Please review this emergency response app periodically, so you will be prepared to rapidly and effectively manage any emergencies. If you find any of the procedures contained in this app to be unclear, please speak with your manager.

Every emergency poses a unique and ever-changing combination of factors and challenges, so no guide can ever be 100% complete. Plan ahead. Safety is a responsibility that we all share.

If you have questions regarding this emergency response plan please contact Jeff Solomon
Email: jsolomon@securecommunitynetwork.org
Phone: 866-294-4933 ext. 0

DIAL 9-1-1 and say:

• “This is an emergency.” (Describe the nature of the emergency)

• “I need (Ambulance/Police/Fire) assistance”
• “I am in (give your building name and address)”
• “I am in (give the room or area of the building)”
• “My name is____”
• “My callback number is____”
• Do not hang up until told to do so by the Dispatcher.

Other notes:

• Verify that the information was received correctly.
• Be ready to give additional information if requested.
• After hanging up, send a guide to advise leadership and tell them what happened. They will notify all appropriate public safety personnel.
  

EMERGENCY CALLS – FIRE/POLICE/MEDICAL – 9-1-1

Know the Following:
Your Address
Your room number

Your building name

If you discover fire or smoke, get away from the area!

• Close doors and any windows as you leave.

• Go to the Emergency Calls section – immediately call in a Fire.

• If no alarms are sounding – pull the nearest fire alarm.

• Extinguish small fires only if possible.

• Follow the instructions of your floor/building emergency team(s) and evacuate out of the building.
• Know the following:

• My nearest fire pull station
• My nearest fire extinguisher is

SUDDEN OR SEVERE FLOODING:

• Evacuate all affected office spaces and buildings immediately.
• Relocate – Walk to a safe place/high ground, higher than water level.
• Do not try to leave the building in a bus or car.
• 80% of flood fatalities occur in vehicles.
  

SLOW RISE FLOODING:

• Sufficient notice will be available to evacuate the building.

• Before evacuating the building – Shut Off all Utilities (Gas, Water, Electricity).

• If it is safe to do so, move/relocate records, computers, electronic equipment, etc.

MINOR/LOCAL/HAZMAT INCIDENT IN A BUILDING:
If a chemical is reacting in any way, is generating gas or fumes, represents a fire hazard, or is toxic:

1. Evacuate the occupants from the building, direct occupants to the nearest safe area, upwind from the incident or building.
2. If you can: Shut off Building HVAC – Heating Ventilation and Air-Conditioning.
3. Contact Facilities/operations for HVAC questions or assistance.
4. Notify Administration immediately who will notify 9-1-1 for Fire Department/Hazmat response.
5. Follow Shelter in Place procedure listed below if instructed to do so by the Incident Commander.
   
   

MAJOR/AREA WIDE/HAZMAT INCIDENT:
If a spill occurs outside our building that could affect our building, the Incident Commander will make a decision to Shelter-in-Place or Evacuate depending upon information received. Follow the Shelter-in-Place Hazmat procedures below if requested to do so:

1. Close and Lock all Windows and Doors – Open the Shelter-in-Place Kit.
2. Tape any Cracks in Doors and Windows – Wet Towels as Air Filters.
3. Wait for the ALL CLEAR – Do not go outside until told to do so.

HOSTAGE INCIDENT

• Remain calm.

• Cooperate as necessary.

• Do not argue with or challenge a hostage taker.

• If safe, escape quietly, without taking any risks.

• Quietly warn others as you go.

• When you can get to a phone safely, dial 9-1-1 and follow the emergency calls procedures.

• Your observations will be critical to the police. When you get out – go to the police command center and meet with them as soon as you can.

If you witness a protest, demonstration or civil disobedience:

• Stay in the building, well away from the crowd.

• Continue business as usual, and do not become part of the problem.

• Contact public safety as soon as possible.

If walking past the demonstration:

• Do not engage in confrontational behavior.

• If you observe problem behavior on the part of the demonstrators, report to public safety and the community security director immediately.

Move (RUN): Away from the violence. Put time and distance between you and the intruder.

