114 10 North Kendall Drive Suite 306 Miami, Florida 33176 Phone: (305)-757-2824 Fax: (305)-275-6044 TTY: 1-800-955-8771 MEMORANDUM TO: FROM: RE: Brian Schultz Juana D. Mejia Emergency Management Plan DATE: June 24, 2015 CC: Property Manager and CHM Office Staff The Catholic Housing Management Emergency Management Plan has been updated and is in compliance with all the requirements. The Emergency Management Plan has an updated date of 6/1/15. The Emergency Management Plan was distributed to all the staff of CHM and the properties they manage.
I. POLICY An active/ongoing disaster evacuation plan is necessary for any organization Property Management Services to resident s in their apartments. In South Florida hurricane preparedness is a high priority; however, other potential disasters severe flooding, riots, nuclear, or bomb threats may also present a need for readiness and swift response. The following Plan, although directed most specifically to preparation for a hurricane which is the most frequent hazardous emergency experienced in South Florida, will be modified as needed in the event another type of disaster should occur. The V.P. of CHM or designee will be responsible for determining the existence/type of disaster and activating the plan, consistent with the directives of local and State Offices of Emergency Management. Catholic Housing Management s Comprehensive Emergency Management Plan fosters collaborative teamwork by management and staff to equally share the accountability and responsibility to protect residents, staff and the Catholic Housing Management offices to the extent possible. Accountability for hurricane preparation is shared by all management staff to participate in the execution of this plan to enhance resident and staff safety and protect the offices and property of Catholic Housing Management. The Emergency Management Plan is designed to manage the consequences of natural disasters and/or other emergency situations within Catholic Housing Management s geographic service area that will disrupt its ability to provide care and treatment for a period of time. The Emergency Management Plan follows criteria set forth by the Agency for Health Care Administration, in satisfaction of basic emergency management plan requirements of section 400.610(1), Florida Statutes, 58A-2.005, and 58A-2.026, Florida Administrative Code. Catholic Housing Management leadership, V.P.s and Property Managers, actively participate in the planning and execution of the organization s readiness for community emergencies. This Emergency Management Plan was developed by Catholic Housing Management s V.P. of CHM in conjunction with the organization s senior management team and is annually submitted to the governing board and the appropriate Federal, State and local agencies as required. II. CONTACT INFORMATION Contact information for all Senior Management staff is available from the V.P. of CHM s office and is disseminated prior to the emergency. Consistent with Catholic Page 1 of 17 Revised 6/1/15
Housing Management s Chain of Command policy, if the V.P. of CHM has not otherwise named a designee, authority rests with the priority list of individuals noted below: Catholic Housing Management Main Office: 305-757-2824 11410 North Kendall Drive, Suite 306 Fax: 305-824-0665 Miami, FL 33176 V.P. of CHM Office Juana D. Mejia Broward Properties: 305-757-2824X22 954-775-5231(Cell) Catholic Housing Management Carmen Cepero for Miami Properties: 305-951-8042 (Cell) Whether the V.P. of CHM or a designee is in the leadership role, all members of the Property Management team works together as a team in their respective areas of expertise and responsibility. III. DEFINITIONS TROPICAL DISTURBANCE: A moving area of thunderstorms in the Tropics that maintains its identity for 24 hours or more; this is a common weather pattern in S. Florida summers. TROPICAL DEPRESSION: An area of low pressure, rotary circulation of clouds and winds at the surface with the highest constant wind speed of 38 miles per hour. TROPICAL STORM: Counter-clockwise circulation of clouds and winds between 39 and 73 miles per hour. The tropical storm is assigned a name. HURRICANE: When a Tropical Storm reaches winds of 74 miles per hour or more, it is classified as a Hurricane. Hurricanes, or tropical cyclones, are counterclockwise rotating wind systems that usually originate between June and November. An average hurricane has a gale-force wind diameter of 200 miles and an eye of 10-15 miles in diameter. Wind velocities of 100 to 150 miles per hour are found just outside the eye, although in maximum storms (Category 5), wind velocities of over 200 miles per hour are found. Hurricane storm systems move at Page 2 of 17 Revised 6/1/15
