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HomeMy WebLinkAboutMINUTES - 04271993 - 1.76 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA I � TO: BOARD OF COMMISSIONERS DATE: April 27, 1993 FROM: Richard J. Martinez, Acting Interim Executive. Director SUBJECT: EMERGENCY ACTION PLAN I. RECOMMENDED ACTION: ADOPT proposed Emergency Action Plan required by the California Housing Authority Risk Management Agency (CHARMA) safety program, as recommended by the Advisory Housing Commission. II. FINANCIAL IMPACT: None at this time. III. REASONS FOR RECOMMENDATION/BACKGROUND: As a part of the California Housing Authority Risk Management Agency (CHARMA) insurance program, the CHARMA Safety Committee adopted the policy that each Housing Authority insured by CHARMA should have an Emergency Action Plan. Additionally, the Housing Authority Risk Retention Group (HARRG) , our excess general liability carrier, requires an Emergency Action Plan as a part of its risk control program. The proposed Emergency Action Plan establishes and communicates emergency response actions and responsibilities to specific types of emergencies which could affect the Housing Authority's employees, tenants or buildings and fulfills the requirements of both CHARMA and HARRG. At its Regular Meeting on Monday, April 19, 1993 the Advisory Housing Commission voted to recommend adoption of the proposed Emergency Action Plan, as required by CHARMA and HARRG. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect to not adopt this proposed Emergency Action Plan, the Housing Authority would not be in compliance with the request of either its insurance carrier or its excess general liability carrier. CONTINUED ON ATTACHMENT► YES SIGNATURE► RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION F BOARD ro MMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF COMMISSIONERS UNANIMOUS (ABSENT ) 1 HEREBY CERTIFY THAT THIS A TRUE AND AYES: NOES: CORRECT COPY OF AN ACTION TAKEN AND ABSENT: ABSTAIN: ENTERED ON THE MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. cc: County Administrator ATTESTED /W 3 County Counsel Phil Batchelor. Clerk of the Housing Authority Board of Commissioners M382/7•e3 BY DEPUTY HOUSING AUTHORITY of the COUNTY OF CONTRA COSTA 3133 Estudillo Street 9 P.O. Box 2759 * Martinez,California 94553 Central Administration * (510)372-0791 • FAX(510)372-0236 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA EMERGENCY ACTION PLAN POLICY STATEMENT In the event of man-made or natural emergencies, the management of the Housing Authority of the County of Contra Costa is committed to ensuring that appropriate steps are taken prior to, during, and after such emergencies to protect the safety and well-being of employees, tenants, and others who may be visiting the Authority's buildings. The safety of employees, tenants, and visitors in our buildings de ends on a well developed and properly implemented emergency action plan (EAP . Even the most sophisticated and automated building protection systems are often of limited benefit in certain emergency situations. In cases of widespread emergencies, public agencies such as fire and police departments, and ambulance services are sometimes not immediately available. Therefore, we rely on well trained, resourceful and reliable employees and tenants as key components of our emergency action plan. The purpose of this Emergency Action Plan is to establish and communicate emergency response actions and responsibilities that must be taken to respond quickly and appropriately to specific types of emergencies that may affect the Authority's employees, tenants or buildings. The EAP also provides detailed response actions to be implemented in the event of fires, earthquakes, bomb threats and other emergencies. Executive Director . . ` . . ` ^ TABLE OF CONTENTS Page No. EMERGENCY ACTION PLAN POLICY STATEMENT BASIC EMERGENCY ACTION PLAN OVERVIEW Forward . . . . . . . . . . . . . . ^ ^ ^ ^ ` ` ^ 1 Purpose and Intent. . . . , . . , . . , . , . . . l General Roles and RespUUSihilities, . . , . . , , l Relationships with Outside Emergency Organizations 3 Elevators . . . . . . . . . . . , . . . . . . , . 4 Mobility Impaired Occupant Evacuation . , . , , . 4 Communication Systems . . . . . . . . . . . . . . 5 T7a1O1Dg and Drills . . . . . . . , . . . , . , , G Fire/Evacuation Drills. . . . . . . . , . . . . . S Emergency Medical Treatment . . . , . . . . , . , 6 8PE[lFT[ EMERGENCY ANNEXES Serious Personal TD^Wry . . . , , . , . . . . , , 6 Fire . . . . . . . . . . . . . . . . . . . , , , 7 EarthnWake. . . . . . . . . . . . . . . . . . . , 8 Bomb Threat . . . . , . . . . . , , , , , . . , , 9 Hazardous Chemical Spills or Releases , . . . . , {U Recommended Spill Cart Supplies , , . . . . . . . ll GasLeaks . . . , . , . .. . . . . . , . . . . . , 12 Search and Rescue , , . , . . , . , . . , . . . . 