EMERGENCY PLAN Hierdie dokument is die eiendom van Oostvallei Aftree-oord Bestuursvereniging Privaatsak X99166, Garsfontein-Oos 0060, Telefoon (012) 993-9100 www.oostvallei.com
CONTENT Paragr aph Subject Page 1.0 Objectives and strategy 1 1.1 Introduction 1 1.2 Responsible institution 1 1.3 Internal emergency plan 1 1.4 Requirements 1 1.5 Threats 2 1.6 Emergency plan 2 2.0 Area study 2 2.1 Characteristics of area 2 2.2 History of incidents 2 2.3 Neighbours 2 3.0 Description of village and buildings 3 3.1 Address 3 3.2 Nature of activities 3 3.3 Maps (see in back) 3 3.4 Emergency equipment 3 3.5 Surrounding wall / fence 3 3.6 Entrance gates and control 4 3.7 Buildings 4 3.8 Residents and employees 4 3.9 Safe facilities and computers 4 3.10 Sensitive areas 4 4.0 Duties and responsibilities 5 4.1 Emergency Management 5 4.2 Block Leaders 5 4.3 Caretaker and support team 6 4.4 First-aid team 6 5.0 Action plans and contingency measures 7
5.1 Broad guidelines 7 5.2 Evacuation procedure 7 5.3 Fire 8 5.4 Armed attack, hostage detainment and occupation of buildings 8 5.5 Bomb threats 8 5.6 Suspicious parcel 9 5.7 Interruption of essential services 9 5.8 Natural disasters 9 Topographical map Map of Community Centre Map of Medical Facility Bomb Threat Questionnaire Annual review Annual practise Distribution list Annexure A Annexure B Annexure C Annexure D Addendum A Addendum B Addendum C
1. OBJECTIVES AND STRATEGY 1.1 INTRODUCTION EMERGENCY PLAN The protection of civilians is aimed at preventing disasters and combating damage caused by the consequences of disasters. In this regard the saving of lives, the protection of property and the maintenance of those services, which are essential for a civilised existence, are priorities. Experience has shown that a community with a plan to deal with contingencies is much better placed to handle an emergency situation and restrict loss of life and damage to property, than a community without such a plan. 1.2 RESPONSIBLE INSTITUTION The responsibility for the protection of civilians primarily rests with the local authority, in conjunction with the national authorities such as the police service. The local authority is charged with the responsibility to devise a plan to deal with any emergency that might arise and is expected to be able and in a position to handle such emergencies in a responsible, coordinated and efficient manner. 1.3 INTERNAL EMERGENCY PLAN Irrespective of the existence of a broad emergency plan and the availability of efficient emergency services at the local authority level, institutions such as retirement villages should be able to cope with any emergency that might arise at least until help from the outside and professional services arrive on the scene. A disaster might strike widely and a situation might develop where the fire brigade and ambulance services might not be in a position to render immediate assistance. In these exceptional circumstances a retirement village will be left to its own resources to look after the interests of its residents and staff. For this reason an internal emergency plan is essential. The rendering of first-aid and the security of the residents and staff, go hand in hand with and form an integral part of such an internal emergency plan. 1.4 REQUIREMENTS The Managing Committee of Oostvallei Retirement Village decided in 1996 to appoint a Subcommittee to develop, update and implement an emergency plan. This Subcommittee is known as the Subcommittee for Emergency Planning and acts as the Emergency Management for the purposes of implementation of this plan. With the sanctioning of the Managing Committee, the Emergency Management is responsible for the appointment of other residents and personnel as additional contingency staff and for the allocation of specific functions and responsibilities to individual contingency staff members. The contingency staff will consist of the following: Emergency Management Nine Block Leaders assisted by nine Deputy Block Leaders The Caretaker assisted by the Supervisor and the General Workers A First-aid Team under the supervision of a medical knowledgeable person - 1 -
1.5 THREATS An analysis of potential threats to the residents and staff of a retirement village as well as to their property, has shown that the following pose the most likely potential threats in this regard: Fire Armed attack, hostage situation and occupation of buildings Bomb threat or explosion A suspicious parcel Disruption of essential services such as water, electricity, telecommunications, rubbish removal and sewerage Natural disasters 1.6 EMERGENCY PLAN The plan comprises the following: A description of the area and its characteristics A general description of the site, the buildings, staff, etc. Allocated functions and responsibilities of the residents and the contingency or emergency staff Details of the contingency equipment Point of contact in an emergency situation 2. AREA STUDY 2.1 CHARACTERISTICS OF AREA The Village is situated on the corner of Serene and Coley Streets in a residential area of Garsfontein bordering on the Moreleta Spruit. The property is roughly 5.1 hectare in size. 2.2 HISTORY OF INCIDENTS From the point of view of natural disasters, lightning and flooding by the Moreleta Spruit pose the most probable threats. Certain of the units in the lower lying areas were flooded on 18 January 1996 when the Moreleta Spruit flooded as a result of heavy rains. A wall in the Moreleta, which contributed to the problem, was removed by the Works Department of the City Council during May/June 1996 and this diminished the danger of future flooding, considerably. 