Section 14


Office
EMERGECNY RESPONCE AND CONTINGENCY MODEL PLAN

FOR

.............................................................

office name

...............................................................
date

Office
EMERGECNY RESPONCE AND CONTINGENCY MODEL PLAN

TABLE OF CONTENTS

EMERGENCY PHONE NUMBERS

1. INTRODUCTION

2. AUTHORITY

3. AIM

4. SCOPE

5. GENERAL PREPAREDNESS

6. HAZARDS

7. SALVAGE AND FIRST AID OF COLLECTIONS

8. APPENDICES

8.1. ORGANIZATIONAL STRUCTURE
8.2. RESPONSIBILITIES OF STAFF MEMBERS OF OFFICE
8.3 ADDRESS OF STAFF MEMBERS
8.4 LIST OF EMERGENCY SUPPLIES

9. COLLECTION PRIORITIES

10. PREPAREDNESS CHECK LIST

EMERGENCY TELEPHONE NUMBERS


SECURITY SERVICE ...

POLICE............................ 999

FIRE DEPARTMENT..... 911

AMBULANCE.................. 911

HOSPITAL (state which) .......................

WATER & SEWER..........452 5344

ELECTRICITY.................452 2165

1. INTRODUCTION

A primary factor in the Office's ability to coordinate response activities, is its level of preparedness. Minimum disruption of operation will lead to an environment more conducive to response.

Some disasters such as hurricanes can be anticipated, whereas others offer little or no advance warning. The occurrence of disasters may be beyond our control but the impact is not. Well planned procedures and well trained personnel can effectively minimize their effects. This plan outlines the procedures to be undertaken by the staff of the (office name) .............................. in the event of a disaster impacting Saint Lucia in order to ensure an orderly and efficient transition to normal operations.

Each staff member therefore has specific responsibilities to ensure that the Office's property is secured, to prevent their destruction, so that business can continue with minimum dislocation, disruption or loss of time.

2. AUTHORITY

This plan has been examined and adopted by (name of Head/Coordinator/Director/Manager/etc.) ............................................................................

3. AIM

The aim of this contingency plan is to outline the details of the action to be taken to ensure the Office is prepared to respond to emergencies.

4. SCOPE

This plan covers the general operation procedures which are to be followed by the Staff to ensure that the responsibilities for an emergency response is fulfilled. It covers disaster types which may affect Saint Lucia and those emergencies to which the Office itself may be exposed.

5. GENERAL PREPAREDNESS

To ensure a constant state of readiness at all times the Deputy will ensure that the following are always in place.

1. Availability of all necessary supplies and materials.

i. Hand tools and supplies are available for minor works;
ii. Large heavy duty garbage bags and heavy duty plastic sheets are available in sufficient quantities;
iii. Paper/plastic masking tape available in sufficient quantities

MONITORING

1. The staff have the primary responsibility to monitor and inform the Head/Coordinator/Director/Manager/etc. or in his/her absence the Deputy or Officer in charge, of the occurrence of a sudden disaster or of the development of potential disasters.

2. At all times it is the responsibility of the Head/Coordinator/Director/Manager/etc. to assess the situation and determine the appropriate action and inform the staff.

I Notification of Staff

1. All staff will be informed by the Head/Coordinator/Director/Manager/etc., Deputy or the Officer in charge of an impending hurricane and of the estimated time when effects will be felt.

2. The Head/Coordinator/Director/Manager/etc. Deputy or the Officer in charge will request staff members to make themselves available to expedite physical arrangements within the premises of the ODP Office.

3. The remainder of the staff shall be released to attend to their domestic preparation and shall be required to report after the passage of the hurricane based on the instructions given by the Head/Coordinator/Director/Manager/etc.

4. For security reasons all staff members are expected to be reachable at their permanent address as listed. Should staff members relocate then the staff member must inform the Head/Coordinator/Director/Manager/etc. and/or the Deputy or Administrative Officer of their new location.

II. Physical Arrangements

1. General

i. Each staff member is responsible for the physical arrangements for the protection of the equipment and materials normally found in his /her office/work area.

ii. In the absence of an Officer, it is the responsibility of the staff member belonging to the specific component to undertake the physical arrangements.

