2010 PROCEDURES FOR HURRICANE PREPAREDNESS

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					 SCHOOL DISTRICT
        OF
PALM BEACH COUNTY




    2010
 PROCEDURES
     FOR
  HURRICANE
PREPAREDNESS




        1
                                                 TABLE OF CONTENTS

PROCEDURES FOR HURRICANE PREPAREDNESS ........................................................................ 4
EMERGENCY NUMBERS - AFTER HOURS ........................................................................................ 5
HURRICANE CONDITIONS/CODES.................................................................................................... 6
RETURN TO WORK CATEGORIES ....................................................................................................... 7
SCHOOL CENTERS .................................................................................................................................... 8
   SHELTER SITES ..................................................................................................................................... 8
    A. SEASONAL PROCEDURES ......................................................................................................... 8
    B. PRE-STORM PREPARATIONS .................................................................................................. 8
    C. OPENING OF SHELTERS............................................................................................................ 9
    D. SITE MANAGER RESPONSIBILITIES AND DUTIES ......................................................... 9
    E. SHELTER ASSIGNMENTS OF SCHOOL DISTRICT PERSONNEL...................................10
    F. ASSIGNMENT OF PERSONNEL FROM OTHER AGENCIES .............................................10
    G. SHELTER LOCATIONS ...............................................................................................................10
    H. SHELTER CAPACITIES ..............................................................................................................10
    I. OCCUPANT INFORMATION .....................................................................................................10
    J. PROTECTION OF SCHOOL PROPERTY .................................................................................11
    K. ANIMALS .......................................................................................................................................11
    L. SUBSTANCE ABUSE ....................................................................................................................11
    M. COMMUNICATIONS ..................................................................................................................11
    N. POST-STORM PROCEDURES ..................................................................................................11
    O. REPORTING DAMAGE ...............................................................................................................12
    P. REPAIRING DAMAGE ................................................................................................................12
    Q. PAYROLL .......................................................................................................................................12
    R. RETURN TO FULL OPERATION ..............................................................................................12
   NON-SHELTER SITES .........................................................................................................................13
    A. SEASONAL PROCEDURES ........................................................................................................13
    B. PRE-STORM PREPARATIONS .................................................................................................13
    C. POST-STORM PROCEDURES...................................................................................................14
    D. REPORTING DAMAGE ...............................................................................................................15
    E. REPAIRING DAMAGE ................................................................................................................15
    F. RETURN TO FULL OPERATION ...............................................................................................15
SCHOOL FOOD SERVICE .......................................................................................................................16
FACILITIES SERVICES...........................................................................................................................19
PROGRAM MANAGEMENT ....................................................................................................................25
TRANSPORTATION .................................................................................................................................37
AREA OFFICES ..........................................................................................................................................39
PUBLIC AFFAIRS .....................................................................................................................................40
SCHOOL POLICE ......................................................................................................................................43
INFORMATION TECHNOLOGY DIVISION .......................................................................................44
THE EDUCATION NETWORK (T.E.N.) ...............................................................................................53
PURCHASING/CONSTRUCTION PURCHASING/WAREHOUSE ................................................54




                                                                              2
RISK & BENEFITS MANAGEMENT .....................................................................................................57
APPENDIX A ..............................................................................................................................................58
APPENDIX B................................................................................................................................................59
APPENDIX C ................................................................................................................................................67


TO PRINT IN COLOR: pp 7, 36, 49-52, 67.




                                                                                3
      PROCEDURES FOR HURRICANE PREPAREDNESS


The Palm Beach County School District has recognized the need to prepare
procedures for hurricane preparedness. Cooperation between various departments
and other agencies in the County is of prime importance to ensure the welfare of
displaced individuals who would be victims of a hurricane disaster.

This Guide, as prepared by the School Police Department, sets out certain goals and
responsibilities of School District Departments and School Centers.

Included are guidelines/plans for the following:



                                School Centers

                            School Food Service

                              Facilities Services

                           Program Management

                                 Transportation

                                  Area Offices

                                  Public Affairs

                                 School Police

                    Information Technology Division

                    The Education Network (T.E.N.)

         Purchasing/Construction Purchasing/Warehouse

                      Risk & Benefits Management



                                            4
                   EMERGENCY NUMBERS
                AFTER HOURS BUILDING AND
                   SCHOOL EMERGENCIES
All calls will be received by School Police Emergency Communications Center:
                        (561) 434-8700 or PX 4-8700

    For weather-related changes in District operations, call the District’s
           Emergency Information Line for recorded messages:
                           (561) 357-7500

      Toll free number for Western and Southern Palm Beach County:
                            (866) 930-6001

                  Employee Emergency Hotline Number:
                          (561) 434-8900

      Toll free number for employees living in Western and Southern
                            Palm Beach County:
                            (877) 409-4670


          REMEMBER, TRUE EMERGENCIES DIAL 911




       ADMINISTRATIVE EMERGENCY NUMBERS

   To contact a Palm Beach School District Administrator:

        Call School Police Emergency Communications Center
                  (561) 434-8700 or PX 4-8700

   Emergency Communications Center will make the call for you!




                                        5
              HURRICANE CONDITIONS/CODES
Hurricanes normally develop slowly. This can be used to our advantage by providing
an opportunity for operating agencies to prepare a response for the expected
emergency situation.

HURRICANE GLOSSARY
NORMAL          Day-to-day operations.
                First indication that a geographical area may be threatened by hurricane
WATCH
                conditions within 48 hours.
                Factors indicate that a hurricane is expected to strike a geographical area
WARNING
                within 36 hours.
LANDFALL        Hurricane to strike. Evacuation orders have been issued.

Hurricane       Conditions                           Actions
Off-Season      Day-to-day operations outside        Review and update organizational plans.
                hurricane season (Dec. 1 -           Arrange for maintenance/repair of equipment
                May 31)                              and replenishment of required supplies.
                                                     Conduct Training.

Season          Day-to-day operations during         Keep informed of location of tropical storms
                hurricane season (June 1 -           and hurricanes. Equipment and supplies pre-
                Nov. 30)                             deployed or prepared for deployment as
                                                     required.

Watch           Tropical Storm (TS) or               Prepare to take immediate action to activate
                Hurricane Watch has been set         organizational plans. Ensure organizational
                for area that includes Palm          hours. Personnel have been briefed and
                Beach County. TS or hurricane        family responsibilities have been stabilized.
                conditions are possible within       Coordinate with Emergency Management as
                48 hours.                            required.


Warning         TS or Hurricane Warning has          Complete all preparatory actions. Personnel
                been set for area that               report to areas assigned for the storm.
                includes Palm Beach County.
                TS or hurricane conditions are
                expected within 36 hours or
                less.

Landfall        Projected landfall within            Full activation of hurricane procedures.
                hours. Evacuation orders have
                been ordered for designated
                areas.

All Clear       Weather conditions have              Key personnel will report to designated areas
                passed from immediate Palm           to begin disaster assessment and clean-up
                Beach County area. Gale force        when able to move about safely.
                winds are not present.




                                                 6
                 HURRICANE PREPAREDNESS
                RETURN TO WORK CATEGORIES
The following categories will be used to announce return to work schedules:


 HURRICANE RESPONSE TEAM – Category "A"
 Recovery Center Team
 Facilities, Program Management, Environmental Control
 Data Center Personnel
 Building Department, Maintenance
 Facilities Services Custodians
 School Based Head Custodians
 Food Service Administration
 Transportation Administration
 Transportation Maintenance
 Purchasing (designated personnel)
 School Based Administrator (one per school)
 Academic Leadership Team


 SCHOOL READINESS TEAM - Category "B"
 Transportation Supervisors/Mechanics
 All School District Custodians
 Designated Area Office Personnel
 Food Service Managers


 GENERAL ADMINISTRATION – Category "C"
 All FHESC Personnel except T-Bargaining Unit Employees
 All 12-month Employees


 SCHOOL BASED PERSONNEL & SUPPORT - Category "D"
 T-Bargaining Unit Employees
 All non 12-month Employees
 Bus Drivers and Bus Aides
 SACC (After Care) Employees
 Food Service Cafeteria Staff




                                           7
                                SCHOOL CENTERS
                                 SHELTER SITES

       For Action: Facility Coordinator and School Center Personnel, Date: June 1, 2010

               EMERGENCY MANAGEMENT PROCEDURES

This procedure is to be used on notification that a school site must be readied to
assist in a community emergency. Every school has the potential of being
designated as a Red Cross emergency shelter when it is determined by the
Superintendent to be in the best interest of the community. Appendix A lists the
Palm Beach County schools designated as Shelters for the 2010 hurricane season.

Employees will be notified by the Principal/Designee of their Category (A, B, C, D)
for return to work after a storm.

