EMERGENCY RESPONSE PLANNING

1. EMERGENCY RESPONSEPLANNING

2. Why Have A Plan? • Planning can make a difference in mitigating against the effects of a disaster, including saving lives and protecting property, and helping a business recover more quickly from a disaster. • Up to 40% of businesses affected by a natural or human-caused disaster never reopen. • Larger businesses are asking their suppliers about preparedness. They want to be sure that their supply chain is not interrupted. • Insurance is only a partial solution. It does not cover all losses and it will not replace customers. • Many disasters — natural or human-caused — may overwhelm the resources of even the largest public agencies. Or they may not be able to reach every facility in time.

3. In developing an all hazards preparedness plan, potential hazards/threats should be identified, vulnerabilities assessed and potential impacts analyzed!

4. Emergency Response Planning • All facilities face a certain level of risk associated with various threats. • Threat or hazard is an event that could cause injury, property damage, business disruption or environmental impact. • These threats may be the result of natural events, accidents, or intentional acts to cause harm. • Regardless of the nature of the threat, facility owners have a responsibility to limit or manage risks from these threats to the extent possible.

5. Planning-Asses Risk • Implement • Test • Improve FEMA.GOV

6. Hazard Vulnerability Analysis • The HVA provides a systematic approach to recognizing hazards that may affect demand for a business’ services or its ability to provide those services. • The risks associated with each hazard are analyzed to prioritize planning, mitigation, response and recovery activities. • The HVA serves as a needs assessment for the Emergency Management program. • This process should involve community partners and be communicated to community emergency response agencies.

7. Hazard Vulnerability Analysis • Probabilities • Severity • Human Impact • Property Impact • Business Impact • Preparedness • Internal Resources • External Resources

8. Planning for the Threats Probabilities- Analyze threats/hazards that are-1) unique to each occupancy, and plan for the actions of each. • Fire/Explosion • Earthquake • Tornado • Hazardous materials incident • Technological • Civil disturbance • Flood or flash flood • Communications failure • Radiological accident • Loss of key supplier or customer • Hurricane • Winter storm

9. 2) Identify the threats/hazards that have happened or could happen in your area and plan for the unique actions of each.

10. Severity • Issues to consider for human impact include, but are not limited to: Potential for death or injury • Issues to consider for property impact include, but are not limited to: Cost to replace Cost to set up temporary replacement Cost to repair • Issues to consider for business impact include, but are not limited to: Business interruption Employees unable to report to work Customers unable to reach facility Company in violation of contractual agreementsImposition of fines and penalties or legal costs Interruption of critical supplies Interruption of product distribution

11. Preparedness • Issues to consider for preparedness include, but are not limited to: Status of current plans Training status Insurance Availability of back-up systems Community resources • Issues to consider for internal resources include, but are not limited to: Types of supplies on hand Volume of supplies on hand Staff availability • Issues to consider for external resources include, but are not limited to: Types of agreements with community agencies Coordination with local and state agencies

12. Hazard Vulnerability Analysis • Issues to consider for response include, but are not limited to: Time to marshal an on-scene response Scope of response capability Historical evaluation of response success

18. Implementation- Developing A Plan • Implementation of the preparedness program includes identifying and assessing resources, and writing plans.

19. Emergency Response Plan • Plans to protect people, property and the environment should be developed. Plans should include evacuation, sheltering in place and lockdown as well as plans for other types of threats identified during the risk assessment. • Best practices and instructional guidance published by trade associations, professional societies, newsletters and government website can be resources to develop, evaluate and improve your preparedness program.

20. Threats/Hazards • Fire/Explosion • Earthquake • Tornado • Hazardous materials incident • Technological • Civil disturbance • Flood or flash flood • Communications failure • Radiological accident • Loss of key supplier or customer • Hurricane • Winter storm

21. Fire- Planning • Have your facility inspected for fire hazards. • Distribute fire safety information to employees. • How to prevent fires in the workplace • Where to report a fire. • How to contain a fire, • Place fire extinguishers in appropriate locations. • Train employees in use of fire extinguishers. • How to evacuate the facility • Instruct personnel to use the stairs -- not elevators -- in a fire. • Conduct evacuation drills. • Post maps of evacuation routes.

22. Planning - Fire • Establish procedures to prevent the accumulation of combustible materials. • Provide for the safe disposal of smoking materials. • Ensure that key personnel are familiar with all fire safety systems. • Identify and mark all utility shutoffs so that electrical power, gas or water can be shut off quickly. • Establish procedures for the safe handling and storage of flammable liquids and gases.

