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EMERGENCY EVENT TRAINING SESSION ONE: 1) How to use the Emergency Response Plan 2) Medical Emergency 3) Elevator Entrapment 4) Utility Outage 5) Flood 6) Severe Weather 7) Winter Weather 8) Shelter in Place 9) Evacuation 10) Emergency Communications, Announcements, Media

INTRODUCTION FORMAT 

Pre-incident planning considerations, checklists, and helpful tips are provided on the top half, above the spiral binding. Specific shelter-in-place and/or evacuation procedures are included on many top pages as well. The bottom half contains a step-by-step response guide. This flowchart-style page will help staff execute a unified, systematic response to the situation as it unfolds or evolves. Tasks and responsibilities for each staff role are clearly spelled out. Important Note: While the response flowcharts are intended for use during a real emergency, the time to become familiar with them is not once the alarms go off. Effective staff training requires that all key building personnel know in advance the specific tasks they will be expected to perform in each situation.

BUILDING-SPECIFIC CONSIDERATIONS 

The responses printed on these pages are consistent throughout Republic Properties portfolio. Material that is unique to your building may be inserted into the inside back pocket of this book, as well as an instructions on building equipment and systems, should be kept in the fire control room, property management office, engineering office, and/or the security console or office.

DIAGRAMS 

Sets of emergency response diagrams have been prepared for your property. These sets include a diagram of each floor, showing the location of egress routes and other safety features. The Building Information Card (BIC) contains a cross section of the building and inventories of major systems. These floor plan and BIC diagrams are intended for emergency personnel upon arrival, but they are also useful for planning and training.

INTRODUCTION

INTRODUCTION HOW TO USE THE EMERGECY RESPONSE PLAN (ERP)  Allied

Barton along with Republic Properties have prepared this emergency response guide to help building staff provide a coordinated, effective response to a wide range of potential emergencies.  This guide highlights the critical steps staff should take before, during and after an emergency. Wherever possible, specific tasks are assigned to various members-from property managers to engineers to security officers. Checklists for emergency preparation, along with step-by-step response protocols, are provided. Specific emergencies-including bomb threat, explosion, and fire-are addressed, as well as generalized responses that would be used in a wide range of scenarios.  Please remember that no written guide can anticipate every possible scenario. An effective emergency response requires well-trained staff members that are able to think clearly and quickly, communicate effectively, and alter the response appropriately as conditions change.

TOPICS:  Most

topics in this guide refer to specific situations, such as elevator entrapment, workplace violence and flooding. Two topics-shelter in place and evacuation-contain more detailed information on response protocols. One of these two emergency response would likely be implemented in the event of most emergencies. While the core response steps required in each emergency are listen within each topic, you may want to refer to these two generalized response topics for detailed information.

Important Note:

Refer to other topics whenever applicable, as one emergency could lead to another. Flooding or a power outage might result from severe weather. An explosion could release a chemical agent or cause a fire. Criminal activity could escalate into workplace violence. See the emergency response announcements where ever shelter in place or evacuation would be implemented.

INTRODUCTION

MEDICAL EMERGENCY PRE-INCIDENT PLANNING  Document

where emergency supplies and first aid kits are kept if available  Check regularly to ensure supplies are adequately stocked and expiration dates are current  Maintain any building emergency equipment  If designated staff members are trained and certified as first aid responders, keep updated list in management office and fire control room  Encourage tenants to maintain emergency supplies, acquire and maintain emergency equipment, and provide first aid training  Become familiar with emergency announcements for PA system, electronic communication, etc (see Announcement Sections for samples)

MEDICAL EMERGENCY

MEDICAL PRECAUTIONS To prevent contact with bodily fluids, consider stocking Latex gloves Protective glasses Do not attempt to administer CPR or first aid if not properly trained Anyone who comes in contact with bodily fluids should wash the exposed area with soap and water Use water or saline solution to irrigate the eyes Report the exposure to emergency personnel

MEDICAL EMERGENCY DETECTION

 Visual observation  Verbal report or call for help

INVESTIGATE  What is the nature and extent of the injury, illness, or medical condition?  How many victims are there?  Are any hazards in the area?  Is an ambulance required

RESTORE

NOTIFY

 Call 911 with pertinent information: Give building address and nearest entrance Describe nature and location of medical emergency (injury, illness, or medical condition) Specify number of victims Provide details of any known hazards Give your name and phone number  Inform building staff and TSC  Alert security  Notify tenant(s). If appropriate, Property Manager makes announcement to tenant(s) and conveys  What is known  Steps being taken  What tenant(s) should do

Building staff meets responding emergency personnel Determines which hospital or hospitals are being used Engineer or building staff provides elevator independent service if medical emergency is inside Security may be called to control access to area Monitors entrances and exits as necessary Before emergency responders arrive, building staff Provides first aid if trained Takes precaution to avoid contact with bodily fluids



Conduct accident investigation as required; take pictures if appropriate Contact specialized vendors if area is contaminated Prepare incident report using RPC standard template Provide counseling services if warranted

STAFF RESPONSE

NOTIFY 

Update TSC, building staff, and security Inform tenant(s) Alert risk management

MEDICAL EMERGENCY

Stays calm and informs victim(s) help is coming Designated staff responds to phone calls from tenant(s)

