DISASTER PREPAREDNESS PLAN · 2019. 1. 17. · Events such as a tornado, earthquake, hazardous material release and other hazards which may be taking place outside the building, may

DISASTER

PREPAREDNESS PLAN

January 2018

Catholic Charities, Diocese of Venice, Inc.

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TABLE OF CONTENTS

1. Evacuation Routes and Procedures page 3

2. Emergency Contacts page 4

3. Emergency Reporting and Evacuation Procedures

a. Medical Emergency page 5

b. Tornado page 6

c. Telephone Bomb Threat page 9

d. Fire Emergency page 10

e. Pandemic page 12

f. Active Shooter page 14

g. Hazardous Materials Release page 16

h. Hurricane page 17

4. Support Services

a. Blackboard Connect page 24

b. DARN ( Disaster Amateur Radio Network) page 24

5. Supply List page 24

6. Volunteerism page 25

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EVACUATION ROUTES AND PROCEDURES

Evacuation route maps are posted in each work area. The following information is marked on

evacuation maps:

1. Emergency exits 2. Primary and secondary evacuation routes 3. Locations of fire extinguishers 4. Assembly points

Office personnel should know at least two evacuation routes. Each floor should have a person in charge to ensure all office spaces are evacuated. In the event an evacuation becomes necessary, situational awareness is of utmost importance. The location of a fire or other emergency may change the evacuation route. Everyone must know an alternative way out of the building if the most used exit becomes inaccessible. Establish communications with everyone in the building as soon as an evacuation is imminent. Intercom lines should be opened to alert everyone and to announce the nature and location of the emergency. A code word for security breaches maybe considered. Regardless of the emergency event, if an evacuation becomes necessary everyone should assemble in a predetermined spot. Designated leads should take a headcount once all staff members are assembled. It may become necessary to shelter in place and not evacuate the building.

Events such as a tornado, earthquake, hazardous material release and other hazards which may be taking place outside the building, may require sheltering in place. Collect as much information as possible when such an event takes place, use cell phones to tune into TV and radio stations for updates. Be mindful of battery levels; send text messages to loved ones instead of calling. Know how to access food and water inside the building. Determine the safest place to be in the building (away from windows, etc).

ALL EMERGENCIES DIAL 911

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NON EMERGENCY PHONE NUMBERS Fire Department: ____________ Ambulance: ________________ Police: ____________________ SECURITY COMPANY: _________________

UTILITY COMPANY EMERGENCY CONTACTS (Specify name of the company, phone number and point of contact)

ELECTRIC: _____________________

WATER: _______________________

GAS: __________________________

TELEPHONE COMPANY: _______________________

Date: ___/____/_____

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EMERGENCY REPORTING AND EVACUATION PROCEDURES

Types of emergencies to be reported by site personnel are:

❖ MEDICAL

❖ FIRE

❖ SEVERE WEATHER

❖ BOMB THREAT

❖ ACTIVE SHOOTER

❖ CHEMICAL SPILL

Evacuations regardless of the emergency should follow the same basic procedure for leaving the building.

MEDICAL EMERGENCY Catholic Charities, Diocese of Venice, Inc

Call medical emergency phone number: 911 Provide the following information:

• Nature of medical emergency,

• Location of the emergency (address, building, room number, and your name and phone number from which you are calling).

Do not move victim unless absolutely necessary. Contact any available program personnel with current CPR and First Aid training to provide the required assistance prior to the arrival of the professional medical help: If personnel trained in First Aid are not available, as a minimum, attempt to provide the following assistance:

• Stop the bleeding with firm pressure on the wounds (note: avoid contact with blood or other bodily fluids).

• Clear the air passages using the Heimlich maneuver in case of choking.

• Ensure airways are clear, allowing the victim air to breathe.

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TORNADO DISASTER PLAN Catholic Charities, Diocese of Venice, Inc.

TORNADO WATCH IN EFFECT: Watch: Local weather conditions exist wherein a tornado may develop.