2.3 NEIGHBOURS The closest residential houses are on the opposite side of Serene and Coley Streets and on the southern side next to the Village in Coley Street. No information on the residents or their activities is known and their telephone numbers are not available. A garage and a small shopping mall, Marylyn Square, are located at 566 Serene Street, opposite the Village. - 2 -
3. DESCRIPTION OF VILLAGE AND BUILDINGS 3.1 STREET ADDRESS: Oostvallei Retirement Village 657 Coley Street Garsfontein East (Corner of Serene/Coley Streets) POSTAL ADDRESS: Oostvallei Retirement Village Private Bag X99166 Garsfontein East 0060 TELEPHONE: (012) 993-9100 FAX: (012) 993 9231 (Office hours: 08h30 to 14h00) 3.2 NATURE OF ACTIVITIES Oostvallei is a housing scheme for retired persons with 24-hour security, a medical facility and a catering service. 3.3 MAPS A site map and maps of the Community Centre and the Medical Facility are attached. The following are indicated on these maps: The areas (blocks) of responsibility of the contingency staff Location of fire-fighting equipment Location of first-aid equipment Main and subsidiary supply points for water and main and subsidiary switches for electricity. Emergency control rooms 3.4 EMERGENCY EQUIPMENT The following equipment will be available in the Emergency Control Room at all times: Updated emergency plan Site map Updated telephone and intercom lists containing particulars of disabled and other residents who may require special assistance in an emergency Torch in working condition A Telcom telephone, cell phone and intercom connections to all intercom extensions. Two different types of hand held fire extinguisher (carbon dioxide and powder) Megaphone A stretcher and first-aid equipment are available in the Medical Facility. - 3 -
3.5 SURROUNDING WALL / FENCE The Village is enclosed with a high wall, painted light brown, on the northern, eastern and southern borders. On the western side facing the Moreleta Spruit, a high metal trellis fence has been erected. The wall and fence have been equipped with an electric fence and alarm all round. The trellis fence is electrified between sunset and sunrise and equipped with lights that go on when the fence is touched. 3.6 ENTRANCE GATES AND CONTROL The Village has one entrance gate granting access from Coley Street. There is at least one security guard on duty 24-hours a day with direct contact with all the residential units and offices as well as an armed backup service. Video cameras are also installed at the gate. 3.7 BUILDINGS There are 120 residential units divided into 9 blocks, a community centre, a health care unit, a storeroom and a laundry. The walls and flat roofs of the buildings have been constructed from concrete. The window and sliding door frames of some of the residential units are from aluminium whilst the front doors are from glass. The other buildings all have steel window frames and wooden external doors. Except for blocks 1 to 3 the windows, which can open, have all been equipped with burglar proofing as a standard measure and certain units and other buildings also have been fitted with security doors. 3.8 RESIDENTS AND EMPLOYEES There are 160 residents and approximately 25 non-residential employees in the Village. The latter are made up of the following: Administrative Officer Accounting Officer Caretaker Assistant Caretaker 9 Male Gardeners 11 Female Domestics (working in residential units Medical Care Facility) In addition there are approximately 30 private domestics and caregivers and between 65 and 15 contract workers in the village during daytime. The catering service is contracted out and is operated by a caterer with one male assistant and 6 female employees. The Medical Facility is also contracted out and employs qualified nursing staff and caregivers. Roughly 6 to 7 persons are on duty at a time in the Medical Facility, which has 18 beds. The security service is also contracted out and one male guard is on duty at all times. 3.9 SAFES AND COMPUTERS There are safes and computers in the Administrative Office in the Community Centre and in the Medical facility. The main server of the computer is in a garage under the office. There are also privately owned safes and computers in some of the residential units. - 4 -