Building staff and security confine radio use to essential communication

ELEVATOR ENTRAPMENT/FAILURE PRE-INCIDENT PLANNING  Adhere to rigorous maintenance and operation program, including timetables and checklists Monthly firefighters’ Elevator Phase I and Phase II Emergency Operations Testing Procedure Firefighters’ Elevator Phase I and Phase II Emergency Operations Signage Requirements Elevator Pre-Service Request Call Checklist Elevator Service Request and Maintenance Log Urgent Elevator Service Request Escalation Process Elevator Maintenance Logs and Procedures Compliance Book Keep in elevator machine room or management office

ELEVATOR EMERGENCY PHONE  Emergency phone with direct connection to elevator/security monitoring company in each elevator Phone cannot receive outside calls Passenger must press call button or lift phone to initiate communications with monitoring company If used, monitoring company notifies TSC or engineer TSC makes emergency call to contractor Elevator also equipped with button that can be pushed, allowing hearing and speech impaired persons to indicate they are trapped Treat this alert system same as trap call

PRIMARY CONCERN: PASSENGER SAFETY Annual (or semi-annual if required by jurisdiction) Preventive Maintenance Conducted by contractor according to contract specifications Keep all certifications, permits, and licenses current Update regularly list of phone numbers for response personnel for elevator emergencies

Post in fire control room

ELAVATOR ENTRAPMENT/FAILURE

Establish and maintain communications with trapped passengers to monitor urgency of situation Try to find out how many people are trapped and if anyone has a health condition (asthma, diabetes, heart ailment, etc.) or has been injured Call 911 immediately if someone’s health appears at risk or if there is any indication of danger, including occupant panic Call contractor for updated ETA if no response after one hour Reassess situation and call 911 if there is any indication of danger

ELEVATOR ENTRAPMENT/FAILURE

WHAT TO DO  If elevator is cleared before

WHAT NOT TO DO Χ Make no attempt to force open elevator

contractor arrives, allow vendor to assess cause of trap and make repairs

doors or rescue passengers, as injuries may occur

 If trap is false alarm Contact TSC immediately so

following reasons

that emergency call to contractor is canceled

Inform monitoring company

via elevator emergency phone

Χ Do not cycle power to elevator for the ΧTrapped occupants might panic ΧElevator error memory could be

erased, making it difficult to diagnose and correct problem

ΧElevator could travel to different

floor, doors could open, and emergency personnel might not know where to find trapped passengers

ELAVATOR ENTRAPMENT/FAILURE

ELEVATOR ENTRAPMENT/FAILURE MEDICAL EMERGENCY

DETECTION

   

Elevator/security monitoring company Elevator alarm Noise from person(s) trapped in car Call from tenant

INVESTIGATE

Where is the elevator car stuck? How long has it been stuck? How urgent is the situation How many people are trapped Does anyone have a medical condition? Is anyone injured or experiencing physical difficulties?  Should specialized contractor or emergency personnel be called?   

NOTIFY

 If TSC is notified first by elevator/security

monitoring company, TSC alerts Elevator service contractor Engineering staff Building management  If building staff detects elevator trap first, calls TSC If situation is urgent, building staff calls 911 first with pertinent information Building address and nearest entrance Nature and location of incident Number of victims Details of any injuries or health conditions Your name and phone number  Notify tenant(s) Alert security if warranted

Medical Emergency?

YES NO

If medical emergency is apparent or imminent, ask another building staff member to call 911 if not already reported. If possible, arrange for another staff member to meet and direct emergency personnel to trap location Call or radio another engineer to attempt to clear trap Use fireman’s recall key switch to call down elevators to lobby and get doors open Make no further attempts if this does not work Engineer and building staff make no attempt to pry doors open

STAFF RESPONSE

Engineers and building staff make no attempt to pry doors open Security officer and/or property manager will collect names Building staff tries to maintain communications with trapped passengers through elevator door Gives name and RP title Describes steps being taken to rescue passengers Communicates clearly that ETA is when contractor or emergency personnel will arrive, not when trap will be cleared Provides frequent updates Monitors how passengers are feeling Stresses necessity to remain calm Reassures passengers that elevators are equipped with numerous safety devices that prohibit cars from falling

Security may be called to control access to area If doors open between floors, building staff and engineer direct occupants to stay in car

STAFF RESPONSE (after rescue) Engineer locks elevator out of service until contractor has corrected the matter Property Manager collects names, phone numbers, and office locations to trapped persons Makes follow-up call or visit within 24 hours Provides business card or name and number NOTIFY

When trap is cleared, notify Elevator/security monitoring company via elevator phone TSC Tenant(s)

RESTORE

Conduct accident investigation as required if anyone is injured; take pictures if appropriate Complete Republic Properties Security Report/Incident Report Take photos of any damage Service and recertify elevator equipment before restoring service Record incident in appropriate logs Prepare incident report using RP standard template even if no one is inured Provide counseling services in warranted

Passengers should not jump or climb out

If failure is sustained, building staff requests revised estimated time of repair from contractor Reassesses situation and calls 911 if any indication of danger Notifies TSC-escalates up Informs tenants of cause and expected duration

Building staff, engineer, and security confine radio use to essential communication

ELAVATOR ENTRAPMENT/FAILURE

NOTIFY

When service is restored, notify TSC, building staff, tenants, and vendors Risk management