District Office is contacted to ensure that District Administrative Assistant and District Director are aware of Tornado Watch. Administrative Assistant ensures that the battery in weather band radio is functional, and that extra batteries are available, to ensure radio monitoring of the tornado.

District Office Administrative Assistant (in collaboration with District Director) or designee monitors any changes in severe weather conditions.

Program Director (in collaboration with District Director) informs clients, visitors and staff of severe conditions, and the need to limit activities. District Director should notify the CEO.

Any staff on premises who have agency cellular telephones are required to ensure that these telephones are inside the facility and charged.

Staff should secure and lock confidential records, cash, and credit cards. TORNADO WARNING IN EFFECT: Warning: There is a tornado in the area now.

District Administrative Assistant must report tornado warning upgrade to District Director, and all Program Directors within district. District Director must inform CEO immediately.

Program Director or designee must walk throughout the facility and inform staff and visitors/clients that a tornado warning has been issued.

Program Director or designee gather emergency disaster supplies into a pre-designated inner office (should be an office without windows or exterior walls and if no such space is available, choose the safest area possible).

Personnel ensure that all client case records, cash, and credit cards are locked and secured.

Personnel should close all doors to offices.

Program Director or designee should direct all personnel, visitors/clients to congregate in the pre- designated inner office.

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TORNADO WARNING LIFTED:

If WARNING has been lifted, and WATCH is still in effect, continue with the protocol under Section “TORNADO WATCH IN EFFECT”.

If all WARNINGS and WATCHES have been lifted, Program Director or designee should contact District Director to inform of the “All clear” if appropriate. Program Director must then inform personnel to resume operations of the program.

TORNADO STRIKES:

REMAIN IN SECURE AREA!!

All personnel should assess visitors/clients and personnel for injuries.

Apply first aid as needed.

Remain with visitors/clients, and reassure them. They will react as you do - - - so BE CALM!!

Wait for assistance.

Program Director or designee must CALL 911 to report tornado hit, and should then follow instructions from Emergency Response Services.

If telephones are inoperable, staff should attempt to use agency cellular phones, or await arrival of Emergency Response Services.

If Emergency Response Services advises evacuation - - - follow their instructions.

Program Director or designee must coordinate evacuation if instructed, ensuring that emergency supplies are taken outside of the facility. Program Director or designee should then meet Emergency Services as instructed, and relay pertinent information.

All other personnel should assist visitors/clients in evacuation to a designated area.

Program Director or designee must notify District Director of the status of the disaster (via agency cellular phones, if operational). Refer to Emergency Disaster Telephone Contact Lists.

If cellular telephones are inoperable, or unavailable, the Program Director or designee is to request assistance of Emergency Services to notify the management team of tornado strike.

CLOSING THE FACILITY:

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If the facility experiences a tornado hit, visitors/clients and personnel are not to return to the facility.

The facility will be closed for the duration of the day.

Personnel will be contacted through the Blackboard Connect system the following morning to receive instructions on where to report for work.

The District Director, in collaboration with the CEO arranges to have the facility assessed for damages.

District Directors, in collaboration with the CEO will prepare re-opening or relocation announcements and telephone numbers where our visitors/clients can reach Catholic Charities personnel. This information will be delivered through local broadcasting networks.

If the facility will not be re-opened within 24 hours, the District Director or designee (in collaboration with the CEO) will arrange to have the phone number transferred to another facility to ensure that program access/information is available.

BOMB THREAT DISASTER PLAN Catholic Charities, Diocese of Venice, Inc.

PHONE CALL RECEIVED - - - BOMB THREAT!

❖ Do NOT hang up!! - - - remain calm!!

❖ When caller hangs up, DO NOT HANG UP THE TELEPHONE - - - since the telephone call can be traced by maintaining the connection.

❖ GO TO ANOTHER TELEPHONE AND USE A DIFFERENT LINE - - - CALL 911. Inform the dispatcher of the bomb threat, and the need for a telephone trace to be conducted by the police.