3.10 SENSITIVE AREAS The Administrative Office in the Community Centre where records are being kept as well as the storage space in the Medical Facility where medicine is being kept is regarded as sensitive areas. 4. DUTIES AND RESPONSIBILITIES 4.1 EMERGENCY MANAGEMENT FUNCTIONS AND RESPONSIBILITIES Implement emergency plan. Discuss emergency plan on regular basis with Block Leaders to ensure preparedness to deal with emergencies. Assign duties ensuing from the emergency plan to contingency personnel. Make known any amendments to the emergency plan, the persons mentioned therein and the numbers at which they can be contacted. Plan in advance and organise training of contingency staff. Organise substitutes and the training of successors. Depending on circumstances, certain members of Emergency Management will act as fire-fighting and rescue team after hours DUTIES DURING AN EMERGENCY SITUATION In an emergency situation the Emergency Management will be responsible for overall co-ordination until such time as professional help arrives. They will have to evaluate the situation, quickly decide on immediate actions to be taken and see to it that information in connection with the situation is collated. They will be in charge of the contingency teams and advise them on the correct course of action. They will also be responsible for sounding the alarm, if necessary, by means of the intercom system, telephone, personal contact, a megaphone or police whistle. Proceed immediately to the Emergency Control Room 1. Contact relevant emergency services, if necessary Sound the alarm according to the dictates of prevailing circumstances. Activate the other contingency staff including the Caretaker, the leader of the First Aid Team, the Block Leaders and Gardeners, as and when necessary. Maintain contact with the contingency staff and ensure that they perform their duties as required In the event of a fire, man the fire-fighting equipment immediately, evaluate the fire and, if possible, put it out or bring it under control (during working hours, with the assistance of the Caretaker and his team). In the event of an evacuation, double check with the Block Leaders that all the persons concerned have indeed been evacuated. Make sure that information is only given to the emergency services. Keep record of developments and the times at which they occur to enable a later evaluation and assessment. - 5 -
4.2 BLOCK LEADERS The Nursing Sister, or in her absence the most senior staff member on duty at the Medical Facility, will act as Block Leader for the Unit and as leader of the First-aid Team. The Emergency Management will appoint the Block Leaders for the residential blocks. FUNCTIONS AND RESPONSIBILITIES Keep track (for example from the Nursing Sister and Nursing Aid) of all disabled residents in the block for which they are responsible and appoint persons who are able to render assistance to them. Report all possible dangers and contingencies to the Emergency Management. Keep abreast with escape routes and alternative escape routes. Regularly check that the residents of the block for which they are responsible, are informed about emergency procedures. DUTIES IN AN EMERGENCY SITUATION In an emergency situation, the Block Leaders are in charge of all the people in the block for which they are responsible. They receive instructions from the Emergency Management and must see to it that these instructions are carried out. Inform Emergency Management immediately of an incident. Make and maintain contact with Emergency Management. Identify themselves to residents and take the lead in any actions to be taken. Activate an own emergency team, if necessary Ensure, in the event of an evacuation, that all the relevant residential units have been evacuated Record information of all people evacuated and advises Emergency Management accordingly. Assist with the identification of all suspicious objects, with evacuation and the cordoning off of areas under threat. Make sure that only the Emergency Management makes contact with the emergency services. 4.3 CARETAKER AND SUPPORT TEAM During the day, while he is on duty, the Emergency Management may request the Caretaker, or in his absence the Assistant Caretaker, to put together a team from the Assistant Caretaker and General Workers to assist with fire-fighting activities and with dealing with other emergency situations which might develop. After hours certain of the members of Emergency Management will deal with these situations depending on circumstances. In the event of a fire, the Caretaker or Assistant Caretaker must report to the Emergency Management and maintain contact. With his team, he must endeavour to put out or bring the fire under control until the arrival of the fire brigade. If the fire cannot be controlled, assistance must be rendered to evacuate the building immediately. If premises are evacuated, the Caretaker and his team will act as rescue workers. In the case of other emergency situations, he and his team, if necessary, must render such assistance as is required by the - 6 -
