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EMERGENCY EVENT TRAINING SESSION ONE: 1) How to use the Emergency Response Plan 2) Medical Emergency 3) Elevator Entrapment 4) Utility Outage – PowerPoint PPT presentation

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Title: SESSION ONE:


1
SESSION ONE 1) How to use the
Emergency Response Plan2) Medical Emergency3)
Elevator Entrapment4) Utility Outage5)
Flood6) Severe Weather7) Winter Weather8)
Shelter in Place9) Evacuation10) Emergency
Communications, Announcements, Media
EMERGENCY EVENT TRAINING
2
INTRODUCTION
  • FORMAT
  • Pre-incident planning considerations, checklists,
    and helpful tips are provided on the top half,
    above the spiral binding.  Specific
    shelter-in-place and/or evacuation procedures are
    included on many top pages as well.  The bottom
    half contains a step-by-step response guide. 
    This flowchart-style page will help staff execute
    a unified, systematic response to the situation
    as it unfolds or evolves.  Tasks and
    responsibilities for each staff role are clearly
    spelled out.
  • Important Note  While the response
    flowcharts are intended for use during a real
    emergency, the time to become familiar with them
    is not once the alarms go off.  Effective staff
    training requires that all key building personnel
    know in advance the specific tasks they will be
    expected to perform in each situation.
  • BUILDING-SPECIFIC CONSIDERATIONS
  • The responses printed on these pages are
    consistent throughout Republic Properties portfoli
    o.  Material that is unique to your building may
    be inserted into the inside back pocket of this
    book, as well as an instructions on building
    equipment and systems, should be kept in the fire
    control room, property management office,
    engineering office, and/or the security console
    or office.
  •  
  • DIAGRAMS
  • Sets of emergency response diagrams have been
    prepared for your property.  These sets include a
    diagram of each floor, showing the location of
    egress routes and other safety features.  The
    Building Information Card (BIC) contains a cross
    section of the building and inventories of major
    systems.  These floor plan and BIC diagrams are
    intended for emergency personnel upon arrival,
    but they are also useful for planning and
    training.

3
INTRODUCTION
  • HOW TO USE THE EMERGECY RESPONSE PLAN (ERP)
  • Allied Barton along with Republic Properties have
    prepared this emergency response guide to help
    building staff provide a coordinated, effective
    response to a wide range of potential
    emergencies.
  • This guide highlights the critical steps staff
    should take before, during and after an
    emergency.  Wherever possible, specific tasks are
    assigned to various members-from property
    managers to engineers to security officers. 
    Checklists for emergency preparation, along with
    step-by-step response protocols, are provided. 
    Specific emergencies-including bomb threat,
    explosion, and fire-are addressed, as well as
    generalized responses that would be used in a
    wide range of scenarios.
  • Please remember that no written guide can
    anticipate every possible scenario.  An effective
    emergency response requires well-trained staff
    members that are able to think clearly and
    quickly, communicate effectively, and alter the
    response appropriately as conditions change.
  • TOPICS
  • Most topics in this guide refer to specific
    situations, such as elevator entrapment,
    workplace violence and flooding.  Two
    topics-shelter in place and evacuation-contain
    more detailed information on response protocols. 
    One of these two emergency response would likely
    be implemented in the event of most emergencies. 
    While the core response steps required in each
    emergency are listen within each topic, you may
    want to refer to these two generalized response
    topics for detailed information.
  • Important Note   Refer to other topics whenever
    applicable, as one emergency could lead to
    another.  Flooding or a power outage might result
    from severe weather.  An explosion could release
    a chemical agent or cause a fire.  Criminal
    activity could escalate into workplace violence. 
    See the emergency response announcements where
    ever shelter in place or evacuation would be
    implemented.

4
MEDICAL EMERGENCY
  • PRE-INCIDENT PLANNING
  • Document where emergency supplies and first aid
    kits are kept if available
  • Check regularly to ensure supplies are adequately
    stocked and expiration dates are current
  • Maintain any building emergency equipment
  • If designated staff members are trained and
    certified as first aid responders, keep updated
    list in management office and fire control room
  • Encourage tenants to maintain emergency supplies,
    acquire and maintain emergency equipment, and
    provide first aid training
  • Become familiar with emergency announcements for
    PA system, electronic communication, etc (see
    Announcement Sections for samples)
  • MEDICAL PRECAUTIONS
  • To prevent contact with bodily fluids, consider
    stocking
  • Latex gloves
  • Protective glasses
  • Do not attempt to administer CPR or first aid if
    not properly trained
  • Anyone who comes in contact with bodily fluids
    should wash the exposed area with soap and water
  • Use water or saline solution to irrigate the eyes
  • Report the exposure to emergency personnel

5
MEDICAL EMERGENCY
  • NOTIFY
  • Call 911 with pertinent information
  • Give building address and nearest entrance
  • Describe nature and location of medical emergency
    (injury, illness, or medical condition)
  • Specify number of victims
  • Provide details of any known hazards
  • Give your name and phone number
  • Inform building staff and TSC
  • Alert security
  • Notify tenant(s). If appropriate, Property
    Manager makes announcement to tenant(s) and
    conveys
  • What is known
  • Steps being taken
  • What tenant(s) should do
  • DETECTION
  • Visual observation
  • Verbal report or call for help
  • STAFF RESPONSE
  • Building staff meets responding emergency
    personnel
  • Determines which hospital or hospitals are being
    used
  • Engineer or building staff provides elevator
    independent service if medical emergency is
    inside
  • Security may be called to control access to area
  • Monitors entrances and exits as necessary
  • INVESTIGATE
  • What is the nature and extent of the injury,
    illness, or medical condition?
  • How many victims are there?
  • Are any hazards in the area?
  • Is an ambulance required
  • Before emergency responders arrive, building
    staff
  • Provides first aid if trained
  • Takes precaution to avoid contact with bodily
    fluids
  • Stays calm and informs victim(s) help is coming
  • RESTORE
  • Conduct accident investigation as required
    take pictures if appropriate
  • Contact specialized vendors if area is
    contaminated
  • Prepare incident report using RPC standard
    template
  • Provide counseling services if warranted
  • NOTIFY
  • Update TSC, building staff, and security
  • Inform tenant(s)
  • Alert risk management
  • Designated staff responds to phone calls from
    tenant(s)
  • Building staff and security confine radio use to
    essential communication

