Emergency Action Plan - Draft by keralaguest


									(Name of Company or Business)

      (Physical Address)

      (Date Approved)

                                  (Company Name)


Responsible Official:


Emergency Coordinator:

Company Title:

Assistant Coordinator:

Company Title:


Area/Floor Monitors (If applicable):

Assistants to the Physically Challenged (if applicable):

NOTE: This page(s) should contain the names, titles, and any other data deemed
necessary such as office numbers/cellular numbers.


                               City of Live Oak
All Emergency Calls for Police/Fire/EMS - Call 9-1-1

Non-Emergency Calls:

     -   Live Oak Dispatch Center – 653-0033 (24 hour number)
     -   Live Oak Police Department/Administration – 945-1700
     -   Live Oak Fire Department – 653-9140 (Business Hours)
     -   - Fire Chief – Extension 241
     -   - Assistant Chief – Extension 242
     -   - Office of Emergency Management – Extension 379
     -   Code Enforcement – Extension 245
     -   Live Oak Utility Office – 653-9140, Extension 225/226
     -   - After hours contact the Live Oak Dispatch Center – 653-0033

                                Other Agencies

Utility Companies:

     -   Electric – City Public Service Energy – (Add numbers)
     -   Gas – City Public Service – (Add numbers)
     -   Telephone – Add provider and numbers.
     -   Cable Television – Add provider and numbers.
     -   Internet Provider – Add provider and numbers.

Note: List any other companies that provide services or support to your company.

                      Company Telephone Numbers
     -   Risk Management Office
     -   Safety Office
     -   Management Staff Members

Note: List any other departments, functions, or personnel that may have a role in
managing a preparedness program or that need to be notified in an emergency.


Types of emergencies to be reported by personnel are:

     -   Medical emergencies and injuries.

     -   Actual fires, odor of smoke, electrical shorts, etc.

     -   Chemical spills or an odor of chemical fumes.

     -   Bomb threats or terrorist threat to the facility.

     -   Evacuation Planning.

     -   Severe weather issues.

     -   Power outages – short/long term.

     -   Law enforcement related such as:

     -   - Thief of company property.

     -   - Property damage.

     -   - Any related issue dealing with criminal activity.

     -   Other: Any other incident not covered above that could pose a problem for the
         company or cause harm to the employees or the facilities.

Recovery Operations:

     -   Short term operations.

     -   Long term operations

     -   Recovery Planning.
Actions to be taken related to the reporting of any type of emergency:

Medical Emergency:

     -   Call 9-1-1. Inform the Live Oak Dispatcher the name and address of the
         business. Advise them of the nature of the medical emergency. Fall, laceration,
         burns, etc. Is the victim conscious or unconscious! Are they breathing! Give
         the dispatcher the exact location where the victim is in your facility. Indicate
         the rear loading dock, a room number, the lobby, etc. The dispatcher will also
         ask for your name and call back phone number. Tip. Give the dispatcher a
         number that someone will answer. Don’t leave your office number if your not
         there. Another tip! If your facility is large designate someone to await the
         arrival of the emergency personnel at the door.

     -   Do not move the injured person unless they are in grave danger from fire or
         from some other threat.

     -   If your company has personnel on-duty that can first respond to an emergency
         notify them as soon as possible, however don’t delay calling 9-1-1.

     -   If company personnel are not available to respond, as a minimum attempt to
         provide the following assistance:

                      - Stop the bleeding with firm pressure on the wound.
                      - Clear the airway if possible.
                      - Begin CPR if necessary and if trained.

     -   In the event the medical emergency is related to coming in contact with
         electricity, hazardous chemicals or fumes you will need to proceed with extreme
         caution or you may be a victim as well. Unless you are trained in dealing with
         the hazard and have protection you may need to wait for emergency personnel.

     -   If hazardous materials are involved immediately locate the Material Safety Data
         Sheets (MSDS) relating to the chemicals. (See Attachment 1).