UTILITY OUTAGE/EQUIPMENT MALFUNCTION PRE-INCIDENT PLANNING Check building security systems to see how they would function during power loss If locking systems would fail, additional security staffing may be needed at onset of power failure Verify that exit-door locking mechanisms would unlock during power failure Repair and replace emergency lighting as necessary Consider keeping emergency glow sticks in stock with current expiration dates Keep flashlights in management office, engineer’s office and fire control room Check regularly to ensure batteries are adequately stocked and expiration dates are current Create list of building operating systems with accompanying instructions and diagrams Include where valves, controls, and panels are located Keep instructions and diagrams near fire control room, engineer’s office, and operating system Electrical Gas Water Steam Fuel tanks Fuel oil supplier contact information Fuel consumption rate calculations Designate alternate locations for business continuity should management office and/or mechanical penthouse become damaged or inaccessible Become familiar with shelter-in-place and evacuation announcements for PA system electronic communication, etc. (see Announcement Section for samples)

SHELTER-IN-PLACE PROCEDURES  If warranted, Property Manager collects tenant contract list, cell

phone, BlackBerry, and radio, and reports to main lobby Using PA or alternate system, Property Manager Informs tenants of what has occurred, location of problem, and steps taken Modifies means of communication as necessary due to service failure Advises tenants that it is safe to remain in office Provides tenants with TSC and building staff contract information if problems should occur Updates tenants often Engineer secures elevators if warranted

EVACUATION PROCEDURES  Engineer reports to assigned station Property Manager collects tenant contact list, cell phone, BlackBerry, and radio, and reports to main lobby Using PA or alternate system, Property Manager Informs tenants of what has occurred, location of problem, and steps taken Modifies means of communication as necessary due to service failure Provides evacuation instructions, including which exit routes to use Updates tenants often Engineer secures elevators if warranted Building staff helps occupants requiring assistance as needed

UTILITY OUTAGE/EQUIPMENT MALFUNCTION

UTILITY OUTAGE/EQUIPMENT MALFUNCTION DETECTION

 Loss of lights and water pressure  Cessation of air circulation  Interruption of telecommunications  Lack of heat or air conditioning

INVESTIGATE

 What and how extensive is the failure? What is the cause? Are surrounding buildings affected?  How long will tenants be without power, air, and/or telecommunications?  Is water pressure inadequate? Are toilets able to flush? How much fuel is in stock for emergency generator? Are heating and cooling systems affected? Is it extremely hot or cold outside? If utility outage has malfunctioned, how long will it take to service? How extensive are the repairs? Are service parts in stock? Is evacuation necessary

NOTIFY

 Inform building staff and TSCescalate up  Alert security, retail and vendors as needed  Notify tenants. If appropriate, Property Manager makes announcement to tenants and conveys  What is known  Steps being taken  What tenants should do

TELECOMMUNICATIONS FAILURE

 Property Manager determines how widespread outage is If internal, contacts specialized contractor Determines estimated time of repair Updates tenants and retail, if affected

POWER FAILURE

 Engineer and building staff check if internal or regional outage  Property Manager updates tenants, retail and vendors  If appropriate, Property Manager implements shelter in place (see Shelter-in-Place Procedures on top page)

 Engineer monitors emergency generator, including fuel supplies

 Starts generator manually if not operating  Arranges for fuel delivery if outage lasts for several hours  If internal power loss, checks electrical panels  Notifies TSC when specialized contractor is needed to service outage and updates Property Manager  Turns off items that could be affected by power surge when service when service returns  Monitors water pressure to see if adequate for toilets to function

 Building staff sees if anyone is trapped in elevators

 Maintains communication with any trapped occupants  Notifies TSC or emergency personnel (depending on urgency of situation) if elevator cannot be lowered by emergency power

 Engineer and building staff check if emergency lighting systems are illuminating exit routes and garage  If available, use glow sticks to illuminate pathways when necessary

 Engineer and building staff verify that exit-door locking mechanisms have unlocked  Security staff checks building security systems  Monitors access points as needed, including loading dock

 Property Manager tries to arrange for added security at access points if security system fail

UTILITY OUTAGE/EQUIPMENT MALFUNCTION

Does power outage call for a partial or full evacuation?

YES STAFF RESPONSE

 Property Manager implements partial or full evacuation (see Evacuation Procedures on top page)  Designated staff responds to calls from tenants if phone system is operating  Attendant opens garage exit gates  Building staff and security confine radio use to essential communication

RESTORE

 Take pictures of any damage  Contact specialized vendors and repair  Restore and reset building systems  Clean, service, and recertify

 Activate continuity plan if management office or mechanical penthouse is inaccessible  Prepare incident report using RP standard template

NOTIFY

 When building operations are restored, notify  TSC, building staff, tenants, retail and vendors  Risk management and service providers

NO

FLOODING PRE-INCIDENT PLANNING Survey building regularly for leaks Repair as needed using specialized vendors Repair and replace as needed Clear debris from Building Nearby surroundings, including parking garages Check door and window seals often to ensure airtight conditions Identify alternate command station Identify internal and external assembly areas, with alternates, to be used by tenants and building staff Identify above ground interior locations, away from windows Designate at least one external assembly area that is uphill of building (if possible to do so) Designate alternate locations for business continuity should management office and/or mechanical penthouse become inaccessible Encourage tenants to maintain emergency supplies Know how to operate and shut down HVAC if TSC cannot do so remotely Anticipate flash flooding if weather conditions are severe Take necessary precautions, including early evacuation if directed by public officials Identify appropriate vendors in advance to prevent mold or other environmental hazards Become familiar with emergency announcements for PA system, electronic communication, et. (see Announcement Section for samples)