6
ELEVATOR ENTRAPMENT/FAILURE
  • PRE-INCIDENT PLANNING

ELEVATOR EMERGENCY PHONE
  • Adhere to rigorous maintenance and operation
    program, including timetables and checklists
  • Monthly firefighters Elevator Phase I and Phase
    II Emergency Operations Testing Procedure
  • Firefighters Elevator Phase I and Phase II
    Emergency Operations Signage Requirements
  • Elevator Pre-Service Request Call Checklist
  • Elevator Service Request and Maintenance Log
  • Urgent Elevator Service Request Escalation
    Process
  • Elevator Maintenance Logs and Procedures
    Compliance Book
  • Keep in elevator machine room or management
    office
  • Emergency phone with direct connection to
    elevator/security monitoring company in each
    elevator
  • Phone cannot receive outside calls
  • Passenger must press call button or lift phone to
    initiate communications with monitoring company
  • If used, monitoring company notifies TSC or
    engineer
  • TSC makes emergency call to contractor
  • Elevator also equipped with button that can be
    pushed, allowing hearing and speech impaired
    persons to indicate they are trapped
  • Treat this alert system same as trap call

PRIMARY CONCERN PASSENGER SAFETY
  • Establish and maintain communications with
    trapped passengers to monitor urgency of
    situation
  • Try to find out how many people are trapped and
    if anyone has a health condition (asthma,
    diabetes, heart ailment, etc.) or has been
    injured
  • Call 911 immediately if someones health appears
    at risk or if there is any indication of danger,
    including occupant panic
  • Call contractor for updated ETA if no response
    after one hour
  • Reassess situation and call 911 if there is any
    indication of danger
  • Annual (or semi-annual if required by
    jurisdiction) Preventive Maintenance
  • Conducted by contractor according to contract
    specifications
  • Keep all certifications, permits, and licenses
    current
  • Update regularly list of phone numbers for
    response personnel for elevator emergencies
  • Post in fire control room

7
ELEVATOR ENTRAPMENT/FAILURE
WHAT TO DO
WHAT NOT TO DO
  • Make no attempt to force open elevator doors or
    rescue passengers, as injuries may occur
  • Do not cycle power to elevator for the following
    reasons
  • Trapped occupants might panic
  • Elevator error memory could be erased, making it
    difficult to diagnose and correct problem
  • Elevator could travel to different floor, doors
    could open, and emergency personnel might not
    know where to find trapped passengers
  • If elevator is cleared before contractor
    arrives, allow vendor to assess cause of trap and
    make repairs
  • If trap is false alarm
  • Contact TSC immediately so that emergency call to
    contractor is canceled
  • Inform monitoring company via elevator emergency
    phone

8
ELEVATOR ENTRAPMENT/FAILURE
  • MEDICAL EMERGENCY
  • If medical emergency is apparent or imminent, ask
    another building staff member to call 911 if not
    already reported.
  • If possible, arrange for another staff member to
    meet and direct emergency personnel to trap
    location
  • Call or radio another engineer to attempt to
    clear trap
  • Use firemans recall key switch to call down
    elevators to lobby and get doors open
  • Make no further attempts if this does not work
  • Engineer and building staff make no attempt to
    pry doors open
  • STAFF RESPONSE (after rescue)
  • Engineer locks elevator out of service until
    contractor has corrected the matter
  • Property Manager collects names, phone numbers,
    and office locations to trapped persons
  • Makes follow-up call or visit within 24 hours
  • Provides business card or name and number
  • DETECTION
  • Elevator/security monitoring company
  • Elevator alarm
  • Noise from person(s) trapped in car
  • Call from tenant
  • INVESTIGATE
  • Where is the elevator car stuck?
  • How long has it been stuck?
  • How urgent is the situation
  • How many people are trapped
  • Does anyone have a medical condition?
  • Is anyone injured or experiencing physical
    difficulties?
  • Should specialized contractor or emergency
    personnel be called?
  • NOTIFY
  • When trap is cleared, notify
  • Elevator/security monitoring company via elevator
    phone
  • TSC
  • Tenant(s)
  • STAFF RESPONSE
  • Engineers and building staff make no attempt to
    pry doors open
  • Security officer and/or property manager will
    collect names
  • Building staff tries to maintain communications
    with trapped passengers through elevator door
  • Gives name and RP title
  • Describes steps being taken to rescue passengers
  • Communicates clearly that ETA is when contractor
    or emergency personnel will arrive, not when trap
    will be cleared
  • Provides frequent updates
  • Monitors how passengers are feeling
  • Stresses necessity to remain calm
  • Reassures passengers that elevators are equipped
    with numerous safety devices that prohibit cars
    from falling
  • Security may be called to control access to area
  • If doors open between floors, building staff and
    engineer direct occupants to stay in car
  • Passengers should not jump or climb out
  • If failure is sustained, building staff requests
    revised estimated time of repair from contractor
  • Reassesses situation and calls 911 if any
    indication of danger
  • Notifies TSC-escalates up
  • Informs tenants of cause and expected duration
  • Building staff, engineer, and security confine
    radio use to essential communication
  • RESTORE
  • Conduct accident investigation as required if
    anyone is injured take pictures if appropriate
  • Complete Republic Properties Security
    Report/Incident Report
  • Take photos of any damage
  • Service and recertify elevator equipment before
    restoring service
  • Record incident in appropriate logs
  • Prepare incident report using RP standard
    template even if no one is inured
  • Provide counseling services in warranted
  • NOTIFY
  • If TSC is notified first by elevator/security
    monitoring company, TSC alerts
  • Elevator service contractor
  • Engineering staff
  • Building management
  • If building staff detects elevator trap first,
    calls TSC
  • If situation is urgent, building staff calls 911
    first with pertinent information
  • Building address and nearest entrance
  • Nature and location of incident
  • Number of victims
  • Details of any injuries or health conditions
  • Your name and phone number
  • Notify tenant(s)
  • Alert security if warranted
  • NOTIFY
  • When service is restored, notify
  • TSC, building staff, tenants, and vendors
  • Risk management