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❖ Ensure that all personnel are evacuated from the building immediately.

❖ The individual who has taken the call must ensure notification of the Program Director as soon as possible. (NOTE: District Director and CEO must also be notified through proper channels of communication).

RE-ENTRY OF FACILITY - - - Note: No one is to re-enter the building unless authorized by the police/bomb squad!

❖ ALL CLEAR SIGNAL is given, and staff are permitted to re-enter the building.

❖ Resume routine operation of the program. RELOCATING - Police/Bomb Squad informs the supervisor that staff cannot return to the facility or the bomb goes off inside the facility.

❖ Program Director or designee must call the District Director to notify that the building cannot be re-entered at this time. District Director will notify the CEO (as per proper channels of communication).

❖ Program Director (as per collaboration with the District Director) will then instruct staff that the

office will be closed for the duration of the day.

❖ Staff will be notified through Blackboard Connect system as to the status and location of where to report to work.

❖ Within 24 hours, the District Director, in collaboration with the CEO arranges to have facility assessed

for damages.

FIRE SAFETY PLAN

Catholic Charities, Diocese of Venice, Inc.

PREPARATION:

❖ All sites will have evacuation routes prominently posted.

❖ Fire Extinguishers will be inspected annually.

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❖ Locally mandated inspections will be held as recommended.

❖ Fire Drills will be conducted monthly for day care programs and after school programs, once for

summer camp programs, and annually for all other programs / offices. Fire drill procedures are

as follows:

o A mock 911 call will be placed for fire department and police assistance.

o All persons will be evacuated away from immediate danger to a pre-designated area.

o Fire extinguisher should be pointed at the base of the fire (mock act only)

o All rooms must be checked to ensure evacuation of all personnel.

o All windows and doors must be closed.

o Appropriate fire evacuation routes must be used - no use of elevators

ACTUAL EMERGENCY:

❖ If the fire is minor, personnel may re-enter the building ONLY with the permission of the fire

department

❖ If the facility is significantly damaged by the fire, personnel and clients are NOT to return to

the building.

❖ The District Director must be notified as soon as possible.

❖ The District Director will notify the Central Office.

❖ Personnel will be notified through Blackboard Connect to receive instructions on where to report to work.

❖ The District Director in collaboration with the CEO will arrange to have the facility assessed for

damages.

❖ District Directors, in collaboration with the CEO will prepare re-opening or relocation

announcements and telephone numbers where our visitors/clients can reach Catholic Charities personnel. This information will be delivered through local broadcasting networks.

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❖ If the facility will not be re-opened within 24 hours, the District Director or designee (in collaboration with the CEO) will arrange to have the phone number transferred to another facility to ensure that program access/information is available.

INFLUENZA PANDEMIC

Catholic Charities, Diocese of Venice, Inc.

1. Prevention

• Ensure that an appropriate supply of items that promote personal hygiene such as hand soap, hand

sanitizer, disinfectant, disposable towels, etc are readily available for employees’ and consumers’

use.

• Employees should consider getting a seasonal influenza vaccine

• All employees must practice protective behaviors as outlined :

a. Wash hands frequently

b. Avoid touching nose, mouth, or eyes

c. Cover coughs and sneezes

d. Avoid using coworker’s phones, computers, desks, etc

e. Avoid close contact with clients or coworkers

f. Keep work surfaces clean and disinfected

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• If an employee is exhibiting flu-like symptoms they should stay home. CDC guidelines indicate that

return to work may be considered 24 hours after fever is gone without the use of fever reducing

medicine.

2. During a Flu Outbreak

• Ensure that all surfaces / office spaces are kept clean and disinfected.

• Limit exposure to others by avoiding close contact (separation of at least 6 feet)

• Children exhibiting flu like symptoms should stay home

• Services will be delivered in child care settings as long as appropriate staffing patterns can be

maintained.