FLOODING

SHELTER-IN-PLACE PROCEDURES Property Manager collects tenant contract list, cell phone, BlackBerry, and radio, and reports to main lobby Using PA or alternate system, Property Manager Informs tenants of what has occurred, location of problem, and steps taken Instructs tenants to remain in office or report to internal assembly areas Advises tenants on lower levels to relocate to higher levels if water is rising Updates tenants often Engineer secures elevators if warranted

EVACUATION PROCEDURES

 Engineer reports to control room Property Manager collects tenant contact list, cell phone, BlackBerry, and radio, and reports to main lobby Using PA or alternate system, Property Manager Informs tenants of what has occurred, location of problem, and steps taken Provides specific evacuation instructions, including which exit routes and external assembly area to use (e.g., tenants directed away from water to uphill location Updates tenants often Engineer secures elevators if warranted Building staff helps occupants requiring assistance as needed and determines which hospital or hospitals are being used Tenants account for employees; relay names and last known locations of missing persons to emergency personnel and building staff

FLOODING DETECTION

 Sudden surge of water inside or outside building  Severe weather  Flash flood warning by news media

INVESTIGATE

What is the cause and extent of the flooding? What is the likelihood that the flooding will continue or worsen? Is there an immediate need to evacuate? What are the situation around the building? Are parking garages, streets, and access roads flooded?

NOTIFY

 Call 911 with pertinent information if warranted  Provide building name and street address  Describe location and severity of flooded area  Report injuries  Give your name and phone number

 Property Manager makes initial announcement to tenants ASAP and conveys  What is known  Steps being taken  What tenants should do

STAFF RESPONSE

 Property Manager implements shelter in place (see Evacuation Procedures on top page)  TSC or engineer shuts down any building service equipment prone to flooding

 Shuts off water control valve as necessary  If threat of electrocution exists, shuts off electrical power

 Engineer and building staff move important documents and equipment to higher locations or off premises  Remove water if localized and safe to do so

 Security may be called to control access to area  Closes loading dock as needed

 Ventilate affected areas

 Restore and reset building systems

 Clean, service and repair  Recertify elevators and lifts if water damaged

NO

YES STAFF RESPONSE

 Property Manager implements partial or full evacuation (see Evacuation Procedures on top page)  Engineer meets responding emergency personnel and provides  Incident information  Building diagrams  Master keys  Other items as requested

 Notify TSC-escalate up  Alert security (to report to property if needed)  Notify retail, vendors, and adjacent properties (if appropriate)

 TSC or engineer shuts down any building service equipment endangered by flooding

Do conditions call for partial or full evacuation?

 Building staff reports injuries; provides first aid if trained  Designated staff responds to phone calls from tenants if safe to do so; otherwise, staff should evacuate  Attendant opens garage exit gates  Security closes loading dock  Building staff and security confine radio use to essential communication

FLOODING

NO YES

 Alert appropriate vendor of potential environmental hazard if sewage overflow  Conduct IAQ testing if necessary

 Remove water and debris

 Designated staff responds to phone calls from tenant(s)  Building staff and security confine radio use to essential communication

Have conditions changed or worsened to warrant evacuation?

RESTORE

 Take pictures of any damage  Contact specialized vendors and repair

 Shuts off water control valve as necessary  If threat of electrocution exists, shuts off electrical power

 Activate continuity plan if management office or mechanical penthouse is inaccessible  Prepare incident report using RP standard template  Provide counseling services if warranted

NOTIFY

 When building is safe to reopen  TSC  Tenants, retail and vendors  Risk management  Building staff  Service providers

TORNADO AND HURRICANE PRE-INCIDENT PLANNING Identify internal assembly areas, such as Interior rooms and/or corridors on lowest floors without any windows Underground locations Designate alternate locations for business continuity should management office and/or mechanical penthouse become damaged or inaccessible Become familiar with emergency announcement for PA system, electronic communication, etc. (see Announcement Section for samples) Assemble a list of emergency radio stations Keep a battery or hand-crank radio Maintain landscaping Remove dead branches Before a storm arrives (if safe to do so) Secure outside items Bring small items inside Anticipate flash flooding Consider stocking the following supplies Duct tape Plywood Pumps Generators

TORNADO Tornado Watch-conditions are right for tornado formation Tornado Warning- tornado has been spotted or detected on radar

HURRICANE

Hurricane Watch-hurricane conditions (sustained winds of 74 mph or higher, heavy rain and tidal flooding) could experienced within 36 hours Hurricane Warning- hurricane conditions are possible within 24 hours

TORNADO AND HURRICANE

SHELTER-IN-PLACE PROCEDURES Property Manager collects tenant contact list, cell phone, BlackBerry, and radio, and reports to main lobby Using PA or alternate system, Property Manager Informs tenants of what has occurred, location of problem, and steps taken Instructs tenants to remain in office or report to internal assembly areas Instructs tenants to move to underground locations if safe to do so Updates tenants often Engineer reserves elevator connected to emergency generator for relocation to different floors; secures the remainder