YES NO
Medical Emergency?
ELAVATOR ENTRAPMENT/FAILURE
9
UTILITY OUTAGE/EQUIPMENT MALFUNCTION
PRE-INCIDENT PLANNING
SHELTER-IN-PLACE PROCEDURES
  • Check building security systems to see how they
    would function during power loss
  • If locking systems would fail, additional
    security staffing may be needed at onset of power
    failure
  • Verify that exit-door locking mechanisms would
    unlock during power failure
  • Repair and replace emergency lighting as
    necessary
  • Consider keeping emergency glow sticks in stock
    with current expiration dates
  • Keep flashlights in management office, engineers
    office and fire control room
  • Check regularly to ensure batteries are
    adequately stocked and expiration dates are
    current
  • Create list of building operating systems with
    accompanying instructions and diagrams
  • Include where valves, controls, and panels are
    located
  • Keep instructions and diagrams near fire control
    room, engineers office, and operating system
  • Electrical
  • Gas
  • Water
  • Steam
  • Fuel tanks
  • Fuel oil supplier contact information
  • Fuel consumption rate calculations
  • Designate alternate locations for business
    continuity should management office and/or
    mechanical penthouse become damaged or
    inaccessible
  • Become familiar with shelter-in-place and
    evacuation announcements for PA system electronic
    communication, etc. (see Announcement Section
    for samples)
  • If warranted, Property Manager collects tenant
    contract list, cell phone, BlackBerry, and radio,
    and reports to main lobby
  • Using PA or alternate system, Property Manager
  • Informs tenants of what has occurred, location of
    problem, and steps taken
  • Modifies means of communication as necessary due
    to service failure
  • Advises tenants that it is safe to remain in
    office
  • Provides tenants with TSC and building staff
    contract information if problems should occur
  • Updates tenants often
  • Engineer secures elevators if warranted

EVACUATION PROCEDURES
  • Engineer reports to assigned station
  • Property Manager collects tenant contact list,
    cell phone, BlackBerry, and radio, and reports to
    main lobby
  • Using PA or alternate system, Property Manager
  • Informs tenants of what has occurred, location of
    problem, and steps taken
  • Modifies means of communication as necessary due
    to service failure
  • Provides evacuation instructions, including which
    exit routes to use
  • Updates tenants often
  • Engineer secures elevators if warranted
  • Building staff helps occupants requiring
    assistance as needed

10
UTILITY OUTAGE/EQUIPMENT MALFUNCTION
  • DETECTION
  • Loss of lights and water pressure
  • Cessation of air circulation
  • Interruption of telecommunications
  • Lack of heat or air conditioning
  • POWER FAILURE
  • Engineer and building staff check if internal or
    regional outage
  • Property Manager updates tenants, retail and
    vendors
  • If appropriate, Property Manager implements
    shelter in place (see Shelter-in-Place Procedures
    on top page)
  • Engineer monitors emergency generator, including
    fuel supplies
  • Starts generator manually if not operating
  • Arranges for fuel delivery if outage lasts for
    several hours
  • If internal power loss, checks electrical panels
  • Notifies TSC when specialized contractor is
    needed to service outage and updates Property
    Manager
  • Turns off items that could be affected by power
    surge when service when service returns
  • Monitors water pressure to see if adequate for
    toilets to function
  • Building staff sees if anyone is trapped in
    elevators
  • Maintains communication with any trapped
    occupants
  • Notifies TSC or emergency personnel (depending on
    urgency of situation) if elevator cannot be
    lowered by emergency power
  • Engineer and building staff check if emergency
    lighting systems are illuminating exit routes and
    garage
  • If available, use glow sticks to illuminate
    pathways when necessary
  • Engineer and building staff verify that exit-door
    locking mechanisms have unlocked
  • Security staff checks building security systems
  • Monitors access points as needed, including
    loading dock
  • NOTIFY
  • Inform building staff and TSC-escalate up
  • Alert security, retail and vendors as needed
  • Notify tenants. If appropriate, Property Manager
    makes announcement to tenants and conveys
  • What is known
  • Steps being taken
  • What tenants should do

Does power outage call for a partial or full
evacuation?
YES
  • STAFF RESPONSE
  • Property Manager implements partial or full
    evacuation (see Evacuation Procedures on top
    page)
  • Designated staff responds to calls from tenants
    if phone system is operating
  • Attendant opens garage exit gates
  • Building staff and security confine radio use to
    essential communication

NO
  • INVESTIGATE
  • What and how extensive is the failure?
  • What is the cause?
  • Are surrounding buildings affected?
  • How long will tenants be without power, air,
    and/or telecommunications?
  • Is water pressure inadequate?
  • Are toilets able to flush?
  • How much fuel is in stock for emergency
    generator?
  • Are heating and cooling systems affected?
  • Is it extremely hot or cold outside?
  • If utility outage has malfunctioned, how long
    will it take to service?
  • How extensive are the repairs?
  • Are service parts in stock?
  • Is evacuation necessary
  • TELECOMMUNICATIONS FAILURE
  • Property Manager determines how widespread outage
    is
  • If internal, contacts specialized contractor
  • Determines estimated time of repair
  • Updates tenants and retail, if affected
  • RESTORE
  • Take pictures of any damage
  • Contact specialized vendors and repair
  • Restore and reset building systems
  • Clean, service, and recertify
  • Activate continuity plan if management office or
    mechanical penthouse is inaccessible
  • Prepare incident report using RP standard template
  • NOTIFY
  • When building operations are restored, notify
  • TSC, building staff, tenants, retail and vendors
  • Risk management and service providers