a forward speed of 10-20 miles per hour. Hurricanes cause damage through high winds, wave action in exposed coastal areas and flooding from two sources - hurricane tides in coastal areas results from wind-driven rains, and rain accumulation (10-30 inches of rain or more). COMMUNICATION AND WARNING OF SEVERE WEATHER ADVISORY: A method for disseminating hurricane and storm data to the public. Small craft warning advisory is an example. SPECIAL ADVISORY: Warning given any time there is a significant change in weather conditions or a change in warning status. INTERMEDIATE ADVISORY: A method of updating regular advisory information every 2 to 3 hours as necessary. STORM WARNING: Wind velocities 55 to 74 miles per hour are expected. If a hurricane is expected to strike a coastal area, storm warnings will not usually precede hurricane warnings. HURRICANE WATCH: A hurricane may threaten a coastal area within 36 hours. Preparedness measures should be in progress; issued by the National Hurricane Center in Miami, when there is a threat of hurricane conditions to a coastal area within 24 to 36 hours. HURRICANE WARNING: A hurricane is expected to strike a specific coastal area within 24 hours or less. Additional/final precautionary actions should be taken immediately; issued for a coastal area when hurricane conditions are expected in 24 hours or less. Hurricane conditions include sustained winds of 74 miles per hour (64 knots) and/or dangerously high tides and waves. TORNADO WATCH: Tornadoes and severe thunderstorms are possible in advisory area. STORM SURGE: Strong winds associated with hurricanes create a dome of water often 50 miles across where the eye of the hurricane makes landfall. The tidal height depends on the strength of the storm, the direction from landfall and whether it is normal, high or low tide. The storm surge is the most dangerous part of a hurricane. Storm surges of up to 25 feet above mean sea level have been recorded. The hammering waves of a storm surge are the cause of 9 out of 10 hurricane fatalities. Page 3 of 17 Revised 6/1/15
IV. PLANNING FOR EMERGENCIES: STAFF, RESIDENTS AND FAMILY EDUCATION AND COMMUNICATION OF EMERGENCY STATUS A. Planning for Hurricanes and Other Emergencies 1. All Catholic Housing Management staff is expected to be knowledgeable about this Comprehensive Emergency Management Plan prior to the beginning of hurricane season (June 1) and to provide personal emergency contact information as requested. Employees receive education related to this Comprehensive Emergency Management Plan at orientation and annual on-going education specific to their duties as part of Plan implementation. Joint Management, annually, reviews the Plan at the beginning of hurricane season. Education is provided by CHM V.P., Insurance Company or other resources as needed. 2. All staff is expected to maintain awareness of tropical storm activity via television, radio, and internet during hurricane season (June 1 to November 30). 3. Staff is encouraged to make personal/family hurricane emergency plans in advance so that appropriate work time and attention may be devoted to preparing residents and CHM offices within the time frames provided by this plan. Staff members are reminded to include time before the emergency to prepare their families evacuation plans, to prepare their homes, to have available supplies, cash and gasoline to safely weather the emergency. When possible and with the CHM V.P./designee s approval, staff may be given time (late start or early departure) to assist in final personal preparations for an impending emergency, but only if resident services are not compromised. 4. At least annually and always subsequent to any implementation of this Comprehensive Emergency Management Plan, the Plan is to be reviewed and revised as needed to continuously improve performance. Annually the Plan is submitted to the governing board for its approval and submitted to appropriate Federal, State and local regulatory organizations as required. 5. All Property Managers will maintain a list of staff identifying who will be working before, during and after emergency. B. Resident and Family Education 1. During the initial move in orientation, the Social Service Coordinator meets with the resident to gather emergency contact information and see if they need special assistance in case of an emergency. This information is kept in a list by the Social Service Coordinators and in the resident s file, the Page 4 of 17 Revised 6/1/15
front desk, and in other emergency locations for ready reference in the event of an emergency. Social Service Coordinators will inform the residents regarding the Special Needs Registry and Shelters available in the community. Residents who are identified as requiring special assistance in the event of an emergency will be registered with the Emergency Evacuation Assistance Program (EEAP) through the Office of Emergency Management (for those properties in an evacuation zone only). 2. In addition, beginning in May and throughout the hurricane season, the Property Management Team (The Team) provides education for every resident and family regarding preparation for hurricanes, possible planning for evacuation and the provision of Management services just before and just after a hurricane or similar community emergency. The Team confirms that the resident have received a copy of Catholic Housing Management s hurricane preparedness package available in English and Spanish. Residents at Mandatory Evacuation areas must sign the Addendum to Lease each year before hurricane season. 3. Resident education includes information regarding: o Tips for preparation to safely weather a tropical storm or hurricane o Choices related to voluntary or mandatory evacuation o Choices regarding sites for sheltering during the storm including the Special Needs shelters provided in the community; resident is made aware of the limited space and comfort of the Special Needs shelters and their special requirements as well as the need for registration with the Special Needs Registry prior to the beginning of hurricane season Minimal services available in Special Needs shelters Lease Addendum Resident should bring personal items, bedding, snacks, flashlights, medication, medical equipment o Provision of Management services before and after a storm o Necessity to notify Catholic Housing Management concerning any change in location. o Resident Rights and Responsibilities C. Staff Communication Before, During and After a Hurricane or Other Emergency 1. Staff will be notified of activation of the plan and all updated information as it becomes available via our telephone call down tree system: a. The V.P. of CHM or Designee notifies all Property Managers and others reporting directly to the V.P. of CHM. b. Each Property Manager and/or others notify their respective staff. Page 5 of 17 Revised 6/1/15