• If providing services to groups of children, refer to documents in Childcare Toolkit to assist in

keeping parents and staff members informed

ACTIVE SHOOTER Catholic Charities, Diocese of Venice, Inc

HOW TO RESPOND WHEN AN ACTIVE SHOOTER IS IN YOUR VICINITY: Quickly determine the most reasonable way to protect your own life. Remember that visitors and employees are likely to follow the lead of managers during an active shooter situation.

. 1. Evacuate If there is an accessible escape path, attempt to evacuate the premises;

Be sure to: • Have an escape route and plan in mind • Evacuate regardless of whether others agree to follow • Leave your belongings behind • Help others escape, if possible • Prevent individuals from entering an area where the active shooter may be • Keep your hands visible • Follow the instructions of any police officers • Do not attempt to move wounded people • Call 911 when you are safe

2. Hide out if evacuation is not possible; find a place to hide where the active shooter is less likely to find

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you. Your hiding place should: • Be out of the active shooter’s view • Provide protection if shots are fired in your direction (i.e., an office with a closed and locked door) • Not trap you or restrict your options for movement. To prevent an active shooter from entering your hiding place: • Lock the door • Blockade the door with heavy furniture

3. If the active shooter is nearby: • Lock the door • Silence your cell phone • Turn off any source of noise (i.e., radios, televisions) • Hide behind large items (i.e., cabinets, desks) • Remain quiet if evacuation and hiding out are not possible: • Remain calm • Dial 911, if possible, to alert police to the active shooter’s location • If you cannot speak, leave the line open and allow the dispatcher to listen (TURN PHONE VOLUME DOWN)

4. Take action against the active shooter As a last resort, and only when your life is in imminent danger, attempt to disrupt and/or incapacitate the active shooter by: • Acting as aggressively as possible against him/her • Throwing items and improvising weapons • Yelling • Committing to your actions

5. How to react when law enforcement arrives: • Remain calm, and follow officers’ instructions • Put down any items in your hands (i.e., bags, jackets) • Immediately raise hands and spread fingers • Keep hands visible at all times • Avoid making quick movements toward officers such as holding on to them for safety • Avoid pointing, screaming and/or yelling • Do not stop to ask officers for help or direction when evacuating, just proceed in the direction from which officers are entering the premises Information to provide to law enforcement or 911 operator: • Location of the active shooter • Number of shooters, if more than one • Physical description of shooter/s • Number and type of weapons held by the shooter/s • Number of potential victims at the location The first officers to arrive to the scene will not stop to help injured persons. Expect rescue teams

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comprised of additional officers and emergency medical personnel to follow the initial officers. These rescue teams will treat and remove any injured persons. They may also call upon able-bodied individuals to assist in removing the wounded from the premises Once you have reached a safe location or the assembly point, you will likely be held in that area by law enforcement until the situation is under control, and all witnesses have been identified and questioned. Do not leave until law enforcement authorities have instructed you to do so. ACTIVE SHOOTER OUTSIDE THE BUILDING:

• Call 911

• Alert all staff,

• Stay away from windows,

• Barricade doors,

• Listen for sounds and monitor the situation via cell phone (TV stations, radio etc.) Call 911 back (from a cell phone) and alert them of how many in the building, location of staff and follow any instructions given. Stay inside until the situation is under control outside. Keep in mind; an active shooter incident in the streets could spill into the office building. The shooter may force entry in hopes of hiding or taking hostages. If violence reaches inside the building than use the ACTIVE SHOOTER PROCEDURES ABOVE

Hazardous Materials Releases Catholic Charities, Diocese of Venice, Inc

Three categories: gasses, liquid or solids (radioactive) Gases: Remain inside the building; close all doors as leaving offices. Turn off air conditioners. Try to

identify the type of gas released. Most but not all gases are heavier than air and will settle at ground level or below. Assemble in stairwell and monitor the situation from there. The stairwell will allow easy access to any floor level. “If you can smell it than you are too close to it” is a rule of thumb for any type of gas.