11
FLOODING
PRE-INCIDENT PLANNING
SHELTER-IN-PLACE PROCEDURES
  • Survey building regularly for leaks
  • Repair as needed using specialized vendors
  • Repair and replace as needed
  • Clear debris from
  • Building
  • Nearby surroundings, including parking garages
  • Check door and window seals often to ensure
    airtight conditions
  • Identify alternate command station
  • Identify internal and external assembly areas,
    with alternates, to be used by tenants and
    building staff
  • Identify above ground interior locations, away
    from windows
  • Designate at least one external assembly area
    that is uphill of building (if possible to do so)
  • Designate alternate locations for business
    continuity should management office and/or
    mechanical penthouse become inaccessible
  • Encourage tenants to maintain emergency supplies
  • Know how to operate and shut down HVAC if TSC
    cannot do so remotely
  • Anticipate flash flooding if weather conditions
    are severe
  • Take necessary precautions, including early
    evacuation if directed by public officials
  • Identify appropriate vendors in advance to
    prevent mold or other environmental hazards
  • Become familiar with emergency announcements for
    PA system, electronic communication, et. (see
    Announcement Section for samples)
  • Property Manager collects tenant contract list,
    cell phone, BlackBerry, and radio, and reports to
    main lobby
  • Using PA or alternate system, Property Manager
  • Informs tenants of what has occurred, location of
    problem, and steps taken
  • Instructs tenants to remain in office or report
    to internal assembly areas
  • Advises tenants on lower levels to relocate to
    higher levels if water is rising
  • Updates tenants often
  • Engineer secures elevators if warranted

EVACUATION PROCEDURES
  • Engineer reports to control room
  • Property Manager collects tenant contact list,
    cell phone, BlackBerry, and radio, and reports to
    main lobby
  • Using PA or alternate system, Property Manager
  • Informs tenants of what has occurred, location of
    problem, and steps taken
  • Provides specific evacuation instructions,
    including which exit routes and external assembly
    area to use (e.g., tenants directed away from
    water to uphill location
  • Updates tenants often
  • Engineer secures elevators if warranted
  • Building staff helps occupants requiring
    assistance as needed and determines which
    hospital or hospitals are being used
  • Tenants account for employees relay names and
    last known locations of missing persons to
    emergency personnel and building staff

12
FLOODING
  • DETECTION
  • Sudden surge of water inside or outside building
  • Severe weather
  • Flash flood warning by news media
  • STAFF RESPONSE
  • Property Manager implements shelter in place (see
    Evacuation Procedures on top page)
  • TSC or engineer shuts down any building service
    equipment prone to flooding
  • Shuts off water control valve as necessary
  • If threat of electrocution exists, shuts off
    electrical power
  • Engineer and building staff move important
    documents and equipment to higher locations or
    off premises
  • Remove water if localized and safe to do so
  • Security may be called to control access to area
  • Closes loading dock as needed
  • Designated staff responds to phone calls from
    tenant(s)
  • Building staff and security confine radio use to
    essential communication
  • RESTORE
  • Take pictures of any damage
  • Contact specialized vendors and repair
  • Alert appropriate vendor of potential
    environmental hazard if sewage overflow
  • Conduct IAQ testing if necessary
  • Remove water and debris
  • Ventilate affected areas
  • Restore and reset building systems
  • Clean, service and repair
  • Recertify elevators and lifts if water damaged
  • Activate continuity plan if management office or
    mechanical penthouse is inaccessible
  • Prepare incident report using RP standard
    template
  • Provide counseling services if warranted
  • INVESTIGATE
  • What is the cause and extent of the flooding?
  • What is the likelihood that the flooding will
    continue or worsen?
  • Is there an immediate need to evacuate?
  • What are the situation around the building?
  • Are parking garages, streets, and access roads
    flooded?

Have conditions changed or worsened to warrant
evacuation?
  • NOTIFY
  • Call 911 with pertinent information if warranted
  • Provide building name and street address
  • Describe location and severity of flooded area
  • Report injuries
  • Give your name and phone number
  • Property Manager makes initial announcement to
    tenants ASAP and conveys
  • What is known
  • Steps being taken
  • What tenants should do
  • Notify TSC-escalate up
  • Alert security (to report to property if needed)
  • Notify retail, vendors, and adjacent properties
    (if appropriate)

NO
YES
  • STAFF RESPONSE
  • Property Manager implements partial or full
    evacuation (see Evacuation Procedures on top
    page)
  • Engineer meets responding emergency personnel and
    provides
  • Incident information
  • Building diagrams
  • Master keys
  • Other items as requested
  • TSC or engineer shuts down any building service
    equipment endangered by flooding
  • Shuts off water control valve as necessary
  • If threat of electrocution exists, shuts off
    electrical power
  • Building staff reports injuries provides first
    aid if trained
  • Designated staff responds to phone calls from
    tenants if safe to do so otherwise, staff should
    evacuate
  • Attendant opens garage exit gates
  • Security closes loading dock
  • Building staff and security confine radio use to
    essential communication
  • NOTIFY
  • When building is safe to reopen
  • TSC
  • Tenants, retail and vendors
  • Risk management
  • Building staff
  • Service providers