13 ' i ' Page No. SevereWeather. . . . . . . . . . . . . . . . . . 14 Flood . . . . . . . . . . . . . . . . . . . . . . . 15 Civil Disorder. . . . . . . . . . . . . . . . . . 16 Hostage Situations. . . . . . . . . . . . . . . . 17 Maps, Schedules, Checklists . . . . . . . . . . . 18 APPENDICES Mobility Impaired Occupant List 20 Building Safety Features 21 Emergency Telephone Numbers 22 Emergency Contact List 23 BASIC EMERGENCY ACTION PLAN OVERVIEW FORWARD In the event of an emergency, the safety of employees and tenants depends on a well developed and properly implemented emergency action plan. Training and performance of emergency response actions, and the cooperation and participation of all employees and tenants to familiarize themselves with the location and operation of fire alarms, evacuation routes, exit routes, and other emergency procedures is essential . PURPOSE AND INTENT The purpose of the emergency plan is to establish and communicate procedures for employees and tenants to follow which, insofar as possible, will minimize danger to life from the effects of fire, earthquake, explosion, or other emergency situations. It is the intent of this plan that its provisions be strictly applicable to the Housing Authority of the County of Contra Costa. GENERAL ROLES AND RESPONSIBILITIES HOUSING MANAGER AND BACK-UP STAFF MEMBERS The primary responsibility of these positions is to make administrative decisions based on information received from the building's employees or residents. Because several Authority developments and buildings house many different departments, there must be one clearly identified/designated manager who serves as the principal decision maker regarding building-wide response to specific emergency scenarios. The Housing Manager and/or back-up staff directs emergency operations and and serves as the development's interface with the various public safety agencies. This person is knowledgeable of all aspects of the building's emergency plan as well as how the building's plan relates to the Authority-wide disaster plan. To ensure adequate emergency plan activation at all times, the Housing Manager shall notify the alternate when he/she is leaving the building and/or development. ALTERNATE EMERGENCY COORDINATOR: In the absence of the Housing Manager, the Alternate assumes all responsibilities and authority with regard to this emergency action plan. EMERGENCY RESPONSE The Housing Manager maintains, as well as updates or revises as necessary, the building's written emergency action plan. The plan must be acceptable to the applicable Authority Having Jurisdiction (e.g. , local fire department) . The Housing Manager is responsible for scheduling, conducting and evaluating drills designed to achieve and maintain an acceptable level of performance in all Emergency Response functions. I. The building and all related hazards - structural or operational . 2. Location and operation of fire detection, control and extinguishment equipment. 3. The location and operation of controls for the utilities. 4. Emergency actions associated with reasonably foreseeable disasters such as fire, earthquake, bomb threats/explosions, chemical spills/releases. 5. Specific regional , municipal or other authorities to contact in case of an emergency as to the assistance that will be available. The responsibility includes notification of the proper authorities of an emergency chemical spill or release. ALTERNATE RESPONSIBLE PARTIES: In the absence of the Housing Manager each alternate assumes all responsibilities and authority of the Housing Manager: 1. Maintenance Supervisor 2. Designated Employee During any emergency, the Housing Manager has the authority and responsibility to take whatever action is necessary to alleviate the emergency on his/her respective jurisdication. Such action shall only be superseded by specific instruction from the Housing Manager, local police or fire authorities or the Authority's Executive Director. In the absence of the Housing Manager, the Maintenance Supervisor assumes all responsibilities and authority. In the absence of the Housing Manager and the Maintenance Supervisor, an alternate assumes all responsibilities and authority. The Housing Manager establishes appropriate evacuation/relocation routes and designated alternates. -2- RELATIONSHIPS WITH OUTSIDE EMERGENCY ORGANIZATIONS To ensure effective implementation and an ongoing state of readiness of this emergency action plan (EAP) , the Authority routinely communicates with various outside emergency organizations, i .e., fire department, police and/or sheriff's department. Specific emergency annexes contained in the body of this EAP which relate to a particular type of emergency are reviewed by the appropriate outside organiza- tion when implemented and periodically reviewed and revised as necessary. Outside organizations having particular relevance with