EVACUATION PROCEDURES Engineer reports to control room Property Manager collects tenant contact list, cell phone, BlackBerry, and radio, and reports to main lobby Using PA or alternate system, Property Manager Informs tenants of what has occurred, location of problem, and steps taken Instructs tenants to close curtain and blinds Provides evacuation instructions, including which exit routes to use Warns tenants to open doors carefully and watch for falling debris Updates tenants often Engineer reserves elevator connected to emergency generator for relocation to different floors; secures the remainder Building staff helps occupants requiring assistance as needed and determines which hospital or hospitals are being used Tenants account for employees; relay names and last known locations of missing persons to emergency personnel and building staff

TORNADO AND HURRICANE TORNADO

TORNADO WARNING

NOTIFY

 Property Manager implements shelter in place (see Shelter-inPlace Procedures on top page)  If tornado strikes, take cover under sturdy furniture if possible and/or take protective position (knees and forehead on floor with hands covering head)  Building staff and security confine radio use to essential communication

DETECTION

 Tornado watch or warning  National Weather Service/Emergency Alert System  News media

 Funnel or wall cloud spotted  Train-like sound  Severe weather conditions

 Call 911 and provide:  Building name and address  Location and details of known hazards or injuries  Your name and phone number  Property Manager makes announcement to tenants ASAP and conveys  What is known  Steps being taken  What tenants should do  Inform TSC, building staff, security, retail, and vendors

INVESTIGATE

 What is the storm’s direction and how quickly is it moving? Are authorities asking people to seek shelter?

NOTIFY  Property Manager makes initial announcement to tenants ASAP and conveys  What is known  Steps being taken  What tenants should do, including encourage people to stay inside  Informs building staff and TSCescalate up  Alert security, retail and vendors

TORNADO WARNING

STAFF RESPONSE INVESTIGATE (after tornado)

 Check for casualties  Assess any damage External-exposed wires, broken glass, gas leak, hazardous materials, etc. Internal-all building systems and equipment

YES If any damage to building, is partial or full evacuation warranted?

NO

Tornado Watch NOTIFY

TORNADO WATCH

Listen to local news media for up-to-date information Monitor storm conditions from top floor

 Inform tenants it is safe to resume work  Update TSC, building staff, security, retail and vendors

TORNADO AND HURRICANE

 Proper Manager implements partial or full evacuation (see Evacuation Procedures on top page)  Engineer meets responding emergency personnel and provides

HURRICANE DETECTION

 Hurricane watch or warning

 National Weather Service/Emergency Alert System  News media

INVESTIGATE

 Is evacuation and building shutdown warranted

 Incident information  Building diagrams  Master keys  Other items as requested

 TSC or engineer shuts down or restores utilities and building systems as directed  Security sections off dangerous areas and prohibits unauthorized access  Designated staff responds to phone calls from tenants if safe to do so; otherwise, staff should evacuate  Attendant opens garage exits  Confine radio use to essential communication

RESTORE  Take pictures of damage  Contact specialized vendors and repair damage  Restore and reset building systems  Clean, service, repair, and recertify  Activate continuity plan if management office or mechanical penthouse is inaccessible  Prepare incident report using RP standard template  Provide counseling services if warranted

NOTIFY

 When building is safe to reopen, notify

 TSC, staff, tenants, retail, security, and vendors  Risk management  Utility companies and service providers

RESPOND

 Follow instructions of public officials and emergency personnel  Shut down utilities and close building as directed

SEVERE WINTER STORMS PRE-INCIDENT PLANNING Check door and window seals regularly to ensure airtight conditions Clear debris from Building Nearby surroundings, including parking garages Keep snow removal equipment in good working condition Maintain salt or sand supplies Check and maintain fuel oil supply for emergency generator Identify internal assembly areas, such as Interior rooms, elevator lobbies, and/or corridors without any windows Designate alternate locations for business continuity should management office and/or mechanical penthouse become inaccessible Assemble a list of emergency radio stations Keep a battery or hand-crank radio Maintain landscaping Remove dead branches Before a storm arrives (if safe to do so) Secure outside items Bring small items inside Take necessary precautions, including early evacuation if directed by public officials Become familiar with shelter-in-place and evacuation announcements for PA system, electronic communication, etc. (see Announcement Section for samples)

SEVERE WINTER STORMS

WINTER STORM TERMS Winter Storm Watch- heavy snow and/or ice may occur within 12 to 36 hours Winter Storm Warning-hazardous winter weather is occurring, imminent, or likely Blizzard-heavy snowstorm, strong winds of at least 35mph, and poor visibility (1/4 miles or less) for 3 hours or more

SHELTER-IN PLACE PROCEDURES Property Manager collects tenant contact list, cell phone, BlackBerry, and radio, and reports to main lobby Using PA or alternate system, Property Manager Informs tenants of what has occurred, location of problem and steps taken Instructs tenants to draw curtains or blinds Depending on conditions, instructs tenants to remain in office or report to internal assembly area Updates tenants often

EVACUATION PROCEDURES Property Manager collects tenant contact list, cell phone, BlackBerry, and radio and reports to main lobby Using PA or alternate system, Property Manager Informs tenants of what has occurred, location of problem, and steps taken Instructs tenants to draw curtains or blinds Provides evacuation instructions, including which exit routes to use Warns tenants to be cautious of slippery conditions Updates tenants often Building staff helps occupants requiring assistance as needed and determines which hospital(s) are being used Tenants account for employees; relay names and last known locations of missing persons to emergency personnel and building staff

SEVERE WINTER STORMS DETECTION

STAFF RESPONSE

 Winter storm watch or warning National Weather Service/Emergency Alert System News Media  Severe weather conditions

INVESTIGATE

 What is the storm’s direction and how quickly is it moving? If storm is occurring, have weather conditions caused damage to the building? Are authorities asking people to seek shelter

NOTIFY

 Inform building staff and TSC-escalate up  Alert security, retail and vendors  Property Manager makes initial announcement to tenants ASAP and conveys  What is known  Steps being taken  What tenants should do

Do conditions call for a partial or full evacuation?