HAZARDS

Knowing what to do in a disaster situation helps to reduce panic and loss of self control.

1. HURRICANE

Storms and hurricanes can cause both wind and water damage to buildings and collections. A number of preparedness measures can be taken in advance of an approaching storm system to minimize destruction. They are:

Before the storm: on first notice of an approaching storm:

The building and grounds:
1. Inspect the building for structural deficiencies.
2. Make sure all windows and doors are closed and securely locked.
3. Check grounds and remove loose-lying objects.

Inside:
1. Cover filing cabinets and book and video shelves with plastic sheeting.
2. Cover computers, printer and scanner with plastic sheeting.
3. Using Form 3, check supplies.

Before going home:
1. Unplug all lights and electrical appliances and turn off electricity at main switch.
2. Close and lock windows and doors.
3. Set alarm.

After the storm:
Once personal and family needs are taken care off, try to contact the Head/Coordinator/Director/Manager/etc. for instructions. If you cannot make contact, make your way to the Office in a manner consistent with your own safety.

1. Hurricane movement and early warnings are to be monitored at the National and international levels by listening to radio and television broadcasts .

Hurricane Warning

If the situation warrants it, the following procedures will be implemented before a hurricane is expected to hit the area. These procedures are applicable on regular working days, week ends or holidays.

Inside the Building

Furniture, Equipment and Materials

Electrical Equipment

Files, loose documents, books and other printed materials

Offices 

Outside the building

Procurement of non perishable items 

Electrical Power

Staff Personal Safety

Hurricanes provide sufficient warning for the evacuation of the office building. Staff members main responsibility once they have returned home is to make the necessary preparedness arrangements to protect themselves and their property.

2. FLOODING AND WATER DAMAGE

Serious water damage can occur from a variety of sources: burst pipes, clogged drains, broken windows, heavy rains. If flooding or a serious leak occurs:

1. Remain calm.

2. Try to identify the source of the water, and take corrective measures.
Consistent with your own safety; proceed cautiously.

3. Use extreme caution if there are electrical appliances or outlets near the flooded area.
If there is any possible danger, evacuate the area.

4. If you cannot stop the water flow, notify the Head/Coordinator/Director/Manager/etc.
Advise them of the exact source and severity of the water flow.
Indicate whether any part of the collection is involved or in imminent danger.
They will notify the appropriate people and take charge of damage control operations.

5. Be prepared to protect important objects that are in jeopardy.
Cover large objects with plastic sheeting.
Move small or light objects out of the emergency area.

3. FIRE

The following instructions if followed should help to prevent situations of panic.

Fire Alarm Procedures

(a) In the case of a fire ravaging any particular area of the building an attempt should be made at extinguishing flames by pointing the nose of the extinguisher to the base of the fire and not on the flames.

(b) The fire brigade should be called immediately by a staff member.

(c) Doors must not be opened as the increased ventilation will propagate the fire faster.

(d) Should evacuation of the building be necessary, each office and corridor should be closed but not locked. This will help to slow down the propagation of the fire.

(e) All staff members must stand in the designated area away from possible debris, in the yard and a head count taken by the Deputy.

FIRE DRILL PROCEDURES

Fire drills are necessary features of the Disaster Preparedness and Emergency Planning Program and should be practiced on a regular basis. These drills enables us to react quickly and sensibly when confronted with the real fire or other emergency and the building has to be evacuated immediately. Practice drills are therefore necessary and all possible safe routes which lead to open air safety must be used.

The sequence for a Fire drill is as follows:

1. Alarm sounded.
2. Building evacuated.
3. Assembly at pre-determined point. (state point) ..........................................................................
4. Head count taken.
5. Briefing takes place.
6. All staff wait until the all clear is given before re entering the building.

4. EARTHQUAKE

Earthquakes are very rare in St. Lucia. But if one should occur:

During an earthquake

If you are inside:
1. Stay inside.

2. Watch for falling objects.

3. Crawl under a table or desk, or stand in a doorway.

4. Stay away from windows, mirrors, overhead fixtures, bookcases and electrical equipment.

If you are outside:
1. Move to an open area away from buildings, trees and power lines.