respect to this EAP and the nature of their relationship are as follows: 1. Fire Department - Local fire departments often respond to a variety of emergencies, including fires, serious injuries and illnesses, explo- sions, chemical spills and releases, search and rescue, and others. The local fire department servicing the Authority's properties reviews those parts of the EAP addressing emergencies to which they may respond. Any revisions to the EAP suggested by the fire department are made. The fire departments are also invited to the Authority's buildings periodically to perform fire prevention audits, conduct fire safety training, conduct fire extinguisher training, review storage of hazardous chemicals, or other related emergency preparedness or training activities. 2. Police Department - Police departments often respond to emergencies involving civil disturbances, bomb threats, and hostage situations. Local police authorities review and comment on parts of the EAP for which they have particular expertise, such as those mentioned above. The local police departments review and comment on parts of this. EAP that address emergencies to which they would respond - hostage situations, bomb threats, civil disturbances, and others as deemed appropriate. 3. Environmental Protection Agency (EPA) - The EPA is notified in the event of accidental spills or releases of certain quantities of certain types of hazardous chemicals. Note: While it may not be necessary to maintain ongoing communication with the EPA office in our Authority's service area, it is recommended that a determination be made as to the reporting requirements of accidental spills or releases of reportable quantities of hazardous chemicals used within our Authority. Often, the State Office of Emergency Services (OES). acts on behalf of the EPA for receiving reports of hazardous chemical emergencies. -3- 4. Utility Companies - Major electrical power outages and leaks of natural gas often occur in the aftermath of earthquakes and fires. The utility companies providing service to the Authority's buildings are aware of the locations of their shutoff valves and switches and other important system features. ELEVATORS Elevators are not used in emergency evacuation or relocation procedures, except as a special evacuation procedure designated for mobility impaired occupants and under the direction of a duly authorized person. Generally, elevators will be returned to the ground floor either automatically upon the activation of the buildings fire detection system or by use of override controls activated by the fire department, building engineers or security officers. MOBILITY IMPAIRED OCCUPANT EVACUATION The term "mobility impaired person" is intended to apply to those persons who are unable to leave a building or an area of a building under emergency conditions without assistance from another person or persons. It includes, but is not limited to, those persons who depend upon mechanical aids such as crutches, walkers and wheelchairs. It may also include deaf persons or those with visual impairments. Each Housing Manager maintains a current list of all mobility impaired persons working in his/her development. This list includes the person's name, nature of mobility impairment, and the specific location of the mobility impaired employee's work station or residence. (See Appendix A.) Special evacuation procedures for mobility impaired persons have been developed by the Housing Manager having such persons in their development. Evacuation procedures take into consideration the nature of the mobility impai ment,the location of exit components and the room/area arrangement on which the person(s) is assigned. Copies of these lists shall be kept on file at the particular developments. 4- COMMUNICATION SYSTEMS When the fire department or other public emergency service arrives, the senior firefighter will take over the voice communication system and will issue any instructions deemed necessary. TRAINING AND DRILLS All employees shall receive training and equipment commensurate with their responsibilities and expected behavior during emergency situations. (See appendices.) No Housing Manager or other employee will be asked or expected to perform a task that would place them at risk of personal injury, or for which he/she has not received appropriate training. Fire drills and building evacuation shall be practiced every 90 days. In cases where drill frequency is established by local , state or federal codes or standards, the prescribed frequency is complied with and properly documented. FIRE/EVACUATION DRILLS I. The Housing Manager periodically plans and conducts drills. 2. All occupants of the selected building area must participate in the drills. 