Evacuate (RUN): If safe to do so, immediately evacuate away from the building and get to a safe place taking as many people with you as possible. Don’t let others slow you down.

Respond (Hide/Fight): If you cannot escape, respond to the threat. Lockdown, barricade doors, prepare to fight back!

Inform: Call 9-1-1. If possible, let others know there is a threat.

Know the following:
Building name:
Building Address:
Your Room Number:

Treat: Provide care for the wounded. STOP THE BLEED! Don’t wait for first responders to arrive. Immediately start medical care for yourself and others using pre-staged lifesaving equipment.

https://www.dhs.gov/stopthebleed

EARTHQUAKE

• DROP – COVER – HOLD.

• Once the shaking has stopped, assess the area around you.
• Render any aid you can.
• Call for medical or rescue assistance if necessary.
• Evacuate to an open area safely - Stay away from overhead fixtures, windows, skylights, filing cabinets and bookcases.

IN A FULL BUILDING EVACUATION:

• Know the following:

• My Primary Rally Point/Assembly Site
• My Secondary Rally Point/Assembly Site

• Expect aftershocks. Do not re-enter a building. Beware of falling debris or electrical wires.
• Do not use the telephone unless for emergency assistance.
• Know: My Building Casualty Collection Point

Thunderstorms:

• Severe Thunderstorm Watch: indicates that weather conditions are such that a severe thunderstorm may develop. Monitor weather reports and city notifications. If at all possible, stay indoors until the threat has passed.

• Severe Thunderstorm Warning: A severe thunderstorm has developed and will probably affect those areas stated in the weather bulletin. Stay indoors until the threat has passed.

Tornadoes:

• Tornado Watch: indicates that weather conditions in the area are favorable for the formation of tornadoes. During a watch, normal activities should continue unless you are instructed otherwise by city officials. All departments should have occupants available to monitor communications and disseminate messages. Communications should be monitored as long as scheduled uses of the buildings continue. All watches are cancelled by official notification only.

• Tornado Warning: indicates that a tornado has been sighted and is a threat to the area. The safest building in a building during a tornado is usually the basement or an interior hallway of the lowest floor. Seek shelter under sturdy furniture if no basement is available. If outside and unable to get to a building, lie flat in the nearest depression, ditch, or ravine. Never wait out a tornado in a car. Tornado warnings are cancelled by official notification only.
  

Hurricanes:

• Hurricane/Tropical Storm Watch: Indicates that current tracking shows a storm moving in a path that may take it over a certain area. Normal activities should continue unless instructed otherwise by city officials. All departments should have occupants available to monitor communications and disseminate messages. Communications should be monitored as long as scheduled uses of the buildings continue. All watches are cancelled by official notification only.

• Hurricane Warning: indicates that a hurricane is expected in the area within 24 hours. Possible actions include evacuation, shelter-in-place and preparations to secure buildings and equipment.

Bomb Threat General Information: In almost all cases bomb threats are false, and a building evacuation is not necessary. The amount of explosives necessary to harm this building and its occupants would need to be quite large. However, the safety of our community is always our primary consideration. When a bomb threat is received notify public safety immediately and inform facility leadership.

There are three basic tactics to utilize during a bomb threat. First, ignore the threat completely – in the case of, say a child’s voice laughing with other children in the background. Second, conduct a search of the area by occupants who are familiar with that area. Third, conduct a partial or full evacuation of the building and a search of the building by trained law enforcement personnel along with bomb detection equipment and dogs.

If you do find a suspicious package, do not touch it or move it. Evacuate the area and go to the EMERGENCY CALLS SECTION and call it in.

Always notify law enforcement of a bomb threat – even if you think it’s a hoax.

Remain calm and try to keep caller on the line. CALL 9-1-1

NOTE EXACT WORDS OF CALLER.

Questions to ask caller:

1. When is the bomb going to explode?
2. Where is the bomb right now?
3. What does the bomb look like?
4. What kind of bomb is it?
5. What will cause the bomb to explode?
6. Did you place the bomb? Why?
7. Where are you?
8. What is your name?
9. What organization do you represent?

