Guidelines for the elaboration of internal emergency plans

1. This project is funded by the European Union Projekat finansira Evropska Unija Guidelines for the elaboration of internal emergency plans Ike van der Putte

2. Overview • Requirements IEP according to SEVESO II/III • Concept and Structure of Emergency Planning • Contents of an IEP

3. REQUIREMENTS IEP • Seveso II/III : • The emergency plans must be established with the objectives of: • — containing and controlling incidents so as to minimize the effects, • and to limit damage to man, the environment and property, • — implementing the measures necessary to protect man and the environment • from the effects of major accidents, • — communicating the necessary information to the public and to the • services or authorities concerned in the area, • — providing for the restoration and clean-up of the environment • following a major accident. • Emergency plans shall contain the information set out in Annex IV/IV

4. Minimum contents IEP according to ANNEX IV - SEVESO (a) Names or positions of persons authorized to set emergency procedures in motion and the person in charge of and coordinating the on-site mitigatory action. (b) Name or position of the person with responsibility for liaising with the authority responsible for the external emergency plan. (c) For foreseeable conditions or events which could be significant in bringing about a major accident, a description of the action which should be taken to control the conditions or events and to limit their consequences, including a description of the safety equipment and the resources available.

5. Minimum contents IEP according to ANNEX IV - SEVESO (d) Arrangements for limiting the risks to persons on site including how warnings are to be given and the actions persons are expected to take on receipt of a warning. (e) Arrangements for providing early warning of the incident to the authority responsible for setting the external emergency plan in motion, the type of information which should be contained in an initial warning and the arrangements for the provision of more detailed information as it becomesavailable. (f) Arrangements for training staff in the duties they will be expected to perform, and where necessary coordinating this with off-site emergency services. (g) Arrangements for providing assistance with off-site mitigatory action.

6. GUIDANCE DOCUMENT SR on IEP B. Organisation of alert and intervention The organisation for alert and intervention should be adequately described. Thisdescriptionshouldinclude: • organisation, responsibilities, and procedures for emergency response; • training and information for personnel and emergency response crews; • activation of warnings and alarms for site personnel, external authorities, neighbouring installations, and where necessary for the public; • identification of installations which need protection or rescue interventions; • identification of rescue & escape routes, emergency refuges, sheltered buildings, and control centres; • provision for shut-off of processes, utilities and plants with the potential to aggravate the consequences.

7. Risk Assessment Regulations and Decree Risk Reduction Internal Emergency Plan Concept of Emergency Planning (Continued)

8. Structure of Emergency Planning National Emergency Plan

9. Contents of an Internal Emergency Plan (example) Scope of the plan Extent of Planning Implementation and use of the plan Resources Monitoring, notification and warning Mobilisation of resources Management and Administration Protection, rescue and relief Personal and mutual protection List of terms and Abbreviations Annexes – A - D Annexes A- Action Plan for Bodies Implementing the Plan B- Collection of Data necessary for Implementation of the Plan C- Training and Drill Programme D- Instruction for Maintenance and Distribution of the Plan

10. Contents of an IEP • 1. Scope of the Plan • Outline • the major-accident scenarios • potential for knock-on/domino effects (see site Risk Assessment) • 2. Extent of Planning • Outline extent of coordination • facility • municipal/regional/state 3. Implementation and use of the Plan Outline the concept for implementation of the EP in the event of major accidents for which the plan has been developed: Flowchart showing how the plan will be implemented. ! Key decision making

11. Contents of an IEP (Continued) • 4. Resources • Outline necessary resources (personnel, facilities and funding) and the available funding. Necessary resources are defined by the results of the risk assessment and generally related to national legislation. • The available resources are those available at the establishment (with addition if needed) • Emergency response teams (see further guidelines) • Emergency response facilities (see further guidelines) • 5. Monitoring, notification, and warning • Outline the means of monitoring for major accidents at establishment (toxic release, fire/explosion, spill) • Outline the means of promptly notifying and/or warning in the event of a major acident • -site personnel; - members of the public possibly affected; -external agencies or state bodies responsible for activating the EEP