Categories:
        A-    report   immediately upon All Clear advisory
        B-    report   when notified by media, E-mail, district Web site or phone call
        C-    report   when notified by media, E-mail, district Web site or phone call
        D-    report   when notified by media, E-mail, district Web site or phone call

A. SEASONAL PROCEDURES
At least once a week during hurricane season (June 1 – November 30), exercise
emergency generators in accordance with manufacturer’s instructions. Check oil and
water levels, refilling as necessary, and verify adequate fuel reserves. Check battery
powered emergency lights for operation.

B. PRE-STORM PREPARATIONS
Notification of school centers will be accomplished by public broadcast using the
ParentLink system and by “black box” (if during school day).

When an official Hurricane Watch has been issued for Palm Beach County and upon
notification by the Office of the Superintendent, it is the responsibility of each
Principal, assisted by assigned personnel, to be prepared to take the following
precautions:

   1. Close and fasten windows just as we do for tornadoes.
   2. Close and secure hurricane shutters
   3. Store all portable items inside the building. Consider such items as garbage
      cans, cartons, tin cans, loose boards, and portable playground equipment.
   4. Secure or take down and store awnings.
   5. Take down and secure wind screens and batting cages/Big Bubbas.
   6. Remove flags from flag poles and advertising banners from all chain link
      fences and structures.


                                                8
   7. Store all books, papers, and other equipment as far as possible from windows
       or areas subject to damage or entry of water. Store these items above the
       floor in plastic covering, if possible, to protect them from water damage due
       to minor flooding.
   8. In the area of the school that serves as the shelter, move all equipment
       except the televisions to a secure location. Since the televisions provide
       information/entertainment for the shelter occupants, leave them connected
       to T.E.N., which will transmit as long as power is available.
   9. In all non-shelter areas move audio-visual, computer equipment, and other
       expensive appliances to a secure, central location without windows. If
       equipment has to be left in an area that may receive water damage, cover it
       with plastic.
   10. Start and test emergency generators to ensure they are operational. Fill fuel
       tanks servicing the generator. Check lubricating oil and battery water.
   11. Turn off all gas and electrical appliances, except as required in designated
       emergency shelters.
   12. Check battery powered emergency lights for operation.
   13. Take any additional precautions considered necessary for the protection of
       the particular facility and site.
   14. Ensure that the telephone numbers and instructions for contacting
       appropriate departments are available to personnel for implementation of
       post-storm procedures.
   15. Locate and make available:
            a. Flashlights and batteries
            b. Hand-held radios (including chargers and extra batteries)
            c. Golf Carts (including chargers)
            d. Cellular telephones (including chargers)
            e. Small generators for battery chargers, if possible
   16. Fill water storage containers.
   17. Distribute working flashlights to personnel who will remain at building.
   18. Ensure that necessary personnel are available to perform their assigned
       duties (i.e. shelter manager, custodians, cafeteria manager).
   19. Disconnect or disable the school’s automatic call/answer phone system.

C. OPENING OF SHELTERS
Generally, Red Cross opens the shelters when weather factors indicate that a
hurricane is expected to strike the Palm Beach County area within twenty-four (24)
hours. Upon direction by the Chief of School Police, the School Police dispatchers will
notify Principals, Food Service Director/Designee and School Police Officers to
respond to each shelter as it is opened. It is the responsibility of the
Principal/Designee to open the buildings at the hour designated.

D. SITE MANAGER RESPONSIBILITIES AND DUTIES
   1. The building administrator or designee shall respond to the school center
      when contacted by School Police to ensure that all appropriate school center




                                            9
      staff have responded to the site and that Red Cross has access to designated
      shelter areas and the cafeteria/kitchen.
   2. The Shelter Manager and Facility Coordinator will conduct a pre-inspection
      survey (see Appendix B).
   3. The Facility Coordinator will secure areas and equipment not to be used by
      the Red Cross.
   4. The Facility Coordinator and the Shelter Manager will establish a work
      schedule for Food Service and Custodial Staff.

E. SHELTER ASSIGNMENTS OF SCHOOL DISTRICT PERSONNEL
    1. Facility Coordinator: Responsible for supervision of school district
       employees. Coordinate tasks with Shelter Manager.
    2. Staff: The Head Custodian and Cafeteria Manager will be at each school. In
       the event that these personnel cannot serve in the shelter, other appropriate
       personnel shall be designated. Each shelter will be assigned at least one
       custodian per every 500 projected occupants. Each shelter shall have one
       Food Service Coordinator plus one worker per 500 projected occupants.
    3. Police: School Police Officers will be assigned to shelters by the School
       Police Department.
    4. Fill water storage containers
    5. Volunteers: Other persons will be accepted on a non-pay, volunteer basis.

        NOTE: County Emergency Management and the Red Cross agree to
        reimburse the School District for Payroll costs incurred.

F. ASSIGNMENT OF PERSONNEL FROM OTHER AGENCIES
The Palm Beach County Office of Emergency Management and the Red Cross will
assign persons to carry out functions for which they are especially trained, as
follows:

        Communications Red Cross Volunteers
        Paramedics/Nurses

G. SHELTER LOCATIONS
The specific areas of a school center to be used as a shelter have been determined
by the Red Cross and are not negotiable.
Please view Appendix C, 2010 Shelters.

H. SHELTER CAPACITIES
Shelter capacities are determined by the Red Cross and shall not be exceeded unless
approved by the Red Cross.

I. OCCUPANT INFORMATION
It is the responsibility of the Red Cross Shelter Manager to handle the registration of
shelter occupants. Occupant information shall not be disseminated without the




                                            10
consent of the Shelter Manager. The Shelter Manager will be responsible for all
media questions and comments.

J. PROTECTION OF SCHOOL PROPERTY
The Building Administrator, in the capacity of Facility Coordinator, will be responsible
to see that School District property is protected at all times during the period of
emergency.

K. ANIMALS
Pets are not permitted in shelters. This is a health requirement that must be
followed. Exceptions are Seeing Eye dogs or police work dogs.

L. SUBSTANCE ABUSE
Substance abuse products are not permitted in emergency shelters. Violators of this
rule will be isolated under School Police or medical protection as appropriate.

M. COMMUNICATIONS
   1. Telephone - The primary means of communications shall be the telephone
      unless lines are disabled.
   2. Radio – a HAM Radio Operator will be assigned to each shelter. They will
      bring their own radios that are to be connected to the available antenna
      system placed in each shelter by the School District. Because of the twenty-
      four (24) hour job and positioning of radio antennas, HAM Operators should
      be extended every courtesy of both space and security in a separate area.
      HAM Operators should request assistance directly from the Red Cross
      Headquarters. If all else fails, they can contact the Office of Emergency
      Management or another shelter operator. 800 MHz radios will also be made
      available.
   3. Cellular Telephones – Cellular telephones have been made available to the
      Superintendent and selected staff for emergency use.

N. POST-STORM PROCEDURES
Red Cross determines closing of shelters. In cases of heavy damage where shelters
are needed for an extended period of time, the Red Cross will work with the School
District to consolidate as many shelters as possible so that school centers can return
to normal as soon as possible. A damage assessment must be made of the entire
facility. It must be checked thoroughly with particular attention to the following:

   1.   Availability of water;
   2.   Availability of electricity and/or gas;
   3.   Functioning of sanitation systems;
   4.   Functioning of air conditioning systems;
   5.   Functioning of boilers;
   6.   Roof leaks;
   7.   Fallen trees;
   8.   Fallen electrical wires – DO NOT TOUCH;


                                            11
   9. Damaged windows and doors;
   10. Damaged water lines and plumbing fixtures;
   11. Flooding in general areas;
   12. Flooding in buildings and on the grounds;
   13. Classrooms or other areas, identified by number or name, that are usable;
   14. Estimated earliest date that classes or work can resume.

O. REPORTING DAMAGE
   1. The Facility Coordinator and Shelter Manager will conduct a joint post-
      inspection Survey. Damages caused by occupants or clean-up costs are paid
      by the Red Cross.
   2. The Facility Coordinator shall prepare a list of damages for Facilities Services
      representatives who should visit the facility during the first daylight hours
      following the cessation of storm winds.
          a. Show exact locations on the listing when identifying areas where
              damage has occurred.
   3. The Facility Coordinator and the Shelter Manager will complete the Shelter
      Facility Survey (Appendix B).
   4. TELEPHONE DAMAGE REPORTS
          a. Call the Damage Control Center and report all damages in the event a
              representative from Facilities Services does not appear at this site.
              Damage Control: (561) 969-5840
              Call Center: (561) 687-8900
              FAX: (561) 687-8905

P. REPAIRING DAMAGE
Damages shall be repaired as required by separate Support Services procedures.

Q. PAYROLL
A completed payroll form will be compiled by School District Employees and
submitted to their appropriate department as soon as possible.