Note the following:

VOICE:

• Loud
• Soft
• Intoxicated
• High Pitched
• Deep
• Accent
  

MANNER:

• Calm
• Coherent
• Angry
• Emotional
• Laughing
• Other
  

BACKGROUND NOISE:

• Street
• Bar/Restaurant
• Factory
• Subway
• Office
• Other

Was caller male or female?

Was caller’s voice familiar?

Did caller read a prepared statement?

Was caller well spoken?

What was approximate age of caller?

Telephone number where call was received:

Time call received:

Date call received:

Your name:

Your position:

Your telephone number:

Know the following:

• Your primary way out of the building
• Your secondary way out of the building
• Your refuge for a fire
• Your retreat during a violent incident
• Your Casualty Collection Point
• In an Evacuation – Your Primary Rally Point
• In an Evacuation – Your Secondary Rally Point
  

Occupants shall take their personal belongings and shall proceed to the nearest evacuation routes. Occupants shall take portable emergency kits as able in an evacuation.

If occupants or visitors are not in their regular work areas, they will evacuate immediately using the nearest exit or in the same manner as the group they are with. Walk in an orderly fashion quickly and quietly. Stay calm.

When the “ALL CLEAR” is received and it is safe to re-enter the buildings, each rally point group will be notified by the building leadership or designee when it is clear to re-enter the building.

Visually impaired

• Tell the person the nature of the emergency and offer guidance.
• Offer your arm for guidance.
• Do not grasp a visually impaired person’s arm unless they are in severe danger.
• As you walk, tell the person where you are and advise them of obstacles.
• Once you reach safety, ask if further help is needed.

Hearing impaired

Persons with hearing impairments may not hear emergency alarms – communicate that there’s an emergency by:

• Turning lights on and off to gain the person’s attention, or…
• Indicating directions with gestures, or…
• Writing a note with evacuation directions, and…
• Assisting to safety as needed.

People using crutches, canes or walkers

• Evacuate these individuals as injured persons.
• Assist and accompany to the evacuation site if possible, or…
• Use a sturdy chair (or one with wheels) to move the person, or…
• Help carry the individual to safety.

Wheelchair users

• Check with the individual on their preference.
• Determine if a chair is available.
• Remove any immediate dangers.
• Immediately advise arriving first responders of special evacuation cases.

• ***LOCATE/ISOLATE/EVACUATE***

• ***DECLARE AN MCI – NUMBER OF INJURED

• ***USE THE INCIDENT COMMAND SYSTEM***

• ADVISE ALL EMERGENCY RESPONDERS AND BUILDING OCCUPANTS

• EXACT LOCATION and – NATURE OF THE EMERGENCY

• INNER PERIMETER – TEAM LEADER

• OUTER PERIMETER – TEAM LEADER

• DETERMINE INJURIES AND EVAC – TEAM LEADER

• LINE OF FIRE EVAC – TEAM LEADER

• REPEAT/UPDATE INCIDENT INFORMATION AND DESCRIPTION TO ALL OCCUPANTS

• NAME A STAGING AREA IF NECESSARY

• CALL OUT OF OTHER JFSM RESOURCES – Administration, employees, Maintenance, Physical Plant, Custodial, Outside Contractors, etc.

• FIRE DEPARTMENT/AMBULANCE STANDBY – NOTIFY BATTALION CHIEF TO CP FOR BRIEFING, AND ALLOW BC TO ESTABLISH AND DEPLOY FIRE RESOURCES

• ESTABLISH AN EOC LOCATION

• NOTIFY ALLIED AGENCIES AS NECESSARY – PD’s, FD’s, SO’s, State, Nearby JFSM Facility’s etc. – JFSM Administration

• CREATE A LOG

• FILL OUT ICS/UNIFIED COMMAND DIAGRAM AND CRITICAL INCIDENT INFORMATION SHEET AND DISTRIBUTE

• INTELLIGENCE OIC Situation Status: What’s going on, how big is the Emergency, # of Occupants and Buildings Affected, Planning for the Next 12 hrs.