12. Contents of an IEP (Continued) • 6. Mobilisation of resources • Outline the procedure for mobilising • the required resources (personnel, equipment and funds). Flowcharts may be • useful. • 7. Management and administration • Outline the IEP management structure (role and responsibilities of team) • Indicate positions of persons authorized/responsible • To activate the various elements of the IEP • To harmonise procedures to mitigate the consequences of a major accident • To liaise with other bodies responsible for emergency plans (municipal or • state)

13. 8. Protection. Rescue and relief For foreseeable conditions or events, which could lead to a major accident, provide a description of the actions which should be taken to control the conditions or events and to limit their consequences. Outline the protective measures in place, how protection actions will be implemented and those responsible for implementation. Outline the rescue and relief tasks and those responsible for implementing these tasks. Indicate the measures for offering assistance to the municipality in the event of a major accident.

14. 9. PERSONAL AND MUTUAL PROTECTION • Describe measures for diminishing the risk to employees. • Outline the instructions for an individual to prevent and mitigate the • consequences of a major accident on their health, life and property. • Indicate how these instructions will be effectively disseminated. • LIST OF TERMS AND ABBREVIATIONS • ANNEXES

15. Contents of an IEP (Continued) • Annexes: • Action plan for bodies implementing the plan • Include copy of relevant site procedures, e.g. incident reporting/investigation procedure Include sample media statement for use in the event of Major Accident B. Relevant data for implementing the plan Include all relevant data such as names, positions, role in IEP, telephone numbers, faxes Include a copy of appropriate additional site information, e.g. drawings showing locations of hazardous materials, etc. C. Training and drill programme Outline the staff training programme for tasks to be undertaken in the event of a major accident and the joint training programmes with external agencies. (see further guidance on emergency training and emergency response testing and drills D. Maintenance and distribution of the plan (instructions to be provided)

16. Contents of an EEP (Continued) • Content items are the same • External agencies are involved • The public is involved

17. Major Accident Response Flowchart

18. ERT Emergency Response Team PPE Personal Protective Equipment BA Breathing Apparatus See spill, toxic releases Flow charts

21. EMERGENCY RESPONSE TEAM • Core responsibilities – see also national legislation: • To protect the health and safety of persons in the event of an emergency. • To minimise damage to the environment. • To limit damage to property and company assets. Effective emergency plans require that, in the event of an incident, nominated individuals are given specific responsibilities, often separate from their day to day activities. The members of the ERT should be from different sections of the establishment and be at different levels within the establishment.

22. MCT and FCT • The on-site ERT can be considered to be made up of two basic groups: • Main Control Team - in the event of an emergency, the Main Control Team (MCT) • manages the overall emergency. It ensures that a proper evacuation • is taking place, that emergency services have been called and that other • essential tasks, including traffic control and site access control, are carried out. • Forward Control Team - the Forward Control Team (FCT) responds to the • location of the incident, in fire gear or other protective clothing as appropriate, • with the objective of achieving control of the source of the emergency in a • safe manner.

23. Main Control Team (MCT) • The MCT operates from the Emergency Control Centre (ECC) and its function is to co-ordinate the following activities in the event of an emergency: • Management of the emergency ( mobilisation key personnel, emergency services summoned, Ext. emergency plan initiated, controlling traffic movement etc.) • Technical co-ordination (site plans , location of hazardous materials etc. should be readily available) • Liaison with external organisations (all to be contacted) • Liaison with relatives (all calls and queries to be dealt with) • Liaison with media (local/national media with accurate and relevant information communicated)