YES

NO STAFF RESPONSE Property Manger implements shelter in place (see Shelter-in-Place Procedures on top page)  Building staff listens to local news media for up-to-date information  Clears walkways and driveways (building entrances and parking garage)  Removes snow from emergency exit doors to prevent blockage  Keeps areas around fire hydrants, sprinkler valves, and Siamese connections clear  Monitors temperature and water pipes in unoccupied areas  Building staff and security confine radio use to essential communication

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





 

Property Manger implements partial or full evacuation (see Evacuation Procedures on top page) TSC or engineer shuts down or restores utilities and building systems as directed Security sections off dangerous areas and prohibits unauthorized access Designated staff responds to phone calls from tenants if safe to do so; otherwise, staff should evacuate Attendant opens garage exit gates Building staff and security confine radio use to essential communication

INVESTIGATE (after storm)  Assess damage  External; exposed wires, fallen trees, etc.  Internal; all building systems and equipment

RESTORE

NOTIFY



SEVERE WINTER STORMS

When building is safe, notify  TSC, building staff, tenants, retail and vendors  Risk management and service providers

 Take pictures of damage  Contact specialized vendors and repair damage  Remove snow, ice, or debris  Restore and reset building systems  Clean, service and recertify

 Activate continuity plan if management office or mechanical penthouse is inaccessible  Prepare incident report using RP standard template

SHELTER IN PLACE BACKGROUND

RECOMMENDED SUPPLIES

Implement when it is safer inside than outside the building Explosion, threat or hazardous material spill outside Tornado, hurricane, or severe winds Civil disturbance or police activity Chemical, biological, or radiological release Two forms Remain at workplace Move to interior refuge area Duration often is less than 30 minutes, but could last several hours or more Tenants cannot be prevented from leaving but may be denied reentry

Personal Management Services/Engineering Staff Bags

PRE-INCIDENT PLANNING Tenants should identify windowless shelter areas in their space with minimal number of vents Interior corridors Conference rooms or work areas Restrooms Pantries or reception areas Elevator lobbies Document where emergency supplies and first aid kits are kept if available Check regularly to ensure supplies are adequately stocked and expiration dates are current Encourage tenants to maintain emergency supplies Update monthly the tenant and staff contact lists Update quarterly the list of individuals requiring assistance Prepare Shelter-in-Place signage to be used later as needed Check door and window seals regularly to ensure airtight conditions Post instructions near control panel if HVAC can be set to maximize intake of outside air to dilute contaminants in building Know location of tenant-controlled ventilation and HVAC units (e.g., restaurant hoods) Encourage CPR and first aid training

SHELTER IN PLACE

Water (several days) Nonperishable food (several days) Can opener Whistle Hat or vest

Flashlight and spare batteries Evacuation mask Medicine (several days) Change of clothes and comfortable shoes

Battery or hand-crank radio Batteries and chargers Tools and flashlights First aid kit Paper towels and tissues Sanitary wipes or hand cleaner Duct tape

Plastic sheeting Latex gloves Garbage bags Battery-powered megaphone Important documents and plans

Toner cartridges Blankets/fire blankets Folding cots Water

Disposable camera with flash Digital camera memory cards/sticks and batteries

Building Bag

Office Supplies

SHELTER-IN-PLACE PROCEDURES Property Manager collects tenant contact list, cell phone, BlackBerry and radio, and reports to main lobby Using PA or alternate system, Property Manager Informs tenants of what has occurred, location of problem, and steps taken Instructs tenants to remain in office or report to internal assembly areas. Depending on emergency situation, may suggest Enclosed shelter areas away from vents or elevator shafts; may recommend sealing off these areas Underground locations Updates tenants often If warranted, engineer reserves elevator connected to emergency generator for relocation to different floors; secures the remainder

SHELTER IN PLACE INVESTIGATE

Type and location of threat Source of information (tenant, emergency personnel, media, e-mail, etc.) Response warranted Remain at workplace Move to interior refuge area

NOTIFY

 Call 911 with pertinent information  Provide building name and street address  Describe nature and location of incident  Report injuries  Give your name and phone number  Notify TSC-escalate up  Alert security (to report to property if needed)  Notify retail, vendors, and adjacent properties (if appropriate)  Property Manager makes initial announcement to tenants ASAP  Describes what has occurred, location of problem, and steps taken  Instructs occupants to stay at their desks or relocate to predetermined shelter-in-place areas  Updates tenants often