2. If forced to stand near a building, watch for falling objects.

After an earthquake
1. Stay calm.

2. Be prepared for aftershocks.

3. Move to designated evacuation area (Raveneau=s residence at the bottom of the driveway)

4. Do not move seriously persons, unless they are in obvious, immediate danger (of fire, building collapse, etc.)

5. Open doors carefully. Watch for falling objects.
(a) Earthquakes give little or no warning before they strike. If located indoors do not attempt to go outside. Find refuge under a desk or table or under a strong beam or a strong masonry corner of the building.

(b) Remain in this location until the tremors have stopped.

(c) Evacuate the building as quickly as possible following the first tremor.

(d) All staff members must keep together in the designated area of the yard away from falling debris or collapsing masonry, and a head count taken.

POST DISASTER ACTIVITIES

1. Staff Welfare

For all disaster events the Deputy is required to ascertain the well-being of the staff. Consequently he/she will

(a) Account for all staff members present in the office when the disaster occurs.

(b) Know the location of staff not located in the office and ascertain their well-being.

(c) Staff members must report to the office as soon as possible after the passage of a hurricane.

(d) The Deputy will provide the Head/Coordinator/Director/Manager/etc. with a report on the well-being of the staff.

(e) Where a staff member becomes ill or injured during an emergency the Head/Coordinator/Director/Manager/etc. will arrange for such staff members to receive attention.

Assessment of Damage

I. Preliminary report

(a) The Deputy in collaboration with the Head/Coordinator/Director/Manager/etc. will compile a preliminary assessment of damage.

(b) The Head/Coordinator/Director/Manager/etc. will determine the habitability of the premises based on the assessment.

(c) A report will be prepared and sent by the Head/Coordinator/Director/Manager/etc. to the Board/Council etc.and the Insurance company.

Consolidated report

(a) Within (state period) ........................... after the preliminary report has been prepared the Deputy will prepare a consolidated report based on the preliminary report, inventory and records.

5. EVACUATION

Should the premises become unsuitable for the continuation of the agency's activities, the Head/Coordinator/Director/Manager/etc. shall:-

(a) Relocate to the alternate Office - (state location) ..............................................................

(b) Instruct the Deputy to proceed with the salvaging and transfer of the agency's property to the new location.

Repairs to the building

Should emergency repairs to the agency's office be required, the Head/Coordinator/Director/Manager/etc. shall:-

(a) Obtain the necessary cost estimates and obtain approval to proceed with the necessary disbursements.

(b) Employ occasional labour to effect the repairs.

Adjustment to Operation of Office

The normal work schedule and responsibilities within the office may be adjusted following the occurrence of a disaster and will be devised as necessary.

Cleaning of Premises

(a) Under the supervision of the Secretary, the Cleaner will be mainly responsible for the cleaning of the premises in general.

(b) Individual staff members will be responsible for the cleaning and rehabilitation of their own offices.

(c) In the case where staff members are absent, their offices will be rehabilitated after the main premises have been made usable.

(d) If necessary additional assistance will be sought.

Responsibilities.

(a) There shall be two levels of functioning: operational and support. The operations will deal with all matters relating to relief while, support will deal with those matters which will enhance and facilitate the actions of the staff.

(b) The needs and developments of the situation will determine the magnitude of the functions. Changes will occur as the operations improve.

(c) The operational staff will be directed by the Head/Coordinator/Director/Manager/etc. and the support by the Deputy.

(d) Staff will report based on the predetermined schedule of hours and roster of tasks.

(e) All staff must attend daily briefing sessions at the designated hour indicated on the daily schedule.

POST EMERGENCY ACTIVITIES

1. An evaluation of the performance of the agency will be undertaken within the month following the end of the emergency phase. The evaluation will be based on the Contingency Plan.

2. The Contingency Plan will be revised and distributed within a month after the evaluation has been completed i.e. 2 months after the emergency phase has been declared.