Liquids: In the event of a liquid spill outside the building; assemble in the stairwell. Do not leave the

building. Hazardous liquids may ignite. All liquids will seek a lower level but can give off toxic fumes. Fumes/gases can explode. The fumes from hazardous liquids are lighter than air and will rise. The stairwell would offer floor options.

Solids: Solids consist of radioactive or nuclear type of release. Time and distance is the key to lessen

the amount of radioactive exposure. Notification would come from an official announcement.

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Do not leave the building until it is confirmed that the radiological hazard has been cleared. Turn off air conditioners, close all blinds on windows and close all office doors. Assemble in a pre-determined spot, and monitor the situation.

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DISASTER PREPAREDNESS PLAN Catholic Charities, Diocese of Venice, Inc.

PURPOSE:

When potential disasters can be foreseen and emergency responses planned, the organization will follow the following process, based on tasks to be completed before a potential disaster strikes. When an unforeseen disaster affects the entire organization, the “Post-Disaster” portion of the plan will be implemented. Prior to the start of Hurricane Season:

• Copies of important organizational documents are stored off-site or are available for transport

• Appropriate locations are identified as recovery sites

• Alternative service sites are identified

• Food pantries are stocked with water and essential non-perishables

• Vendors are contacted to arrange for contracts for needed equipment

• Inspection of permanent equipment at recovery sites is completed

• Blackboard Connect operators are trained

• Disaster response personnel are identified and responsibilities are reviewed (See job descriptions)

Potential impact is expected within 48 hours

• Begin preparations for possible office closures

• CEO will communicate with Disaster Response team regarding potential for deployment

• Identify available management personnel and assign communication responsibilities.

• Food pantries should empty freezers unless they have generator support

• Fill all agency vehicles with gas

• Ensure that persons living in CC residential facilities have and can implement their disaster plans.

• Day Care providers will inform parents of the potential for closure and how they will be notified. Impact expected within 24 hours

• Staff will be contacted via Blackboard Connect regarding office closures

• Staff implement personal safety plans After storm has passed

• District Directors or designee will assess damage to local offices and report to CEO

• CEO / District Directors will work with Diocese to confirm alternative service locations if necessary

• Staff will be contacted via Blackboard Connect to advise of office accessibility

• Disaster Response Plan will be activated

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Disaster Response Plan Catholic Charities Diocese of Venice, Inc.

Purpose:

This plan describes how CCDOV functions in the aftermath of a disaster. It defines the roles and responsibilities of the CC administration, staff, and volunteers. The plan outlines the way the CC Disaster Response Team carries out its primary function which is to coordinate the deployment of staff, volunteers, material goods, and services for disaster recovery. Mission: The mission of the CC Disaster Response Team is to respond to emergency disaster situations in an organized, safe, effective and timely manner. Personnel and other resources will be utilized to accomplish the following priorities:

• Protect: Help preserve victims’ sense of safety, privacy, health, and self-esteem

• Direct: Get people where they belong; help them to organize, prioritize, and plan. Establish accessible sites to receive and distribute relief items and coordinate volunteer help

• Connect: Help people communicate supportively with family members, peers, and service providers. Collaborate with other disaster response agencies in the affected area.

• Detect: Screen, assess, and provide crisis care to those at risk for more serious problems

• Select: Refer people to health, spiritual, mental health, and financial services

• Validate: Use formal and informal educational opportunities to affirm the normalcy and value of each person’s reactions, concerns, ways of coping, and goals for the future. Activate a sustained recovery effort when possible and feasible

Activation of the Plan: This plan will be activated by the CEO of Catholic Charities, Diocese of Venice. If the disaster has occurred within the boundaries of the Diocese of Venice, the CEO will consult with the Bishop of the Diocese for direction in coordinating assistance efforts with parishes, Catholic organizations, and other entities. Employees of Catholic Charities are expected to be available as needed to fulfill the duties and responsibilities outlined in the plan or as determined by the Disaster Response Director (see Organizational Policy HR 1.14, Emergency Employee Deployment). Classification of emergency levels:

• Level I The emergency can be managed using normal response operations. Our offices have the resources to meet community needs.