     -   If the situation worsens or conditions change such as more people becoming ill
         from a hazardous chemical do not hesitate to call 9-1-1 again and advise the
         dispatcher of this new information. Additional emergency personnel may be

Fire Emergency:

    -   In the event a fire is discovered; an odor of smoke or something burning is
        detected; or the building fire alarm system activates, the following actions will
        be taken:

    -   - Call 9-1-1. Inform the Live Oak Dispatcher the name and address of the
        business. Advise them of the nature of the emergency. You actually have a
        fire; you have smoke in the building; you have an odor of smoke or something
        burning in the building; or your building fire alarm is going off and your not
        sure why. Give the dispatcher the exact location of the fire, i.e. a room number
        or an area of the building. The dispatcher will ask you for your name and call
        back number and should ask if the building or facility is being evacuated.

    -   - Give the alarm. If the building or facility has an internal fire alarm - activate
        it. Tip. If you can sound this alarm at the same time you are calling 9-1-1. If
        you do not have an alarm system use whatever means are available. Voice
        communication, telephone paging, or by radio if available. Another tip. If you
        can let the other personnel know where the fire is so they can avoid the area.

    -   - Once the alarm has been given and the fire department has been notified,
        evacuate the building and move to a designated area away from the structure.

    -   Fight the Fire ONLY IF:

    -   - The fire is small and confined to a small area.

    -   - The fire is not spreading rapidly.

    -   - The fire does not involve hazardous material or flammable material.

    -   - You have a proper fire extinguisher and you have been trained on how to use

    -   - You can fight the fire and have an escape route behind you at all times.

    -   Tip: If you are unable to extinguish the fire quickly and it continues to burn
        freely discontinue your efforts and use your escape route.

-   Building Occupants:

-   - Upon hearing the alarm or being notified of a possible fire, all occupants must
    leave the building by the closest exit or designated route.

-   - If possible occupants should close all windows and the last person leaving an
    area or room should close the door.

-   Tip: Closing the windows and the doors should slow fire spread and possibly
    prevent some smoke damage from parts of the facility. DO NOT lock doors as
    this may cause further damage if firefighters have to force entry into areas or
    rooms and it may delay their efforts in getting to the fire.

-   - All evacuating personnel should report to a designated area outside and away
    from the building. (See Evacuation Plan). Once outside the structure all
    personnel shall remain there until notified by proper authorities that it is safe to

-   - Supervisory personnel must account for all of their personnel using some type
    of accountability system. Supervisors must insure no one has been left inside a
    burning building. If personnel cannot be accounted for this information must be
    conveyed to the first arriving fire department personnel and/or the senior
    company official.

-   - Designated personnel (floor monitors/area monitors/safety coordinators) must
    insure the evacuation is carried out in an orderly fashion and all employees
    report to the designated locations away from the structure for accountability.

-   - The senior company official present must assume the responsibility for the
    overall control of the situation. This individual should report to the fire
    departments command post and identify themselves as the person in charge.
    This individual shall remain at the command post unless told otherwise. Fire
    officials may have questions regarding the building, its contents, hazards, or
    other issues. The senior official must also assume responsibility for the
    accountability of all employees, along with customers or visitors at the time of
    the incident. Any missing personnel must be reported to the arriving fire
    department units immediately.

-   - Supervisory and company officials must make effort to insure that any visitors
    or customers in their facility are evacuated and are safe. If company officials
    cannot determine this fire officials must be informed immediately.

Chemical Spills/Hazardous Material Accidents:

    -   In the event hazardous chemicals or other hazardous materials are spilled,
        released into the building or the atmosphere, or somehow get out of there
        approved storage container, you may have a serious incident to deal with.

    -   A detailed listing of all hazardous chemicals in the building/facility are outlined
        in Attachment 1 of this plan, along with a copy of the Material Safety Data
        Sheets (MSDS) for all products.        Tip: Don’t forget to include cleaning
        products or other items that may not necessarily be hazardous by themselves but
        could combine with other chemicals.