23. Planning- Tornadoes • Establish procedures to inform personnel when tornado warnings are posted. Consider the need for spotters to be responsible for looking out for approaching storms. Tornado Watch -- Tornadoes are likely. Be ready to take shelter. Stay tuned to radio and television stations for additional information. Tornado Warning -- A tornado has been sighted in the area or is indicated by radar. Take shelter immediately. • The best protection in a tornado is usually an underground area. If an underground area is not available, consider: • Small interior rooms on the lowest floor and without windows • Hallways on the lowest floor away from doors and windows • Rooms constructed with reinforced concrete, brick or block with no windows and a heavy concrete floor or roof system overhead • Protected areas away from doors and windows • Note: Auditoriums, cafeterias and gymnasiums that are covered with a flat, wide-span roof are not considered safe.

25. Make plans for evacuating personnel away from lightweight modular offices or mobile home-size buildings. These structures offer no protection from tornadoes. • Conduct tornado drills. • Once in the shelter, personnel should protect their heads with their arms and crouch down.

27. Planning- Earthquake • Inspect your facility for any item that could fall, spill, break or move during an earthquake. Take steps to reduce these hazards, • Move large and heavy objects to lower shelves or the floor. Hang heavy items away from where people work. • Secure shelves, filing cabinets, tall furniture, desktop equipment, computers, printers, copiers and light fixtures. • Secure fixed equipment and heavy machinery to the floor. Larger equipment can be placed on casters and attached to tethers which attach to the wall. • Review processes for handling and storing hazardous materials. Have incompatible chemicals stored separately. • Establish procedures to determine whether an evacuation is necessary after an earthquake.

28. Designate areas in the facility away from exterior walls and windows where occupants should gather after an earthquake if an evacuation is not necessary. • Conduct earthquake drills. Provide personnel with the following safety information: • In an earthquake, if indoors, stay there. Take cover under a sturdy piece of furniture or counter, or brace yourself against an inside wall. Protect your head and neck. • If outdoors, move into the open, away from buildings, street lights and utility wires. • After an earthquake, stay away from windows, skylights and items that could fall. Do not use the elevators. • Use stairways to leave the building if it is determined that a building evacuation is necessary.

29. Planning- Hazardous Materials • Identify and label all hazardous materials stored, handled, produced and disposed of by your facility. Follow government regulations that apply to your facility. Obtain material safety data sheets (MSDS) for all hazardous materials at your location. • Train employees to recognize and report hazardous material spills and releases. Train employees in proper handling and storage. • Establish procedures to notify management and emergency response organizations of an incident. • Establish procedures to warn employees of an incident. • Establish evacuation procedures. • Identify other facilities in your area that use hazardous materials. Determine whether an incident could affect your facility.

30. Planning- Technological Emergencies • Identify all critical operations, including: • Utilities including electric power, gas, water, hydraulics, compressed air, municipal and internal sewer systems, wastewater treatment services • Security and alarm systems, elevators, lighting, life support systems, heating, ventilation and air conditioning systems, electrical distribution system. • Manufacturing equipment, pollution control equipment • Communication systems, both data and voice computer networks • Determine the impact of service disruption. • Ensure that key safety and maintenance personnel are thoroughly familiar with all building systems. • Establish procedures for restoring systems. Determine need for backup systems.

31. Planning- Terrorism • All employees need training about their company's policies regarding workplace violence. • What they can do to prevent violence and how they should respond if violence does occur. • Training should include how to deal with hostile or angry customers or clients, conflict resolution skills and stress management techniques. • Managers also need training on how to deal with angry or belligerent employees.

32. Further Considerations • Resource Management: Resources needed for responding to emergencies, continuing business operations and communicating during and after an incident should be identified and assessed. • Incident Management: An incident management system is needed to define responsibilities and coordinate activities before, during and following an incident. • Training: Persons with a defined role in the preparedness program should be trained to do their assigned tasks. All employees should be trained so they can take appropriate protective actions during an emergency.

33. Employee Assistance & Support: The business preparedness plan should encourage employees and their families to develop family preparedness plans. Plans should also be developed to support the needs of employees following an incident. • Crisis Communications Plan: A plan should be established to communicate with employees, customers, the news media and stakeholders.

34. Business Continuity Plan: A business continuity plan that includes recovery strategies to overcome the disruption of business should be developed. • Information Technology Plan: A plan to recover computer hardware, connectivity and electronic data to support critical business processes should be developed.

35. Testing, & Exercises • You should conduct testing and exercises to evaluate the effectiveness of your preparedness program, make sure employees know what to do and find any missing parts. • Improve individual performance as well as organizational coordination and communications • Evaluate policies, plans, procedures and the knowledge and skills of team members • Reveal weaknesses and resource gaps • Comply with local laws, codes and regulations

36. Program Improvement • There are opportunities for program improvement following an actual incident. • A critique should be conducted to assess the response to the incident. • Lessons learned from incidents that occur within the community, within the business’ industry or nationally can identify needs for preparedness program changes. • Gaps and deficiencies identified during reviews should be recorded and addressed through a corrective action program. Reviews, evaluations and improvements should be documented and maintained on file.

37. How Can We Help? • Business Inspections • Fire Extinguisher Training • CPR & AED classes • CERT Classes • Community Services