Emergency Management. Only the Emergency Management is authorised to contact the emergency services. 4.4 FIRST-AID TEAM The First-aid Team will act under guidance of the most senior medical member attached to the team. The team will be responsible for the rendering of first-aid to injured parties in an emergency situation. The leader of the team must appoint such a team and must ensure that all the members of the team know where the first-aid equipment is kept. The Nursing Sister must ensure that sufficient medication and medical equipment are available to deal with an emergency situation and is also responsible for the safekeeping thereof. In conjunction with the Block Leaders, a list must be kept of all the disabled residents. DUTIES DURING AN EMERGENCY SITUATION Inform the Emergency Management immediately of the emergency. Keep in touch with Emergency Management. Render first aid and look after the injured and disabled. Confirm with Block Leaders that an area is safe before entering. Assist para-medics and establish first-aid posts. Do not contact the emergency services of the City Council (this may only be done by members of the Emergency Management). The Nursing Sister or the most senior staff member on duty, will assume the responsibilities of Block Leader for the Medical Facility in the event of an emergency situation developing in the Unit in which case the duties prescribed for Block leaders also apply. 5. ACTION PLANS AND EMERGENCY PROCEDURES 5.1 GENERAL SUGGESTIONS Remain calm at all times. If in possession of a panic button, make sure that it is always within reach. Acquire a fire extinguisher or two for the unit and make sure that it is always in a working condition. Know where fire-fighting equipment is kept and how it works. Take note of strange objects and suspicious persons and report them immediately. Report a fire without delay to the Emergency Management. Be on the alert for alarms and react to them immediately. Follow the instructions of the contingency staff at all times. In the event of an evacuation, take the following along: a blanket or something similar; spectacles; important documents; and medication. Do not give information to the media or any other person from outside the Village. Assist visitors - they do not know what procedures to follow in emergencies. Remember that the Emergency Management is the link to assistance and should be contacted as soon as possible to enable them to take the necessary steps and co-ordinate assistance. - 7 -
5.2 EVACUATION PROCEDURES Remain calm and patient. Emergency Management, if necessary will call for evacuation. Take with: medication; important documents (ID, bank cards, etc); glasses; purse; and warm clothing; a blanket; and torch. Remember it is colder at night. Follow the instructions of the Block Leaders. Walk firmly but do not run and remain low. Assist persons who are disoriented, unsure or disabled. In the Community Centre or Medical Facility, follow indications to nearest exit. People who are not hurt, must make for the dining room in the Community Centre and if out of commission, the main parking area to the east of the Community Centre. Injured persons or those who require first aid for other reasons, must be taken to the Medical Facility, or if out of commission, to the recreational area of the Community Centre. Nobody may return to the residential units before they are declared safe. 5.3 FIRE Remain calm. Put out the fire with own equipment, if safe. Inform Emergency Management. Close doors and windows so that the fire will not spread as easily. Walk firmly, do not run and remain low. Avoid areas filled with smoke, if possible. A wet handkerchief or cloth protecting the nose and mouth will help in smoke. If cornered, close the door, put cloth in gaps around the door, keep low and call for help. If the fire gets out of hand, evacuate the building according to the procedures outlined above. 5.4 ARMED ATTACK, TAKING OF HOSTAGES AND OCCUPATION OF BUILDINGS Remain calm. Inform Emergency Management, if possible. Lie flat on floor or roll or crawl under something that will give protection until further instruction. Do not hide under windows, as falling glass may be dangerous. Do not become involved in arguments. Stay put until safe. Remember that everything possible will be done to secure the release of hostages. 5.5 BOMB THREAT Remain calm. Keep the person talking for as long as possible. Listen carefully (also to background sounds) and complete the bomb threat questionnaire attached as an annexure. Get as much information as possible from the person making the - 8 -
threat Establish where the bomb has been planted and what it looks like. Persuade the person to change his/her plans. Advise Emergency Management. Search the area for suspicious objects immediately. Inform Emergency Management immediately if a suspicious object is found. 5.6 SUSPICIOUS PARCEL Remain calm. Do not touch the parcel. Leave the parcel alone. Inform Emergency Management but otherwise keep your suspicions to yourself, as it will only cause panic. Inform addressee 5.7 INTERRUPTION OF ESSENTIAL SERVICES Inform Emergency Management of interruption. 5.8 NATURAL DISASTERS Inform Emergency Management. Determine the extent of the damage. - 9 -