2. All messages will also be sent via text, cell phones and e-mail as long as these media are available; a list of cell phones numbers for staff with cell phones for business use is available per intranet (www.chsfla.net) under Staff Directory. 3. STAFF UPDATE MESSAGE DURING AND AFTER THE EMERGENCY Two telephone numbers and the intranet website will be used to provide updates to Catholic Housing Management staff regarding the status of the organization including information about office opening and returning to normal status once the emergency has safely passed. Staff may call any of the numbers, located in two different areas of the county to receive the same information. The recorded message may change several times in a day as conditions change. The telephone lines or web site is dependent on electricity. In the event of failure of electricity at one or more of these sites, Catholic Housing Management has assigned two people you can call in case of an emergency. Their phone numbers are distributed to staff once a year and are listed above. Catholic Housing Management s Main number (305-757-2824) ) THE VOICE MAIL SERVICE FOR THIS NUMBER WILL HAVE INFORMATION AVAILABLE REGARDING OPENING OF THE OFFICES AND/OR DETERMINATION TO RETURN TO NORMAL OPERATING STATUS. 4. In the event that phone lines are inoperable CHM will access available media utilizing the emergency broadcast system to inform staff of the office status and work instructions. The Vice President of Public Relations designee will be available to serve as liaison for communication with the media. D. Office Availability In the event that access and services to the Main or Satellite offices are disrupted a temporary office will be designated by the V.P. of CHM or Designee. Contingency site(s) will be selected based on type of disaster/emergency and space availability. If necessary, a north and south site will be arranged. These arrangements, time permitting, will be prepared prior to the disaster. E. At the start of Hurricane Season (June 1): 1. CHM V.P./designee will participate as the Catholic Housing Management Liaison to the Red Cross/Office of Emergency Management (OEM). This Page 6 of 17 Revised 6/1/15
individual will represent Catholic Housing Management at the County's Hurricane Preparedness Meetings and update the V.P. of CHM, V.P.s and Property Manager regarding Miami-Dade and Broward County's Hurricane Plans and Catholic Housing Management s responsibilities in these plans. This individual will remain alert to National Hurricane Center weather advisories and OEM advisories throughout the hurricane season. 2. Property Management Team will be provided with a current list of evacuation zones and public shelter locations, including the Special Medical Needs Shelter. CHM V.P./designee will provide the Team with a list of residents sorted by zip code in order to identify those residents in evacuation zones. This list will be updated at the time a hurricane watch is called or this Plan is activated, whichever occurs first. 3. Beginning in May and throughout the hurricane season the Team also provides education for residents regarding preparing for hurricanes, possible planning for evacuation, available shelters including the Special Needs Shelter and the provision of Management services just before and just after a hurricane or similar community emergency. The Team sets up a resident meeting in which hurricane preparedness information will be reviewed and handed out. The material will be reviewed annually and updated as needed prior to the first of May. 4. Residents are assisted by Social Service Coordinator or other Management staff member in the absence of the Social Service Coordinator to plan an evacuation site (family, friends, hotel, hospital, etc.) if the property is located in a mandatory evacuation zone. 5. The Social Service Coordinator identifies those residents in evacuation zones without a family provided evacuation site and who may need transportation to the Special Medical Needs Shelter for Management residents and notifies V.P. of CHM. The Social Service Coordinator provides a list of these residents to the V.P. of CHM with the information on when these residents names were registered with the Office of Emergency Management by the end of May. This list is reviewed/revised on an ongoing basis throughout hurricane season. 6. For those residents likely to select sheltering in the Special Medical Needs Shelter, a list of current medications will be provided at the time of the emergency. The resident is reminded to bring any required forms and medication list to the shelter along with other items to assist in resident comfort (bedding, air mattress, lawn chair, snacks, etc). A copy of INFORMATION FOR MANAGEMENT RESIDENTS Registered with Page 7 of 17 Revised 6/1/15
