HILLSIDE CHILDREN S CENTER CRISIS MANAGEMENT: EMERGENCY MANAGEMENT PLAN VARICK CAMPUS Integration: 585-256-7500 Page 1 of 13
TABLE OF CONTENTS Page Purpose 3 Definition of Terms 3 Immediate Action Steps 3 Building Evacuation 3 Staging Areas 4 Emergency Phone Numbers 5 Procedures Specific to Varick Campus 5-8 Varick Campus Roles and Responsibilities 9 Residential Services Isolation 10-11 Disaster Roles and Responsibilities 12 Hillside Emergency Telephone Directory 13 Threatening Phone Call Form 14 Page 2 of 13
1. PURPOSE: The purpose of an emergency management plan (E.M.P.) is to establish a concise, documented plan to be implemented during a disaster. Emergency management plans are pertinent to a variety of disasters and provide for the effective utilization of available resources. This plan addressed internal as well as external disasters. A copy of this E.M.P. will be kept in a visible and accessible area of each residential building as well as other functional buildings including the Administration, Gymnasium, 707, and other non-residential buildings. It is also part of the Leader s Crisis Notebook. Definition of Terms: 1. Incident: An event, natural or human-caused, that requires an emergency response to protect life or property (e.g., floods, ice/snow storms, hazardous material spills, terrorist threats, fire, human/animal disease). a. Internal Incident: any internal campus happening which presents a threat, such as an abduction, life-threatening injury, death or incidents specific to a building or group of buildings, resulting from a threat, building system failure or malfunction, (i.e., Fire, Power failure, Noxious Fumes, or Bomb Threat). b. External Incident: any external campus happening that affects the entire campus, resulting from a Threat, weather related calamity, flooding or utility service failure, (i.e. Civil Disorder, Severe Weather, Electrical Power Failure). 2. Incident Commander: The individual responsible for all incident activities, including the development of strategies and tactics and the ordering and the release of resources; has overall authority and responsibility for conducting incident operations and is responsible for the management of all incident operations at the incident location. 3. Liaison Officer: A member of the Command staff responsible for coordinating with representatives from cooperating and assisting agencies, if needed. 4. Logistics Section (Chief): Responsible for providing facilities, services and materials for the incident 5. Planning Section (Chief): Responsible for the collection, evaluation, and dissemination of information related to the incident, and for the preparation and documentation of Incident Action Plans; maintains information on the current and forecasted situation, and on the status of resources assigned to the incident. Includes the situation, resources, documentation and demobilization units as well as technical specialists. 6. Public Information Officer: A member of the Command staff responsible for interfacing with the public and media or with other agencies with incident-related information requirements. 7. Operations Section (Chief): Responsible for all tactical operations at the incident, includes single resources and staging areas. 8. Safety Officer: A member of the Command staff responsible for monitoring and assessing safety hazards or unsafe situations, and for developing measures for ensuring personnel safety. IMMEDIATE ACTION STEPS: When an employee discovers a significant incident of any type, internal or external, they are to notify Special Services Immediately. Special Services will designate an interim Incident Commander until that individual can be replaced by one trained in incident command principles. The Incident Commander will perform a Scene Size up to include the following: 1. Gather facts 2. Assess situation 3. Consider probabilities 4. Assess self 5. Establish priorities 6. Make decisions Page 3 of 13
7. Develop plans of action 8. Take action 9. Evaluate progress. Special Services will help the Incident Commander establish a command post. Whenever possible, the command post will be located in building 707. If it is deemed necessary to order an evacuation of the building, this may be done by the use of the fire alarm pull stations (with the exception of potential gas leaks.) Building Evacuation: During a building evacuation the guidelines listed below should be used to move all youth, personnel and visitors to a designated Primary or Alternate Staging Area. 1. Follow the building evacuation plans posted in the hallways of each occupied building. 