NO YES
Do conditions call for partial or full evacuation?
13
TORNADO AND HURRICANE
PRE-INCIDENT PLANNING
SHELTER-IN-PLACE PROCEDURES
  • Identify internal assembly areas, such as
  • Interior rooms and/or corridors on lowest floors
    without any windows
  • Underground locations
  • Designate alternate locations for business
    continuity should management office and/or
    mechanical penthouse become damaged or
    inaccessible
  • Become familiar with emergency announcement for
    PA system, electronic communication, etc. (see
    Announcement Section for samples)
  • Assemble a list of emergency radio stations
  • Keep a battery or hand-crank radio
  • Maintain landscaping
  • Remove dead branches
  • Before a storm arrives (if safe to do so)
  • Secure outside items
  • Bring small items inside
  • Anticipate flash flooding
  • Consider stocking the following supplies
  • Duct tape
  • Plywood
  • Pumps
  • Generators
  • Property Manager collects tenant contact list,
    cell phone, BlackBerry, and radio, and reports to
    main lobby
  • Using PA or alternate system, Property Manager
  • Informs tenants of what has occurred, location of
    problem, and steps taken
  • Instructs tenants to remain in office or report
    to internal assembly areas
  • Instructs tenants to move to underground
    locations if safe to do so
  • Updates tenants often
  • Engineer reserves elevator connected to emergency
    generator for relocation to different floors
    secures the remainder

EVACUATION PROCEDURES
  • Engineer reports to control room
  • Property Manager collects tenant contact list,
    cell phone, BlackBerry, and radio, and reports to
    main lobby
  • Using PA or alternate system, Property Manager
  • Informs tenants of what has occurred, location of
    problem, and steps taken
  • Instructs tenants to close curtain and blinds
  • Provides evacuation instructions, including which
    exit routes to use
  • Warns tenants to open doors carefully and watch
    for falling debris
  • Updates tenants often
  • Engineer reserves elevator connected to emergency
    generator for relocation to different floors
    secures the remainder
  • Building staff helps occupants requiring
    assistance as needed and determines which
    hospital or hospitals are being used
  • Tenants account for employees relay names and
    last known locations of missing persons to
    emergency personnel and building staff

TORNADO
  • Tornado Watch-conditions are right for tornado
    formation
  • Tornado Warning- tornado has been spotted or
    detected on radar

HURRICANE
  • Hurricane Watch-hurricane conditions (sustained
    winds of 74 mph or higher, heavy rain and tidal
    flooding) could experienced within 36 hours
  • Hurricane Warning- hurricane conditions are
    possible within 24 hours

14
TORNADO AND HURRICANE
TORNADO
  • TORNADO WARNING
  • Property Manager implements shelter in place (see
    Shelter-in-Place Procedures on top page)
  • If tornado strikes, take cover under sturdy
    furniture if possible and/or take protective
    position (knees and forehead on floor with hands
    covering head)
  • Building staff and security confine radio use to
    essential communication
  • NOTIFY
  • Call 911 and provide
  • Building name and address
  • Location and details of known hazards or injuries
  • Your name and phone number
  • Property Manager makes announcement to tenants
    ASAP and conveys
  • What is known
  • Steps being taken
  • What tenants should do
  • Inform TSC, building staff, security, retail, and
    vendors

HURRICANE
  • DETECTION
  • Tornado watch or warning
  • National Weather Service/Emergency Alert System
  • News media
  • Funnel or wall cloud spotted
  • Train-like sound
  • Severe weather conditions
  • DETECTION
  • Hurricane watch or warning
  • National Weather Service/Emergency Alert System
  • News media
  • INVESTIGATE
  • Is evacuation and building shutdown warranted
  • STAFF RESPONSE
  • Proper Manager implements partial or full
    evacuation (see Evacuation Procedures on top
    page)
  • Engineer meets responding emergency personnel and
    provides
  • Incident information
  • Building diagrams
  • Master keys
  • Other items as requested
  • TSC or engineer shuts down or restores utilities
    and building systems as directed
  • Security sections off dangerous areas and
    prohibits unauthorized access
  • Designated staff responds to phone calls from
    tenants if safe to do so otherwise, staff should
    evacuate
  • Attendant opens garage exits
  • Confine radio use to essential communication
  • INVESTIGATE
  • What is the storms direction and how quickly
    is it moving?
  • Are authorities asking people to seek shelter?

TORNADO WARNING
  • INVESTIGATE (after tornado)
  • Check for casualties
  • Assess any damage
  • External-exposed wires, broken glass, gas leak,
    hazardous materials, etc.
  • Internal-all building systems and equipment
  • RESPOND
  • Follow instructions of public officials and
    emergency personnel
  • Shut down utilities and close building as directed
  • NOTIFY
  • Property Manager makes initial announcement to
    tenants ASAP and conveys
  • What is known
  • Steps being taken
  • What tenants should do, including encourage
    people to stay inside
  • Informs building staff and TSC-escalate up
  • Alert security, retail and vendors

YES
If any damage to building, is partial or full
evacuation warranted?
  • RESTORE
  • Take pictures of damage
  • Contact specialized vendors and repair damage
  • Restore and reset building systems
  • Clean, service, repair, and recertify
  • Activate continuity plan if management office or
    mechanical penthouse is inaccessible
  • Prepare incident report using RP standard
    template
  • Provide counseling services if warranted

NO
Tornado Watch
  • NOTIFY
  • Inform tenants it is safe to resume work
  • Update TSC, building staff, security, retail and
    vendors
  • TORNADO WATCH
  • Listen to local news media for up-to-date
    information
  • Monitor storm conditions from top floor
  • NOTIFY
  • When building is safe to reopen, notify
  • TSC, staff, tenants, retail, security, and
    vendors
  • Risk management
  • Utility companies and service providers

15
SEVERE WINTER STORMS
PRE-INCIDENT PLANNING
WINTER STORM TERMS
  • Check door and window seals regularly to ensure
    airtight conditions
  • Clear debris from
  • Building
  • Nearby surroundings, including parking garages
  • Keep snow removal equipment in good working
    condition
  • Maintain salt or sand supplies
  • Check and maintain fuel oil supply for emergency
    generator
  • Identify internal assembly areas, such as
  • Interior rooms, elevator lobbies, and/or
    corridors without any windows
  • Designate alternate locations for business
    continuity should management office and/or
    mechanical penthouse become inaccessible
  • Assemble a list of emergency radio stations
  • Keep a battery or hand-crank radio
  • Maintain landscaping
  • Remove dead branches
  • Before a storm arrives (if safe to do so)
  • Secure outside items
  • Bring small items inside
  • Take necessary precautions, including early
    evacuation if directed by public officials
  • Become familiar with shelter-in-place and
    evacuation announcements for PA system,
    electronic communication, etc. (see Announcement
    Section for samples)
  • Winter Storm Watch- heavy snow and/or ice may
    occur within 12 to 36 hours
  • Winter Storm Warning-hazardous winter weather is
    occurring, imminent, or likely
  • Blizzard-heavy snowstorm, strong winds of at
    least 35mph, and poor visibility (1/4 miles or
    less) for 3 hours or more