Special Needs Registry, attached, serves as a guide in preparing residents and caregivers for Special Needs Shelters and is provided to residents and families. 7. The Manager of Information Systems maintains a current and comprehensive inventory of hardware, software, printers and copiers. Property Manager will ensure all equipment listed above is not on floor/ground level in the event of a hurricane. 8. Digital photography may also be used to document the type and condition of office furniture in use in the event of insurance claims for storm damage. This will occur in early June. 9. The Social Service Coordinator will contact volunteers to determine their expected availability before and after any possible hurricane emergency, including any expected relocation contact information. By May and whenever possible and/or needed a floor captain list will be generated made up of volunteers. 10. Prior to the first of May CHM reviews current property insurance coverage to determine adequate coverage is in place. V. ACTIVATION AND IMPLEMENTATION DURING AN EMERGENCY Activation and Deactivation of the Emergency Plan by the V.P. of CHM or Designee is done with the approval of the Catholic Health Services (CHS) Command Center. A. Activation 1. Joint Management meeting is called by the V.P. of CHM or designee within 24 hours, with all management staff present either in person or via conference call. 2. An individual is assigned by the V.P. of CHM or designee for round the clock monitoring of weather conditions. 3. Communication contact with Office of Emergency Management, including Catholic Housing Management contact information, is verified. 4. Property Managers verify that all supplies are stocked at sufficient levels to provide a week s supply to all residents AND to still have par levels adequate for a week following the emergency. If not, supplies are ordered immediately for delivery before the pending emergency. Page 8 of 17 Revised 6/1/15
5. CHM Administrative Assistant assembles an address list of the home/personal/cell numbers and e-mail addresses of all key property staff and provides it to V.P. of CHM and two assigned emergency contact staff with cell Phones. 6. At the discretion of the V.P. of CHM or designee, any part of this emergency management plan may be initiated early. Otherwise, in the event of a storm, the plan is activated when a Tropical Storm Warning and/or Hurricane Watch is announced by the National Hurricane Center and/or when an equivalent level of readiness is activated by the local Office of Emergency Management. In the event of any other type of disaster where advance notice is available, the plan will go into effect based on the information available to the V.P. of CHM /Designee. If time permits and based on the nature of the disaster, Catholic Housing Management will tailor the steps outlined in the Hurricane Watch section (24-36 hours warning) of this plan to meet the needs of the staff, residents and families served by Catholic Housing Management. If time does not permit (less than 24 hours warning), and based on the nature of the disaster, Catholic Housing Management will tailor the steps outlined in the Hurricane Warning section of this plan to meet the needs of the staff, residents and families served by Catholic Housing Management. B. Authority to Activate The V.P. of CHM or Designee has the authority to activate this Plan and will act as the overall coordinator of the Plan before, during and after the disaster/emergency. The V.P. of CHM or Designee has the authority to notify the staff that the emergency has ended and return operations to normal procedures. Authority to activate this plan on holidays, weekends or evenings resides with the V.P. of CHM or Designee. When the OEM or local emergency authority declares a Tropical Storm Warning and/or Hurricane Watch or notifies the community of an impending emergency outside of normal business hours, the V.P. of CHM or Designee may delay the full activation by several hours while efforts are being made to contact needed staff to report to their duties as defined by this Plan. If a hurricane watch is anticipated to occur during the evening, weekend or holiday, to the extent possible, preparations are begun earlier during normal business hours. Telephone calls outside normal business hours are received by V.P. of CHM. Any calls related to community emergencies or calls from the Office of Emergency Management (OEM) are forwarded immediately and directly to the Page 9 of 17 Revised 6/1/15