R. RETURN TO FULL OPERATION
Employees not needed for damage assessment or clean up should monitor local
media sources for information about District operations. Also available for use is the
District’s Emergency Information Line that will have updated/recorded messages
about weather related changes in the District’s operations.

District Emergency Information Line……………                       (561) 357-7500
Toll free number for Western and Southern
Palm Beach County…………………………………..                               (866) 930-6001
Employee Emergency Hotline Number………….                         (561) 434-8900
Toll free number for employees living in
Western and Southern Palm Beach County……                       (877) 409-4670



                                           12
                              SCHOOL CENTERS
                             NON-SHELTER SITES

                   For Action: School Center Personnel, Date: June 1, 2010

               EMERGENCY MANAGEMENT PROCEDURES

The purpose of this procedure is to provide instructions for protection from
hurricanes.

While most preparations for a hurricane involve common sense actions, the following
guidelines are provided as an aid for School Center Personnel to use. These are not
all-inclusive and must be supplemented by additional actions depending upon the
particular building site.

Employees will be notified by the Principal/Designee of their Category (A, B, C, D)
for return to work after a storm.

Categories:

        A-    report   immediately upon all clear advisory
        B-    report   when notified by media, E-mail, district Web site or phone call
        C-    report   when notified by media, E-mail, district Web site or phone call
        D-    report   when notified by media, E-mail, district Web site or phone call

A. SEASONAL PROCEDURES
At least once a week during hurricane season (June 1 – November 30), exercise
emergency generators in accordance with manufacturer’s instructions. Check oil and
water levels, refilling as necessary, and verify adequate fuel reserves. Check battery
powered emergency lights for operation.

B. PRE-STORM PREPARATIONS
Notification of school centers will be accomplished by public broadcast or by “black
box” (if during school day).

When an official Hurricane Watch has been issued for Palm Beach County and upon
notification by the Office of the Superintendent, it is the responsibility of each
Principal, assisted by assigned personnel, to be prepared to take the following
precautions:
    1. Close and fasten windows just as we do for tornadoes.
    2. Store all portable items inside the building. Consider such items as garbage
        cans, cartons, tin cans, loose boards, and portable playground equipment.
    3. Secure or take down and store awnings.
    4. Take down and secure wind screens and batting cages/Big Bubbas.




                                               13
   5. Remove flags from flag poles and advertising banners from all chain link
       fences and structures.
   6. Store all books, papers, and other equipment as far as possible from windows
       or areas subject to damage or entry of water. Store these items above the
       floor with plastic covering if possible, to protect the items from water damage
       due to minor flooding.
   7. Move audio-visual, computer equipment, and other expensive appliances to a
       secure central location without windows. If equipment has to be left in an
       area that may receive water damage, cover it with plastic.
   8. Start and test emergency generators to ensure they are operational. Fill fuel
       tanks servicing the generator. Check lubricating oil and battery water.
   9. Turn off all gas and electrical appliances, except as required in designated
       emergency shelters.
   10. Turn off boilers in facilities not serving as designated shelters.
   11. Check battery powered emergency lights for operation
   12. Take any additional precautions considered necessary for the protection of
       the particular facility and site.
   13. Ensure that telephone numbers and instructions for contacting appropriate
       departments are available to personnel for implementation of post-storm
       procedures.
   14. Direct employees to leave all school facilities not designated as shelters
       unless approved by the Superintendent.

C. POST-STORM PROCEDURES
When the All Clear signal is officially announced after the hurricane,
Principals/Designees and at least one (1) custodian shall report to their facility for
damage assessment. The entire building must be checked thoroughly with particular
attention to the following:

   1. Availability of water;
   2. Availability of electricity and/or gas;
   3. Functioning of sanitation systems;
   4. Functioning of air conditioning systems;
   5. Functioning of boilers;
   6. Roof leaks;
   7. Fallen trees;
   8. Fallen electrical wires – DO NOT TOUCH;
   9. Damaged windows and doors;
   10. Damaged water lines and plumbing fixtures;
   11. Flooding in general areas;
   12. Flooding in buildings and on the grounds;
   13. Classrooms or other areas, identified by number or name, that are usable;
   14. Estimated earliest date that classes or work can resume.




                                           14
D. REPORTING DAMAGE
   1. Damage Lists
        a. Prepare a list of damages for Facilities Services representatives who
           should visit the facility during the first daylight hours following the
           cessation of storm winds.
        b. Show exact locations on the listing when identifying areas where
           damage has occurred.

   2. TELEPHONE DAMAGE REPORTS
         a. Call the Damage Control Center and report all damages in the event a
            representative from Facilities Services does not appear at this site.
            Damage Control: (561) 969-5840
            Call Center: (561) 687-8900
            FAX: (561) 687-8905

E. REPAIRING DAMAGE
Damages shall be repaired as required by separate Support Services procedures.

F. RETURN TO FULL OPERATION
Employees not needed for damage assessment or clean up should monitor local
media sources for information about District operations. Also available for use is the
District’s Emergency Information Line that will have updated/recorded messages
about weather related changes in the District’s operations.

District Emergency Information Line……………..… (561) 357-7500

Toll free number for Western and Southern
Palm Beach County……………………………………... (866) 930-6001

Employee Emergency Hotline Number……………... (561) 434-8900

Toll free number for employees living in
Western and Southern Palm Beach County……….. (877) 409-4670




                                           15
                        SCHOOL FOOD SERVICE

                    For Action: Designated Staff, Date: June 1, 2010

            EMERGENCY MANAGEMENT PROCEDURES

           DISASTER (HURRICANE) SHELTER PROCEDURES

Duties and Responsibilities

   1. All schools designated as shelters must be sure Principals have kitchen keys
      available.
   2. Additionally, on June 1, all schools designated as shelters must provide a
      kitchen key to school police headquarters.
   3. The SCHOOL FOOD SERVICE Manager or Designee approved by the Director
      of SCHOOL FOOD SERVICE or the Principal shall be on duty. A manager from
      another school may be requested to serve as a Designee or in conjunction
      with the School Manager. IF THE MANAGER OR THE APPOINTED DESIGNEE
      CANNOT BE REACHED OR IS UNABLE TO PERFORM THIS RESPONSIBILITY DUE
      TO UNFORESEEN CIRCUMSTANCES, PLEASE KNOW THAT THE PRINCIPAL OF
      THE DESIGNATED SHELTER AND THE SCHOOL POLICE HAVE KEYS TO THE
      KITCHEN AREA.
   4. Managers at shelter sites, or the approved Designee, will report to work upon
      being called.
          a. When a school is opened as a shelter, the SCHOOL FOOD SERVICE
             Manager is responsible for organizing the food service in the shelter
             and for serving snack type food to shelter refugees. The Manager or
             Designee will be present as long as the shelter is open. The Manager
             or Designee may request volunteer assistance from those who have
             sought shelter in the school.
          b. Prior to leaving for the summer, each SCHOOL FOOD SERVICE
             Manager is asked to store the following items, for utilization during a
             hurricane:

                    1   case   Paper Plates (1000)
                    1   case   12 oz. Paper Bowls (1000)
                    1   case   12 oz. Paper Cups (1000)
                    1   case   Luncheon Napkins (1000)
                    1   case   Plastic Spoons (1000)
                    1   case   Plastic Garbage Bags (200)
                    1   case   Hot Cups

          c. SCHOOL FOOD SERVICE will have available in the storeroom at each
             designated shelter the following items:



                                             16
          2   30-quart stock pots and lids (for soup)
          1   manual can opener
          2   10-gallon beverage dispensers (for milk and tea)
          1   coffee pot

   These items should be labeled and grouped together in the food
   service storeroom prior to leaving for Summer Break.

d. Commodity foods will be part of the Emergency Inventory, to the
   degree that is practical, under an agreement between the United
   States Department of Agriculture and the Red Cross.
e. When shelters are open, the Red Cross will deliver supplies via a local
   food distributor. These supplies will be delivered after the shelter
   opens but before the storm hits. The American Red Cross will
   coordinate with the food distributor on the delivery times. SCHOOL
   FOOD SERVICE sites will have the existing hurricane supplies to use if
   needed before the Red Cross supplies arrive.

       i. The SCHOOL FOOD SERVICE Site Managers will check in the
          delivery and keep the original invoices. Keep a copy of the
          invoice and get it to the SCHOOL FOOD SERVICE office as soon
          as possible.

       ii. The SCHOOL FOOD SERVICE Manager must keep accurate
           records of what supplies are used and their source (i.e.
           purchased food or supplies and/or commodity food).

f. A completed, accurate inventory of food and other supplies used will
   be made as soon as the emergency is over. The Manager is to prepare
   a report showing the amounts and cost of purchased and/or
   commodity foods used and the amount of non-food supplies used
   during the period the school was used as a shelter. All foods
   (purchased, commodity and any non-food supplies) used including
   soaps and paper goods will be included for reimbursement.
g. Two (2) copies of the report will be sent within five (5) days to the
   Department of SCHOOL FOOD SERVICE. One (1) copy is to be
   retained for the school file.
h. SCHOOL FOOD SERVICE is responsible for the preparation of an
   itemized bill indicating the total amount of food and non-food items
   used. A report showing amounts and types of commodity foods used
   will be submitted to the Department of Health and Rehabilitative
   Services, Commodity Division.
i. To effect salary payments for SCHOOL FOOD SERVICE personnel, a
   memorandum report, which includes the following information, is to
   be prepared:




                                 17
      i. Name and Employee ID Number of each SCHOOL FOOD
         SERVICE employee working during the designated shelter
         hours.

      ii. Hourly rate of each person. For full time personnel, the hourly
          rate is to be determined by dividing the daily rate by eight (8).
          (NOTE: SCHOOL FOOD SERVICE employees will be paid based
          on requirements of the current contract.)

j. Any changes or further instructions on how the payroll is to be
   processed will come from SCHOOL FOOD SERVICE Staff Development
   Team as directed by the School District.