    -   Spill containment and cleanup equipment is located within the building/facility
        at the following locations.

                             List the specific locations in the building.

    -   Personnel Protective Equipment (PPE) is located within the building/facility at
        the following locations.

                             List the specific locations in the building.

    -   Name(s) of those company personnel who utilize the hazardous materials and
        are most familiar with them in the event of an incident.

             List those personnel and include office and home telephone numbers.

    -   Spill Clean-up Company: List the name(s) of the environmental company that
        has a contract with your facility to include a name, address, and contact
        telephone numbers.

         Primary: Name/Address/Contact Person/Telephone Numbers.

         Secondary: Name/Address/Contact Person/Telephone Numbers

             Note: If a company is not under a contract consider listing all local
             environmental companies that may be called upon in the event of an
             accidental chemical spill.

In the event of a chemical spill or hazardous materials release the following actions
must be taken by those personnel involved:

         Small Chemical Spills or Releases:

     -    Review the general spill cleanup procedures.

     -    If toxic fumes are present, secure the area to prevent other personnel from
          entering. If the chemical fumes are deadly DO NOT attempt any further actions
          at this point. Call 9-1-1 as outlined below. Evacuate the building or facility as
          needed in accordance with the evacuation plan using whatever alarm system is

     -    If toxic fumes are not involved, trained company personnel should obtain
          protective equipment and cleanup equipment as needed.

     -    Deal with the spill or release in accordance with the instructions described in the
          MSDS for the material in question.

     -    Notify the supervisor, emergency coordinator, or designated official.

     -    If necessary contact emergency responders by calling 9-1-1. Advise the Live
          Oak Dispatcher of the nature of the chemical spill or release and the type of
          hazard involved and whether anyone has been injured or overcome by fumes.

         Large Chemical Spills or Releases:

     -    Secure the area and prevent other personnel from entering.

     -    If toxic fumes are present DO NOT attempt any further actions at this point.

     -    Call 9-1-1 and advise the Live Oak Dispatcher of the nature of the chemical
          spill or release and the type of hazard involved and whether anyone has been
          injured or overcome by fumes.

     -    Upon the arrival of the fire department provide them with the necessary
          information and the MSDS forms if possible and advise them of the actions

     -    Evacuate the building or facility in accordance with the evacuation plan using
          whatever alarm system is available.

     -    Notify the supervisor, emergency coordinator, or designated official.

     -    DO NOT attempt to cleanup the spill unless personnel have been properly
          trained and posses the necessary protective clothing and equipment.

     -    If possible and without subjecting personnel to further danger, try to contain the
          chemical spill or release to an area of the building/facility by closing doors or
          using pads, booms, or absorbent material. Shut down ventilation systems if
          possible. These actions should only be performed by qualified personnel, who
          have been properly trained and who have the necessary equipment

     -    Contact an environmental cleanup company if one is under contract or refer to
          the listing of those companies outlined above.

     -    Insure anyone who has come into contact with the hazardous chemicals or
          materials are decontaminated if applicable and that these individuals are
          checked by medical personnel if appropriate.

         Note: If your company or business does not utilize any chemicals and has no
         hazardous material of kind you can probably disregard this section.

Bomb threats or terrorism threats to the facility:

There is always the possibility that someone as an individual or as part of a group may
want to cause harm to your business or they simply may want to disrupt your operations
by making threatening telephone calls. In some cases these calls are classified as
unfounded by law enforcement officials as they may only be a prank, however any call
received must be treated seriously, especially if physical harm is indicated. This threat
could be against a person or the entire company. As such, each potential threat must be
treated seriously until proven other wise.

Bomb Threats:

     -    A bomb threat checklist must be developed and every employee should be
          familiar with it. A sample is included in Attachment 2.

