HomeMy WebLinkAboutAgenda - 04-16-2013 - 4ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 16, 2013
Action Agenda
Item No. 4
SUBJECT: Threat Assessment and Response Workgroup Update
DEPARTMENT: Asset Management Services PUBLIC HEARING: (Y /N) No
( "AMS "), Emergency Services,
Sheriff's Office, Clerk's Office,
Manager's Office
ATTACHMENT(S):
A. Emergency Action Plan Template
B. Work Session Presentation
INFORMATION CONTACT:
Jeff Thompson, (919) 245 -2658
Wayne Fenton, (919) 245 -2628
Jim Groves, (919) 245 -6100
Darshan Patel, (919) 245 -6135
Archie Daniel, (919) 245 -2922
David Hunt, (919) 245 -2130
Michael Talbert, (919) 245 -2608
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PURPOSE: To receive an update on the work of the County Threat Assessment and
Response Workgroup and to provide Board feedback to staff.
BACKGROUND: Members of County staff have worked together within the Threat Assessment
and Response Workgroup to provide guidance to the County Manager and staff with regard to
the assessment, planning, and response to a range of potential emergent threats.
Specifically, the workgroup is focusing three potential threat categories:
• weather and other "Acts of God ";
• accidents, including fire, hazardous material, and other scenarios; and
• workplace threats
Members of the Workgroup will give a presentation on its findings, guiding principles, and
recommendations for preparations, training, and response to these threat categories.
FINANCIAL IMPACT: There is no financial impact with receiving the update. Current and
future operations budgets include adequate training and physical security measures across
County facilities.
RECOMMENDATION(S): The Manager recommends the Board receive and provide feedback
on the update from the County Threat Assessment and Response Workgroup.
ATTACHMENT A
Emergency Action Plan
Social Services
Hillsborough Commons (113 Mayo St.)
April 4, 2013
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Orange County Emergency Services provides this Emergency Action Plan (EAP) template in an
effort to guide departments in the development of their personalized emergency action plans.
Development of your plan should include feedback from Emergency Services and Asset
Management Services as appropriate.
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Table of Contents
EmergencyNumbers ....................................................................................................... ..............................1
Your Facility Emergency Action Plan ............................................................................... ..............................2
Purpose...................................................................................................................... ............................... 2
Scope: ........................................................................................................................................................ 2
Forward: .................................................................................................................................................... 2
I. Responsibility .......................................................................................................... ..............................4
A. Directors /Department Head (or designee .......................................................... ..............................4
B. Risk Management ............................................................................................... ..............................4
C. Safety Warden Personnel ................................................................................... ..............................4
D. Responsibilities of Safety Wardens ..................................................................... ..............................4
E. Training .............................................................................................................. ............................... 5
F. Responsibilities of the Employees ...................................................................... ..............................6
G. Drills .................................................................................................................... ..............................6
II. Reporting Emergencies ........................................................................................... ..............................7
III. Employee Alarm Systems ........................................................................................ ..............................8
IV. Evacuation Route and Assembly Area Map /First Aid Kits ..................................... ............................... 9
A. Evacuation Routes and Maps .............................................................................. ..............................9
B. Location of First Aid Kits ..................................................................................... ...............................
9
C. Designated Meeting Locations ............................................................................ ..............................9
D. Evacuation of People with Functional Needs .................................................... ...............................
9
E. Procedures for Critical Department Operations ................................................ .............................10
ActiveAssailant .............................................................................................................. .............................11
Chemical /Biological /Radioactive Material Spill or Release ........................................... .............................13
CivilDisturbance ............................................................................................................ .............................14
Explosions...................................................................................................................... .............................15
Fire Emergency Procedures ........................................................................................... .............................16
FirstAid Procedures ....................................................................................................... .............................17
Lossof Utilities ............................................................................................................... .............................19
MedicalEmergencies ..................................................................................................... .............................20
SevereWeather ............................................................................................................. .............................21
M
Shelteringin Place .......................................................................................................... .............................23
SuspiciousActivity ........................................................................................................ ...............................
24
Threats......................................................................................................................... ...............................
25
Telephone Bomb Threat Checklist ............................................................................. .............................27
WorkplaceViolence ..................................................................................................... ...............................
28
Appendix A: Hillsborough Commons Facility Map ......................................................... .............................31
Appendix B: Hillsborough Commons Evacuation Routes .............................................. .............................34
Appendix C: Hillsborough Commons Evacuation Assembly Areas ................................ .............................35
Appendix D: Hillsborough Commons Safety Wardens ................................................... .............................36
Appendix E: Emergency Evacuation Drill Reporting Form ............................................. .............................37
Appendix F: Hillsborough Commons List of person(s) with Functional Needs .............. .............................38
Appendix G: Hillsborough Commons EAP Training Register .......................................... .............................39
Emergency Numbers
In the event of an emergency always dial 911 (9 -911 from a county phone). The numbers below
are for reference.
Fire or Law Enforcement 911
Emergency Medical Services 911
Poison Control Center 1- 800 - 222 -1222
Asset Management Services 919- 245 -2625
Department Director
Nancy Coston 919- 245 -2800
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Your Facility Emergency Action Plan
Purpose
The purpose of this EAP is to establish procedures for safely and effectively managing an
emergency event for the Hillsborough Commons. All employees, supervisors, and managers are
expected to follow the procedures outlined in this EAP to ensure that employees and consumers
are protected from any further harm during an emergency situation.