3. The Housing Manager notifies employees and tenants in advance of the date of the drills but not necessarily the exact time. 4. Each drill is thoroughly critiqued and evaluated. EMERGENCY ,MEDICAL TREATMENT CALL 911 OR FIRE DEPARTMENT SERIOUS PERSONAL INJURY Action List A. Housing Manager or Maintenance Supervisor or alternate, in the absence of the Housing Manager, calls 911 for serious personal injuries to tenants or employees. 1. The Housing Manager or alternates have the authority to take whatever steps are necessary to ensure the safety of the injured person until the arrival of adequately trained and authorized medical professionals. -6- FIRE Action List A. Housing Manager: 1. The Housing Manager and alternates have the authority to order an evacuation of any building in the development based on his/her assessment of pending danger to the building occupants and/or information received from others at the scene of the emergency. Note: Circumstances at the fire scene may be such that evacuation or relocation of occupants may be initiated before the formal authorization is granted by the Fire Department. 2. Upon arrival of the fire department, he/she informs the commanding officer of the status and location of the fire, as well as the following: a. Location of fire, floor and/or area involved; b. Whether or not the evacuation plan has been initiated; C. Actions taken by building personnel before arrival of the fire department; d. Operation of emergency system equipment. B. 1. Upon receiving a report of a fire the Housing Manager or alternates: a. Notify the Fire Department. 2. Use portable fire extinguishers to extinguish the fire, onlv if the fire is in its incipient stage. 4. Upon receiving a report of a fire in the building, the Housing Manager: a. Calls the local fire department; b. Orders a building evacuation; b. Directs fire personnel to the scene. -7- EARTHQUAKE Action List A. Housing Manager, Maintenance Supervisor, Alternate 1. Based on information received pertaining to structural and/or non-structural damage assessments, nature and extent of personal injuries, etc. reports are made to the Authority Central Office Management. 2. Provide general administrative leadership of the emergency response until the arrival of the fire or . police departments or other instructions received from the Authority Central Office. 3. Upon discovery of injured personnel , staff members administer first-aid or CPR if properly trained to do so. For injuries more serious than of a first-aid nature, staff immediately notifies qualified emergency medical professionals. 4. Call County Emergency Services once an assessment of the condition of the building/development has been made and assistance in evacuation, etc. is required. -8- BOMB THREAT Action List A. Housing Manager, Maintenance Supervisor, Alternate 1. The Housing Manager develops and issues procedures for the handling of bomb threats received by telephone. 2. When notified of a bomb threat, the Housing Manager notifies the local police department, passing along information that may be useful in locating the bomb. 3. Upon receipt of information that a bomb or suspect items have been found, the Housing Manager will immediately: a. Order an evacuation of the premises. B. Upon notification of a bomb threat the Housing Manager will notify the local police department and request that an inspection be made of each respective building. Housing Manager will then: 1. Request office/residence occupants to inspect their immediate area for any strange objects. 2. If suspect item is found, don't touch it. An immediate report shall be made to the Housing Manager. - 3. Light switches should be left alone. If lights are off, leave them off; if they are on, leave them on. 4. If possible, listen for any sounds of ticking. Alarm clocks are often used as timing devices. 5. If a suspect item is found, doors and (if possible) windows should be opened and left open, and the immediate area evacuated. 6. Unoccupied rooms which have been inspected should be marked in some conspicuous manner. -9- HAZARDOUS CHEMICAL SPILLS OR RELEASES Action List A. Housing Manager, Maintenance Supervisor, Alternate 1. Upon receipt of a report of a spill or accidental release of a hazardous chemical , the Housing Manager will notify the local fire department. 2. Will determine, if at all possible, the name(s) of the chemical (s) involved. 3. Notify the County Office of Emergency Services. Note: In any evacuation due to hazardous chemical spills or releases, evacuees should be directed to move upwind (direction from which the wind is blowing) from the incident. 