     -    Copies of this checklist should be available at each work station, in every office,
          or wherever there is a telephone located within the business or facility. Various
          methods are available to accomplish this.

     -    Training should be held for all new employees and a refresher class should be
          held on an annual basis as a minimum.

     -    In the event a bomb threat call is received by an employee they should attempt
          to remain calm and follow the checklist as best they can.

     -   The recipient of the call should immediately contact their supervisor and/or
         management and inform them of the threat.

     -   A call should also be placed to 9-1-1 informing the Live Oak Dispatcher of the
         threat so the appropriate emergency responders can be dispatched to the

     -   Management personnel should also initiate an orderly evacuation of the
         business/facility in accordance with the evacuation plan. All personnel leaving
         the structure should make a quick sweep of their immediate work areas looking
         for any package, briefcase, or other object that may be out of place. If noted it
         should be left untouched and reported to management or the first arriving
         emergency responders.

     -   Notify adjacent businesses/offices in multi-occupancy buildings or strip centers.

     -   On arrival law enforcement officials will interview the recipient of the call to
         determine any useful information he or she may have on the caller, i.e. male,
         female, speech or accent, and any background noises as an example.

General Terrorism Threats:

     -   Anyone receiving a general threat against a company employee or the facility
         should report it to their supervisor and/or management. This could be a death
         threat against a particular person or the threat of destroying property by fire or
         some other means.

     -   Management should also contact local law enforcement officials as well
         regarding a threat so the appropriate actions can be taken to investigate the

     -   On occasion, threats against a company may come from a current employee or a
         former employee who may hold a grudge against the company for a personal
         reason. The Human Resource Department may be of some assistance especially
         if an employee is terminated and may feel they have been treated badly and may
         want to cause harm to a former supervisor or the company in general.

     -   Property threats should be taken seriously and reported to authorities, especially
         if the business/facility is vulnerable to this type of crime. Namely those without
         security fencing and guards on a 24 hour basis.

     -   All company personnel should receive training on this type of threat as well on
         an annual basis.


The company plan should also address situations such as an employee or visitor with a
firearm on the property; an actual shooting incident; or a possible hostage situation where
personnel are being held hostage at the facility. A business should have a clear policy in
effect on the possession of a firearm. While these situations rarely occur, an in depth
emergency action plan should address these issues. A possible plan to deal with these
situations may be to develop a lockdown plan where each office, work area, or function
can secure there entry doors to prevent unauthorized personnel from entering.

The primary issue here may be to notify law enforcement officials by contacting the Live
Oak Dispatch Center.


All businesses should have an evacuation plan in place to allow all personnel in a
building or complex to leave the facility in an orderly fashion and relocate to a safe
distance from the complex. The reason for the evacuation is somewhat insignificant as
the plan needs to address the relocation of the employees to a safe area away from the

     -   An evacuation plan must be developed for the building/facility based on the size
         and the number of employees. The larger the complex the more detailed the
         plan may need to be.

     -   An evacuation plan must be clearly visible and should be displayed in a frame
         on the walls near the exits to all buildings. The plan should show all exits, fire
         alarm pull stations, fire extinguisher locations, and the plan should outline a
         primary and a secondary evacuation route.

     -   A clearly defined alarm system should be established that can be used to initiate
         the evacuation. Some examples include activating the building fire alarm, using
         an overhead or telephone paging system, calling designated office numbers, or
         using word of mouth to deliver the message. Each system has advantages over
         another and depending on the business or facility some systems may or may not
         be available. Note: As a reminder activating a monitored fire alarm system may
         result in the response of the fire department. The most important issue in
         designing an alarm system is to insure everyone gets the message and no one is
         left behind. This must include customers in a store and visitors in an office

     -   If the facility involves multiple buildings that are close together, it may be
         necessary to evacuate an adjacent building as well, depending on the
         circumstances leading to the evacuation.