6. MEDICAL EMERGENCY

There are First Aid kits (state location) ...................................... for minor emergencies. For more serious problems:

1. Immediately contact the Head/Coordinator/Director/Manager/etc. who will make the necessary calls for assistance.

2. If unable to make contact, call (state number) ........................... for emergency medical assistance. Other numbers to call are 911 (Fire Dept.) or 999 (Police).

3. Unless it is a life-threatening situation, do not give any first aid yourself.

4. Do not attempt to move a person who has fallen and appears in pain.

5. Avoid unnecessary conversation with, or about, the ill or injured person. It might increase the person's distress or fears, and thereby contribute to medical shock. Limit communication to calm reassurances.

6. Stay with the victim until help arrives.

7. If ambulance was called, if possible, send someone to the main road to direct crew.

8. Do not discuss the possible cause of an accident or any conditions that may have contributed to the cause, without authorization from the Head/Coordinator/Director/Manager/etc.

9. Under no circumstance should an employee or volunteer discuss any insurance information with members of the public.

10. After the person's needs have been taken care of, assist theHead/Coordinator/Director/Manager/etc.with pertinent information for the medical report.

7. EXPLOSION

Chemical accidents, leaking gas, bombs, or even falling aircraft could be the cause of life-endangering explosions. If an explosion should occur:

1. Remain calm.

2. Be prepared for possible further explosions.

3. Crawl under a table, desk or other protective shelter.

4. Stay away from windows, mirrors, overhead fictures, filing cabinets, bookcases and electrical equipment.

5. If excavation is ordered, proceed to one of the designated area (state area) ................................................

6. Do not move seriously injured persons, unless they are in obvious immediate danger.

7. Open doors carefully. Watch for falling objects.

8. Do not use matches or lighters.

9. Avoid using telephones.

10. Do not spread rumors.

7. SALVAGE AND FIRST AID OF COLLECTIONS

SEGREGATION OF DAMAGED AND UNDAMAGED OBJECTS
It is very important to separate damaged articles (particularly those that are, or have been, wet) from undamaged objects and try to maintain the status quo for both, i.e. if they are dry, keep them dry; if they are wet, keep them wet!

If part of the building is secure, assemble undamaged objects there.
Try to maintain stable conditions (particularly temperature and humidity) as similar to those that existed before the disaster.

If no part of the building can be secured, protect damaged and undamaged objects alike in situation (where they are) with whatever materials are available (e.g. plastic sheeting) until secure space can be found in another building.
Then move the collections as quickly as possible, giving priority to undamaged objects.

WET OBJECTS

Wet or damp objects made of organic materials other than paper:
* Spray with unscented Lysol, if available.
* Bag or lightly wrap in plastic sheeting.
* Place in a cool, well ventilated place away from undamaged objects.
* Examine them daily for mold growth: if any is found, spray again with Lysol and open the bag to allow slow air drying.
* Never apply heat to wet organic materials.
* If in doubt, freeze them.

WET PAINTINGS

* Lay horizontally, face up.
* Support at the corners to ensure air circulation beneath and allow to airdry.
* Do not remove from their frames.
* Do not apply heat.

WET FRAMED PRINTS AND DRAWINGS

* Remove from frames.
* If easily separated from mats, do so and discard mats and airdry.
* If not easily separated, airdry in the mat.
* Do not apply heat.

WET BOOKS OR DOCUMENTS

* Freeze as soon as possible. COLLECTIONS SALVAGE FIRST AID cont=d

WET PHOTOGRAPHS

* Dry on flat surface, glossy side up.
* If stuck together, place in try of water and allow them to come apart naturally.

WET FILM

* Keep covered in water until professional help is found.

WET METAL, GLASS OR CERAMIC OBJECTS

* Air dry quickly.
* If necessary mop gently with clean, soft, dry lint-free cloths or paper towels.
* A warm air blower, hair dryer, may be used on metals with caution.

OBJECTS THAT HAVE DRIED AFTER BEING WET

* Keep in a cool, well ventilated place apart from those that have not been wet.
* Although it is not necessary to bag or wrap them, inspect them daily for mold. If mold is found, spray with Lysol, remove to the wet storage area and treat as wet objects.