SHELTER IN PLACE

STAFF RESPONSE  Engineer

meets arriving emergency personnel, if any, and

provides  Incident information  Building diagrams  Master keys  Other items as requested  TSC or engineer shuts down or adjusts HVAC as appropriate  Property Manager contacts tenants to shut down independent HVAC systems whenever building systems are shut down  Building staff and security implement lockdown  Close windows and exterior doors  Close interior doors if necessary  Close loading dock  Monitor entrances and exits, including retail and garage  Post signage on entrances (“Sheltering in Place: No Entry”)  Direct those outside to seek shelter if safe to do so  Prevent reentry to those who could bring contaminants inside  When contaminant is inside the building, prevent use of elevators  Property Manager provides frequent announcements to tenants  Designated staff responds to phone calls from tenants  If available, building staff helps occupants requiring assistance to shelter-in-place locations  Building staff reports injuries; provides first aid if trained  Building staff and security confine radio use to essential communication, keep airwaves free for critical information  Building staff and security conduct building evacuation when conditions are safer outside than inside  TSC or engineer purges air of contaminants after evacuation if applicable

NOTIFY 



Consult with emergency personnel as warranted When safe to end shelter in place, notify  TSC  Tenants, retail and vendors  Risk management  Building staff

RESTORE  Take pictures of damage  Contact specialized vendors and repair damage electrical, water, HVAC, glass etc.)  Clean up, decontaminate, or disinfect as necessary  Restore, reset and recertify building systems as required  Prepare incident report using RP standard template  Provide counseling services if needed

EVACUATION PRE-INCIDENT PLANNING  Determine safe exit routes  Establish one primary and two alternate assembly areas in different locations at least 300 feet from the building. Select areas large enough to fit all occupants and staff. Notify neighboring buildings of your choice.  Prepare evacuation instruction procedures for alarm system and post by fire alarm panel  Update monthly the tenant and staff contact lists  Update quarterly the list of individuals requiring assistance  Identify tenants with critical functions in advance  Establish building staff evacuation team, including Safety Director, Assistant and Monitors for building exits  Encourage tenants to create evacuation teams with Floor, Stairwell, and Impaired Persons Monitors  Identify alternate command station  Designate alternate locations for business continuity should management office and/or mechanical penthouse become inaccessible  Know how to operate and shut down HVAC if TSC cannot do so remotely  Know location of tenant-controlled ventilation and HVAC units  Become familiar with emergency announcements for PA system, electronic communication, etc. (see Announcement Section for samples)

BUILDING SHUTDOWN CHECKLIST  Contact security vendor(s) to lock down the building  Place elevators on security service  Open garage access gates  Close roll-down doors to loading docks  Shut down HVAC equipment  Secure exhaust fans Restrooms Electrical rooms Mechanical machine Tenant risers if necessary  Ensure all outside air dampers are fully closed  Inventory all building systems Life safety, including Electrical emergency generator Mechanical Utilities Plumbing

EVACUATION

EVACUATION PROCEDURES Engineer reports to fire control room Property Manager collects tenant contact list, cell phone, BlackBerry, and radio, and reports to main lobby Using PA or alternate system, Property Manager Informs tenants of what has occurred, locations of problem, and steps taken Provides specific evacuation instructions, including which exit routes and external assembly areas to use (e.g., if hazard is airborne, evacuate upwind) Instructs tenants not to return to building until an “all clear” has been issued If assembled outside, notifies via runner If tenants have dispersed, notifies via email and website updates Updates tenants often If entire building must evacuate and all other notification systems fail, pull fire alarm Building staff conducts visual search in property management area(s) Do not search hazardous areas; report areas to emergency personnel and Property Manager Engineer secures elevators Building staff helps occupants requiring assistance as needed Building staff determines which hospital or hospitals are being used Tenants account for employees; relay names and last known locations of missing persons to emergency personnel and building staff

EVACUATION DETECTION

Fire Explosion Hazardous material spill Internal airborne hazard Gas leak Bomb threat or suspicious package Forecasted natural disaster (hurricane, flooding, etc.)  Extended utility outage       

STAFF RESPONSE

RESTORE

Manger implements partial or full evacuation (see Evacuation Procedures on top page)  Engineer meets responding emergency personnel and provides

 Take pictures of damage or contaminated areas  Contact specialized vendors and repair damage (structural, electrical, water, HVAC, glass, etc)  Clean up, decontaminate, or disinfect as necessary  Restore and reset building systems  Clean, service and repair  Recertify critical equipment  Activate continuity plan if management office or mechanical penthouse is inaccessible  Prepare incident report using RPstandard template  Provide counseling services if needed

 Property

 Incident

information diagrams  Master keys  Other items as requested  Building

 TSC

INVESTIGATE

Cause and location of threat Size of affected area Is it contained or spreading? Is it safer outdoors or inside? If safer inside, see Shelter in Place Should partial or full evacuation be implemented?

or engineer shuts down HVAC system. Depending on type and severity of incident, may also  Close

any HVAC dampers and turn off any fans between buildings  Shut down any air handling units in nearby or adjacent buildings  Property

Manager contacts tenants to shut down independent HVAC systems  Building staff reports injuries; provides first aid if trained  Determines

being used

NOTIFY

 Call 911 with pertinent information

 Provide building name and street address  Describe location and type of incident  Relay type and location of activated alarm  Report injuries  Give your name and phone number

 Property Manager makes initial announcement to tenants ASAP and conveys  What is known  Steps being taken  What tenants should do

 Notify TSC-escalate up  Alert security (to report to property if needed)  Notify retail, vendors, and adjacent properties (if appropriate)

EVACUATION

 Designated

which hospital or hospitals are

staff responds to phone calls from tenants if safe to do so; otherwise, staff should evacuate  Attendant opens garage exit gates  Security closes loading dock  Building staff and security confine radio use to essential communication, keeping airwaves free for critical information