2. Get all youth out of the building and move all personnel to the designated staging area. 3. Senior personnel should take copy of E.M.P. and cellular phone with them. 4. Upon arrival at staging area senior personnel is responsible for making sure all youth and personnel are present and accounted for. 5. The Incident Commander will notify staff when it is safe to return to their respective buildings, or evacuate the campus. 6. If a campus emergency evacuation is necessary, the Varick Campus will follow the evacuation procedures directed by Seneca County. STAGING AREAS: Primary Staging Area: This is the primary gathering location for all youth and personnel being evacuated from a building. Alternate Staging Area: This is the secondary gathering location for all youth and personnel in case the primary location is blocked. The designated primary and alternate staging areas for each building are as follows: Building # Primary Staging Area Alternate Staging Area Bldg. 701, SOAR Grassy lot in front of Bldg. 701, SOAR Hall South end of parking lot in front of Bldg. 750, Family Center Bldg. 702, Elizabeth Cady Stanton Center Bldg. 703, Finger Lakes Center Vela/Phoenix - North end of parking lot in front of Bldg.702 Vacant- South end of lot in front of Bldg.702 Blue Ridge- SOAR DASTP - SOAR DAS - Gazebo Denman - 704 parking lot Zeus - 708 parking lot Vela/Phoenix/Blue Ridge- South end of parking lot in front of Bldg. 702 Vacant North end of parking lot in front of Bldg. North end of parking lot in front of Bldg. 708 (future residence bldg.) Page 4 of 13
Bldg. 704, Wilderness Center Bldg. 705 COREE Bldg. 707, Dining Hall Bldg. 744, Recreation Center Bldg. 750, Family Center Bldg. 751, Maintenance Bldg. Bldg. 710, Main Admin Bldg. Bldg. 752, Catskills DASTP/Bristol - North end of parking lot in front of Bldg. 704 Specialized to quad side toward gazebo Parking lot in front of Bldg. 705, COREE Parking lot in front of Bldg 706, Movie Theater South parking lot area in front of Bldg. 744 South end of parking lot in front of Bldg. 750 Parking lot in front of Bldg. 751 Parking lot in front of Bldg. 710 Parking lot in front of Bldg 752 South end of parking lot in front of 704 Parking lot in front of Bldg. 706, Movie Theater Parking lot West of Bldg. 707, Dining Hall North parking lot area in front of Bldg. 744 North end of parking lot in front of Bldg. 750 South parking lot area in front of Bldg. 751 North driveway area in front of Bldg. 710 North driveway area in front of Bldg, 752 Once in the staging area youth will be directed to move to shelter in the Recreation Center, Vocational Technical School or other designated area by the On-Call Administrator, or designee, or Campus Supervisor. Procedures for Campus Isolation will then be followed. Please make sure youth have appropriate footwear and clothing when evacuating the building. EMERGENCY PHONE NUMBERS: Fire: 315-585-9535 Ambulance: 315-539-5001 Poison Control: 1-800-222-1222 Sheriff s Office: 315-539-9241 State Police: 315-539-3976 HILLSIDE S SERVICE INTEGRATION CENTER - 585-256-7500 (24 hours /7 days a week) Procedures Specific to Varick Campus Civil Disturbance: Civil demonstrations of any kind; any other form of public protest 1. Move everyone away from the area of disturbance as quick as possible. 2. Prevent others from entering the area of disturbance. 3. Wait for instructions from Crisis Response Team to initiate lock down procedures. Fire/Carbon Monoxide Alarm/Explosion: 1. Activate alarm if it has not been automatically tripped. 2. Follow building evacuation procedures. 3. Report any unaccounted for youth, personnel or visitors. Page 5 of 13
4. Re-entry of the building will be announced, if applicable. 5. Follow instructions form the Command Center to move people to a safer area. Lock Down: Kidnapping/ Armed Intruder/ Other Intruder (Policy 1415 Lockdown & Shelter in Place) 1. Lock your doors. 2. Close your curtains and blinds. 3. Turn off lights. 4. Move away from doors. 5. Gather cell phones, current personnel and youth rosters and first aid kit. 6. Keep everyone as calm and quiet as possible. SUGGESTED SAFE ROOMS The following is the list of proposed safe rooms for each service in the event of a crisis: UNIT SAFE ROOM Bristol Bristol Adirondacks Clinician Office Zeus Clinician Office Denman Staff Office Catskills Youth bedroom (room #8) Blue Ridge Youth bedroom (room #117) Phoenix Laundry Room Vela Laundry Room Orion Laundry Room Andes Laundry Room Pegasus Laundry Room Atlas Pegasus Laundry Room Vacant Office Rockies Family Room Ozark Office Armstrong Clinicians Office Alps Rec Room School Classrooms Admin Conference Room Cafeteria Learning Center Medical Learning Center Maintenance/ESW Back Shop Building 705 Restroom Clinical Records Learning Center Page 6 of 13