• PIO – BROADCAST PRESS TO RESPOND TO A SPECIFIC LOCATION – Conduct Briefings as necessary – Consider use of Pool Video

• CRISIS MEDIA RELATIONS PLAN – Press Briefings Times 100, VIP Tours, Staffing an Information Room.

• LOGISTICS OIC – Staging Area manager, Security of Buildings, Food, Water and personal needs of occupants and community members.

• MUTUAL AID DECISION – LIAISON OIC IF NEEDED

• SIGN-IN/SIGN-OUT ROSTERS FOR ALL ASSIGNED – LOGISTICS OIC

• A/V Unit CALL-OUT FOR DOCUMENTATION

• WHO IS PRIMARY REPORT WRITER (consider ADMIN OIC)

• ***HOLD SCHEDULED MEETINGS WITH ALL ICS OCCUPANTS, UNIFIED COMMAND AND THE OIC’S AS NECESSARY.

• OCCUPANTS AND COMMUNITY COUNSELING ASSISTANCE

• APPOINT A MEDICAL LIAISON PERSON – If Large Number of Injured

• UPDATES TO PRESS EVERY 30 MIN – ADJUST AS NECESSARY

• UPDATES TO ALL OCCUPANTS AS FREQUENT AS POSSIBLE – 15/20 Min

• PREPARE FOR THE NEXT SHIFT – PLANNING OIC w/ LOGISTICS OIC

INCIDENT CHECKLIST – RECOVERY

• APPOINT A RESPONSIBLE CLOSE-OUT OIC – use ICS
• CLOSING OF OUTER PERIMETER TO INNER AS SECURITY DEVICE –
  Maintain Scene Integrity – Log all who enter and leave.

• PHOTOS/VIDEO OF FACILITY SCENE PRIOR

• EVERYONE CHECK OUT (sign in/out rosters) – THRU STAGING AREA

• FOLLOW-UP PERSON FOR NEIGHBORHOOD BRIEFING AND THANK YOU

• TEAM FOR ESTIMATION OF DAMAGES – CALL OUT OF RISK MGMT STAFF

• DAMAGE FORMS – FOR LIABILITY

• 1st REPORT OF INJURY FORMS

• WORKERS COMP FORMS

• CLEAN UP OF ALL AREAS USED

• DESIGNATE or CONFIRM WHO WRITES THE AFTER ACTION REPORT – ADMIN

• ARRANGE FOR POST TRAUMATIC STRESS DEBRIEFINGS – Community and Occupants

• ANNOUNCE DATE, TIME and LOCATION for AFTER ACTION CRITIQUE

• APPOINT A RESPONSIBLE CLOSE-OUT OIC – use ICS

• CLOSING OF OUTER PERIMETER TO INNER AS SECURITY DEVICE –
  Maintain Scene Integrity – Log all who enter and leave.

• PHOTOS/VIDEO OF BUILDING SCENE PRIOR

• OCCUPANTS CHECK OUT (sign in/out rosters) – THRU STAGING AREA

• FOLLOW-UP PERSON FOR NEIGHBORHOOD BRIEFING AND THANK YOU

• TEAM FOR ESTIMATION OF DAMAGES – CALL OUT OF RISK MGMT STAFF

• DAMAGE FORMS – FOR LIABILITY

• 1st REPORT OF INJURY FORMS

• WORKERS COMP FORMS

• CLEAN UP OF ALL AREAS USED

• DESIGNATE or CONFIRM WHO WRITES THE AFTER ACTION REPORT – ADMIN

• ARRANGE FOR POST TRAUMATIC STRESS DEBRIEFINGS – Community and Occupants

• ANNOUNCE DATE, TIME and LOCATION for AFTER ACTION CRITIQUE

Note the Following:

• INCIDENT NAME
• START DATE/TIME
• END DATE/TIME
• WHAT HAS OCCURRED
• WHO IS AFFECTED
• THREAT CONDITIONS
• INCIDENT MAP

Incident Commander

The Incident Commander (IC) sets the priorities for the event and determines which teams, branches, and divisions are used in the ICS tree above to manage the event. What does he or she want to see accomplished and in what priority order? The other division and section members will conduct the follow-through. Frequent meetings between the IC and the other OICs/Team Leaders of the various divisions and sections are necessary to keep everyone updated as the priorities change and to guard against duplication of effort.