                                18
                         FACILITIES SERVICES

                 For Action: Director/Designated Staff, Date: June 1, 2010

             EMERGENCY MANAGEMENT PROCEDURES
This Departmental Procedure supports the District’s Procedures for Hurricane
Preparedness. Facilities Management Coordinators will ensure they develop
checklists for their Areas to implement actions in support of this plan. All checklists
must be reviewed and approved by the Director of Facilities Services.

   1. Tropical Storm/Hurricane Watch (Weather factors indicate that a
      geographical area may be threatened by tropical storm/hurricane conditions
      within the next 48 hours.)
         a. Facilities Management Coordinators meet with the Director and
             General Managers in the Summit Boulevard Damage Control Center,
             not later than one (1) hour following implementation of the Tropical
             Storm/Hurricane Watch. If a Hurricane/Tropical Storm Watch is
             implemented during non-duty hours, the Director will schedule a
             meeting. The following issues will be evaluated:
                  i. Review current situation.
                 ii. Identify special concerns (Red Cross shelters, schools, work
                     areas, equipment and materials at risk).
                iii. Review Hurricane Warning and All Clear procedures.
                iv. Call in any personnel needed to support preventative actions.

          b. Implement Disaster Plan
                  i. Each Area/Zone Team will implement its checklist.
                 ii. If necessary, suspend routine work in order to ensure areas at
                     risk are rendered safe in accordance with severity of threat.
                     Priority should be given to loose items outside facilities.
                iii. Ensure all personnel are informed of the threat and follow
                     through on actions for Hurricane Warning and All Clear phases.
                iv. Monitor situation and notify Director of problems. Ensure all
                     dispatched personnel remain in radio/telephone contact.
                     Dismiss personnel as soon as preparations are complete.
                 v. Coordinate the dispersal of essential recovery vehicles.
                vi. Verify availability of critical material.
               vii. Fuel and secure vehicles and generators.
               viii. All contractors will be notified by phone, fax and E-mail that a
                     “watch” is in effect and necessary precautions and/or
                     emergency plans should be implemented. This request shall be
                     in writing, dated, and a copy filed in the Contract File at the
                     Department of Facilities Services, in case future proof may be
                     required. See Attachment A “Emergency Procedures” Letter
                     and Attachment A1 “Hurricane Notification” Letter.


                                              19
2. Tropical Storm/Hurricane Warning (Weather factors indicate that a hurricane
   is expected to strike a geographical area within 36 hours)
       a. Complete button-up actions at school center areas of risk and Facilities
          Services’ buildings.

       b. Secure/disperse vehicle tractors and trailers deemed essential to the
          recovery efforts after the hurricane as follows:

                  VEHICLE/EQUIPMENT             NUMBER    SECTION
            1.    Bobcat and Trailer            941       Grounds
            2.    Backhoe/Loader Trailer        599       Grounds
            3.    Backhoe/Loader Trailer        968       Grounds
            4.    New Holland Trailer           734       Grounds
            5.    Bobcat and Trailer            846       Grounds
            6.    Knuckle Boom                  774       Grounds
            7.    Bobcat                        38426     Grounds
            8.    Bobcat                        38442     Grounds
            9.    Bucket Truck                  736       Grounds
            10.   Dump Truck                    799       Grounds
            11.   Trash/Dump Truck              704       Grounds
            12.   Bobcat                        56054     Grounds
            13.   Bobcat                        556       Grounds
            14.   Bob Cat                                 Grounds
            15.   Stump Grinder                 116       Grounds
            16.   Stump Grinder                 206       Grounds
            17.   High Lift                     AC-0965   Grounds
            18.   Bobcat                        S-6056    Grounds
            19.   Bobcat                        S-6054    Grounds
            20.   Case Loader                   AE-0331   Grounds
            21.   Case Loader                             Grounds
            22.   Ford Tractor                  851       Grounds
            23.   Ford Tractor                  996       Grounds
            24.   New Holland Tractor           U-9671    Grounds
            25.   New Holland Tractor           U-9672    Grounds
            26.   Flat Bed Truck                742       Grounds
            27.   Ford Tractor                  536       Grounds
            28.   Ford Tractor                  825       Grounds
            29.   Dump Truck                    706       Grounds
            30.   Ford Tractor                  853       Grounds
            31.   Dump Truck                    707       Grounds
            32.   Dump Truck                    906       Grounds
            33.   New Holland Tractor           DB 1452   Grounds
            34.   Semi Truck                    120       Grounds
            35.   Semi Truck                    744       Grounds



                                           20
            36. Dump Truck                   770       Grounds
            37. Dump Truck                   798       Grounds
            38. Schaeff Loader               BF5316    Grounds

       c. Large vehicles (dump, trash and stake body trucks) should be given
          shelter consideration, space permitting. Owing to weight and size
          factors, these vehicles should withstand full-force conditions, but
          would be better protected if stored inside a facility.
       d. Smaller equipment, such as sweepers, chippers, trenchers, etc., will
          be stored in shop area where possible.
       e. Release all personnel as directed by the Director of Facilities Services.
       f. Recovery Safety Teams will be instructed to take district vehicles
          home.

3. All Clear (Danger from the hurricane has passed)
       a. When the All Clear signal is announced, all Facilities Services’ Category
           A and B personnel will report to work as soon as possible, if the
           announcement is made during normal duty hours on a workday. If an
           employee is unable to report to his/her designated work location,
           he/she should report to the nearest work location. If the
           announcement is made at any other time, personnel will wait for
           guidance through local radio, television or phone.
                i. Category A Personnel and Task Leaders will report to Fulton-
                   Holland Educational School Center (FHESC) Emergency
                   Operations Center (EOC), to initiate damage assessment and
                   recovery actions. In the event that the FHESC is not available,
                   an alternate site will be announced and a vehicle will be
                   provided to transport any materials needed to the new site.
               ii. Category B Personnel will report to their respective duty areas
                   unless directed to go elsewhere by local radio, television or
                   their supervisors.

       b. Recovery Safety Assessment- Team assignments will be based on
          personnel availability at duty areas.
               i. Each Team will organize and conduct a survey of their
                  assigned schools. Program Management and the Building
                  Department will provide additional personnel resources if
                  needed.
              ii. A Team will be assigned to work with the debris monitoring
                  firm.
             iii. A Contractor Monitoring Team will be assembled to monitor all
                  contractor activity.
             iv. The Administrator in charge will provide each team with the
                  following:
                      1. Camera
                      2. Keys for each facility


                                        21
                    3.  Damage assessment forms
                    4.  Digital tape recorder
                    5.  Flashlight
                    6.  Packet containing all necessary forms
                    7.  Detailed instructions on how to complete a damage
                        assessment form.
          v.     The Administrator in charge will assign all vendor related work.
          vi.    The Administrator in charge will secure aerial photography of
                 the District.
         vii.    The Administrator will insure all vendor invoicing is in
                 accordance with FEMA guidelines and meets contract
                 requirements.
         viii.   Purchase orders will be issued through the Purchasing
                 Department.

   c. Environmental Control Office
          i. When water damage is observed by the Building Assessment
             Teams, this water damage will be reported to the
             Environmental Control Office to determine appropriate
             remediation.

           ii. If chemical spills are observed, these spills will be reported to
               the Environmental Control Office for appropriate cleanup and
               regulatory reporting.


          iii. If asbestos building materials are discovered damaged, this
               damage will be reported to the Environmental Control Office for
               regulatory abatement.

         iv. The Utilities Section shall take all necessary actions before and
             after the storm to assure adequate fueling throughout the
             District, and trash collection at shelters and schools.
* In addition, the Environmental Control Office staff will provide
support to the Building Assessment Teams as needed.*

   d. Safety assessment forms will be filled out for each facility and
      transmitted verbally or hand carried to the DCC.
   e. EOC will determine what facilities are ready for occupancy.
   f. EOC will refer any safety issues to the Building Department.
   g. EOC will recommend projects to Program Management.
   h. EOC will transmit FEMA form to PBCSD FEMA Coordinator.
   i. Schedule necessary inspections with the Building Department.