V.P. of CHM or designee and then communicated to Property Manager s and all necessary staff according to this Comprehensive Emergency Management Plan. Catholic Housing Management staff members are reminded that the main number (305)757-2824 is reserved for residents, families and staff related to resident care issues. Messages related to the status of Catholic Housing Management operations during and after the emergency are available separately. See Section III, C, 3 for access information. VI. AT THE TIME A TROPICAL STORM WARNING AND/OR HURRICANE WATCH IS ANNOUNCED (HURRICANE FORCE WINDS EXPECTED WITHIN 36 HOURS) At the time the National Weather Service announces a Tropical Storm Warning and/or Hurricane Watch, or sooner if deemed necessary by the V.P. of CHM or Designee, specific duties are assigned to Catholic Housing Management staff. In order to accomplish all tasks necessary to prepare residents to safely weather a community emergency such as a hurricane, it may be necessary to adjust assignments and/or schedules of any employee at any time during the preparation. The cooperation of all is expected. A. Property Managers will be responsible for coordination of the following for their respective staff: 14. Property staff will assemble the resident specific information to be maintained off-site by them during the emergency: Current list of all residents and their emergency contact information List of residents with special assistance Medication list for each resident List of residents moving and new location List of staff members, contact information (telephone/cell phone/personal e-mail) before, during and after emergency 18. Prepare list of professional staff to be available to serve as runners if offices are delayed in reopening once travel in the community is deemed safe and resident visits can be scheduled. To the extent possible staff from across the two county areas should be included on the schedule. Field staff may be added to the group scheduled to provide coverage for up to 72 hours, if needed. Scheduled Runners are expected to maintain a full tank of gasoline in their automobiles as part of their preparation before the emergency to facilitate their availability to residents when on duty; Page 10 of 17 Revised 6/1/15
20. On-Site Property Manager is responsible to verify all staff working before, during and after emergency and to provide a list to management. C. Finance will provide adequate petty cash to be used for office needs and/or small employee loans after the emergency for those without access to cash in the event of a sustained power failure in the area. D. The Social Service Coordinator will assist in arrangements for residents seeking shelter in the Special Needs Evacuation shelter or in need of admission to a hospital or nursing home, with the Social Service Coordinator s primary responsibility to verify bed availability. Contact will be established with those residents residing within defined evacuation zones. Evacuation plans will be reviewed with resident/families, and if necessary, will be updated in order to ensure accuracy. The Social Service Coordinator will educate families and residents regarding the organization s responsibilities before and immediately after the hurricane and/or identified threat. When residents who reside within evacuation zones or meet criteria for hospitalization refuse to evacuate or heed recommendations, the Social Service Coordinator will educate residents on the limits of the service during the storm and the availability of on-call guidance via phone. A list of residents refusing to evacuate will be compiled and submitted to the V.P. of CHM. E. Special attention should be given to the most critical residents. F. The Social Service Coordinator will contact all volunteers to check availability for service and anticipated location, phone numbers during the emergency and assign to teams if need arises. They will distribute the list of potential volunteers and phone numbers to the V.P. of CHM. H. Property Manager s will provide for their staff a list of contact numbers in the event the office is inoperable or inaccessible following the emergency. K. The Property Manager will always have a current resident list printed with their phone number and unit number so they make take with them in cases of an emergency and power outage. M. It is assumed that all individuals will work their scheduled hours unless told not to by the V.P. of CHM or Designee, although duties outside of the normal responsibilities may be assigned in conjunction with the implementation of this Plan. Page 11 of 17 Revised 6/1/15
O. Field staff with computers will ensure that the computers remain safe during a wet emergency, i.e. a hurricane or flood, by wrapping their laptop in plastic and keeping their computer in a safe area in their home or wherever they are residing at the time. P. All staff will fully charge laptop computers and cell phones and maintain them with a full charge to the extent possible. Q. All staff, especially field staff, should make every effort to maintain a full tank of gasoline in their cars to assist in reaching residents after the storm even if the emergency affects the distribution of gasoline in the community. R. IS completes regular back up s of computer data at all of the properties. This will ensure that all the properties and the CHM office will always have their data backed up. S. If the tropical storm warning and/or hurricane watch is announced on the day prior to a holiday or weekend, duties assigned in Section VI, may begin early at the direction of the V.P. of CHM /designee. VII. AT THE TIME A TROPICAL STORM WARNING OR HURRICANE WARNING IS ANNOUNCED (HURRICANE FORCE WINDS EXPECTED < 24 hours) When a Tropical Storm Warning or Hurricane Warning goes into effect or sooner if deemed necessary by the V.P. of CHM or Designee: A. All property and office staff will report to their direct supervisor for confirmation of: 1. all individual assignments 2. all residents to be evacuated, transportation arrangements to be completed 3. all residents to go to Special Needs Shelters, nursing homes or hospitals B. Property Managers are responsible to, with the assistance of team, complete the following: 1. Determine which residents, if any, need assistance with evacuation. Remind the resident to take medications and other emergency equipment with them. 2. Work with residents/families to evacuate all residents in evacuation area. Document where residents will be staying during the emergency. 3. Notify all non-evacuated residents/families that if a resident moves before/during/after the storm, to notify Catholic Housing Management of the location and contact information. Page 12 of 17 Revised 6/1/15