SHELTER-IN PLACE PROCEDURES
  • Property Manager collects tenant contact list,
    cell phone, BlackBerry, and radio, and reports to
    main lobby
  • Using PA or alternate system, Property Manager
  • Informs tenants of what has occurred, location of
    problem and steps taken
  • Instructs tenants to draw curtains or blinds
  • Depending on conditions, instructs tenants to
    remain in office or report to internal assembly
    area
  • Updates tenants often

EVACUATION PROCEDURES
  • Property Manager collects tenant contact list,
    cell phone, BlackBerry, and radio and reports to
    main lobby
  • Using PA or alternate system, Property Manager
  • Informs tenants of what has occurred, location of
    problem, and steps taken
  • Instructs tenants to draw curtains or blinds
  • Provides evacuation instructions, including which
    exit routes to use
  • Warns tenants to be cautious of slippery
    conditions
  • Updates tenants often
  • Building staff helps occupants requiring
    assistance as needed and determines which
    hospital(s) are being used
  • Tenants account for employees relay names and
    last known locations of missing persons to
    emergency personnel and building staff

16
SEVERE WINTER STORMS
  • DETECTION
  • Winter storm watch or warning
  • National Weather Service/Emergency Alert System
  • News Media
  • Severe weather conditions
  • STAFF RESPONSE
  • Property Manger implements partial or full
    evacuation (see Evacuation Procedures on top
    page)
  • TSC or engineer shuts down or restores utilities
    and building systems as directed
  • Security sections off dangerous areas and
    prohibits unauthorized access
  • Designated staff responds to phone calls from
    tenants if safe to do so otherwise, staff should
    evacuate
  • Attendant opens garage exit gates
  • Building staff and security confine radio use to
    essential communication

YES
Do conditions call for a partial or full
evacuation?
NO
  • STAFF RESPONSE
  • Property Manger implements shelter in place (see
    Shelter-in-Place Procedures on top page)
  • Building staff listens to local news media for
    up-to-date information
  • Clears walkways and driveways (building entrances
    and parking garage)
  • Removes snow from emergency exit doors to prevent
    blockage
  • Keeps areas around fire hydrants, sprinkler
    valves, and Siamese connections clear
  • Monitors temperature and water pipes in
    unoccupied areas
  • Building staff and security confine radio use to
    essential communication
  • INVESTIGATE
  • What is the storms direction and how quickly
    is it moving?
  • If storm is occurring, have weather conditions
    caused damage to the building?
  • Are authorities asking people to seek shelter
  • NOTIFY
  • Inform building staff and TSC-escalate up
  • Alert security, retail and vendors
  • Property Manager makes initial announcement to
    tenants ASAP and conveys
  • What is known
  • Steps being taken
  • What tenants should do
  • INVESTIGATE (after storm)
  • Assess damage
  • External exposed wires, fallen trees, etc.
  • Internal all building systems and equipment
  • RESTORE
  • Take pictures of damage
  • Contact specialized vendors and repair damage
  • Remove snow, ice, or debris
  • Restore and reset building systems
  • Clean, service and recertify
  • Activate continuity plan if management office or
    mechanical penthouse is inaccessible
  • Prepare incident report using RP standard template
  • NOTIFY
  • When building is safe, notify
  • TSC, building staff, tenants, retail and vendors
  • Risk management and service providers

17
SHELTER IN PLACE
RECOMMENDED SUPPLIES
BACKGROUND
  • Implement when it is safer inside than outside
    the building
  • Explosion, threat or hazardous material spill
    outside
  • Tornado, hurricane, or severe winds
  • Civil disturbance or police activity
  • Chemical, biological, or radiological release
  • Two forms
  • Remain at workplace
  • Move to interior refuge area
  • Duration often is less than 30 minutes, but could
    last several hours or more
  • Tenants cannot be prevented from leaving but may
    be denied reentry
  • Personal Management Services/Engineering Staff
    Bags
  • Water (several days)
  • Nonperishable food (several days)
  • Can opener
  • Whistle
  • Hat or vest
  • Building Bag
  • Battery or hand-crank radio
  • Batteries and chargers
  • Tools and flashlights
  • First aid kit
  • Paper towels and tissues
  • Sanitary wipes or hand cleaner
  • Duct tape
  • Office Supplies
  • Toner cartridges
  • Blankets/fire blankets
  • Folding cots
  • Water
  • Flashlight and spare batteries
  • Evacuation mask
  • Medicine (several days)
  • Change of clothes and comfortable shoes
  • Plastic sheeting
  • Latex gloves
  • Garbage bags
  • Battery-powered megaphone
  • Important documents and plans
  • Disposable camera with flash
  • Digital camera memory cards/sticks and batteries

PRE-INCIDENT PLANNING
  • Tenants should identify windowless shelter areas
    in their space with minimal number of vents
  • Interior corridors
  • Conference rooms or work areas
  • Restrooms
  • Pantries or reception areas
  • Elevator lobbies
  • Document where emergency supplies and first aid
    kits are kept if available
  • Check regularly to ensure supplies are adequately
    stocked and expiration dates are current
  • Encourage tenants to maintain emergency supplies
  • Update monthly the tenant and staff contact lists
  • Update quarterly the list of individuals
    requiring assistance
  • Prepare Shelter-in-Place signage to be used later
    as needed
  • Check door and window seals regularly to ensure
    airtight conditions
  • Post instructions near control panel if HVAC can
    be set to maximize intake of outside air to
    dilute contaminants in building
  • Know location of tenant-controlled ventilation
    and HVAC units (e.g., restaurant hoods)
  • Encourage CPR and first aid training