                                       22
4. Implement Clean-Up Plan
      a. Concept – Response priorities are safety concerns first, damage
         second, life safety systems, mechanical systems and clean-up actions
         last. Additionally, some personnel may be formed into specialty teams
         (i.e., heavy equipment trades, grounds, and labor). Routine or
         scheduled actions will be temporarily suspended during the
         emergency. Extensive use of overtime may be required.

      b. Operations – All activity will be coordinated from the EOC in order to
         enhance internal and external communications. Telephone problems
         are expected. Use of cellular phones, two-way radios, FAX, E-mail will
         supplement emergency communication networks.
             i. The standard School District work order process will be used to
                record all inputs received. One work order will be used per
                school. If the work order system is not available,
                documentation will be handwritten and loaded into the system
                at a later date.

             ii. All requests received will be entered by the EOC. EOC
                 personnel will coordinate these requirements with the Director.
                 Each input will be assessed for action priority and given to the
                 appropriate Area/Zone Team for resolution and monitoring.
                 Facilities Management Coordinators may take immediate action
                 for any emergency call that could affect safety or loss of life.

             iii. Each Area Team will designate where their people will
                  assemble while waiting for instructions.

      c. Once an Area/Zone Team is assigned a work order, they will notify
         and assemble staff for action. Personnel from one area may be
         required to support teams from other areas. Facilities Management
         Coordinators/Task Leaders will control and monitor the operations.
         Personnel will be dispatched in groups of two or more.

                Whenever possible, normal procedures will be followed to
                reflect time and material charges. If necessary, written records
                will be maintained until the data can be loaded on the work
                order system.

      d. Vehicles – Department personnel will operate at least one (1) radio-
         equipped vehicle with one (1) person calling in every one-half (1/2)
         hour for a change of assignment or to follow-up on tasks. Each vehicle
         will be fitted with suitable first-aid/safety equipment and necessary
         tools/equipment to complete the job.




                                      23
      Safety – Safety is paramount. No one is expected to assume
      additional risk to person or equipment beyond normal day-to-
      day levels. Individuals in charge will be held responsible to
      ensure employees follow safety standards, including the wearing
      of personal protective equipment.

5. Resume routine schedule and actions when directed.
6. A Hurricane Post Recovery Team will be formed to complete the following:
      a. Attend FEMA kickoff meeting
      b. Accompany FEMA on all site visits
      c. Assist with writing of Project Work Sheets
      d. Manage all repairs
      e. Maintain all files pertaining to the disaster
      f. Administer all contracts
      g. Ensure FEMA compliance
      h. Assist with insurance reimbursement




                                      24
                      PROGRAM MANAGEMENT

                 For Action: Director/Designated Staff, Date: June 1, 2010

             EMERGENCY MANAGEMENT PROCEDURES
This Procedure is to be used when Palm Beach County receives notification of a
tropical storm or hurricane watch for this area, and as a guide for other emergencies
as may arise.

   1. Procedures for employees for STORMS OR OTHER EMERGENCIES
         a. Tropical Storm or Hurricane Watch: (Tropical storm or hurricane
            conditions are possible within 48 hours.) When a tropical storm or
            hurricane watch is issued, the following actions will be accomplished
            by Program Management Personnel:
                 i. All Contractors will be notified by phone, fax, and E-mail that a
                    “watch” is in effect and necessary precautions and/or
                    emergency plans should be implemented. This request shall be
                    in writing, dated, and a copy filed in the Contract File at the
                    Program Management Department, in case future proof may be
                    required. See Attachment A “Emergency Procedures”
                    Letter and Attachment A1 “Hurricane Notification”
                    Letter.
                ii. Project Coordinators (PCs) should take pre-storm digital images
                    of their sites and the construction taking place.
               iii. All mobile phones shall be left on and monitored until advised
                    otherwise by a representative of the Departmental
                    Headquarters.
               iv. All Category A Employees (see paragraph (d) below) must
                    make sure they have the supplementary School District
                    Security badge entitled “Essential Employee for Emergency
                    Response” issued by School Police.

          b. Tropical Storm or Hurricane Warning: (Tropical storm or hurricane
             conditions are possible within 36 hours.) When a tropical storm or
             hurricane warning is issued, the following actions will be accomplished
             by Program Management Personnel:
                 i. All mobile phones shall be left on and monitored until advised
                    otherwise by a representative of the Departmental
                    Headquarters.
                ii. At the Main Office of Program Management, all paperwork,
                    books, etc. shall be stored in the designated area. File cabinets
                    and files should be moved away from the windows and into a
                    centralized area, secured by draping sheets of Visqueen over
                    them, and taping the Visqueen down with duct tape. Room



                                              25
           shall be allowed for personnel to move freely within the space.
           The Senior Project Administrators (SPAs) shall coordinate.
      iii. PCs shall inform Contractors on their assigned projects that an
           emergency warning is in effect for this area and request the
           Contractor to take all precautions not yet implemented to
           safeguard the site, buildings and grounds.
               1. Should a Contractor fail to take necessary precautions, it
                  should without delay be informed in writing of its failure.
                  To safeguard existing facilities from damages, the
                  appropriate SPA shall notify the Contractor that the
                  SDPBC will affect those actions it feels necessary.
               2. PCs shall take digital images of areas to document the
                  Contractors’ non-performance and the pre-disaster
                  condition.

c. Evacuation Order for Storms or Other Emergencies
        i. When the order to evacuate is issued, all office personnel
           should cover their electronic equipment (computers, printers,
           faxes, etc.) with plastic and tape it securely, leave their work
           location, and proceed home to secure their residence and
           belongings. The building management personnel shall shut
           down nonessential electrical service.
       ii. When the order to vacate during any other type of emergency
           is issued, whether via Fire Alarm or any other verbal or written
           message, immediately leave the facilities at the nearest safe
           exit.
      iii. When the message to lock down is issued, blinds shall be
           drawn on windows and all personnel shall report to their safe
           area, and lock the door until notified.

d. Procedures During an Emergency Event
       i. Hurricane – During a storm or other emergency, personnel
          shall take the following actions:
             1. All personnel shall respond to the direction of the
                  agency having authority.
             2. A radio watch shall be kept with local radio stations so
                  that Program Management personnel can be informed
                  of the information concerning work or no work
                  conditions. Respond to the radio instructions. All staff
                  have been assigned a Category:
                      a. Category A: Report immediately upon All Clear.
                         The Department Director, General Manager,
                         Senior     Project   Administrators,     Project
                         Coordinators and Academic Construction Liaisons
                         (ACLs).




                                 26
                     b. Category B: Report when notified by
                        commercial radio stations, phone call or E-mail,
                        probably within 24 hours of the passing storm or
                        other emergency. All Secretaries, Support
                        Technicians, Service Representatives, Project
                        Task     Leaders,   Accounting     Techs     and
                        Accountants.
                     c. Category C: All Others. Includes Education
                        Program Manager, Statistical Analysts, Interior
                        Design Coordinators, Educational Programmers,
                        Ed Spec Specialists, Draftspersons, Project
                        Schedulers, Program Estimators, Construction
                        Permitting, and temporary contract employees.

       ii. Other Emergencies
              1. All affected Contractors will be notified by phone, fax
                  and E-mail that an event has taken place and that
                  necessary precautions and/or emergency plans should
                  be implemented. This request shall be in writing, dated,
                  and a file copied in the Contract File of Program
                  Management. See the Attachment A “Emergency
                  Procedures”       Letter    and     Attachment       A2
                  “Emergency Notification” Letter.
              2. Obey Fire Alarms or other emergency messages.
              3. Respond to radio or other instructions regarding recall
                  (see categories above).
              4. Contact your supervisor for instructions.

e. All Clear: (Storm has ceased or emergency is over.) When the All-
   Clear advisory is issued:
        i. For Non-Storm Emergencies: Follow directions provided for
           either re-entering the building, returning to work stations, or
           departing the campus for the day.
       ii. For Storm-Related Emergencies: Category A personnel will
           immediately return to work, if conditions of the streets and
           highways permit, and be prepared to coordinate work effort as
           directed. Telephonic, electronic or radio contact shall be made
           with the Department Headquarters. If an employee is unable to
           report to his/her designated work location, he/she should
           report to the nearest work location. The initial intended
           Damage Control Center (DCC) is the FHESC Cafeteria. If
           damaged, a new location will be chosen at that time and you
           should call in for location.
               1. The Department Director, General Manager and the
                  Senior Project Coordinators will report to the District’s
                  Damage Control Center (DCC). The decision as to the


                                27
                location of the District’s Damage Control Center will
                have been made and you will be advised as to where to
                go.
             2. Initial Assessment Teams (IATs) will be sent out by the
                Facilities Services Department to perform triage. Aerial
                photography will augment site inspection to help
                determine prioritization.
             3. Upon information received by the IAT, the appropriate
                Damage Assessment Teams (DATs) will be mobilized.
                DATs, Team Leaders and Call Down lists are attached.
                See list below. Activated Team Leaders shall use their
                call down lists to ascertain the availability of staff, direct
                them as to where to go, and report status to the DCC.