4. Transportation of residents meeting medical criteria for admission must be accomplished in concert with all other medical transportation needs in the community. Medical transportation may be controlled by Office of Emergency Management during an emergency. Transportation services are concluded once the Office of Emergency Management deems the roads unsafe for travel. C. Preparation of Offices and Equipment 1. When a potential disaster/emergency threatens the integrity of computer hardware, software, and computerized data the following steps will be taken: all computers whenever possible, will be covered with plastic (north Copiers or computers which cannot be moved, will be covered with plastic All electronic equipment will be unplugged. 2. Each employee will follow any additional instructions from the IS Department 3. Papers and files should be secured inside desk drawers or cabinets as safe as possible from wind or water damage, leaving desktops and open shelves empty, to the extent possible. Archived boxes should not be on floor /ground level in case of water damage. Personal valuables are not covered by insurance and are best protected by removing from the building. 4. Desk telephones should be disconnected and placed in a safe place (file drawer, cabinet, and closet) in the office/work area to protect from wind or rain. 5. It is of no value to tape windows; it does not protect the glass from breakage and may actually damage the window. Catholic Housing Management will not place any tape on office windows or doors in either office and the residents should be informed that they should not do this either. 6. The V.P. Finance, in consultation with the V.P. of CHM, will determine what financial documents, if any, should be removed for safe keeping and the manner in which they will be safeguarded during the storm. 7. Social Service Coordinator will take all resident emergency contact information should they have a need to leave the building in case the family needs to be contacted 8. Prior to leaving the office before the emergency ALL EXTERIOR DOORS MUST BE LOCKED BY KEY to secure the building in the event of a power failure. 9. If Storm shutters are provided by the management of the office building. Staff trained to install the shutters will install them on windows prior to Page 13 of 17 Revised 6/1/15
closing and locking the office. 10. Broward Office is secured by key locks and should be securely locked. VIII. DURING THE ACTUAL EMERGENCY WHILE UNSAFE TO TRAVEL AND/OR OPERATE BUSINESS While the emergency conditions in the county or local area are deemed by the Office of Emergency Management to be hazardous, such as during the passage of a tropical storm or hurricane, Catholic Housing Management is unable to provide its usual array of services. After the emergency status in the community has been lifted by the Office of Emergency Management and it is safe to begin traveling within the community, the staff that has been scheduled for response following the storm will begin working. As quickly as possible following the emergency a determination will be made by the V.P. of CHM or designee to return to normal status; normal staffing schedules and services will resume to all residents as quickly as possible within the limits of any remaining localized or community-wide emergency conditions. IX. AFTER THE EMERGENCY HAS RESOLVED A. Contacting Staff and Reopening Offices 1. The V.P. of CHM or Designee determines that it is safe to deactivate this Comprehensive Emergency Management Plan and return to normal operations. Staff is requested to call their Property Manager if uncertain about a return to normal operations. Contact information for informational messages about Catholic Housing Management operations, during and after the emergency, is found in Section III, C, 3. In the event that phone lines are inoperable CHM may use media utilizing the emergency broadcast system to inform staff of the office status and work instructions: TV Channels - 4, 6, 7, 10, 23, & 51 & AM Radio Stations - WIOD- 610. If telephone service is inadequate or inoperable but it is safe to travel, a printed message will be posted on the building with any additional information. Additionally, the coordinators identified above can be called on their cell or home phones. Status of Catholic Housing Management operations will be posted on the website as long as it is functional and will be available on one or more of the telephone lines noted in Section III, C, 3. 2. In the event that temporary office space is needed due to storm damage, the V.P. of Finance and the V.P. of CHM will determine a location; communication to staff will occur via the television, radio stations and recorded telephone messages referenced above and the telephone call list. Page 14 of 17 Revised 6/1/15