Bomb Threat: See also Procedure #1410 Any person who receives a bomb threat should attempt to get as much information as possible, especially the location of the bomb. The reception area has instructions in case of a bomb threat. (See Threat Report form). When the need to evacuate has been determined, personnel should return all youths to their living units as quickly as possible and wait for instructions. Radiological Threat: A pending or actual disaster at the GINNA Power Plant or any other service provider for our geographic location. Notification of this type of threat will be made by Seneca County Emergency Management Office by phone or police visit. If a campus emergency evacuation is necessary, the Varick Campus will follow the evacuation procedures directed by Seneca County. Chemical Spill: If substance spilled is known and can be safely handled without risk, proceed with clean up as specified on the label or on the Material Safety Data Sheet (MSDS)(GHS). Product information can be obtained by calling 1-888-362-7416 or by visiting the MSDS database located on the internal webpage. If substance spilled is unknown or cannot be handled without risk, notify the Shared Services Department who will arrange for the spill to be cleaned up by authorized contractors. Keep everyone away from the spill. Utility Failure: The Varick Campus has a generator that powers the entire campus in case power failure. In the event that utilities are lost in only one building or section of a building, everyone should relocate to another area of the building only if the situation presents an immediate danger. In addition, the Director of Properties, Properties Manager, or designee will determine whether to use back up generators for any local power outages. Facilities will also provide extension cords and make all temporary electrical hook-ups and connections. In addition, they will ensure adequate water and manage other utility failure back-up measures. In the event of generator failure during a power outage, contact Service Integration by phone or cell phone and notify them of the conditions. Severe Weather: Severe wind, rain, snow, sleet, ice, and extremely hot or cold temperatures. The Command Center will call the National Weather Service (607) 798-6625 to receive up to date weather information. If deemed necessary, the Command Center will call police to verify road conditions or accessibility to areas needed to relocate youths. A three-day food and water supply is available on the campus. Page 7 of 13
VARICK PERSONNEL ROLES AND RESPONSIBILITIES ALL PERSONNEL Notify Special Services of any Emergency immediately Call 911, or 8-911 if police or ambulance is needed Do not leave campus until authorized to do so. Keep telephone lines clear for emergency communications ADMINISTRATOR ON CALL Notify Integration and Program Managers of emergency SPECIAL SERVICES SUPERVISOR Notify residential and office personnel INCIDENT COMMANDER Notify County Office of Emergency Preparedness. Help arrange for transportation to pick up youths and transport to evacuation site. Assign a person to go to receive a list from all the units listing all the youths in the group and all the youths not accounted for (e.g., on walks, home visits, etc.). SUPERVISORS Release nonessential personnel to go home. Essential personnel will be bused with youths or in their own vehicles to (off-site Communications Center). SPECIAL SERVICES Assign a person to entrance to divert traffic. SHIFT CHARGE Compile a list of all youths and their whereabouts (e.g. AWOL) Designate other personnel to secure unit and records Oversee group management Stand at front door to receive instructions for evacuation to designated site. Give a full accounting of youths, including those not with the group and their whereabouts. SERVICE PROVIDERS Return youths to their units. YCP, REC. SPECIALIST, CLINICIANS, TEACHING Check in with shift charge with names of youths present in unit. STAFF, etc. If time permits, instruct youths to bring one small item with them (for comfort or pastime). If time permits, secure unit/classroom, pack youth records and remove to personnel vehicles. CLINICIANS, CASE MANAGERS,CARE COORDINATORS Take youth home telephone numbers Once at designated evacuation site, notify parents of situation and make arrangements for home visits. FOOD SERVICES PERSONNEL Be prepared to shut off ovens and other equipment and to evacuate when instructed. Transfer 3 day emergency food supply to units as needed. OFFICE PERSONNEL Secure records and backup computer files and remove as appropriate. Await instructions for departure to home or alternative work location. HOUSEKEEPING Shut down machinery and return equipment to safe