Hillsborough Commons is located at 113 Mayo Street, Hillsborough, NC 27278.
Scope:
This EAP covers those designated actions employees must take to ensure employee and visitor
safety for fires and other emergencies. This EAP includes: emergency escape procedures and
emergency escape route assignments; procedures for employees who have to stay to operate
critical operations before they evacuate (if applicable); procedures to account for employees after
emergency evacuation has been completed; rescue and medical duties for those employees who
are to perform them; the preferred means of reporting fires and other emergencies; and
individuals who can be contacted for further information about the EAP.
Forward:
This EAP provides detailed emergency instructions for employees, who work at DSS —
Hillsborough Commons, to ensure employee and visitor safety and the protection of property
during fire, severe weather, loss of utilities and other emergencies.
Hillsborough Commons, consists of 1 floor. The building is equipped with a Pressurized "Wet"
Sprinkler System. The pull stations are located throughout the building and specifically at all exit
doors. Please see Appendix A for a map of all pull station locations and the heat /smoke
detectors are also located throughout the building. HVAC Duct detectors are included through
the HVAC system. The Fire Alarm Panel is located near the main public entrance to the right of
the reception desk and the annunciator and is monitored by Nelson Alarms /Blue Ridge Security.
Each exit is equipped with illuminated exit sign and hallway emergency lighting connected to an
backup batteries. The Fire Hose standpipe hose connections are located at the southeast corner of
the building accessible from the exterior.
There are wall- mounted multipurpose, dry chemical portable fire extinguishers located
throughout the facility as shown on the facility map in Appendix A.
Employees must become familiar with duties and responsibilities of the EAP. Employees must
also be familiar with the location of emergency flashlights, emergency equipment such as
portable fire extinguishers, AED's, First Aid Kits, Blood -borne Pathogens kits, and electrical
circuit breaker panels.
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Name and Title of Approving Authority Signature of Approving Authority
Date:
I. Responsibility
A. Directors /Department Head (or designee)
➢ Responsible for review and implementation of the EAP.
➢ Responsible for ensuring their department employees are trained according
to the EAP.
➢ Responsible for providing the Safety Warden an up -to -date roll -call list of
all employees or volunteers and their conditions /needs for assistance, per
section /floor at all times.
➢ In the event of an emergency, Directors are to assemble at Incident
Command (all emergency responders can direct staff to the location) to
oversee initial emergency actions and communicate with responding
emergency personnel.
➢ Responsible for ensuring that all medical information concerning employees
and /or citizens is kept confidential and released only to the appropriate
employees and /or authorities.
B. Risk Management (or Department Directors if no Risk Manager)
➢ Responsible for assisting with the development, and maintenance of a
current Hillsborough Commons EAP that identifies specific
responsibilities and duties for all employees, for each type of emergency
action.
➢ Responsible for assisting with or coordinating training to ensure employees
are familiar with their responsibilities in the EAP as it pertains to their duties
at Hillsborough Commons.
➢ Responsible for ensuring that each department or section within the
Hillsborough Commons has a copy of the EAP.
C. Safety Warden Personnel
Because of its large single -floor area and number of employees, Hillsborough
Commons requires 5 Zone Wardens, as shown on the facility map in Appendix A.
➢ [Name of person(s), Title]
➢ [Contact Number]
This information can also be found in Appendix D.
D. Responsibilities of Safety Wardens
Before an Emergency
F.
➢ The goal of the Safety Wardens is to assist in the orderly evacuation of
employees and consumers from a building or area during an emergency or
assist with shelter in place procedures if warranted. The duties of the Safety
Wardens are as follows:
i. Be familiar with the content of this EAP.
ii. Alert staff of emergency situations.
iii. Ensure that staff and consumers are appropriately evacuating the
facility or area based on the escape route assignments (see diagram in
Appendix B).
iv. Assist in the evacuation of visitors and staff with functional needs that
preclude them from using elevators during emergency situations, or
altering security, fire, and law enforcement personnel of the last
known location of the individuals.
v. Extinguish small fires with the use of a fire extinguisher.
vi. If instructed, account for all employees and consumers at the
designated meeting location(s).
vii. All Safety Wardens must have First Aid /CPR /AED and Blood -borne
Pathogens Training.
viii. The list of Safety Wardens is located in Appendix D.
Note: The number of designated responders depends upon the size of the facility and the number
of employees that work at that location.
During an Emergency
➢ In the event of the fire alarm sounding, Safety Wardens will ensure the
following takes places in their Zone /Floor:
➢ Ensure that all employees and visitors have evacuated their assigned areas.
➢ Assist and maintain order as employees and patrons are leaving the building.
➢ Assist disabled individuals evacuating the building.
➢ Ensure that all people within the department are accounted for.
➢ Inform the Department Director the results of the floor accounting.
➢ Relay information from the Department Director to the employees at their
assembly areas.
E. Training
➢ Safety Wardens will be trained and made aware of their duties so that they
can assist in the safe and orderly emergency evacuation of employees and
visitors. They shall be made aware of their responsibilities under this EAP:
• Initially when the EAP is developed;
• Whenever the employee's responsibility under the EAP changes, and
whenever the EAP is changed
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F. Responsibilities of the Employees
➢ The success of this EAP in times of emergencies hinges on employees
knowing the procedures outlined in this EAP and acting upon them in an
appropriate manner.
