Emergency Response Team Planning Meeting. June 5, 2012

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1 Emergency Response Team Planning Meeting June 5, 2012

2 Hurricane Information The Atlantic Hurricane Season is from June 1 to November 30

3 Saffir Simpson Hurricane Wind Scale Modification A minor modification of the Saffir Simpson Hurricane Wind Scale (SSHWS) will be made to resolve rounding issues associated with the conversion of units from knots to mph which are used for wind speed. This change follows a public comment period conducted in Category 4 on the SSHWS will be broadened by one mph at each end of the range, yielding a new range of mph. This will also result in a minor modification of the Category 3 and 5 wind speed thresholds. The SSHWS will change as follows: From: Category 1: mph (64 82 kt, km/h) Category 2: mph (83 95 kt, km/h) Category 3: mph ( kt, km/h) Category 4: mph ( kt, km/h) Category 5: 156 mph or higher (136 kt or higher, 250 km/h or higher) To: Category 1: mph (64 82 kt, km/h) Category 2: mph (83 95 kt, km/h) Category 3: mph ( kt, km/h) Category 4: mph ( kt, km/h) Category 5: 157 mph or higher (137 kt or higher, 252 km/h or higher)

4 . The following names will be used for named storms that form in the North Atlantic in 2012 Alberto Beryl Chris Debby Ernesto Florence Gordon Helene Isaac Joyce Kirk Leslie Michael Nadine Oscar Patty Rafael Sandy Tony Valerie William

5 Was the 2011 Hurricane Season Busy?

6 It all depends on where you were located

7 2004 Hurricane Season

8 2012 Storm Season Predictions Storm Season Average

11 Where are the State s Emergency Evacuation Routes in our Tri County Service Area? How will flood zones and tidal surges affect our area?

15 What do I need to do?

16 Emergency Preparedness List Verify that your department checklists are up to date Cross train staff on how to use the list Pre arrange additional resources needed to complete your assigned tasks Anticipate staff shortages Don t wait until the last minute Verify employees have performed the assigned tasks

17 Employee Contact Information Supervisors, please verify that your staff contact information is current Contact lists should have at a minimum: phone numbers and home addresses for all employees under their direction Lists should also be in hard copy format (power failures limit electronic record retrieval)

18 Hurricane Watch: An announcement for specific areas that hurricane conditions are possible within 36 hours. During a watch, preparations will be made to take immediate action to protect life and property in the event a warning is issued.

19 Hurricane Warning A warning that sustained winds 64 kt (74 mph or 119 km/hr) or higher associated with a hurricane are expected in a specified area in 24 hours or less. A hurricane warning can remain in effect when dangerously high water or a combination of dangerously high water and exceptionally high waves continue, even though winds may be less than hurricane force.

20 Upon Issuance of a Hurricane Watch for the SFCC Area All essential emergency personnel will prepare their personal property for protection and ensure their family s safety in the event they are needed at the college. Grounds personnel will inspect all drainage ditches and road/parking lot drains, freeing them of obstruction. The Director, Remodeling, Renovations, and Maintenance and the Director, Safety and Security will test all emergency communication systems. The ERT will determine manpower needs and notify the appropriate supervisors as to availability for assignments.

21 Upon Issuance of a Hurricane Watch for the SFCC Area (Continued) The President or designee will establish a contact and coordination network with the American Red Cross and the appropriate County Emergency Operation Centers. The Director, Remodeling, Renovations, and Maintenance will establish a plan, which involves but is not limited to, an equipment and operational readiness check. Campus/Center Directors and Community Relations staff on the Highlands Campus, will make a before photographic record of College facilities. Facility administrators will coordinate with the appropriate College departments to ensure that the proper tasks are performed at their centers or sites.

22 Upon Issuance of a Hurricane Warning The President will make the decision whether or not to close the College or a College facility. The President may establish an Emergency Operations Center (EOC). The EOC will serve as a central site from which to administer recovery functions and to supervise a phone/communications bank. From the EOC, ERT personnel will provide administrative and logistical support, as well as disseminate information essential to the safety and general welfare of faculty, staff, and students. Essential personnel assigned to emergency hurricane duty will report to their supervisors for specific assignments.

23 Emergency Response Team Will initiate a plan for additional Security and Maintenance / Grounds personnel support and form a stand by crew. The Emergency Operations Command Center will be established in the President s office (building F) unless otherwise stipulated by the President. Personnel stationed there will be informed via radio as each assignment is completed. With the declaration of an emergency by the President, the team will advise any non essential faculty and staff, students, or visitors to immediately vacate the campus once their areas have been adequately secured.