storage. Go to the Logistics Management Center and await instructions DIRECTOR OF FACILITIES, FACILITIES MANAGER, DESIGNEE Ensure that Campus Supervisor and Special Service have batteryoperated radios Provide a set of walkie-talkies reserved for emergency use during power outages NURSE MANAGER or DESIGNEE Assign personnel to perform a needs assessment regarding potential injuries and/or other safety concerns at the emergency site as needed. Transport appropriate medical equipment. Notify pharmacy of location and secure medications delivered to this site. NURSING PERSONNEL/CLINICAL INFORMATION Remove consent forms, first aid equipment, medication sheets to emergency shelter If medical records are destroyed due to a disaster, pull consents from the clinical records in the units, obtain medication sheets from Pharmacy, and obtain first aid supplies from American Red Cross or other supplier. OPERATIONS MANAGER Assign a person to go to gym to receive a list from all the units listing all the youths in the group and all of the youths not accounted for (e.g., on walks, home visits, etc.) Notify the Fire Station #2 to alert them that the youths will need to use their facilities until the buses arrive. Page 8 of 13
RESIDENTIAL SERVICES ISOLATION: (ALL RESIDENTIAL CAMPUSES) A. Annual Preparations Severe weather conditions are always a possibility during winter months in this area. The following preparations should be made by November 15 of each year: Roles and Responsibilities: Food Service Supervisor or Assistant Food Service Replace emergency food for 3-day supply in central kitchen Coordinator Shared Service Supervisor Check each residential unit and Integration for: 2 large flashlights (new batteries) one large battery-operated lamp batteries Check that the offices of the PRESIDENT/CEO and Shared Service Supervisor (Special Services at Varick) have batteryoperated radios that are reserved for emergency use during power outages Supervise preventive maintenance on emergency generators, as well as all heating systems. Review snow removal policies and procedures with assigned personnel and/or arrange snow-removal service from a reliable contractor. If snow removal is done by Hillside personnel, supervise preventive maintenance of equipment. Health Services/Health Care Coordinator Oversee review of contents of first aid kits in each residential unit Operations/Logistics Supervisor Oversee review of contents of first aid kits in Hillside vehicles Program Managers, Unit Managers or Supervisor Review with YCPs that they are expected to make every attempt to come to work during severe weather conditions and that they are not to end their shifts without seeing that all members of the next shift are in attendance President/CEO Review with all other personnel the inclement weather policy. While the Agency does close, the PRESIDENT/CEO may use their discretion in sending nonessential personnel home. B. Severe Weather: Roles and Responsibilities All Personnel Special Services Personnel Supervisors or Designees. YCP Personnel. Report any adverse changes in driving conditions as soon as possible to the SUPERVISOR (days) or SPECIAL SERVICES (evenings). Nonessential travel should be curtailed. Will be in contact with the National Weather Bureau for local weather information. Depending on information and personnel reports, may use discretion to cancel any events or activities requiring travel. As conditions dictate, will inform the group homes and satellite offices to cancel activities and get youths to their living unit. Will keep receptionist informed. Will consult with other administrators as needed. Call personnel on upcoming shifts to make sure that they are available and able to get to work. Notify relief personnel of need or possible need for their services. Locate and ensure flashlights are in working order. Make sure all residents are accounted for and the unit/group home is secure (e.g., all windows closed). If there are high winds, draperies should be closed. If isolation due to blizzard conditions is possible, ascertain adequacy of food stores and drinking water. Page 9 of 13