     -   A designed assembly point must also be established and clearly outlined in the
         evacuation plan. The assembly point will vary depending on the size of the
         business or facility. Generally speaking this point should be at least 200 feet
         from the building. In addition the assembly point should be in a suitable
         location that will not block emergency responders to the building. Tip: In the
         event of a bomb threat all company personnel should leave the building site to
         include the parking lots. The reason for this is a bomb could have been placed
         in a vehicle in the parking lot or in an outside trash container or dumpster.

     -   When evacuating a structure for any reason, all employees should take some
         necessary items with them to include outer garments based on current weather
         conditions; women should take their purses with them; and everyone should
         insure they have certain items to include their car keys. Depending on the
         circumstances, employees may not be able to re-enter a facility for some time
         and therefore may be allowed to go home. Also if the weather is inclement
         personnel should be prepared to stay warm and dry.

     -   The evacuation plan may also include the location of a suitable facility that
         employees may proceed to in the event of an evacuation. This could be another
         building in a large complex, an adjacent business, or some other facility where
         employees could gather.

Accountability in conjunction with evacuation:

As previously outlined, supervisors and/or management personnel must be able to fully
account for all of their employees. In addition, visitors and customers present at the time
of the incident should be accounted for as well, with special emphasis on the visitors to
the facility who may have been with company officials. Generally speaking, customers
in a business such as a department store may simply leave the facility and depart the area
quickly if a commercial building is evacuated because of a fire alarm or some other issue.
Supervisory personnel should always insure everyone is leaving a facility during an
evacuation by checking offices, restrooms, along with all of the aisles in a large
commercial store. Generally speaking, store employees should leave their respective
work areas after the customers have departed and then report to their supervisors at a
designated location outside. In the event of an actual emergency situation like a fire, the
first arriving fire department personnel will be extremely concerned that everyone is out
of the structure. If management personnel cannot account for an employee or customers,
they may have to begin a search and rescue operation in a vacant building as life safety is
their number one goal.

Severe Weather Issues:

Severe weather typically causes the most problems for a community. South Texas is
known for severe thunderstorms with very heavy rainfall, large hail, high winds, and
dangerous lightning. In addition, the potential for tornadoes is always present during
these thunderstorms. As a matter of information a severe thunderstorm means large hail,
penny size or larger, and winds reaching 40 MPH. The heavy rainfall frequently causes
flash flooding and low water crossings become death traps. Here in the San Antonio area
we are approximately 150 miles from the Texas coast however in the event a tropical
storm or hurricane makes landfall we can receive very heavy rainfall along with the
potential for tornadoes, depending on where the storm makes landfall.

Severe Thunderstorms:

     -   All businesses should have a NOAA Weather Radio located in a central location
         that can be monitored at all times. The location could be an administrative
         office, a security office or guard post, or in some other location where company
         personnel are always present.

     -   All employees that work where the radio is located should be knowledgeable of
         the weather bulletins issued by the National Weather Service. In the event a
         Weather Watch or Warning is issued the information must be passed along to a
         specific individual, a department, or all company personnel. Generally speaking
         this may depend on the nature of the bulletin received and how it may affect the

     Tip: Weather bulletins that are not specifically for Bexar County may not be all the
     important, however if a severe thunderstorm warning is issued for Comal County
     and the storm system is moving towards Bexar County that would be relevant. A
     company official must be capable of making that decision.

     -   When severe weather threatens and watches and warnings are issued, company
         personnel should be advised, especially if a Severe Thunderstorm Warning is
         issued. This is especially important if some employees work outdoors or
         possibly deliver materials or products within the community. In addition, work
         plans may need to be adjusted because of the pending storms. Workers may
         also want to change plans for lunch, or management may want to consider
         allowing personnel to depart early if this occurs late in the work day.

     -   If all employees work indoors the weather may not have that great of an affect,
         however there is always the possibility of tornadoes with severe thunderstorms
         and large hail as well. In addition, power outages can also occur which could
         affect your daily operations.