24 The team will also coordinate storm information with behind scenes support agencies Emergency Operation Centers American Red Cross Division of Florida Colleges /DOE Local School Districts University Center Partners FCSRMC FEMA Media

25 When preparing for the storm, please remember all of our facilities. Desoto Campus Hardee Campus Highlands Campus Lake Placid Center Crews Center Lorida Schoolhouse Teacherage Shooting Range Off Site Teaching Facilities Occupied Facilities Florida Center for Addictions and Dual Disorders The Hotel Jacaranda Rented Facilities Share information concerning building closures with our renters

26 All College Personnel should accomplish the following before evacuating the campus: Clear desks of papers and other articles. Protect computers and other equipment, books, and valuable papers by covering with plastic sheeting or bags and securing with masking tape where necessary. Don t forget classroom computers need to be covered too. Plastic bags will be distributed by Security with the help of the CERT team. Where necessary and possible, move desks, file cabinets, etc. away from windows. Turn off or disconnect all electronic equipment except telephones and computer data lines. Clear any laboratory tables/shelving of all apparatus glassware and chemicals, and place the items in a protected location. Leave contact information with your supervisor concerning your family s sheltering plans.

27 Important Information Please share the information discussed with your staff. Staff need a plan too. After a storm has impacted our campus, staff returning to work should report first to the UC Lobby for a briefing and temporary assignment (if necessary).

28 Maintenance & Security Personnel Maintenance staff, along with Security personnel, will inspect campus buildings to ensure all are secured and identify any existing hazardous conditions for appropriate action Security personnel will check the entire campus and identify any motor vehicles left on the grounds. The Director, Remodeling, Renovations, and Maintenance will ensure that emergency shelters are prepared in the event of opening by the Red Cross. If opened, the Director, Remodeling, Renovations, and Maintenance will coordinate shelter actions with the Red Cross shelter manager. The Security Supervisor will notify alarmmonitoring agencies and coordinate deactivation of security alarm systems, if appropriate.

29 Emergency Hurricane Preparedness Checklist Make sure all fuel levels are topped off (generators, vehicles, and storage tanks) Secure vehicles stored outside Charge all golf carts and radios batteries prior to the storm Move all hazardous/ universal waste containers inside buildings, verifying the containers are sealed. (all campuses) Secure various Bar B Q grills around campus Bird feeders outside need to be taken down Remove flags & outside banners (all campuses) Secure animals on campus (fish tanks, cats, and crocodile)

30 Emergency Hurricane Preparedness Checklist (continued) Ensure all roof drains are clear of debris, to prevent clogging Ensure roof latches are locked closed Check parking lot and roadway drainage Move all entry mats and trash receptacles inside buildings Athletic Department needs to secure their equipment. (Especially sponsor banners and wind guards) Take down the volleyball net and tennis court nets Ensure pool deck items are removed and secure

31 Emergency Hurricane Preparedness Checklist (continued) Secure cones on the trailer outside of PSA s training house Bicycle racks need to be tucked next to buildings Benches on the turning circles need to be secured Secure the canoe & storage container on the rear side of building K Secure newspaper boxes on campus Remove umbrellas from picnic tables

32 Emergency Hurricane Preparedness Checklist (continued) Secure hoses and outside potted plants Secure all loose debris & trash in appropriate dumpsters Remove fabric canopies from buildings Raise elevators to the second floor Install / lower shutters on shelter buildings (board Jacaranda windows) Verify all generators are working

33 Recovery After the Storm After curfews are lifted the ERT will assemble at 9:00am in Boardroom of the Highlands campus to assess the current state of the college. Essential emergency personnel will conduct a complete check of the campus or center to assess and report any damage not previously discovered. Photos should be taken of the damage. Security, and designated others, will concentrate on the following: Locating and assisting injured persons Locating and reporting fatalities Locating downed power lines Identifying roadways, parking lots, and sidewalks needing to be cleared Reporting any and all hazardous conditions Prevention of looting After it has been determined that a personal safety threat no longer exists. ERT will review damage reports and develop an action plan for facilities and programs. Work Orders will be completed for each repair to ensure an audit trail for insurance purposes.

34 Recovery After the Storm (Continued) The President will determine when the College campus or center/site will reopen for normal operations. Department Chairs and Facility Directors will ensure that an inspection of their area is conducted. All damage and problem areas will be promptly reported to ERT for appropriate action. Work Order Forms will serve as documentation. Security, maintenance, and grounds personnel will escort cleanup workers and assist in the effort. The Director, Remodeling, Renovations, and Maintenance will inform the President and the Vice President for Administrative Services of damage and request photographic documentation throughout the initial recovery period. The ERT will provide an after action report on the emergency operation. The Department of Community Relations and Marketing will post reopening announcements on local major media outlets and with the College operators.

35 Where Do I Report When the Emergency Response Team is Assembled? Primary Report Location President s Office, Highlands Campus, Building F, Room # 120 or other predestinated location Secondary Location is University Center, Highlands Campus, Building UC, Lobby

36 The Floor Is Open For Questions.

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