             Attachment B: Damage Assessment Team Leaders
                           and Call Down Procedure

      iii. DATs shall then immediately go to assigned locations, prepare
           detailed damage assessments, take representative pictures
           (digital images and/or Polaroid or self-developing film
           cameras), dictate a narrative of the damage into a tape
           recorder (provided by FEMA team) and bring all documentation
           to the DCC as soon as possible. Safety is paramount. No one
           is expected to assume additional risk to person or equipment
           beyond normal day-to-day levels. DATs shall begin creating
           FEMA documentation:
               1. Form EM 40, if not already performed by the Initial
                   Assessment Teams (Zone Teams).
               2. Project Worksheets.
               3. Quantity Takeoffs.
               4. Cost Estimates.
               5. Maps and Sketches.
               6. Photographs.

      iv. Should conditions of highways and streets prevent anyone from
          reporting to their assigned locations, report to the nearest
          reachable facility and assist with damage assessment.

f. Twenty-four (24) hours after the All Clear:
      i. For Non-Storm Emergencies: Contact your supervisor for
         instructions.
             1. Should there be damage related to the emergency,
                 follow the procedures for recovery from storm events,
                 below.




                                28
ii. For Storm Related Emergencies: The Initial Assessments by the
    Zone Teams will either be completed or wrapping up. DATs
    should be reviewing and updating the Initial Assessments,
    reporting differences or new information, and working to
    generate required FEMA documentation.
       1. Information on possible life threatening circumstances
           shall be called in upon discovery, as well as information
           on building or property conditions that will worsen if not
           addressed immediately.
       2. Document everything. Calls, reports, notices, etc.
       3. Record the date and the time of your inspections,
           notices and reports.
       4. Reports of field conditions should include, but not be
           limited to the status of (BE THOROUGH AND GIVE
           CLEAR DETAILS):
               a. Electricity
               b. Fire Alarms
               c. Intercoms
               d. Telephones
               e. Internet
               f. Air Conditioning
               g. Gas/Kitchen
               h. Water & Sewer
               i. Roofs
               j. Flooding
               k. Broken Windows
               l. Structural Damage
               m. Site Damage, including foliage.
               n. Site Access

iii. It is important to clearly document before and after
     conditions at construction job sites for insurance, cost
     recovery and contract management purposes. The issue of
     Insurance Deductibles and responsibility for damage or missing
     materials needs to be as clearly documented as possible. Be
     VERY detailed in comparison of before and after conditions.

iv. From 24 hours after All Clear until return to normal:
       1. Personnel shall continue to work on emergency repair
          projects until all school functions return to normal.
       2. Disaster Recovery Contractors shall be issued Purchase
          Orders, or Facilities Services will assign resources for
          our facilities to prevent further damage, secure building
          envelopes, restore safe access, control debris removal
          and coordinate with the County to remove and dispose
          of debris.


                          29
                     3. Major Project Contractors will return to their in-progress
                        projects,   repair    any     damage       (after   careful
                        documentation) and resume construction. Document the
                        post-storm conditions as soon and in as detailed a
                        fashion as possible.
                     4. Major repairs to existing facilities will be addressed by
                        the annually contracted General Contractors, or other
                        resources, with reduced timeframes for opening
                        Purchase Orders.
                     5. Minor Project repairs, above $2,500.00 can be quoted
                        out, bid or authorized off of existing contracts at the
                        direction of Procurement. Prepare detailed scope and
                        cost estimates for their review.
                     6. Coordinate with Facilities Services and the Building
                        Department.

2. Procedures for General Contractors (GCs)
      a. Storm Related Emergencies
              i. The SPAs shall obtain a copy of the Contractor’s Hurricane
                 Procedures at commencement of the work and keep this on file
                 at the site.
             ii. The PCs shall monitor the General Contractor’s activities
                 following the Hurricane Notice for compliance and
                 completeness. At lest the following shall be pursued:
                     1. Tie down or otherwise secure all construction materials
                         that could be moved by high winds and become
                         airborne objects, or that could be damaged by storm
                         water runoff, or by erosion by wind or water.
                     2. Remove from the site to a place of proper disposal or
                         otherwise secure all debris and trash.
                     3. Protect any areas of a project where wind driven rain
                         could possibly cause damage to finished or unfinished
                         surfaces or installed or stored equipment.
                     4. Lower the boom on any crane on the site or remove
                         from the site. Secure any temporary electric service or
                         other utility connections.
                     5. Secure any scaffolding or temporary support structures
                         that would not be able to withstand hurricane force
                         winds.
                     6. Secure or remove from the site any roofing materials or
                         other building materials stored on the roofs of facilities.
                         Also, every effort shall be made to make all projects as
                         watertight as possible.
                     7. Subsequent to a hurricane warning, GCs will ensure that
                         a 4 kW generator can be made available at the site
                         immediately after the event. The purpose of this


                                        30
                generator will be to provide emergency power at the
                work site after the All Clear advisory is issued and the
                Contractor’s personnel return to work.

b. Non-Storm Related Emergencies
      i. The SPAs will issue instructions as to how the School District
         elects to react to the emergency.




                               31
Attachment A
                                   Program Management
                                   Emergency Procedures
                                              date, 2010

VIA FACSIMILE <<Facsimile>>




«Name»
«Company»
«Address»
«Address2»
«City»

                Re: Emergency Procedures

Dear <<Salutation>>:

In response to Bulletin No.      of the School District of Palm Beach County, a copy of the
2010 Procedures for Hurricane Preparedness has been forwarded to you via email. Upon
written notification of an emergency, the following Emergency Procedures for all projects
under construction will be implemented:

If the emergency is related to a storm:

    1. Tie down or otherwise secure all construction material that could be moved by high
       winds and/or water.
    2. Remove from the site to a place of proper disposal or otherwise secure all debris and
       trash.
    3. Protect any areas of a project where wind driven rain could possibly cause damage to
       finished surfaces or installed equipment.
    4. Lower boom on any crane on the site or remove from the site. Secure any temporary
       electric service or other utility connections.
    5. Secure any scaffolding or temporary support structures that would not be able to
       withstand hurricane force winds.
    6. Secure or remove from the site any roofing materials or other building materials
       stored on the roofs. Every effort shall be made to make all projects as watertight as
       possible.
    7. Subsequent to a storm warning, or as otherwise notified by the School District in an
       emergency, General Contractors will ensure that a 4kW generator can be made
       available at the site immediately after the event. The purpose of this generator will be
       to provide emergency power at the work site after the All Clear advisory is issued and
       the Contractors’ personnel return to work.




                                                32
If the emergency is not related to a storm:

    1. The School district will notify you and issue instructions for your construction site,
       commensurate with the emergency.


This letter is sent to all construction companies presently working on a School District
project. It is your responsibility to forward the 2010 Procedures for Emergency Preparedness
to any subcontractor(s) you have hired for the project(s).


If you have any questions regarding this request, please give me a call.


                                               Sincerely,




                                               Warren Haan
                                               Director, Program Management


CC:     Joseph M. Sanches
        Jim Cartmill




                                                33
Attachment A1
                                  Program Management
                                  Hurricane Notification
                                             date, 2010

VIA FACSIMILE <<Facsimile>>




«Name»
«Company»
«Address»
«Address2»
«City»

               Re: Hurricane Notification Project


Dear «Salutation»:

Current projections indicate that Palm Beach County will be impacted by Hurricane
“________”. Your attention is directed to Articles 2.3.15 “Weather Protection” of the Form
of Agreement and 10.3 “Emergencies” of the General Conditions between your company and
the School District of Palm Beach County.

Please implement the required preparations in keeping with the Hurricane Procedures we
have established. We trust that you will institute these and any other measures necessary to
eliminate the potential for damage if the storm arrives at your project site.

Thank you for your prompt cooperation and attention to this matter.

Please call me at (561)______________ if you have any questions.


Sincerely,




Senior Project Administrator


CC:    File Director
       Program Management


                                               34
Attachment A2
                                  Program Management
                                  Emergency Notification
                                              date, 2010

VIA FACSIMILE <<Facsimile>>




«Name»
«Company»
«Address»
«Address2»
«City»

               Re: Emergency Notification Project


Dear «Salutation»:

[Insert a description of the emergency and instructions to the contractor.]

Thank you for your prompt cooperation and attention to this matter.