4. Clean up spilled chemicals and decontaminate site, following the direction of the senior officer from the responding public safety agency (fire or police department) . Note: Appropriate protective clothing/equipment is stored in the emergency spill cart. 5. If personal injury or illness results from the initial incident or response actions, staff members will administer appropriate first aid to injured persons. For treatment of injuries beyond the level of first aid call 911. Do not call 911 if the injuries are not serious. -10- RECOMMENDED SPILL CART SUPPLIES Protective Gloves Protective Coveralls Chemical Splash Goggles Standard Mop with Wringer Bucket Soap Disinfectant Sponges Barricade Tape GAS LEAKS Action List A. Housing Manager, Maintenance Supervisor, Alternate 1. Upon notification of a natural , liquefied petroleum, or toxic gas leak, an evacuation of the affected area is initiated. 2. The Housing Manager calls 911 and PGandE. 3. Housing Manager/Maintenance Supervisor/Alternate turn off main gas valves if smell of gas is strong. Call PGandE. SEARCH AND RESCUE Action List A. Housing Manager/Maintenace Supervisor/Alternate 1. Upon receipt of a report that a search and rescue is required, the Housing Manager notifies the appropriate Authority executive(s) and calls 911. -13- SEVERE WEATHER Action List A. Housing Manager/Maintenance Supervisor/Alternate 1. Upon receipt of information that severe weather threatens the Authority's service area, the Housing Manager consults with the Authority's Executive Director to determine the administrative action the Authority will take. 2. Establishes and maintains communication with the appropriate emergency services such as the police and fire departments, highway patrol , and others with Emergency Service responsibilities. (See Emergency Telephone Numbers in the appendices) -14- FLOOD Action List A. Housing Manager/Maintenance Supervisor/Alternate 1. Upon being notified that a flood threatens Authority property, the Housing Manager notifies the Authority's Executive Director. 2. In concert with the Executive Director, the Housing Manager plans appropriate response actions, such as establishing a flood watch and planning to evacuate personnel and important property from the threatened building(s) if time permits. 3. If warranted by the potential magnitude of the pending flood, the Housing Manager notifies the County Office of Emergency Services. It may also be necessary to arrange for alternate housing for tenants. -15- CIVIL DISORDER Action List A. Housing Manager/Maintenance Supervisor/Alternate 1. Telephone the local law enforcement agency responsible for the area experiencing civil disorder. 2. Due to the potentially life threatening nature of emergencies of this type, the Authority should work directly with 'the local law enforcement agencies to establish their role in responding to this type of emergency. -16- HOSTAGE SITUATIONS Action List A. Housing Manager/Maintenance Supervisor/Alternate 1. Telephone the local law enforcement agency responsible for the area experiencing the hostage situation. 2. Due to the potentially life threatening nature of emergencies of this type, each Authority should work directly with their local law enforcement agency to establish their role in responding to this type of emergency. -17- MAPS, SCHEDULES, CHECKLISTS A. Housing Manager/Maintenance Supervisor/Alternate 1. Prepare and post exit maps and/or floor plans of the building and employee offices in case evacuation due to earthquake, flood, bomb threat, gas leaks and/or fire. APPENDICES -19- ` . ' ' * MOBILITY IMPAIRED OCCUPANT LIST Name Nature of Location Impariment -20- BUILDING SAFETY FEATURES Definitions Automatic Sprinkler System An integrated system of underground and overhead piping designed in accordance with National Fire Protection Association standards. The sprinkler system also includes control valves and a device for actuating an alarm when the system is activated. The system is usually activated by heat from a fire and discharges water over the fire area. Tamper Switch an alarm when the control valve is moved from the normal open position. The tamper switch does not position. The tamper switch does not activate the building fire alarm. Waterf I ow Alarm A device so constructed and installed that any flow of water from a sprinkler system equal to or greater than that from a single automatic sprinkler head will result in a building alarm signal , a notification of the company that monitors the building's fire alarm system and the fire control panel . Fire Alarm An electrically operated system producing signals at one or more places at the premises served. Can be operated by pull stations, sprinkler flow switches, detectors in HVAC system, and manually at the fire control center. Some buildings may have only battery back-up systems to fire alarm and exit signs and lights. -21- EMERGENCY TELEPHONE NUMBERS NUMBERIEXTENSION FIRE DEPARTMENT Fires 911 Chemical Spills/Releases 911 AMBULANCE SERVICE 911 POLICE DEPARTMENT 911 MAINTENANCE DEPARTMENT COUNTY OFFICE OF EMERGENCY SERVICES 646-4461 Disaster 228-5000 CAL/OSHA DISTRICT OFFICE 676-5333 HOUSING AUTHORITY ADMINISTRATIVE OFFICE 372-0791 -22- s s EMERGENCY CONTACT LIST HOME NAME DEPARTMENT TELEPHONE NUMBER -23-