Before an emergency, employees shall:
➢ Become familiar with the contents of this EAP to include who to report
emergencies to, the assigned evacuation routes for the facility, and the
designated meeting locations.
➢ Actively participate in emergency drills and treat them as if they are real.
During an emergency:
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➢ Assist Safety Wardens if asked.
➢ Listen and wait for directions on how and when to evacuate the facility from
emergency response team members, security, law enforcement, or fire
personnel.
➢ Report any emergencies such as a bomb threat or threats of violence to your
supervisor first and immediately.
➢ Follow the assigned escape route procedures to avoid crowding at the exits.
➢ Report immediately to your designated meeting location upon evacuating
the facility. Do not take any side trips.
➢ Never go back into the facility to retrieve personal belongings.
G. Drills
➢ Drills of this EAP shall be conducted annually, at a minimum, and whenever
it is deemed necessary by department heads or Risk Management.
➢ All drills are facilitated by Emergency Services and Asset Management.
➢ Drills will be initiated by Asset Management Services.
➢ Prior to each drill, Department Heads (or their designees) will identify
personnel who will assume command of the drill and post -drill activities
once the drill has been initiated.
➢ See Appendix E for the Drill Reporting Form
ii. Reporting Emergencies
Report fire or other emergencies immediately, first to your supervisor, then to the responsible
person(s) listed above. When warranted, call 911 (9 -911 if in a County facility). Be prepared to
provide the responder with the nature and location of the emergency. Our address is:
➢ Hillsborough Commons
➢ 113 Mayo Street, Hillsborough, NC 27278
➢ South Churton Street and Orange Grove Road
➢ 919 - 245 -2800
VA
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iii. Employee Alarm Systems
A. The employee alarm system for this facility provides warning so that employees can
escape safely from the workplace or the immediate work area.
B. The employee alarm system that has been established for this facility is as follows:
➢ Manual Pull Box (Fire Alarms)
➢ Telephone Speaker Systems
C. In the event of an emergency, Orange County E -9 -1 -1 will activate the speaker
phones and make an announcement that there is an emergency and provide the
necessary information to evacuate or lockdown.
iv. Evacuation Route and Assembly Area Map /First Aid
Kits
You may need to evacuate a building at any time. In general, employees should:
• Know their surroundings- identify primary and secondary building exit locations.
• Become familiar with the EAR
A. Evacuation Routes and Maps
➢ The evacuation routes and assembly area maps are posted by every main
exit. Employees are to become familiar with all evacuation routes and their
assembly point. See Appendix B for Evacuation Maps for each floor(s) of
this facility.
B. Location of First Aid Kits
➢ As noted on the evacuation maps, the First Aid Kits are located in the
Accounting Unit.
C. Designated Meeting Locations
➢ Once employees have evacuated the facility, they must meet at the ATM in
the parking lot to check in with the Safety Warden(s) who will be
accounting for individuals. Those employees who do not show up to the
designated meeting location will be presumed to still be in the building and
fire and law enforcement shall be notified of their absence immediately.
D. Evacuation of People with Functional Needs
➢ Persons with a disability (including a short term disability) limiting them
from using the stairs will congregate in the lobby area by the elevator where
they will be assisted by either a Safety Warden or law enforcement
personnel.
➢ In the event an emergency renders the elevator lobby unsafe or dangerous, a
Safety Warden will assist or carry the disabled person down one or more
floors for pick -up and relocation.
➢ If assistance is not immediately available, disabled persons should stay in
the exit corridor or at the top of the stairway or landing. A Safety Warden
will advise Security and Fire Department personnel of the location of the
disabled person(s) in the event all other actions fail.
➢ A list of employees who will need assistance in the event of an
emergency is included in Appendix F.
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E. Procedures for Critical Department Operations
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➢ The operation of this facility does not require individuals to block, isolate,
or secure contents that may result in further harm to the occupants of the
facility. Therefore procedures are not necessary for those who may need to
operate critical operations during an evacuation.
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Active Assailant
Law Enforcement (LE) is trained in responding to an active shooting incident by entering the
building as soon as possible and proceeding to the area of the shooter.
Note: LE may not be able to immediately aid people. Help for the injured will be on the way
following the initial LE entry. Their main goal is to get to the shooter.
Remain calm and be patient. Let the LE do their job.
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ADOPT A SURVIVAL MINDSET: Mentally and emotionally prepare to confront a
life threatening risk.
➢ Figure Out
❑ What is going on?
❑ What are my paths of escape?
❑ Can I get to an exit without
confronting the shooter?
❑ Where is it happening?
❑ Is it better to hide out?
❑ What are my options if
confronted by the shooter?
➢ Call out: Call 911. Provide the following information:
❑ Your name and location
❑ Number of shooters
If you cannot exit the building:
❑ Location of the incident
❑ Description and identify of shooter(s)
Hide out and Keep Out Spread out
Take Out
• Go to the nearest room or • Spread out in the room.
• Only use as a last resort if
office. • Keep quiet. Act as if no
your life is in danger.
• Close, lock and barricade one is in the room.
• If you are in a group, make
the door. • DO NOT answer the door.
a plan to overcome the
• Turn the lights out. Cover • Call 911 if you cannot be
shooter.
windows if possible. heard by the shooter.
• Throw things (books), yell,
• Hide behind furniture or
use improvised weapons
equipment.
(fire extinguisher, chair,
• Remain quiet.
pen, keys).
III. Once LE arrive:
➢ Remain calm and follow instructions.