Please call me at (561)______________ if you have any questions.


Sincerely,




Senior Project Administrator


CC:    File Director
       Program Management




                                                35
 Attachment B

                  Program Management
 Damage Assessment Team Leaders and Call Down Procedures

  Emergency Call Down Duty: Sanches to PM Director
(Haan), Haan to GM (Cartmill), GM to SPAs, SPAs to PCs.


                 ATTACHMENT B, DAT PHONE NUMBERS
                 (HOME / MOBILE 561 Area Code UNO)
        Al Jones        DAT Leader 684-1978       719-7957
        Angel Garcia    DAT Leader (772) 345-1150 248-8253
        Bob Shaffer                575-5866       719-8166
        Gene Colson     DAT Leader (772) 223-0661 248-0759
        Glen Armbruster DAT Leader 622-6860       722-1802
        Greg West                  688-2258       719-8142
        Harold Hicks               (772) 345-0314 722-1800
        Jim Cartmill               215-9177       248-5719
        Jim Westrick               793-1388       719-7981
        Joseph Sanches             383-6828        662-0969
        Lloyd Weeks                732-3460       719-8283
        Michael Kennedy DAT Leader 798-6211       719-8250
        Phyllis Karp    DAT Leader 495-8170       719-8286
        Richard Avery              (772) 288-0475 248-1155
        Rick Jones                 736-5153       248-8755
        Rob Crews                  575-9650       719-8135
        Robert Schultz             795-9031       662-5608
        Sue Janis                  496-3335       662-6422
        Warren Haan                625-6316       719-7931




                                  36
                            TRANSPORTATION

                  For Action: Director/General Managers/Area Managers/
                Senior Coordinators/Transportation Supervisors/Forepersons
                                    Date: June 1, 2010

             EMERGENCY MANAGEMENT PROCEDURES

Palm Tran has primary responsibility for providing bus service associated with
hurricanes or other emergencies.

A. Director of Transportation
   1. When the hurricane warning is issued, be available for duty.
   2. When the evacuation order is issued, remain in office to coordinate use of
       school buses, if necessary, in support of Palm Tran.
   3. During the hurricane, stay safe.
   4. When the All Clear signal is issued, assess damage, coordinate use of buses if
       needed, and initiate activities to “clean-up”.

B. General Managers, Area Managers and Senior Coordinators
   1. When the hurricane warning is issued, be available for duty.
   2. When the evacuation order is issued, be available to contact drivers and
      assign work, if required, in support of Palm Tran.
   3. During the hurricane, stay safe.
   4. When the All Clear signal is issued, be available to contact drivers and assign
      work if required in support of Palm Tran.

C. Area Team Leaders and Shop Forepersons

   1. 72 Hours prior to a hurricane:
         a. Police and clean the Transportation Facility areas.
         b. Fuel all buses and support vehicles.
         c. Request fuel delivery from fuel vendor(s).

   2. 48 Hours prior to a hurricane:
         a. Continue policing Transportation Facility areas.
         b. Secure all loose materials and containers inside the office/shop.
         c. Fuel Facilities Services Vehicles.
         d. Prepare to stack buses around the shop and fuel island areas. (NOTE:
            Place the newest units to the inside.)
         e. Identify location of generator to be used for power supply for Fuel
            Island and secure.
         f. Continue the fueling of all vehicles.
         g. Request final fuel delivery from vendor(s).




                                             37
   3. 24 Hours prior to a hurricane:
         a. Park service vehicles and wrecker inside the shop with other critical
            vehicles.
         b. Move all containers inside and secure.
         c. Fuel only vehicles not previously done.

   4. 12 Hours prior to a hurricane:
         a. Conduct a final walk-around and lock-up of Facility.

D. Following an Event:
   1. When All Clear is issued, report for duty. Media may allude to classes of
       employees. Transportation Maintenance employees are Category A
       employees.

   2. If power is not available at your location, report as soon as day breaks.

   3. If power is available, report when asked by supervisor or at scheduled time if
      not called.

        NOTE: Shop forepersons must maintain a current phone roster of all
        employees. Normal call-in procedures will apply. If any one Transportation
        Facility is more damaged than the others, efforts will be coordinated to get
        them back in operation at every opportunity.

   4. Area Transportation Team Leader will contact forepersons for initial damage
      assessments as soon as practical. Transportation forepersons will conduct a
      complete walk-around ASAP and write up everything that is damaged.
      Facilities Services Building Assessment Teams will follow-up after they get
      schools up and on-line.




                                           38
                               AREA OFFICES

                  For Action: Area Superintendents, Date: June 1, 2010

            EMERGENCY MANAGEMENT PROCEDURES

This procedure is to be used when Palm Beach County receives notification of a
tropical storm or hurricane watch for this area.

A. Pre-Storm Preparations
   1. When a hurricane watch is issued, Area Superintendents will remain in
      contact with the Superintendent regarding early release of students, if in
      school.
   2. Area Superintendents will be prepared to issue any special instructions to
      School Principals to include After School, Community School Activities, etc.
   3. When a hurricane warning is issued, the School Police Communications
      Center will become the central focal point for all communications to or from
      the Superintendent. Area Superintendents will provide all necessary
      assistance to the Superintendent of Schools.

B. Post-Storm Procedures
   1. When the All Clear is officially announced after the hurricane, Area
      Superintendents should:
         a. Report to their respective areas and offices to assess damage.
         b. Report results of damages and conditions that could cause further
             damage by telephone or Fax to the Damage Control Center.

                         Damage Control Center:
                        Telephone: (561) 687-8900
                           Fax: (561) 687-8905




                                            39
                               PUBLIC AFFAIRS

               For Action: Chief Public Information Officer, Date: June 1, 2010

             EMERGENCY MANAGEMENT PROCEDURES

This procedure is to be used when Palm Beach County received notification of a
tropical storm or hurricane watch for this area.

A. Pre-Storm Preparations
   1. Tropical Storm or Hurricane Watch: “Tropical storm or hurricane
      conditions are possible within 48 hours.” When a tropical storm or hurricane
      watch is issued, the following actions will be accomplished by Public Affairs:
         a. The Chief Public Information Officer will remain in contact with the
             Superintendent regarding closing of schools or early release of
             students, if in school.
         b. The following methods will be used to communicate with district
             employees and the public regarding closing of schools:
                   i. A news release will be issued for all media
                  ii. The Chief Public Information Officer will be available to the
                      media for live interviews.
                 iii. The District’s Community Web site will have the latest
                      information. Go to www.palmbeachschools.org/community
                 iv. T.E.N. (Channel 97 on most cable systems) will provide
                      continuous updates, including regular live status reports and
                      crawls across the bottom of the screen.
                  v. The School District Emergency Information Line for the public
                      is (561) 357-7500 or toll free (866) 930-6001 for west and
                      south Palm Beach County and below, and will have the latest
                      information in English, Spanish and Creole. The School
                      District Emergency Information Line for employees is
                      (561) 434-8900 and toll free (877) 409-4670 for west
                      and south Palm Beach County employees.
                 vi. Public Affairs Specialists will provide live updates on Spanish
                      and Creole television and radio.
                vii. Principals and Department Heads will receive an E-mail, which
                      should be forwarded to all staff. If staff does not have E-mail,
                      the E-mail should be posted on the staff bulletin board.

   2. Tropical Storm or Hurricane Warning: “Tropical storm or hurricane
      conditions are expected within 36 hours or less.” When a tropical storm or
      hurricane warning is issued, the following actions will be accomplished by
      Public Affairs:
         a. The Chief Public Information Officer will provide all necessary
             assistance to the Superintendent.



                                               40
          b. The following methods will be used to communicate with district
             employees and the public:
                 i. A news release will be issued for all media.
                ii. The District’s Community Web site will have the latest
                    information. Go to www.palmbeachschools.org/community
               iii. T.E.N. (Channel 97 on most cable systems) will provide
                    continuous updates.
               iv. The School District Emergency Information Line (561) 434-
                    8900 or toll free (877) 409-4670 for west and south Palm
                    Beach County and below will have the latest information in
                    English, Spanish and Creole.
                v. ParentLink telephone calls to employees and parents.
               vi. As a hurricane approaches, the Chief Public Information Officer
                    will participate in a final phone conference with other members
                    of the Emergency Operations Team.