SHELTER-IN-PLACE PROCEDURES
  • Property Manager collects tenant contact list,
    cell phone, BlackBerry and radio, and reports to
    main lobby
  • Using PA or alternate system, Property Manager
  • Informs tenants of what has occurred, location of
    problem, and steps taken
  • Instructs tenants to remain in office or report
    to internal assembly areas. Depending on
    emergency situation, may suggest
  • Enclosed shelter areas away from vents or
    elevator shafts may recommend sealing off these
    areas
  • Underground locations
  • Updates tenants often
  • If warranted, engineer reserves elevator
    connected to emergency generator for relocation
    to different floors secures the remainder

18
SHELTER IN PLACE
  • INVESTIGATE
  • Type and location of threat
  • Source of information (tenant, emergency
    personnel, media, e-mail, etc.)
  • Response warranted
  • Remain at workplace
  • Move to interior refuge area
  • STAFF RESPONSE
  • Engineer meets arriving emergency personnel, if
    any, and provides
  • Incident information
  • Building diagrams
  • Master keys
  • Other items as requested
  • TSC or engineer shuts down or adjusts HVAC as
    appropriate
  • Property Manager contacts tenants to shut down
    independent HVAC systems whenever building
    systems are shut down
  • Building staff and security implement lockdown
  • Close windows and exterior doors
  • Close interior doors if necessary
  • Close loading dock
  • Monitor entrances and exits, including retail and
    garage
  • Post signage on entrances (Sheltering in Place
    No Entry)
  • Direct those outside to seek shelter if safe to
    do so
  • Prevent reentry to those who could bring
    contaminants inside
  • When contaminant is inside the building, prevent
    use of elevators
  • Property Manager provides frequent announcements
    to tenants
  • Designated staff responds to phone calls from
    tenants
  • NOTIFY
  • Consult with emergency personnel as warranted
  • When safe to end shelter in place, notify
  • TSC
  • Tenants, retail and vendors
  • Risk management
  • Building staff
  • NOTIFY
  • Call 911 with pertinent information
  • Provide building name and street address
  • Describe nature and location of incident
  • Report injuries
  • Give your name and phone number
  • Notify TSC-escalate up
  • Alert security (to report to property if needed)
  • Notify retail, vendors, and adjacent properties
    (if appropriate)
  • Property Manager makes initial announcement to
    tenants ASAP
  • Describes what has occurred, location of problem,
    and steps taken
  • Instructs occupants to stay at their desks or
    relocate to predetermined shelter-in-place areas
  • Updates tenants often
  • RESTORE
  • Take pictures of damage
  • Contact specialized vendors and repair damage
    electrical, water, HVAC, glass etc.)
  • Clean up, decontaminate, or disinfect as
    necessary
  • Restore, reset and recertify building systems as
    required
  • Prepare incident report using RP standard
    template
  • Provide counseling services if needed

19
EVACUATION
EVACUATION PROCEDURES
PRE-INCIDENT PLANNING
  • Engineer reports to fire control room
  • Property Manager collects tenant contact list,
    cell phone, BlackBerry, and radio, and reports to
    main lobby
  • Using PA or alternate system, Property Manager
  • Informs tenants of what has occurred, locations
    of problem, and steps taken
  • Provides specific evacuation instructions,
    including which exit routes and external assembly
    areas to use (e.g., if hazard is airborne,
    evacuate upwind)
  • Instructs tenants not to return to building until
    an all clear has been issued
  • If assembled outside, notifies via runner
  • If tenants have dispersed, notifies via email and
    website updates
  • Updates tenants often
  • If entire building must evacuate and all other
    notification systems fail, pull fire alarm
  • Building staff conducts visual search in property
    management area(s)
  • Do not search hazardous areas report areas to
    emergency personnel and Property Manager
  • Engineer secures elevators
  • Building staff helps occupants requiring
    assistance as needed
  • Building staff determines which hospital or
    hospitals are being used
  • Tenants account for employees relay names and
    last known locations of missing persons to
    emergency personnel and building staff
  • Determine safe exit routes
  • Establish one primary and two alternate assembly
    areas in different locations at least 300 feet
    from the building. Select areas large enough to
    fit all occupants and staff. Notify neighboring
    buildings of your choice.
  • Prepare evacuation instruction procedures for
    alarm system and post by fire alarm panel
  • Update monthly the tenant and staff contact lists
  • Update quarterly the list of individuals
    requiring assistance
  • Identify tenants with critical functions in
    advance
  • Establish building staff evacuation team,
    including Safety Director, Assistant and Monitors
    for building exits
  • Encourage tenants to create evacuation teams with
    Floor, Stairwell, and Impaired Persons Monitors
  • Identify alternate command station
  • Designate alternate locations for business
    continuity should management office and/or
    mechanical penthouse become inaccessible
  • Know how to operate and shut down HVAC if TSC
    cannot do so remotely
  • Know location of tenant-controlled ventilation
    and HVAC units
  • Become familiar with emergency announcements for
    PA system, electronic communication, etc. (see
    Announcement Section for samples)

BUILDING SHUTDOWN CHECKLIST
  • Contact security vendor(s) to lock down the
    building
  • Place elevators on security service
  • Open garage access gates
  • Close roll-down doors to loading docks
  • Shut down HVAC equipment
  • Secure exhaust fans
  • Restrooms Electrical rooms
  • Mechanical machine Tenant risers if necessary
  • Ensure all outside air dampers are fully closed
  • Inventory all building systems
  • Life safety, including Electrical
  • emergency generator Mechanical
  • Utilities Plumbing