➢ Put down any items in your hands
➢ Raise hands and spread fingers
➢ Keep hands visible at all times
➢ Avoid quick movements towards officers, such as holding
on to them
➢ Avoid pointing, screaming, or yelling
➢ Do not stop to ask officers for help or directions when evacuating
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These incidents are unpredictable and may change rapidly. Follow LE instructions
immediately.
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Chemical /Biological /Radioactive Material Spill or Release
A hazardous material is a substance that presents a physical or health hazard. A health
hazard refers to a substance for which there is significant evidence that health effects may
occur for exposed employees.
It A Material Safety Data Sheet (MSDS) is required for all hazardous substances in use
within the department. Employees will be provided with training on the safe use of all
chemicals they will be exposed to.
III. In the event of a hazardous material emergency:
A. Evacuate the area, securing access to the area when possible.
B. Immediately call 911 (9 -911 if in a County facility) and inform the operator of the
emergency. Provide as much information as possible to the operator and refer to the
MSDS.
C. There are no chemicals used at this facility.
IV. In the event that the threat is outside, reference the Shelter -In -Place guidelines on
page Sheltering in Place23.
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Civil Disturbance
Civil disturbances can include riots, threatening individuals, crimes in progress or a building
takeover that has become significantly disruptive.
Call 911. Provide the following information:
• The name of the group, if known.
• The exact location of the group.
• The size of the group.
• Weapons involved.
Avoid the area of the disturbance.
Avoid provoking or obstructing demonstrators.
If disturbance is outside of the workplace:
• Stay inside.
• Stay away from doors and windows.
• Continue with normal department operations, if possible.
• Secure work area (lock doors, safes, files, vital records, and expensive equipment.
• Log off computers.
• Evacuate if necessary.
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Explosions
If an explosion occurs in the vicinity:
Remain calm.
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• Call 911 (Or 9 -911 if in a County building).
• If the odor of natural gas is present, evacuate immediately.
Beware of damaged areas and the potential for falling objects.
• Open doors carefully.
DO NOT use elevators.
• DO NOT move seriously injured persons unless danger is immediate.
• DO NOT enter any building that is deemed or looks unsafe.
• DO NOT place yourself in harms way. If it is safe to do so, help people who are trapped
and assist people with disabilities. Get help from people in the area.
• Avoid electrical equipment.
DO NOT use radios, matches, or lighters.
• Follow instructions given by emergency response personnel.
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Fire Emergency Procedures
P
If there is a fire, go to the nearest fire alarm pull station and pull it — Immediately
notify the staff that they must quickly and calmly evacuate the building. Go to the nearest
exit (ir rnarY or alternate) away from the fire and evacuate the building. If there is no
alarm, yell "Fire, Fire, Fire ".
It If the fire alarm doesn't sound:
A. Inform your supervisor of the situation.
B. Have everyone begin to evacuate the building calmly.
C. Go to the floor below you and call 911 (or 9 -911 if in a County building) - At this
time provide the dispatcher with the following:
➢ Name of the Facility: Hillsborough Commons
➢ Address of Facility: 113 Mayo Street, Hillsborough, NC 27278
➢ Name of Caller: (Your Name)
➢ Situation: Tell the dispatcher if there are injuries, the size of the fire, or
other pertinent information).
D. Alert other departments and evacuate the building.
III. Can the fire be put out? - If there is a second employee on duty, that employee should
assess the situation and use a portable fire extinguisher to control the fire if it is in the
incipient stage (just starting; very small). If the employee has not been trained in the
use of a portable fire extinguisher or the fire is spreading beyond the point of origin,
the employee will evacuate the building immediately.
IV. Exit through the nearest exit (primary or alternate) away from the fire. Use the
stairway exit nearest the department. Do not use the elevators. If you are at your desk,
bring your coat and car keys. If you are not, do not go back to get them. See Appendix
B, Evacuation Routes, for the best route.
V. Assemble in your designated assembly area - In the event of a fire emergency that
requires evacuation of your building, all employees, volunteers, and patrons will
assemble in their designated assembly area, as indicated in Appendix C, Areas of
Assembly.
VI. Perform a roll-call — Safety Wardens will perform a roll -call to ensure that everyone is
accounted for. They will then provide communications and updates between your group
and the directors of the agencies.
Stay where you are — Do not leave assembly area until cleared by a Safety Warden.
.v lb(., hirst priority is th(., sah(:roy of(..:rriploy(:(. s atid visitors*
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First Aid Procedures
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Who is Able to Respond? (Note: no staff member is required to render First Aid)
ONLY EMPLOYEES WHO HAVE BEEN TRAINED IN FIRST AID/CPR /AED AND
BLOOD -BORNE PATHOGENS CAN RENDER FIRST AID.
Where are the First Aid and Blood -borne Pathogen kits?
The Hillsborough Commons has a first aid kit located in the Accounting Unit. The kit must
be inspected and inventoried for completeness and serviceability monthly by the nearest Safety
Warden. A first aid instruction book is also located adjacent to the kit.
An AED (Automated External Defibrillator) — Is located near the front entrance (in the
lobby) and can be used by any employee. AED's shall be inspected and maintained by
Emergency Services.
Action Taken
Minor First Aid (Includes those injuries that can be treated by first aid alone)
Report it to one of the Safety Warden - Everyone who discovers an emergency situation will
inform one of the members of the Safety Wardens. They shall assess the situation and render
the appropriate first aid treatment.
