Instructors

SECTION 2: TRAINING SESSIONS AND INSTRUCTORS Complete this section of the training plan by providing information about planned training sessions and instructors.

Training Training Session Instructor(s) Instructor(s) Instructor(s) Session Date Location Name Phone Email

110 Section 3: Training Topics and Methods

SECTION 3: TRAINING TOPICS AND METHODS Complete this section by describing all of the topics that will be taught during training as well as the methods used to deliver the information.

TRAINING TOPICS Check off the topics that your training will address: ‰‰Potential emergencies that can occur at your plant and their impact . ‰‰Individual roles and responsibilities such as emergency coordinator, evacuation captains, medical aid personnel, media liaisons, and individuals responsible for shutting down critical operations . ‰‰Procedures for assuming alternate roles in the event that the designees are out of the office . ‰‰Notification and alarm systems . ‰‰Procedures for reporting the emergency to company officials and regulatory agencies . ‰‰Communications procedures during an emergency . ‰‰Plant security . ‰‰Means for locating family members in an emergency . ‰‰Primary and secondary evacuation routes and exits . ‰‰Primary and secondary assembly sites . ‰‰Procedures for accounting for evacuees and reporting this to local emergency responders . ‰‰Location and use of PPE and common emergency equipment . ‰‰Emergency shutdown procedures . ‰‰Special hazards you may have onsite such as flammable materials, toxic chemicals, or water-reactive substances . ‰‰Fire hazards that employees are exposed to and those parts of the fire prevention plan necessary for self- protection . ‰‰Protection against blood borne pathogens (for First Aid Training) .

List additional topics below:

______

111 Section 3: Training Topics and Methods

TRAINING METHODS Describe the different training methods you will use to educate your staff. Possible training methods include orientation and education sessions, tabletop activities, walk-through drills, functional drills, and evacuation drills .

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112 Section 4: Training Evaluation and Documentation

SECTION 4: TRAINING EVALUATION AND DOCUMENTATION Complete this section by describing your training evaluation and documentation procedures.

TRAINING EVALUATION Indicate how your training will be evaluated by participants, instructors, and management. Possible evaluation methods include feedback forms, quizzes, tests, and practice drills .

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TRAINING DOCUMENTATION Indicate how training completion will be documented. Consider having your employees sign an acknowledgement that they have received training and understand the information presented .

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113 Section 4: Training Evaluation and Documentation

114

INSIDE PLANT EMERGENCY PLANNING AND PREPAREDNESS:

LESSON 1: OVERVIEW OF PLANT EMERGENCIES Provides introductory information about plant emergencies and how to prepare for them. Describes the different types of plant emergencies, both propane- and non-propane related. Explains what an emergency action plan (EAP) is, what should be included in an EAP, and applicable codes and regulations.

LESSON 2: EMERGENCY IDENTIFICATION AND ASSESSMENT Guides participants through a straight forward process for identifying and assessing emergencies that are unique to their operation. Also explains how to assess internal resources and capabilities for managing emergencies.

LESSON 3: EMERGENCY NOTIFICATION PROCEDURE Provides procedures for notifying employees, local emergency responders, utility companies, and company officials during an emergency. Also offers a protocol for reporting emergencies to the appropriate regulatory agencies.

LESSON 4: EMERGENCY EVACUATION PROCEDURES Identifies conditions under which evacuation during an emergency is necessary. Sets forth procedures for evacuating the plant during an emergency including key roles and responsibilities, assisting individuals with disabilities or limited English, establishing evacuation exits and routes, and accounting for evacuees after an evacuation. Also discusses when and how to shelter-in-place.

LESSON 5: COLLABORATION IN EMERGENCY MANAGEMENT Discusses the importance of coordinating and collaborating with key players before and during an incident to ensure the most effective emergency management possible. Describes who should be involved and have input into the development of your EAP and about the different internal and external roles and responsibilities that should be addressed during an emergency. Explores strategies for working effectively with all the key players on the scene of an emergency.

LESSON 6: EAP DISTRIBUTION, MAINTENANCE, AND TRAINING Discusses the distribution of your final EAP and procedures for keeping it accurate and up to date. Explores methods for training employees and others on the procedures outlined in the EAP so that everyone is better prepared to take appropriate action in the event of an emergency. Identifies what to include in a training plan. Lists strategies for making emergency planning a part of day-to-day operations at your plant.

Propane Education & Research Council 1140 Connecticut Ave. NW, Suite 1075, Washington, DC 20036 Telephone: (202) 452-8975 | Fax: (202) 452-9054