C. General Electrical Failure The Director of Properties, Properties Manager or designee oversees the storage and preventive maintenance of battery-operated fluorescent lights. Facilities will determine if the Emergency Electrical Generator will need to be utilized to provide limited power to designated areas. Facilities is responsible for conducting scheduled testing and maintenance of the Generating System. The Unit Manager or designee is responsible for checking the unit s emergency flashlight to ensure it is present and operational on a monthly basis. The Varick Campus has its own separate, self contained, alternate source of power via diesel generator capable of operating all critical systems in the event of a campus-wide power failure. In the event that utilities are lost in only one building or section of a building, everyone should relocate to another area of the building only if the situation presents an immediate danger. In addition, the Director of Properties, Properties Manager or Designee will determine whether to use back up generators for any local power outages. Facilities will also provide extension cords, and make all temporary electrical hook-ups and connections. Facilities will also ensure adequate water and manage other utility failure back up measures. In the event of generator failure during a power failure, contact the maintenance department by phone and notify them of the conditions. D. General Gas Line Failure A gas line failure would cause the loss of heat and hot water. In severely cold weather this may necessitate campus evacuation, if the situation is projected to last longer than 24 hours. The kitchen can operate on electrical cooking devices. Kerosene heaters must not be used E. General Water Line Failure If there were a water main failure, residential operations may continue, with water trucked in from either County or City sources. (Water from the swimming pool may be used for bathing if necessary). The Community Health Nurse or designee and the Director/Manager of Properties ) will oversee the quality of water used for drinking and cooking, in consultation with the County Department of Health (see procedures below). F. Water Contamination: Infection Control Manager (with direction from the Director of Nursing, Integration or Varick Special Services Supervisor) Director of Properties and the Food Service Supervisor Food Service Director or Food Service Supervisor with the Community Health Nurse or Designee Program Managers and Unit Managers Will ensure that signs are posted in all locations regarding unsafe water. Will call local Health Department regarding how to make the water usable and/or where to obtain potable water. Will supervise the use of water-holding containers to ascertain that they meet Health Department recommendations for storing fresh water. Will supervise the use of water for cooking purposes in kitchen and any unit with the problem Will make certain that youths and visitors in the affected areas are notified of the situation. Supervision of youths provided as appropriate. Page 10 of 13
G. Central Kitchen Rendered Unusable: If the central kitchen is rendered unusable due to fire or other disaster, the FOOD SERVICE DIRECTOR will work with the Food Service SUPERVISOR and the Program Managers to set up food services using the kitchens available in each unit. H. Disaster Roles and Responsibilities On-Duty Nurse(s). Conduct triage to ascertain extent of injuries and priorities for care. Will conduct and supervise first aid efforts. If serious injuries have occurred, will assist ambulance personnel to quickly move the highest priority cases to the hospital. Will stay with Hillside residents and personnel as long as needed to assess and document the health status of all exposed to the disaster condition. If needed, help from off-duty nurses and physicians will be sought. Youth Care Professionals Emphasize restoration of normal, yet highly nurturing routine for the affected youths. Assess problems in provision of food, bedding, and other needs and notify supervisory personnel of these. Maintain adequate supervision of all affected youths until it can be ascertained that they are satisfactorily adjusting to the changed circumstances. Coordinating Clinicians/Case Managers/Care Coordinators Oversee youth management and assist YCP personnel in carrying out their assigned duties. Coordinate immediate notification of social service districts and other placement authorities. Move to the location of the youths in their case loads immediately after notification. After quickly ascertaining the condition of the youths, notify parents of situation and maintain ongoing communication with parents Begin in-depth assessment of each youth to determine if additional supervision/services are needed or a more secure setting or can be sent home or to another service/facility. Residential Services Leader Organize a Coordinating Committee that will meet at least daily until it is decided where youths will be located, what services will be continued, and how to reestablish high quality treatment conditions. Maintain the committee for the duration of the emergency to monitor planning and activities. President/CEO. Will meet with and review the situation and its consequences or