NOTE: Employees shall only render first aid procedures for which they are trained and
certified. Employees are not required to perform any form of aid.
Major First Aid (Includes those injuries that require greater treatment than first aid and/or
post - treatment care)
• If the treatment required is beyond your level of training — direct someone to call 911 (or 9-
911 if in a County building). Any treatment required beyond the level of training of which
the employee is certified must be handled by emergency medical service personnel.
Provide the following information to the emergency dispatcher:
• Name of the Facility: Hillsborough Commons
• Address of Facility: 113 Mayo Street, Hillsborough, NC 27278
• Name of Caller: (Your Name)
• Situation: Describe who is injured, how the injury occurred, first aid treatment being
administered, victim's condition, and any other pertinent information.
• Send someone to the Main Entrance area to direct emergency crews when they arrive.
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If the injury is serious - Contact your supervisor and department leads or other appropriate
departments as soon as possible to report any serious injuries.
Necessary Precautions to Control Exposure to Blood Borne Pathogens
• Always wear disposable latex or nitrile gloves - Wearing disposable latex or vinyl gloves is
mandatory for all employees or volunteers authorized to render first aid to injured patrons,
volunteers, or other employees. This will limit the exchange of body fluids and subsequent
contraction of blood borne pathogen diseases. [There are gloves in the first aid kit].
Always use a pocket mask with a one -way valve when giving artificial respiration - If
artificial respiration (rescue breath) is required, the use of a pocket mask with a one -way
valve is mandatory. This will limit the exchange of body fluids and subsequent contraction of
blood borne pathogen diseases. [A pocket mask is located in the first aid kit].
• Keep the area clear of bystanders - If more than one employee is on duty, one employee
shall keep the area clear of bystanders.
Always decontaminate or dispose of all equipment /supplies used - Once first aid
treatment is concluded, all equipment and supplies shall be properly decontaminated or
disposed of. Employees must wear protective gloves during this process.
• Clean up all floors, counter tops, tables, desks, etc. — If contaminated by a body fluid or
equipment used during treatment, all floors, counter tops, etc. shall be cleaned and
disinfected in accordance with department policy.
W.
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Loss of Utilities
Notify the appropriate utility company
It Inform every one of the problem — The senior departmental employee on duty shall
inform the staff and visitors of the problem.
III. Follow the directions of Safety Wardens
IV. Secure the building —The Safety Wardens shall then secure the building to prevent re-
entry by unauthorized persons, in the event that employees are sent home.
Water Outage
If the water comes back on - If the water supply is restored within one hour, the staff
activities may proceed as scheduled.
It If the water doesn't come back on - If the water supply has not been restored after
one (1) hour, or the source of the problem cannot be identified, the senior department
employee shall coordinate with maintenance and security for further instructions.
Power Outage /Blackout
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Backup Batteries should provide lighting in hallways and stairways and will illuminate
the building "Exit" lights.
It Immediately evacuate the building. See EVACUATION PROCEDURES on page 10
and evacuation routes in Appendix B.
III. If you are in an elevator, stay calm. Use the emergency button or call 9 -1 -1
IV. Ensure all electrical appliances and lights are turned off- to avoid a power surge and
possible damage to circuits or equipment when power is restored.
V. If it is a true blackout of power, all electrical lights and streetlights in adjacent and
surrounding buildings will be off.
VI. Leave in a quiet and calm manner- Exit the building in the event that the power cannot be
restored and employees are sent home. DO NOT re -enter the building until power is
restored.
W
Medical Emergencies
/.'
Check the scene and the victim to determine the danger potential and the extent of the
injury. Do not move a seriously injured victim unless there is an immediate danger such
as fire, flood, or poisonous gas. If you must move the victim, do it as quickly and
carefully as possible. If there is no immediate danger, do not move the victim and advise
the bystanders the victim is not to be moved.
It Call 911 (9 -911 if in a County facility) immediately if the victim is unconscious; has
trouble breathing or is breathing in a strange way; has pressure or pain in the chest or
abdomen; is bleeding severely; has slurred speech; appears to have been poisoned; has
injuries to the head, neck, or back; or has possible broken bones.
III. Keep the victim calm and as comfortable as possible. Administer CPR or First Aid if you
have been trained in those areas [A list of these employees is included at the end of this
document in Appendix G]. A First Aid kit should be used and precautions should be
taken to minimize exposure to blood and other bodily fluids. Remain with the victim until
emergency services personnel and security to arrive.
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Severe Weather
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What is severe weather?
Severe weather includes heavy thunderstorms, high winds, lightning, flooding, hail, snow and ice
storms, hurricanes, tornadoes, and earthquakes.
Advanced Warning:
Begin preparations immediately
It The senior employee will brief all staff to remain calm and stay away from windows
and doors. In a thunderstorm or lightning conditions, employees and visitors must not
operate electrical equipment or use the telephone.
III. If there is sufficient advanced warning, everyone should survey the surrounding
grounds and bring loose equipment and objects (trashcans, chairs, tables, etc.) inside the
building.
IV. Any items, which cannot be brought inside, should be secured to the ground or a fixed
object as best as possible. This will reduce the potential for flying objects to cause
injuries or property damage.
V. Do not subject yourself to potential injury just to secure equipment. Everyone must
go inside as soon as weather conditions make remaining outside hazardous to personnel.
VI. Remember:
A. A watch is when the storm is possible in the area.
B. A warning is when the storm has been sighted or indicated by weather radar in the
area.