Tornadoes can occur in South Texas any time of the year whenever severe thunderstorms
are in the area and anytime tropical systems move on shore from the Gulf of Mexico.
Most often they occur in the late afternoon and early evening in the Spring and Fall
whenever storms are in the area.


     -    All companies should have a plan in place that will provide the maximum safety
          in the event a “Tornado Warning” is issued. Generally speaking the safest areas
          in any structure will be an interior room on the lowest floor of the building.

     -    The best areas are small interior rooms like storage rooms, bathrooms, etc. that
          have no outside walls or windows. Tip: Rooms located under stairways may
          not be the best choice since the stairs could collapse.

     -    Once inside the room employees should get down on the floor and use their
          arms to protect their head and neck.

     -    The room(s) must be large enough to hold all of the personnel needing shelter.
          In some cases several locations must be identified, especially if the company is
          housed in more then one building. Tip: In some cases one building might be
          better then another. If so, all employees assigned to a facility that lacks
          protection should be relocated to another building.

     -    Visitors to your facility must also take shelter and customers should also be
          sheltered, however they may want to leave. Depending on the weather
          conditions at the time it might not be wise to let them however legally you can’t
          stop customers or visitors from leaving your business. Encourage them to
          remain and advise them that going outdoors and attempting to drive may be
          more dangerous then staying inside your store or office.

     -    When severe weather threatens the NOAA Weather Radio should be monitored
          carefully especially if a “Tornado Watch” has been posted by the National
          Weather Service. If possible and depending on the companies layout, posting a
          lookout should be considered by management.

     -    In the event a “Tornado Warning” is issued, indicating a possible tornado has
          been sighted, all employees should be warned by whatever means are available
          and they should take cover in the designated safe areas. The best methods to
          accomplish this task would be some type of paging system. Once notified, all
          employees should take cover until the danger passes.


If your company or business is located in or near any kind of flood zone your emergency
plan must include the potential for flooding. If your facility is within one (1) mile of a
significant body of water (coast/lake/river) you may or may not be in a flood zone,
however that body of water may pose a serious threat to your company. It is best to
check with local officials to determine exactly where the flood zone is and they should be
able to provide this information.

Any body of water can overflow its banks during heavy periods of rain, especially when
rainfall rates are several inches per hour. Your location may be safe from the actual
flooding however your facility could be isolated if roadways leading to your place of
business are underwater. Employees may not be able to leave and others may not be able
to get to work. If this should occur, employees may have to remain there until the waters

Low Water Crossings:

There are many low water crossings in and around Bexar County including many in the
adjacent counties. Sadly more lives are lost at low water crossing each year then from
any other weather related issue. It can be difficult to judge the depth of the water and
many people attempt to drive through them. Swift moving water, only a foot deep could
move a small vehicle with tragic results.

If your business is located near a low water crossing, encourage your employees to never
attempt to drive though a crossing when water is clearly flowing across the roadway.
Hopefully there is more then one way to reach your facility that allows employees to
avoid the low water crossing.

Power Outages – Short/Long Term:

Generally speaking a power outage at your business will most likely bring everything to
an abrupt halt, unless you happen to have a back-up power generator. While some large
business along with certain critical facilities have back-up power, most small businesses,
stores, and office buildings do not. As such when the power goes out, your temporally

In the event of an outage, safety is always the number one concern. In large buildings
without windows many people including employees and customers will suddenly be in
the dark. Hopefully the facility has some back up battery lights that will enable people to
safely leave the building. These are normally mounted on walls and give out sufficient
light to exit the building safely.

Short Term Outages:

Generally speaking most power outages are short term and are caused by motor vehicle
accidents, blown transformers, and the weather. These outages are quickly identified by
the power companies through their computer systems. In many cases power can be
restored as soon as the outage is detected as the company can re-route power around the
blown circuit. If your business happens to be affected by the circuit that is out, then
restoration could take some time depending on the repairs that are needed. During severe
weather many outages can occur and these can last for many hours as repair crews will
have many problems to take care of.