The Incident Commander also demobilizes the organization, closing the various divisions and teams as the incident winds down.

Public Information Officer (PIO) – One of the most critical functions and is almost necessary all of the time.

Critical functions are:

1. Conducting frequent media briefings and rumor control among occupants;
2. Handles VIPs; and,
3. Manning a telephone reference point for occupants and the media.

Pre-Plan for Media Briefings:

• Set a briefing schedule to update the press
• Have a chalkboard on-hand to provide status updates

Pre-Plan for Potential Questions the Media Might Ask:

• Estimated cost of the damage?
• Number of casualties?
• Number of people injured?
• Estimated number of buildings lost or damaged?

Liaison – A designated contact person who makes contact with all of the agency representatives the company may need for an incident. The Liaison OIC has to maintain contact with anyone who can assist in the management of this incident. Also, their other function is to keep higher management and all of the other agencies’ command centers informed as to the progress of the incident at the location.

Safety Officer – This position has the authority of the Incident Commander and is charged with operational safety. Their job is to ensure that occupants are completing tasks in the safest possible manner by inspecting the area to check on the welfare of all occupants involved and to stop any form of unsafe behavior.

The Four Major Division Assignments:

Operations: This assignment involves the teams out in the field handling tasks. The Operations OIC is responsible for naming the teams needed to handle the incident. Under the Operations OIC you can have such sub-teams as: Damage Assessment Team, Building Repair Team, Evacuation Teams, Inner and Outer Perimeter Teams, Security Teams, etc. Each team will have a designated Team Leader reporting to the Operations OIC.

Intelligence/Planning: This assignment has two key tasks –

1. Gather all intelligence on the nature and scope of the occurrence, the people, and things involved which could require a large number of occupants depending on the size of the event (***both field information gatherers and occupants working in the office may be necessary.) This function also includes maintaining the status on all the manpower and resources committed to the event, known as “Situation Status” and “Resource Status.”
2. Plan for the future – what is going to be needed in 2 hours, 12 hours, 48 hours, etc. Compile the lists of manpower and things that will be needed to run this operation during these time intervals and then forward this information to Logistics.

Logistics: Person/s assigned to this task are known as “the bullets, bread, beans, and butter” people. They are charged with obtaining all of the items that have been determined that will be needed such as batteries, chain link fence, car rentals, generators, toilets, food, etc. Additionally, this includes fulfilling staffing needs for this operation which potentially could include calling off-duty staff or by asking for mutual aid from other off-site company locations.  All staff should be replaced every twelve hours, including all of the command staff, support, and field personnel. Logistics is such a significant task for most agencies that it is important to create a logistics team to handle it.

Logistics is also in charge of maintaining a “Staging Area.” This will be the central location for all supplies to be delivered and for staff signing in prior to their actual assignment. Once called for, the items and personnel will leave the control of Logistics and will be sent to their appropriate teams or positions.

Finance/Administration: This assignment has two key responsibilities –

1. As the Finance role, to pay for all of the items purchased, rented, or leased during the incident as well as accounting for all timekeeping and payroll issues. The Finance OIC will be responsible for tracking all costs incurred during the event and submitting any reimbursement paperwork to state and federal agencies.
2. As the Administration function, this role will account for all of the paperwork. This function becomes the collection point for all “Injured on Duty” forms, Workers Compensation documentation, Insurance forms, work orders and reports, etc. The Administration OIC is to ensure that all teams, sections, and divisions maintain a log and will then be responsible for obtaining copies of the logs every 12 hours in order to write the “After-Action” report for the incident.

• Remain calm.