Severe Weather Procedures
When a warning is issued by sirens or other means, seek inside shelter.
It If you are indoors, stay there. If necessary, take shelter under a desk, table, or in a
doorway. If you cannot get under something sturdy or stand in a doorway, move to the
lowest floor, get on your hands and knees and cover your head with your hands and arms.
III. If there are high waters from flooding, do not attempt to drive on roads that are
submerged or covered with water. If possible, take an alternative route upon leaving, or
wait until the water level drops before venturing outside.
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After Severe Weather
Be aware of potential dangers after a storm:
A. Gas leaks
B. Unstable building structures or damaged roofs
C. Electrical hazards
D. Downed power lines
E. Overturned cars or mobile homes
It If the building is evacuated, do not return until authorized.
III. Check all employees for injuries. Call for help if trapped or someone is seriously injured.
Remember: do not remove an injured person unless they are in a life- threatening
situation, as stated in the Medical Emergencies section on page 20
IV. Listen to Emergency Management personnel and follow all instructions.
22
P
Sheltering in Place
27
If it is dangerous to leave the building, it may be safer to make a shelter out of the place you are
in. Sheltering in place is a way for you to stay as safe as possible until help arrives.
Preparing to shelter in place includes having basic items that can include:
First aid kit
• Food and water
• Clothing and shoes
• Flashlight and batteries
Battery- powered radio
• Whistle
Blanket or sweater
Precautions to take:
• Turn the ventilation for the building off
• Check co- workers for injuries
Do not try to leave
• Stay informed by the news media
• If you are instructed to protect your breathing:
• After turning off the ventilation systems, put plastic or aluminum foil on doors
and windows to seal them
• Cover your nose and mouth with a damp handkerchief or other cloth
If instructed, take shelter under a desk, table, or in a doorway. If you cannot get under
something sturdy or stand in a doorway, move to the lowest floor, get on your hands and
knees and cover your head with your hands and arms.
23
Suspicious Activity
Suspicious activity is anything that is out of the ordinary. Factors such as race, ethnicity, national
origin, etc. are not suspicious. For that reason, the public should report only suspicious behavior
and situations (e.g., an unattended backpack in a public place or someone trying to break into a
restricted area) rather than beliefs, thoughts, ideas, expressions, associations, or speech unrelated
to terrorism or other criminal activity.
If you observe a crime in progress or behavior that is suspicious:
DO NOT approach or attempt to apprehend person(s) involved.
• Call 911. Provide the following information:
• What the person(s) are doing.
• Location.
• Physical and clothing description.
• Weapons or tools.
• Vehicle description, license number.
• Direction of travel when last seen.
• Stay on the phone until instructed otherwise.
If directly involved in the situation:
• Remain calm.
• Cooperate with the person(s).
• Make no sudden movements.
•
Call 911 as soon as possible.
24
R
Threats
I. TelephoneBomb Threats
A. Remain calm - In the event of a telephonic threat, the employee receiving the call
must remain as calm as possible.
B. Attempt to keep the caller on the telephone as long as possible.
C. Use the "i ellepl�m rie Bownnb "i °]1��ire t (']lwcklist following this section and record the
caller's exact words - A special effort should be made to obtain the information on
the attached form.
D. Immediately Make Notifications — The member who receives a bomb threat call
shall contact 9 -1 -1 (or 9 -911 if in a County facility). (Radios WILL NOT be
utilized; they could set the bomb off).
E. Notify — Supervisors.
11. Evacuation Instructions:
A. The decision to evacuate Hillsborough Commons shall be the responsibility of the
Department Director or as directed by 9 -1 -1 or Emergency Responders and /or by
the Incident Commander on scene. Follow instructions as they are given by the 9 -1 -1
center, law enforcement, or fire personnel. In the event that decision is made:
➢ An announcement that the building is being evacuated shall be made over the
paging system (or however department would do this)
➢ Employees shall close all doors, leaving them unlocked.
➢ Elevators shall not be used.
B. When the evacuation order is given:
➢ Desks and work areas shall be cleared of any confidential and important
papers;
➢ Computers logged off,
➢ Drawers to desks and file cabinets will be closed;
➢ Cash and money instruments shall be secured; and
➢ Exit doors shall be closed, but not locked.
25
e
C. In a calm and orderly manner, all persons shall move toward prearranged evacuation
routes, making sure that all visitors accompany employees.
D. All persons shall leave the building at ground level, proceed at least 300 feet from
building and not hinder the Division of Fire or other emergency services activities.
III. Written Threats
A. Preserve the evidence - Written threats should be handled as little and as carefully as
possible in order to preserve the document as evidence. Follow procedures for
receiving a bomb threat call.
B. Evacuate the building - If the decision is made, by the department head or you
are advised to so by emergency personnel to evacuate - Precede with the
evacuation instructions as outlined above.
C. Do not use Two Way Radios.
IV. Suspicious Letters & Packages
A. Do not open, move or attempt to unwrap the letter or package - If the suspicious
package is delivered to Hillsborough Commons or if a suspicious package is
discovered in the building, immediately dial 911 or 9 -911. NO ATTEMPT
SHOULD BE MADE TO UNWRAP IT OR MOVE IT!!
B. Evacuate the building - If the decision is made, by the department head or you
are advised to so by emergency personnel to evacuate - Precede with the
evacuation instructions as outlined above.
C. Do not use your cellular phone until you have reached the designated area of
assembly.