Long Term Outages:

Generally speaking long term outages are rare but they can occur when there has been
sufficient damage to a power grid, an electrical substation, or when high tension lines are
involved. These tend to create lengthy outages when power may be off for more then 12
hours or longer. These type of incidents usually are the result of tornadoes, explosions or
fires at a substation, or some other major event. While rare they do occur and restoration
of power can take days, weeks, or even a month or longer. In some cases following a
tornado an entire grid may have to be replaced that may include more then 100 poles,
transformers, and all of the necessary power lines.


There really are not too many options regarding being prepared for a power outage short
of having a back-up power generator. Some other options would be:

     -   Having battery powdered emergency lights.
     -   Having a suitable number of flashlights with extra batteries on hand.

While the emergency lights are normally wall mounted, flashlights and/or some other
type of battery powered lights should be placed in strategic locations in a business.
Reception areas, checkout lanes, or other similar areas should be good locations. In
addition a portable, battery powered radio would be another good idea to have a on hand
in a select location.

In the event of a power outage and there is no back-up power, certain businesses may
have problems if they have merchandise in coolers or freezers that could go bad. Medical
facilities may have certain drugs that are kept in a refrigerator.

Once again, planning is everything. If a power outage occurs businesses must be
prepared to handle it. As a reminder a business located in or near a disaster area may be
undamaged following a major incident but may be without power, gas, and telephone
service. Are you prepared?

Law Enforcement Related Issues:

There are many issues relating to criminal activity that could be addressed in your overall
Emergency Action Plan. These include shop lifters, hold-ups, assorted threats, along
with internal issues like thief of company property by employees, and others.

These issues are not really disaster related but could easily be included in this type of
plan. Dealing with criminal activity is a law enforcement matter and businesses wanting
to include these issues in their emergency action plan should consult with the Live Oak
Police Department. Contact the Police Department at 653-0600 and speak with the crime
prevention officer. They will be able to provide you with the information necessary to
include in your plan dealing with various criminal activities.

                                Recovery Operations

In the event of disaster or some other significant event that affects your daily operations,
a recovery plan will be critical in restoring your business and getting open. Generally
speaking recovery operations are divided into two (2) distinct categories. They are
referred to as short term and long term operations. Short term actions are designed
around immediate actions you can take to get your business or company back in
operations, while long term actions generally involve re-building.

The first step following a disaster would be contacting insurance companies and filing
claims for the damage incurred. Insurance adjusters will be allowed into the disaster area
as soon as possible to begin this process.

Company officials should insure that their insurance policies are up-to-date and their
coverage is adequate.

Short Term Operations:

In general short term operations involve things that your staff can do to restore operations
and get your business back open. In most cases this will involve clean-up and possibly
repairing minor damage such as broken windows. Store front businesses should consider
having something to cover broken windows with immediately after an incident. In large
shopping centers and office buildings, the management company normally will have a
company under contract to repair windows and other minor damage following a storm or
some other incident causing damage.

Long Term Operations:

In the event of a disaster such as a tornado touchdown, wide spread damage will result
and debris clean-up may take days or weeks, or even longer. Utility outages may exist
for many days as well, and even though your business may not have sustained any
damage you may be in the disaster area and you may not have utilities. In addition the
area maybe cordoned off and customers and even employees may not be allowed in,
depending on the circumstances. In some cases there may not be much you can do to get
your store or office back open quickly.

Emergency planning may make the difference on whether you can continue doing
business. The loss of business records could be the key. It is very important that all
businesses maintain back up records using whatever system is preferred. Can employees
conduct business from their home or if your business has another location can they move
there on a temporary basis. Can you set-up your business in a temporary location?