SMOKE DAMAGED, SCORCHED, CHARRED OR DIRTCAKED OBJECTS

* Handle as little as possible.
* Do not try to clean.
* If they are dry, treat as dry objects, if they are wet, treat as wet objects..

Please note that these are strictly emergency first-aid measures to be used only when a conservator is not immediately available (A conservator should be called as soon as possible).
They do not address all the problems that will arise, but they should minimize the damage that may occur until help arrives.

8. APPENDICES

8.1. ORGANIZATIONAL STRUCTURE

(State structure of your organisation)

8.2. RESPONSIBILITIES OF STAFF MEMBERS

(List ENTIRE staff and list responsiblities)

8.2.1 HEAD/COORDINATOR/DIRSTOR/MANAGER/etc.

The Head/Coordinator/Director/Manager/etc. is responsible for the coordination of the Office'sl response to a disaster

Preparedness

Updating of Office Disaster Preparedness Plans

Maintain up to date information on disaster prone areas

8.2.2 DEPUTY

PRE EMERGENCY

Deputizes for theHead/Coordinator/Director/Manager/etc. in his/her absence.

Ensures that the physical arrangements are in place for the protection of equipment and materials

Ensures the safekeeping of all keys for the building.

Ensures the purchase of non-perishable items and food.

Ensures the disconnection of the electrical supply to the building

Ascertains the whereabouts and well being of all staff.

Arranges to locate staff members who have not reported to work

Provides the Head/Coordinator/Director/Manager/etc. with a report on the welfare of all staff members

Ensure the availability of materials and supplies for securing equipment.

8.2.3. SECRETARY

The Secretary is responsible for providing secretarial and related support for the smooth operation of emergency response.

PRE EMERGENCY

1. Ensures the availability of critical documents and contact lists necessary for disaster response.

3. Assists with the securing of the inside and outside of the building housing the Office.

4. Ensures equipment at work station is adequately secured.

5. Ensures personal effects are secured and that a personal supply of food drink and water and other items are in place for at least seven days.

6. Monitor Radio, and/or Television, for information or advisories on impending disasters or disasters which may have occurred

7. Assists with the securing of the inside and outside of the building housing the Office.

EMERGENCY RESPONSE

8. Cleans and rehabilitates work area (office)

9. Makes and receives telephone calls as required

10 Send telefaxes as required

11. Opens maintains and update files as required

12. Types documents as directed

13. Photocopy documents as necessary

8.2.4. CLEANER

The Cleaner is responsible for ensuring the following

PRE EMERGENCY

1. Ensures availability of non-perishable food and drinks.

2. Arranges with the Secretary for the purchase ad stocking of heavy duty garbage bags and plastic sheets.

3. Ensures all electrical equipment are disconnected and placed in heavy duty plastic bags when the warning of an impending hurricane has been received.

4. Monitor Radio and/or Television Broadcast for information or advisories of impending disasters or disasters which have occurred.

EMERGENCY

4. Ensures the availability of a clean supply of potable water.

5. Arranges for the purchase and stocking of batteries candles canned foods and other emergency food supplies.

6. Assists with the securing of equipment and materials.

7. Assists with the clean up and restoration of the premises.

OTHER

8.3 ADDRESSES OF STAFF MEMBERS

(List ENTIRE staff with address and contact numbers)

8.4 LIST OF EMERGENCY SUPPLIES AND TOOLS & CRITICAL DOCUMENTS

8.4.1 FOOD SUPPLIES

8.4.2 FIRST AID SUPPLIES

8.4.3 EMERGENCY EQUIPMENT, TOOLS & SUPPLIES

8.4.4 HURRICANE SHUTTERS

8.4.5 LOCATION OF CRITICAL DOCUMENTS

8.4.6 BUILDING SERVICES

9 COLLECTION PRIORITIES

A list in order of importance of those collections or items that are to be removed, salvaged and conserved first.

10. PREPAREDNESS ACTIONS CHECKLIST FOR (state date) .......................................

 This document was complied with the assistance of:

Office of Disaster Preparedness, P O Box 1517, Castries, Saint Lucia, WEST INDIES E-mail

and

The Folk Research Centre, P O Box 514, Castries, Saint Lucia, WEST INDIES