26
30
Telephone Bomb Threat Checklist
INSTRUCTIONS: BE CALM, BE COURTEOUS. LISTEN. DO NOT INTERRUPT THE CALLER.
YOUR NAME:
TIME:
DATE:
CALLER'S IDENTITY SEX: Male
Female
Adult
Juvenile
APPROXIMATE AGE:
ORIGIN OF CALL: Local
Long Distance
Telephone Booth
Voice Characteristics
Speech
Language
Loud Soft
Fast
Distinct
Excellent
Good
High Pitch Deep
Stutter
Slurred
Fair
Poor
Raspy Pleasant
Slow
Distorted
Foul
Intoxicated
Nasal
Other
Other
Other
Background Noises
Accent
Manner
Calm
Angry
Factory
Trains
Local Foreign
Rational
Irrational
Machines
Animals
Race Not Local
Coherent
Incoherent
Music
Quiet
Region
Deliberate
Emotional
Office
Voices
Righteous
Laughing
Machines
Airplanes
Street
Party
Traffic
Atmosphere
BOMB FACTS
PRETEND DIFFICULTY HEARING - KEEP CALLER TALKING - IF CALLER SEEMS
AGREEABLE TO FURTHER CONVERSATION, ASK QUESTIONS LIKE:
When will it go off? Certain Hour Time Remaining
Where is it located? Building Area
What kind of bomb? What kind of package ?_
How do you know so much about the bomb?
What is your name and address?
If building is occupied, inform caller that detonation could cause injury or death.
Activate malicious call trace: Hang up phone and do not answer another line. Choose same line and dial
*57 (if your phone system has this capability). Listen for the confirmation announcement and hang up.
Call 911 and relay information about call.
Did the caller appear familiar with building (by his /her description of the bomb location)?
Write out the message in its entirety and any other comments on a separate sheet of paper and attach to
this checklist.
Notify your supervisor immediately.
27
31
Workplace Violence
What is it?
Any intentional act that inflicts, attempts to inflict, or threatens to inflict bodily hurt on another
person or that inflicts, attempts to inflict, or threatens to inflict, damage to property, whether
committed by an employee or by anyone else and which occurs in the workplace, at the
department site location or while an employee is engaged in on the job duties.
Who is responsible?
Everyone is responsible for responding promptly to Workplace Violence. All staff members are
encouraged to take appropriate measures to protect themselves and personal property and report
Workplace Violence incidents or concerns to their supervisor. Supervisors are responsible for
responding to the concerns of employees pertaining to threatening or intimidating behavior from
internal and external customers. All staff members are responsible for cooperating when
emergency response procedures are activated.
Make sure to act in accordance with the following Orange County Guidelines:
General Guidelines:
Remain sensitive in your contact with the public and other employees to avoid becoming
involved in an argument.
2. When confronted with potentially violent behavior in the workplace, use the following
two -stage response plan to appropriately manage the situation.
Activate Stage One (Caution) When:
There is a known history or potential for violence
• In cases of verbal abuse, harassment /intimidation
• In cases where nonverbal signals indicate a potential for violence
Stage One Response: Provides that another employee join you during your interaction with
the potentially violent individual, or in some way interrupts the interaction.
Stage One Code Word: "Yellow File"
Activate Stage Two (Warning) When:
Any threat of violence is made, or
• An act of violence involving injuries, weapons, or destruction of property occurs
Stage Two Response: Provides that 9 -1 -1 is activated to respond to the threat or act of
violence as appropriate.
Stage Two Code Word: "Red File"
W.
32
Advise a person who becomes verbally abusive that verbal abuse will not be tolerated and
that the conversation will be discontinued if the person fails to conduct business at hand
in a reasonable manner. If harassment or verbal abuse continues, or if the contact
escalates into an argument and shouting, leave the scene immediately, without further
comment, and go to a safe location and out of sight of the individual. Activate a Stage
Two Response if necessary.
4. Advise the person who has a weapon on Orange County property that Orange County
prohibits weapons on County property and he or she must leave. If he or she does not
leave, activate Stage Two.
When working in the field, anticipate that the unexpected may happen and formulate a
tentative plan of action. (In certain instances, this may require involving law
enforcement.) Always notify your supervisor where you will be and how long you expect
to be there.
In cases of physical assault while on the job:
1. If attacked, use only the force necessary to repel and protect yourself. The penal code
provides that a person is justified in using force against another person only when and to
the degree necessary to protect against the other's use or attempted use of unlawful force.
2. A use of force against another person cannot be justified in response to verbal
provocation alone.
3. Your goal, if attacked, is to immediately leave the scene, move to a safe location and call
911. The supervisor should be immediately notified and should take steps to assure the
safety of other employees.
Reporting Procedures:
1. Report any incident of workplace violence to your supervisor or department director.
2. The supervisor or department director is responsible for ensuring the following incidents
are appropriately reported:
All incidents involving a Stage Two Response
• All incidents of verbal abuse or harassment /intimidation
3. For any incident involving a non - employee as the alleged perpetrator, a Workplace
Violence Reporting Form should be completed and sent to the Risk Manager in the
Finance and Administrative Services Department.
4. For any incident involving an employee as the alleged perpetrator, the report should be
made directly to an HR Manager or the HR Director in the Human Resources
Department.
Wei
33
5. If you ever have concerns about a situation that may turn violent, alert your supervisor
immediately and follow the specific reporting procedures provided by your workplace. It
is better to err on the side of safety than to risk having a situation escalate.