Recovery Planning:

There are many statistics however following a disaster 1 out of 5 businesses affected by
the disaster never re-open and approximately 40% of those that survive a disaster and
manage to re-open end up filing for bankruptcy within one year. Generally speaking
these statistics apply to smaller, privately owned businesses such as convenience stores,
restaurants, and retail shops. Larger department stores usually rebuild however in some
cases they don’t either and many jobs are lost.

A recovery plan can be included with this document or in some cases this may be a
separate document. Basically recovery planning involves having the necessary insurance
coverage that will allow a business to recovery from a disaster. This includes repair
costs, clean-up, replacing lost merchandise, and possibly covering the employees who
may suddenly find themselves out of work.

Preparing a recovery plan can be a difficult task however the key normally is insurance.
Small business owners and operators must have a plan that covers natural disasters,
including flooding, along with man-made disaster that can result from fires.

                                    Attachment # 1

                             Hazardous Chemical Listing

List all of the chemicals and products used in the facility and include a copy of the
Material Safety Data Sheets (MSDS). This listing should include all items used in the
building including cleaning products and office related items such as ink cartridges for
printers, fax machine, etc.

MSDS sheets are available from the manufacturer of all products and must be provided
when asked for.

Organize the MSDS sheets in whatever order is deemed appropriate.

Insure the listing includes where the chemicals and products are located within the

                                          ATTACHMENT 2

Instructions: Be Calm, Be Courteous, Listen, and 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: __________ Other: ____________

    VOICE CHARACTERISTICS                      SPEECH                           LANGUAGE

    ___ Loud         ___ Soft     ___ Fast      ___ Slow      ___ Excellent         ____ Good
    ___ High Pitch ___ Deep        ___ Distinct  ___ Nasal      ___ Fair              ____ Poor
    ___ Raspy        ___ Pleasant ___ Stutter                    ___ Foul              ___________
    ___ Intoxicated __________ ___ Slurred      ________                                 (Other)
                        (Other)                       (Other)

                 ACCENT                        MANNER                     BACKGROUND NOISES

   ___ Local           ___ Not Local ___ Calm      ___ Angry        ___ Factory  ___ Trains
   ___ Foreign        ___ Region     ___ Rational    ___ Irrational   ___ Machines ___ Animals
   ___ Race                           ___ Coherent ___ Incoherent ___ Music        ___ Quite
                                    ___ Deliberate ___ Emotional     ___ Office    ___ Voices
                                    ___ Righteous ___ Laughing      ___ Street   ___ Aircraft
                                                                    ___ Traffic   ___ Party
                                                                    _______________ Other

                                            BOMB FACTS


When will the bomb go off? A certain hour: ____ Time Remaining: _______

Where is the bomb located? Building, Room Number, etc. _______________

What kind of bomb is it? ________________________________________

What does it look like? _________________________________________

Ask how the caller knows so much about the bomb? ____________________________

Ask them for a name, an organization, or group? ______________________________

When talking with the caller does he/she appear familiar with the building? Write down the exact
words the caller users and other comments. Use the back of the form if necessary.

                                    Attachment 3


Additional attachments can be included to your plan depending on the company
needs. As an example a company roster of all personnel could be added with phone
numbers, especially with their cellular numbers. Since almost everyone has one,
contacting employees after an evacuation would be a lot easier if there numbers
were handy.

A floor plan of the building could also be included showing the best safe areas in the
event of a tornado; the location of fire extinguishers; hazardous material clean-up
supplies, etc.

If a listing of environmental clean-up companies is needed, these could be listed as
an attachment instead of within the plan. In addition other companies could be
listed that do clean-up after a fire or if a major water leak occurs causing a lot of
water damage.

Depending on what type of information is included in your plan it may become a
necessity to have a copy readily available after an emergency incident. As such
someone needs to have a copy in their possession once an evacuation has taken
place. This issue will need to be resolved by company officials as to where copies are
kept and who will have one.


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