B. Restoring Services to Residents 1. Once it staff have been informed that they can return to their property, a full assessment of the property will be completed immediately to ensure the property is structurally sound. This assessment will be sent to the V.P. of CHM. This assessment should include but not be limited to residents in property and their condition, electricity and running water are working, any physical, life and safety issues. The V.P. of CHM will review all the assessment and determine if the insurance company should be contacted for an assessment of damages. The V.P. of CHM must complete form: HUD Basis Damage Report Form to report property condition to the local HUD Office Project Manager, whether there are damages or not. Find Form at the end if this plan, also please review HUD Chapter 38 of Handbook 4350.1 including Appendix A-3 In order to meet resident needs staff may be requested to extend normal working hours for one or more days following a community emergency or disaster. 2. Once the emergency has subsided and the property assessment is completed, the maintenance staff will begin addressing any life and safety issues. If the insurance company assessment is needed a determination will be made if maintenance item will be left unresolved until the insurance company deems necessary. 3. If evacuation was required and the emergency has subsided, the Social Service Coordinator will communicate with residents to inform them when they can return to the building. C. Other 1. Offices and equipment are evaluated for any damage occurring as a result of the emergency. Digital photography is used to document for insurance purposes. Public Relations will assist with photography as needed. 2. Information Technology staff assist in restoring the network and all computers, printers, telephones, fax machines and copiers to full function. X. EMERGENCIES OTHER THAN HURRICANES A. The following plan will be implemented in the case of disasters/emergencies that develop suddenly and unexpectedly (i.e. Bombings, Civil Disturbances, etc) affecting all or part of Catholic Housing Management s service area. Once the V.P. of CHM or Designee is apprised of the situation the V.P. of CHM or Designee: Page 15 of 17 Revised 6/1/15
1. Determines the nature and scope of the disaster/emergency. Catholic Housing Management participates with Miami-Dade/Broward Offices of Emergency Management and will follow OEM recommendations and instructions 2. Determines if Catholic Housing Management residents and staff will be affected by the disaster/emergency. B. If the disaster/emergency affects Catholic Housing Management residents or staff, information will be communicated to the employees through the phone tree, e-mail, and/or text, and the television and radio stations referenced in this Plan. C. If the disaster/emergency affects the integrity of the computers, the plan for data back up and storage as outlined above will be followed D. All staff responsible for the residents in the affected area will report to their direct supervisor for assignments. The Property Managers will divide responsibility to ensure that all residents' safety will be maintained. This includes but is not limited to evacuation if necessary, staffing, etc. E. Resident Unit Evacuation is in place and can be implemented in phases. Relocation of staff away from the area of hazard may be undertaken by staff on the spot, moving to areas in adjacent zones. A full evacuation would be implemented if the impact of a disaster renders the resident unit inoperable or unsafe for occupancy, and would be implemented by the V.P. of CHM or designee. a. Transportation Agreements. (see attached) b. Receiving Facility Agreements. (see attached) c. Complete evacuation within 4-5 hrs of decision d. Tracking Residents 1. The Social Service Coordinator will be responsible for tracking where residents will be transported and their contact/emergency information. 2. This written tracking sheet will be sent to V.P. of CHM and/or be kept handy at all times. 3. After residents have been moved to transport vehicles, the Property Manager or designee will conduct an apartment and common area search to confirm that everyone has been evacuated. e. Resident will be reminded to take their medication and emergency items with them. f. Family Updates will be answered in a timely manner; Social Service Page 16 of 17 Revised 6/1/15
Coordinator will have the responsibility of this task. They will assist in communicating with family by telephone, cell phone, e-mail, radio announcements, TV announcements, and newspaper announcements as available. D. Resident Recovery Plan to return operations to normal functions after most emergencies is activated at the completion of the Emergency Operations Plan. The V.P. of CHM or designee will activate the all clear after confirmation has been received by Catholic Housing Management, Miami Dade County Inspectors and City of Hialeah that the facility is structurally sound. Reference: Miami HUD Office Disaster Preparedness: http://www.hud.gov/local/fso/localhud Miami-Dade/Broward County Office of Emergency Management http://www.co.miami-dade.fl.us/oem/ http://www.broward.org/disaster/ Attachments: Community Emergency Contact Information Evacuation Zone Maps for Miami-Dade/Monroe and Broward Counties 2015 Hurricane Evacuation Centers Pet Friendly Hurricane Evacuation Centers Miami Dade Emergency Evacuation Assistance program Registered with Special Needs Registry Broward County Special Medical Needs Shelter Page 17 of 17 Revised 6/1/15