NOTIFY  When building is safe, notify  TSC  Tenants, retail and vendors  Risk management  Building staff  Service providers

EMERGENCY RESPONSE ANNOUNCEMENTS PRE-INCIDENT PLANNING Establish primary and additional means of communication to disseminate information Survey PA system to determine zoned coverage and audibility Become familiar with emergency announcements for PA system, electronic communication, etc. Keep copies of prewritten announcements at four locations 1. Property management office 2. Engineer’s office 3. Security console or office 4. Fire control room Property Manager and designate building staff store templates of prewritten announcements on their computers Appropriate announcement can be quickly accessed and adapted before sending as blast e-Mail Update monthly the tenant and staff contact lists Familiarize new staff with building systems and emergency procedures within five days Ensure staff understands Whether building has a full-evacuation or enhanced-alarm system Which floors will go into alarm The difference between full and partial evacuation The two types of shelter-in-place responses Staying at desk or workstation Moving away from windows to internal location(s) Identify tenants with critical functions in advance Establish building staff evacuation team Property Manager, Engineering Operations Manager, Security, and other essential building staff Encourage tenants to create evacuation teams with Floor, Stairwell, and Impaired Persons Monitors Identify alternate command station Identify internal and external assembly areas, with alternates, to be used by tenants and building staff

GUIDELINES FOR EMERGENCY TENANT COMMUNICATIONS 1.

Provide information as quickly as possible even if the full nature of the problem is not yet known. Tenants often will be aware that something is unfolding. In the absence of timely information from property management, tenants will begin to make their own response decisions, which could endanger themselves, building staff and emergency personnel.

2.

Update tenants often. Until tenants have left the building, they will need frequent updates from property management. It is hard to over communicate in an emergency.

3.

Focus on the response rather than the cause. Tenants need to know what has caused the situation, but focus mainly on what tenants need to do. Too much detail about the cause of an emergency generates fear. Focusing on the response lets people know a plan is in place, help is on the way, and they can take concrete steps to help control the situation.

4.

Do not speculate. Communicate what you know and what you do not know. Tell tenants you will update them as quickly as information becomes available.

5.

Model calm. Panic is infectious. Speak clearly and calmly and encourage tenants to remain calm.

EMERGENCY RESPONSE ANNOUNCEMENTS

EMERGENCY RESPONSE ANNOUNCEMENTS DIRECTIONS

These announcements can be used as templates for creating situation-specific, building-specific emergency communications at your property Italicized text in each announcement indicates where building staff will need to insert situational information Italicized text should not be read

SHELTER IN PLACE

 May I have your attention please. May I have your attention please. Property management has been informed of a situation affecting the building.  Insert short description of the situation here.  Example: There is police activity outside the building.  Building staff and emergency personnel are responding.  For you safety, please:  List things tenants should and should not do  Example #1: Please remain at your work area. Do not use elevators until further notice. Stay calm and dispel rumors.  Example #2: Please draw curtains or blinds, if safe to do so, and move away from windows to designated internal assembly areas. Close but do not lock office doors behind you. Do not use elevators until further notice. Stay calm and dispel rumors.  We will update you as soon as more information is available. Thank you.

PARTIAL EVACUATION  May

I have your attention please. May I have your attention please. Property management has been informed of a situation that requires partial evacuation of the building.  Insert short description of the situation here.  Example: We have a fire reported on the 5 th Floor.  Building staff and emergency personnel are responding.  Provide evacuation directions.  Example: Occupants on floors ____ through ____, please move to the nearest stairwell and begin to exit the building. Do not use the elevators. Occupants on all other floors, please remain at your work area.  If a stairwell or section of the building is known to be unsafe, provide specific instructions  Example: Do not use Stairwell A, Proceed to Stairwell B in the northeast corner of the building.  For your safety, please:  Leave extra belongings behind.  Stay to one side of the stairwell and hold the railing as you descend the stairs to leave room for emergency personnel.  Remain quiet in order to hear future announcements.  Once outside the building, do not stop. Proceed to your designated external assembly area.  Briefly list other things tenants should and should not do.  Example: Remove and carry high heels. Allow occupants from other floors to file in to the stairwell while keeping an orderly flow of traffic.  We will update you as soon as more information is available. Thank you.

EMERGENCY RESPONSE ANNOUNCEMENTS

FULL EVACUATION 

May I have your attention please. May I have your attention please. Property management has been informed of a situation that requires a full building evacuation.  Insert

short description of the situation here. We have a natural gas leak on the 5th

 Example:

floor.



Building staff and emergency personnel are responding  Provide

evacuation directions. move to the nearest stairwell and begin building evacuation. Do not use the elevators.  If a stairwell or section of the building is known to be unsafe, provide specific instructions.  Example: Do not use Stairwell A. Proceed to Stairwell B in the northeast corner of the building.  Example:

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

For your safety, please:  Leave extra belongings behind.  Stay to one side of the stairwell and hold the railing as you descend the stairs to leave room for emergency personnel.  Remain quiet in order to hear future announcements.  Once outside the building, do not stop. Proceed to your designated external assembly area.  Briefly list other things tenants should and should not do.  Example: Remove and carry high heels. Allow occupants from other floors to file in to the stairwell while keeping an orderly flow of traffic. We will update you as soon as more information is available. Thank you.