24. Forward Control Team • The FCT will respond to the location of the incident, in fire gear or • other protective clothing as appropriate. The number of fire fighters, • first aiders, etc. should be in accordance with the requirements of • the National Regulations and the site risk assessment. • The members of the FCT should have received adequate training to • cope with varying emergency scenarios. • In addition to dealing with the immediate incident, i.e. the fire/explosion, • toxic release, etc. and achieving control in a safe manner, • the FCT will carry out • Evacuation Coordination • Preliminary Medical Assistance

25. EMERGENCY RESPONSE FACILITIES Emergency Response Equipment Establishments should have appropriate emergency systems such as fire detection and alarm systems, fire protection/fighting facilities, back-up fire protection/fighting facilities, assembly points, first aid kits, spill control facilities and spill control kits. (see national regulations) The site risk assessment should identify the hazards present and the control measures which are required for the FCT in the event of an emergency: • Fire hose reels and fire extinguishers • Fireman safety helmet • Fireproof trousers and jacket • Fireman gloves • Breathing apparatus • Chemical resistant safety boots • Chemically resistant disposable protective suit • Chemical resistant gloves • Spill clean-up materials • Ex rated radios • Master key(s) • Emergency oxygen supply for victims • First aid kits etc. In addition to the equipment listed above, other emergency equipment may be required depending on the distance from the nearest external services.

26. EMERGENCY RESPONSE FACILITIES On-Site Emergency Control Centre - Function The on-site Emergency Control Centre (ECC) is the place from which the emergency is managed and co-ordinated. For large facilities, a purpose built ECC is advisable. In all cases however, the ECC should be located in a “safe” area which will not be affected by the identified major-accident hazards The on-site ECC will normally be the location occupied by the MCT. Senior officers of the external emergency services in attendance on site may also be located in the ECC. The on-site ECC should have good communication links with the FCT and all other areas on the establishment, as well as communications with appropriate points off-site. The links to off-site facilities should include emergency services headquarters, hospitals, police, regulatory authorities and company headquarters.

27. EMERGENCY RESPONSE FACILITIES • On-Site Emergency Control Centre- Equipment/Location • Equipmentand data • Equipment dedicated for communication with Ext. Emergency services and • internal , on-site, communication; • Copy of the IEP and up to date list of contact numbers for all personnel having • a role in response to incident and a list of contact names and numbers for external • emergency services, local authority, external agencies, the media and any additional. • Facility plans; • Details shut down procedures • File with MSDSs for all chemicals • Facilities to ensure that a record is kept of all messages sent and received. • Access to data on all those present on the facility at the time of the incident, • including contractors and visitors. • Location • The on-site ECC should be designed to remain operational in all but the most • severe emergency -note back-up ECC/ back-up evacuation points may be needed) .

28. EMERGENCY TRAINING In order for the IEP to work effectively, it is important that personnel are trained in their duties in the event of an emergency • The MCT will require training specific to their roles. This will typically include: • Emergency Management • Effective Communications • The FCT will require “hands on” training as they are involved in dealing with the • actual emergency. The following is a list of training which would typically be required: • Spill Response • Toxic/Flammable Gas Release Response • Emergency Isolation • Evacuation Procedures • Emergency Management • Occupational First Aid • Fire Fighting • Use of Breathing Apparatus (BA) • Confined Space Entry • Facility Personnel • All personnel within the facility, including contractors, must receive induction training • which will make them aware of the major-accident hazards and the control measures. • All personnel working within a facility, including contractors and visitors, must be • made aware of the general procedure to follow in the event of an emergency

29. Emergency Response Testing The effectiveness of the ERT and the IEP should be tested on a regular basis. Testing is carried out to give confidence that the plans are accurate, complete and practicable. Testing should be based on major-accident scenarios identified for the site. Tests of the IEP should primarily address the response during the initial emergency phase, which is usually the first few hours after the accident occurs(key decisions!) Testing internal and external emergency plans, or part of, at the same time can produce considerable benefits. These benefits include ensuring that both emergency plans work effectively together. Exercises to test the effectiveness of the IEP and which form part of the ongoing training of key personnel in the preparation for dealing with an emergency can take a number of different forms ( see next slide)