20
EVACUATION
  • STAFF RESPONSE
  • Property Manger implements partial or full
    evacuation (see Evacuation Procedures on top
    page)
  • Engineer meets responding emergency personnel and
    provides
  • Incident information
  • Building diagrams
  • Master keys
  • Other items as requested
  • TSC or engineer shuts down HVAC system. Depending
    on type and severity of incident, may also
  • Close any HVAC dampers and turn off any fans
    between buildings
  • Shut down any air handling units in nearby or
    adjacent buildings
  • Property Manager contacts tenants to shut down
    independent HVAC systems
  • Building staff reports injuries provides first
    aid if trained
  • Determines which hospital or hospitals are being
    used
  • Designated staff responds to phone calls from
    tenants if safe to do so otherwise, staff should
    evacuate
  • Attendant opens garage exit gates
  • Security closes loading dock
  • Building staff and security confine radio use to
    essential communication, keeping airwaves free
    for critical information
  • RESTORE
  • Take pictures of damage or contaminated areas
  • Contact specialized vendors and repair damage
    (structural, electrical, water, HVAC, glass, etc)
  • Clean up, decontaminate, or disinfect as
    necessary
  • Restore and reset building systems
  • Clean, service and repair
  • Recertify critical equipment
  • Activate continuity plan if management office or
    mechanical penthouse is inaccessible
  • Prepare incident report using RPstandard template
  • Provide counseling services if needed
  • DETECTION
  • Fire
  • Explosion
  • Hazardous material spill
  • Internal airborne hazard
  • Gas leak
  • Bomb threat or suspicious package
  • Forecasted natural disaster (hurricane, flooding,
    etc.)
  • Extended utility outage
  • INVESTIGATE
  • Cause and location of threat
  • Size of affected area
  • Is it contained or spreading?
  • Is it safer outdoors or inside?
  • If safer inside, see Shelter in Place
  • Should partial or full evacuation be implemented?
  • NOTIFY
  • Call 911 with pertinent information
  • Provide building name and street address
  • Describe location and type of incident
  • Relay type and location of activated alarm
  • Report injuries
  • Give your name and phone number
  • Property Manager makes initial announcement to
    tenants ASAP and conveys
  • What is known
  • Steps being taken
  • What tenants should do
  • Notify TSC-escalate up
  • Alert security (to report to property if needed)
  • Notify retail, vendors, and adjacent properties
    (if appropriate)
  • NOTIFY
  • When building is safe, notify
  • TSC
  • Tenants, retail and vendors
  • Risk management
  • Building staff
  • Service providers

21
EMERGENCY RESPONSE ANNOUNCEMENTS
PRE-INCIDENT PLANNING
GUIDELINES FOR EMERGENCY TENANT COMMUNICATIONS
  • Establish primary and additional means of
    communication to disseminate information
  • Survey PA system to determine zoned coverage and
    audibility
  • Become familiar with emergency announcements for
    PA system, electronic communication, etc.
  • Keep copies of prewritten announcements at four
    locations
  • 1. Property management office
  • 2. Engineers office
  • 3. Security console or office
  • 4. Fire control room
  • Property Manager and designate building staff
    store templates of prewritten announcements on
    their computers
  • Appropriate announcement can be quickly accessed
    and adapted before sending as blast e-Mail
  • Update monthly the tenant and staff contact lists
  • Familiarize new staff with building systems and
    emergency procedures within five days
  • Ensure staff understands
  • Whether building has a full-evacuation or
    enhanced-alarm system
  • Which floors will go into alarm
  • The difference between full and partial
    evacuation
  • The two types of shelter-in-place responses
  • Staying at desk or workstation
  • Moving away from windows to internal location(s)
  1. Provide information as quickly as possible even
    if the full nature of the problem is not yet
    known. Tenants often will be aware that
    something is unfolding. In the absence of timely
    information from property management, tenants
    will begin to make their own response decisions,
    which could endanger themselves, building staff
    and emergency personnel.
  2. Update tenants often. Until tenants have left
    the building, they will need frequent updates
    from property management. It is hard to over
    communicate in an emergency.
  3. Focus on the response rather than the cause.
    Tenants need to know what has caused the
    situation, but focus mainly on what tenants need
    to do. Too much detail about the cause of an
    emergency generates fear. Focusing on the
    response lets people know a plan is in place,
    help is on the way, and they can take concrete
    steps to help control the situation.
  4. Do not speculate. Communicate what you know and
    what you do not know. Tell tenants you will
    update them as quickly as information becomes
    available.
  5. Model calm. Panic is infectious. Speak clearly
    and calmly and encourage tenants to remain calm.

22
EMERGENCY RESPONSE ANNOUNCEMENTS
  • DIRECTIONS
  • These announcements can be used as templates for
    creating situation-specific, building-specific
    emergency communications at your property
  • Italicized text in each announcement indicates
    where building staff will need to insert
    situational information
  • Italicized text should not be read
  • PARTIAL EVACUATION
  • May I have your attention please. May I have
    your attention please. Property management has
    been informed of a situation that requires
    partial evacuation of the building.
  • Insert short description of the situation here.
  • Example We have a fire reported on the 5th
    Floor.
  • Building staff and emergency personnel are
    responding.
  • Provide evacuation directions.
  • Example Occupants on floors ____ through ____,
    please move to the nearest stairwell and begin to
    exit the building. Do not use the elevators.
    Occupants on all other floors, please remain at
    your work area.
  • If a stairwell or section of the building is
    known to be unsafe, provide specific instructions
  • Example Do not use Stairwell A, Proceed to
    Stairwell B in the northeast corner of the
    building.
  • For your safety, please
  • Leave extra belongings behind.
  • Stay to one side of the stairwell and hold the
    railing as you descend the stairs to leave room
    for emergency personnel.
  • Remain quiet in order to hear future
    announcements.
  • Once outside the building, do not stop. Proceed
    to your designated external assembly area.
  • Briefly list other things tenants should and
    should not do.
  • Example Remove and carry high heels. Allow
    occupants from other floors to file in to the
    stairwell while keeping an orderly flow of
    traffic.
  • We will update you as soon as more information is
    available. Thank you.
  • FULL EVACUATIO
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