6. The following are warning indicators of potential workplace violence:
• Intimidating, harassing, bullying, belligerent, or other inappropriate and
aggressive behavior
• Numerous conflicts with customers, coworkers, or supervisors
• Bringing a weapon to the workplace (unless necessary for the job), making
inappropriate references to guns, or making idle threats about using a weapon to
harm someone
• Statements showing fascination with incidents of workplace violence, statements
indicating approval of the use of violence to resolve a problem, or statements
indicating identification with perpetrators of workplace homicides
• Statements indicating desperation (over family, financial, and other personal
problems) to the point of contemplating suicide
• Direct or veiled threats of harm
• Substance abuse
• Extreme changes in normal behaviors
7. Once you have noticed a subordinate, coworker, or customer showing any signs of the
above indicators, you should take the following steps:
• If you are a coworker, you should notify the employee's supervisor immediately
of your observations.
• If it is a customer, notify your supervisor immediately.
• If it is your subordinate, then you should evaluate the situation by taking into
consideration what may be causing the employee's problems.
• If it is your supervisor, notify that person's manager.
It is very important to respond appropriately; that is, not to overreact but also not to ignore a
situation. Sometimes that may be difficult to determine. Managers should discuss the situation
with expert resource staff to get help in determining how best to handle the situation.
30
34
Appendix A: Hillsborough Commons Facility Map
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37
Appendix B: Hillsborough Commons Evacuation Routes
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Appendix C: Hillsborough Commons Evacuation Assembly Areas
35
39
MR
Appendix D: Hillsborough Commons Safety Wardens
Floor /
Zone
Name
Office #
Phone
Last Date of
Training
1
2
3
4
5
6
7
36
Appendix E: Emergency Evacuation Drill Reporting Form
Name of person completing form:
Dept:
Date /Time of Drill:
Notification method used:
❑ Alarm System
❑ "Silent Alarm" — Color Code
❑ Other?
Comments:
Type of Evacuation Drill
❑ Routine
❑ Simulation
If simulation: what type?
❑ Fire
❑ Emergency code (which
color)
❑ Weather
❑ Hazardous substance release
❑ Medical
Number of Occupants Evacuated
(approx.)
Estimated time required to accomplish
complete evacuation
Comments:
Staff members on duty and participating as
leads
r I
Comments:
Conditions during evacuation: (please cite
weather, volume of patrons present at time of
drill, other info relevant to conducting the
drill)
What needs to improve? (problems
encountered)
What went well?
Did any special training needs arise?
37
41
Appendix F: Hillsborough Commons List of person(s) with Functional Needs
Floor # I Location /Area /Zone I Name
Phone I Functional Need
42
Appendix G: Hillsborough Commons EAP Training Register
The initial training for all safety wardens and department directors will be a 2 day training event that covers the following topics: First
Air /CPR, Fire Extinguishers, Work Place Violence, Building Safety, Lockdown Procedures, and Evacuations Procedures.
Each year, before the annual drill, there will be a one day (8 hour) refresher training provided to all safety wardens and department
directors.
The list below will be update on an annual basis and will replace the old Appendix in the department's copy.
Name Zone Phone Initial Training Date Last Refresher Date
Last Update Date:
Updated by:
39
43
r7
0
C �Q�
if lac °�
ATTACHMENT B
..
Facilities Security:
Threat Assessment,
Planning, and Response
April 16, 2013
Link Government Services
Center
C
o0,�If
® �J
"Q, if Qf a
Intended Outcome:
Workgroup Introduction
Sustainable Framework:
Assessment
Planning
Training
Response
L Receive BOCC Feedback
Discussion
45
Workgroup:
Sheriff's Department
Captain Archie Daniel
Emergency Services
Jim Groves
Captain Darshan Patel
Manager's Office
Michael Talbert
Clerk's Office
David Hunt
Asset Management Services
Jeff Thompson
Wayne Fenton
1� C rr�I
"Q1 if e a I
47
Guiding Principles:
Assess and address all threat
types
Base preparedness planning
Building specific preparedness
Consistent, cyclical training
1Q, -1) ta-(
Guiding Principles:
Assess and address all threat
types:
Acts of God
Accidents
Fire
Hazardous Materials
Infrastructure
Mass Casualty
Workplace Threats
1Q, -1) ta-f
.•
Guiding Principles:
Base Preparedness Planning:
Emergency Operations Framework
1Q, -1) t x
50
Guiding Principles:
Building Specific Preparedness:
Emergency Action Plans ( "EAP ")
Designed for:
Each facility
Each occupying department
Covers all threat types
Emphasis on occupant training,
response
1Q, -1) tara`
51
Guiding Principles:
Consistent, Cyclical Training:
Basis in EAP
"Know Your Building" program
Annual Building "Stress Test"
activity
1Q, -1) ta-(
Priority Facilities:
Criteria:
Probability of workplace
crisis
Public interface
Public meeting setting
Cash presence
Dept. of Social Services
Whitted Center — Health Dept.
Gateway Center — Tax Ad m i n
West Campus Office Building
Southern Human Svcs Center
Link Govt. Svcs Center
52
1Q, -1) ta-(
53
Next Steps
DSS Trial Implementation:
EAP
"Know Your Building" Training
Desk Drill
"Stress Test" Drill
Lessons Learned
Implementation of EAP in
other facilities
\r- ta-f
54