possible consequences with the BOARD OF DIRECTORS. In conjunction with the MANAGING DIRECTOR STRATEGIC PLANNING, will determine the most appropriate way to share the situation with the press and public. I. Emergency Preparedness Training: This training is the responsibility of the following employees: Program Managers in collaboration with the Principal, Special Services Supervisor and Operations Manager are responsible for assisting with personnel training. The emergency plan will be reviewed with the Safety Committee and ATL team by the CAMPUS LEADER. It will be reviewed annually with program personnel by the Unit Leaders either at regular staff meetings or at a specially designated in-service. New personnel will review procedures at their safety orientation and will be required to read the procedures. A disaster drill will take place annually. It may be a walk through of some aspect of the plan or may be an actual occurrence that has been written up and critiqued as a drill would be OR it may be a simulation exercise involving relevant personnel. This is implemented by the Operations Manager and Safety Committee under the direction of the SAFETY Manager or Campus Leader. Annually, agencies will be required to submit updated plans or documentation that the plans have been reviewed and found to still be current. Page 11 of 13
Emergency Telephone Directory Name Area Work Cell Baker, Andrew Property Manager 315-585-3296 315-952-7329 Bottone, Allison HSS Executive Director 585-224-1018 585-752-4255 Boyer, Roxanne Nursing 315-585-3222 315-403-1211 Camp, Nancy Community Health Nurse 585-654-1519 585-278-3628 Cristalli, Maria Chief Operating Officer 585-256-7909 585-260-7682 Custer, Benjamin Safety Manager 585-654-1341 585-354-9994 Gates, Karrie Residential Services Leader 315-585-3393 315 455-9063 Gray, Carol Network Analyst 585-787-8096 585-752-9969 Landowne, Ann Medical 315-585-3166 585-278-7020 Lesinski, Dan Executive Director Residential Services 585-654-1465 585-732-4738 Richardson, Dennis President and CEO 585-256-7600 585-755-6060 Rokosz, Theresa Program Manager 315-585-3324 315-952-7992 Special Services 315-585-3328 315-952-7339 Teabout, Russ Property Manager 585-754-2399 585-754-2399 Whitley, Marsha Program Manager 315-585-3242 316-952-1109 Notification to Counties / Funders In an emergency, Varick Center will notify Department of Social Services of The relocation of any of its youth via: Child Welfare emergency phone number: (845) 364-2135 POS agencies should advise their foster parents to listen to WHAM Radio 1180 (if in Monroe County or surrounding areas) for emergency updates and procedures. POS Agencies with children placed in foster homes must notify the Homefinding Unit at 585-753-6522 if they have had to evacuate/move a youth and/or foster family and where they are. If they cannot reach a live person they must call the Foster Care After Hours staff person at 585-301-2353. If they are unable to reach someone at that number, they must call Child Protective Services After Hours at 585-461-5690 They will also provide contact information upon request. POS Agencies providing Residential Care will notify the Residential Services Unit at 585-753-6243 if they have had to evacuate/move a youth and/or foster family and where they are. They will also provide contact information upon request. If they cannot reach a live person they must call the Foster Care After Hours staff person at 585-301-2353. If they are unable to reach someone at that number, they must call Child Protective Services After Hours at 585-461-5690 They will also provide contact information upon request. Page 12 of 13
THREATENING PHONE CALL FORM LISTEN: DO NOT INTERRUPT THE CALLER. IF A BOMB THREAT, KEEP THE CALLER TALKING RECORD: THE EXACT WORDS OF PERSON PLACING CALL ASK QUESTIONS LIKE: When is the bomb going to explode? Where is the bomb right now? What does it look like? What kind of bomb is it? DATE: Why did you place the bomb? TIME SPEECH FAST SLOW DISTINCT DISTORTED STUTTER NASAL SLURRED ACCENT LOCAL FOREIGN NOT LOCAL CAUCASIAN RACIAL REGIONAL DESCRIBE: LANGUAGE EXCELLENT GOOD FAIR POOR FOUL REMARKS: DESCRIPTION OF CALLER DID CALLER APPEAR FAMILIAR WITH PLANT OR BLDG. IN DESCRIPTION OF BOMB LOCATION YES NO CALLER S IDENTITY MALE FEMALE APPROX. AGE YRS. VOICE CHARACTERISTICS LOUD SOFT HIGH PITCH DEEP RASPY PLEASANT INTOXICATED MANNER CALM ANGRY RATIONAL IRRATIONAL COHERENT INCOHERENT DELIBERATE EMOTIONAL RIGHTEOUS LAUGHING BACKGROUND NOISE OFFICE MACH. BEDLAM FACTORY MACH. QUIET STREET TRAFFIC VOICES AIRPLANES MUSIC TRAINS PARTY ANIMALS MIXED NOTIFY INTEGRATION IMMEDIATELY at 585 256-7500 Person Receiving/Monitoring Call Dept. Telephone Number Page 13 of 13