• Level II The emergency requires a multi-unit response. Catholic Charities will collaborate with other agencies to facilitate the flow of information and coordination among responding agencies.

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• Level III The emergency is declared a state of disaster. The CC Disaster Response Plan and Catholic Charities will be subordinate to and coordinate with State and/or Federal plans during a disaster declared by these authorities

Staffing Positions and Responsibilities These positions may be pre-assigned. A single staff person may serve multiple functions if deemed necessary and the workload is light or if there is not staff availability to allocate singly. In anticipation of a disaster or in the wake of an event, the CEO will assemble a Disaster Response Team. This team will: Determine the infrastructure for response:

• Central command post

• Drop off sites for donations (central warehouse)

• Relief / recovery sites

Determine the immediate needs of the impacted area

• Needs will depend on the type of disaster; some resources and supplies should be assembled prior to the event when the potential for harm is known in advance

Disaster Response Team Positions below are responsible for the comprehensive recovery effort Response Coordinator Manages the overall relief / response effort, provides information to the Public Information Coordinator for release to the media, receives reports from all other lead personnel, approves requests for procurement and release of resources, establishes agreements with parish pastors to provide support to CC relief workers if a parish site is used as a recovery site. (See attached job description) Logistics Coordinator Coordinates response effort at relief sites through management of inventory and equipment rentals. Coordinates deliveries with carriers, organizers, and sponsors and communicates with Directors, Coordinators and parish personnel of disaster recovery product availability. (See attached job description) Public Information Coordinator Establishes and maintains contact with the media, arranges appropriate contacts between media and site coordinators, communicates with the Diocesan communications department, facilitates all social media. Published phone numbers will include the Response Coordinator, Volunteer Coordinator and the Logistics Coordinator.

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Volunteer Coordinator Communicates with the Public Information Coordinator and Site Coordinators to secure adequate volunteer help at the recovery sites and any other locations involved in the response effort. Screens all interested persons and groups and appropriately connects them to a site through the Site Coordinator. Site Coordinator District Directors or their designees will act as Site Coordinators where a recovery site has been identified. The Site Coordinator will communicate with the Volunteer Coordinator regarding volunteer opportunities. Supply requests will be communicated to the Response Coordinator and fulfilled by the Logistics Coordinator. Debriefing A debriefing session will be arranged by the Response Coordinator after immediate needs have been met to discuss necessary on-going efforts and to review the implementation of the plan.

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Disaster Amateur Radio Network

The Disaster Amateur Radio Network (DARN) provides emergency back-up communications for Catholic

Charities Disaster Response Teams. DARN is a UHF/VHF radio network that covers the ten counties in the

Diocese of Venice located in Southwest Florida. The network has six radio base stations located in Naples, Fort

Myers, Port Charlotte, Venice, Sarasota, and Arcadia.

Volunteers are FCC licensed amateur radio operators who are available to serve in the immediate aftermath

of a disaster. In addition, the network has an in-residence group and mobile group of operators. These

volunteers use their own equipment and operate from their homes or privately owned vehicles. They provide

back-up and mobility for DARN.

Blackboard Connect

Participation in the Blackboard Connect instant messaging system allows for immediate transmission of critical

information to all employees. The system is utilized to keep all staff members apprised of changing conditions

and needed preparation pre-disaster and for updates and deployment information post-disaster

Disaster Supplies

❖ Cellular telephones

❖ Radios with extra batteries at all offices

❖ Large plastic bags & rolls of plastic sheeting

❖ Duct tape

❖ Blank office bank checks

❖ Flashlights with batteries

❖ First Aid Kit

❖ CPR Kit

❖ Portable computer & database (with backup battery power)

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Volunteerism

The use of volunteers should be minimized to debris removal, answering phones, etc. Volunteers should not be tasked to operate power equipment like chainsaws nor shall they be permitted to climb ladders or do roof repairs. Volunteer services must be closely supervised to ensure injuries do not occur.