30. Emergency Response Exercises Emergency drills test a specific and relatively simple aspect of the emergency plan in isolation. Examples of emergency drills are: fire drills, alarm testing, evacuation, roll call and searching, cascade telephone calls, spillage control and recovery. In a walk-through exercise, the emergency response to a pre-determined emergency is walked through by the ERT, including visiting appropriate facilities such as the ECC. A table-top exercise is a training activity where an emergency situation is simulated in a controlled environment. The table-top exercises are most effective for members of the ERT, particularly the MCT, to practice their roles in an emergency. A control post exercise is similar to a table top exercise in that it uses simulated conditions to test emergency plans. However, rather than sitting around a table, the ERT respond by locating themselves as they would in a real incident. Full scale exercises involve testing the emergency plans to the full. In most cases, full scale exercises involve a larger number of participants. Usually, to test the plan fully, the exercise needs to involve the external emergency services and local authorities and therefore requires careful planning and organisation.

31. Liasingwith External Emergency Services • The external emergency services are an essential source of help and expertise • in the event of an emergency. It is therefore important to ensure they are familiar with: • the layout of the site, • the nature of the work carried out, • chemicals stored on site, etc., • the nature of the potential major-accident hazards at the site, • the IEP. • The facility operator should invite the external emergency services onto the • establishment to ascertain the information required by the external emergency • services and to ensure they are familiar with the layout of the site. • There are two stages when information should be given to the • external emergency services/local authorities: • when preparing, developing and practicing the IEP (emergency planning); • in the event of an accident

32. Liaison During Emergency Planning • The following information should typically be given to the external emergency • services/local authorities during the planning stage: • Information necessary to prepare the External Emergency Plan (EEP) as • appropriate, i.e. if an external plan is required; • An up-to-date copy of all relevant drawings showing location of access roads, • emergency exits, fire fighting equipment, hydrants, warehouses, chemical storage • areas, gas cylinders and any other information requested by the external • emergency services deemed necessary in the event of an emergency. • This may all be included in the IEP; • An up-to-date summary of all hazardous materials present on the site and • the actions to be taken in the event of an emergency. • This may all be included in the IEP; • Plant shutdown procedure. This may be included in the IEP.

33. Liaison In The Event Of An Accident • When the emergency services arrive at the facility, the following information • should be provided by the MCT: • Location and details of the accident, including personnel injured or missing, • chemicals involved, wind speed, etc.; • Summary of any actions completed by MCT and FCT; • Any access restrictions; • Any other necessary information regarding the accident including the effect • on adjacent facilities. • The external emergency services will liaise with the MCT/FCT and ascertain • any additional information as required.

34. REFERENCES COUNCIL DIRECTIVE 96/82/EC of 9 December 1996 on the control of major-accident hazards involving dangerous substances(OJ L 10, 14.1.1997, p. 13) – consolidated version DIRECTIVE 2012/18/EU OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 4 July 2012 on the control of major-accident hazards involving dangerous substances, amending and subsequently repealing Council Directive 96/82/EC Guidelines on a Major Accident Prevention Policy and Safety Management System,as required by Council Directive 96/82/EC (SEVESO II). Neil Mitchison & Sam Porter (Eds.) ISBN92-828-4664-4 Guidance on the preparation of a Safety Report to meet the requirements of Directive 96/82/EC as amended by Directive 2003/105/EC (SEVESO II). Luciano Fabbri, Michael Struckl and Maureen Wood (Eds.), 2005. ISBN 92-79-01301-7 Planning for Emergencies Involving Dangerous Substances for Slovenia. Final Report. Contract no: SL-0081.0011.01. 28 February 2012. I.van der Putte: Regional Environment Accession Project (REAP). Nethconsult/BKH Consulting Engineers/RPS. Subcontractors: AEA Technology, URS/Dames & Moore, EPCE, Project Management Group, REC Hungary