• Call 9-1-1. Briefly describe the incident, nature of the injuries and location of the injured person.
• Know the following:

• Building name
• Building address
• Your room number

• Danger: Do not put yourself at risk to help someone else. Assess the scene first. Do not help the victim or attempt a rescue unless you are absolutely certain that the environment in which the victim is located is safe and does not represent a life-threatening situation for you.

• If you observe what appears to be a medical emergency and a potentially-hazardous situation through a closed door’s vision panel, do not open the door until appropriate personnel arrive on the scene. Opening a door can be very risky (e.g., a smoldering fire can flare up and/or you can suddenly be surrounded by a hazardous atmosphere).

• Put on suitable personal protective equipment before coming in contact with the victim.

• If the victim appears to be unconscious, determine responsiveness by attempting to communicate in a loud voice. If the victim does not respond, place your hand near the victim’s breathing zone to check for a sign of respiration. Do not move the person’s head or neck in the process.

• If you detect the victim is not breathing and the heart is not beating – and you are properly trained in CPR – establish a clear airway and begin CPR.

• Do not move an injured person unless s/he is in further danger (e.g., advancing fire).
  

Know the Following:

• Building Address
• Room Number
• Nearest Cross Street(s)
• N-S-E-W Side of Building

Event: FIRE

How Initiated: If fire alarm is activated or smoke/fire is seen.
Response: 

• Pull fire alarm, call 9-1-1.
• If fire cannot be immediately extinguished, evacuate the area and move to your Rally Point.
• Close doors behind you, unlocking them, if time permits.
• Take attendance immediately at Rally Point.

Event: LOCKDOWN/BARRICADE (Act or threat of violence in Building)

How Initiated: If lockdown/barricade is initiated or in response to a stimulus such as screaming, gunshots, or a suspicious person is seen in Building.

Response:

• Ensure door is locked.
• Barricade door with furniture.
• Move occupants to designated area of office away from doors and windows.
• Turn off lights/close window blinds.
• Silence all cell phones.
• Provide staff with clear instructions.
• Prepare to fight back if office is breached.
  NOTE (AFTER THE OFFICE IS SECURED):

• Take attendance/calm staff.
• No occupants to leave office until all clear is given.

Event: SECURE BUILDING (Act or threat of violence near Building)

How Initiated: If a secure Building is initiated or you become aware of a threat in close proximity to the Building.

Response: 

• Ensure doors are locked.
• Close blinds.
• Inform occupants of the possible danger.
• Listen for further instructions.
• Continue work as usual.
  NOTE (ONCE THE BUILDING IS SECURED):

• Take attendance/calm staff.
• No occupants leave office unless until all-clear is given.

Event: SHELTER-IN-PLACE (Severe weather or HazMat event)

How Initiated: If a command is given to shelter-in-place or you become aware of a shelter-in-place warning by authorities.

Response: 

• HazMat Event

• Seal off room, turn off HVAC, and close doors and windows.

• Weather Event

• Move away from windows and stay indoors.

Event: RALLY POINT (Initial location occupants are moved to for safety near Building – minimum safe distance 300 feet)

How Initiated: If a command is given for the Building to be evacuated or in response to a fire alarm or other incident.

Response:

• Evacuate occupants to designated rally point;
• Take attendance and inform MGT of unaccounted occupants status.

• Be prepared to change locations if necessary. Be FLEXIBLE!!!

THREAT OF VIOLENCE

• Move away-RUN!
• Evacuate-RUN away from area if possible (if not possible, move to next phase,“R”)
• Respond-(HIDE/FIGHT) Lockdown/barricade & prepare to fight back.
• Inform-call 9-1-1 & inform others on-site.
• Treat the wounded.

**** In all circumstances, call 9-1-1 and report the event to Building administrators ****

Jeff Solomon
Community Security Director | Sarasota-Manatee Counties
Secure Community Network
Phone: 866.284.4933 ext. 0
Fax: 866.594.5597
E-Card: https://card.get-card.com/jeffrey-solomon
Email: jsolomon@jfedsrq.org

SCN Operations Center Duty Desk
844-SCN-DESK