B. Post-Storm Procedures
   1. All Clear: “Weather conditions have passed from immediate Palm Beach
      County area. Gale force winds are not present.” When the All Clear advisory
      is issued, the following actions will be accomplished by Public Affairs:
           a. The Chief Public Information Officer and Public Affairs Specialists will
              report to the School District Emergency Operations Center.
           b. The Chief Public Information Officer will, in coordination with other
              Department Chiefs, prepare and issue information regarding
              employees reporting back to work using the “A, B, C, D” category
              system.
                  i. All school and district staff have been assigned a category by
                      their supervisor:
                          • A – Hurricane Response Team
                          • B – School Readiness Team
                          • C – Report when notified by media, E-mail, district Web
                              site or phone call. All 12-month employees and all
                              FHESC personnel, except bargaining unit employees.
                          • D – All others report – School Based Personnel &
                              Support

   2. From the All Clear Advisory Until Return to Normal:
         a. Twice a day, Public Affairs will facilitate media conferences from the
            Emergency Operations Center.
         b. The following methods will be used to communicate with district
            employees and the public regarding the status of School District
            facilities and reopening of schools:
                 i. News released will be issued for all media.
                ii. Chief Public Information Officer and IT will assist
                     Superintendent in issuing ParentLink messages to parents and
                     employees.


                                           41
 iii. The Chief Public Information Officer will be available for live
      interviews.
 iv. The District’s Community Web site will have the latest
      information. Go to www.palmbeachschools.org/community
  v. T.E.N. (Channel 97 on most cable systems) will provide
      continuous updates, including regular live status reports and
      crawls across the bottom of the screen.
 vi. The School District Emergency Information Line for the Public
      is (561) 357-7500 or toll free (866) 930-6001 for west and
      south Palm Beach County and below, and will have the latest
      information in English, Spanish and Creole. The School
      District Emergency Information Line for employees is
      (561) 434-8900 and toll free (877) 409-4670 for west
      and south Palm Beach County employees.
vii. Public Affairs Specialists will provide live updates on Spanish
      and Creole television and radio.
viii. All schools and departments should have an “Emergency Phone
      Tree” in place to facilitate communications. (The
      principal/department head calls the first person on the list, that
      person calls the next, etc. This process continues until contact
      is made with as many employees as possible.)




                            42
                              SCHOOL POLICE

                   For Action: Department Personnel, Date: June 1, 2010

             EMERGENCY MANAGEMENT PROCEDURES

This procedure is to be used when Palm Beach County receives notification of a
tropical storm or hurricane watch for this area.

A. Pre-Storm Preparations
   1. The Chief of School Police has been designated as the School District Liaison
      with Emergency Management and will respond to the Emergency
      Management Operations Center when a hurricane watch is given or when
      agreed upon by the Chief of School Police and the Director of Emergency
      Management.
   2. During the hurricane watch and warning period, the Chief of School Police
      will maintain frequent contact with the Superintendent.
   3. Upon notification by the Chief of School Police, the School Police
      Communications Operators will notify the Facility Coordinators, Food Service
      Director/designee and School Police Officers to respond to each shelter as it
      is ordered opened by the Red Cross.

B. Post-Storm Procedures
   1. After the All Clear is sounded, it is possible that only Police Officers and
      emergency personnel will be allowed on the streets. In this instance, the
      Chief of School Police will coordinate School District needs with the Police and
      emergency personnel.
   2. Also, at the All Clear, the School Police Department will be available to assist
      in District recovery operations.




                                             43
              INFORMATION TECHNOLOGY DIVISION

             For Action: Chief Information Officer/Designated Staff Date: June 1, 2010

                EMERGENCY MANAGEMENT PROCEDURES
          Voice and Data Communications, Distributed Systems, and Data Center

A.    Pre-Storm Preparations: Hurricane conditions are a possibility and may
     threaten area within 48 to 72 hours.

                                  Distributed Systems
1. Ensure that all schools have the latest recommended procedures and supporting
   documentation for Hurricane Seasonal Readiness.

2. Personal Computers:
      a. In the schools, only files located in the “My Documents” folder are being
          backed-up to servers. Please ensure all of your critical files are stored in
          this area.
      b. For Departments, please ensure your critical files are stored in your
          department’s mapped network drive.

           PRIORITY SHOULD BE GIVEN TO KNOWN FLOOD PRONE AREAS.

           NOTE: If equipment is moved, the connections must be tagged in a fashion
           that will allow it to be returned to its original location and configuration.

        c. At the close of the last normal work day before leaving, users should do
           the following:
                i. Unplug the electrical cord after the system is turned off. This
                   includes all cables. (Remember to mark or tag cables and jacks to
                   allow reinstallation.)
               ii. Cover all equipment with plastic or vinyl material.
              iii. Move as much equipment as possible away from outside windows.
              iv. Remove equipment from top shelves and place it on tables or
                   shelves - NOT on the floor. Then cover with plastic or vinyl
                   material.

3. Servers:
      a. All District servers are managed centrally. Please do not power-off unless
          directed to do so by IT Staff.

4. Bookkeepers should follow the standard procedure for the backup of their local
   systems, and do one additional backup. Before leaving, store one backup in the
   vault and give the second backup to the principal or designee for off-campus
   storage.




                                           44
5. All IT team members will:
        a. Review and re-familiarize themselves with the detailed hurricane plan.
        b. Ensure that all team members know the Emergency Phone Chain should
            the need arise for fast deployment of information or personnel and
            reporting to the Chief Information Officer.
        c. Ensure that all of FHESC backups have been completed, with extras for
            off-site delivery, should the need arise.

                                 Data Center at FHESC
1. Coordinate plan with user departments.
      a. IT staff will meet with Department Heads to coordinate the mainframe
          processing schedule and the emergency plan.
      b. IT managers will meet with staff regarding processing changes and
          possible implementation of emergency procedures.

2. Implement Revised Mainframe Processing Schedule.
      a. Departments will deliver critical mainframe processing schedule revisions
         to the Data Center sufficiently ahead of the mainframe shutdown to allow
         completion of critical processing. The time needed will vary depending on
         school district business requirements including PeopleSoft check printing
         process, FTE schedules or outside agencies’ shutdown schedules.
      b. The Data Center will schedule and run all critical jobs and secure output
         as required.
              i. Schools and departments will be notified if the mainframe systems
                 will be closed prior to the normal evening shutdown time. This
                 may be required with the revised processing schedule.
             ii. IT will continue to meet with Department Heads regarding the
                 processing schedule.

B. Hurricane Watch: Hurricane conditions are a real possibility and may threaten
   area within 24 to 48 hours.

                             Voice/Data Communications
1. Arrange Meeting
       a. Task Leaders meet with the supervisor in the Florida Mango Service
          Center (FMSC) not later than one (1) hour following implementation of
          the hurricane watch. If a hurricane watch is implemented during non-
          working hours, the supervisor will schedule a meeting.

2. Implement Hurricane Plan
      a. Each Task Leader will implement his checklist.
      b. If necessary, suspend routine work orders to ensure areas at risk are
         rendered safe in accordance with severity of threat.
      c. Ensure all personnel are informed of the threat and follow up on actions
         for the hurricane warning and all clear phases.
      d. Monitor situation and notify Managers of problems. Ensure all personnel
         remain in radio and/or telephone contact. Dismiss personnel if directed.




                                       45
       e. Coordinate the relocation of essential recovery vehicles to designated
          sites.
       f. Charge and activate all emergency cellular phones by Managers and
          coordinate deployment through Chief of Police.

                                         Systems
1. Managers will meet with the Hurricane Team under the direction of the Chief
   Information Officer and will relay the information to the team members in an
   accurate and timely fashion.
2. The Managers will allocate the necessary manpower to assist the Service Desk
   with the increased demand related to the weather conditions.
3. The Managers will suspend all normal work orders and projects, refocus all
   energies on the hurricane and its possible impact on Support Services.
4. IT Managers will re-allocate the needed manpower to make certain that FHESC
   backups are all complete and secure.
5. Plan for the needed action, should the storm escalate to the next level.

                                    Data Center at FHESC
1. Complete Mainframe Shutdown
      a. Manager reviews and processes District critical applications.
      b. At 1:00 a.m. EST, start processing disaster recovery backups.
      c. Complete the process prior to 6:00 a.m. EST.
      d. 6:00 a.m., open all files for user access.
      e. All files open – it is recommended that all files opened will be for read
         only.
      f. Updates entered into the system after 6:00 a.m. will not be backed up
         and will be lost if it is necessary to restore the system.
      g. Files will be closed immediately after the Superintendent’s instructions to
         dismiss staff.
      h. Data Center staff will start the disaster recovery shutdown process if time
         allows, depending on the weather conditions.
      i. Email notification of system availability sent to all users.
      j. Complete System Shutdown and Secure Computer Room according to
         hurricane preparation checklist (13.2 of Operations Manual).
      k. Notify Chief Information Officer and exit building.
      l. The system will be up within a reasonable amount of time after access is
         allowed back in the building, depending on the situation.

2. Secure the IT Division
      a. Receive backup tapes from Distributed Systems Team.
      b. Secure all vital documents in a high, dry location.
      c. Coordinate with vendor to ensure all backup tapes are moved to secure
          facility.
      d. Shutdown and cover all equipment according to emergency management
          procedures.
      e. Report to Chief Information Officer and exit building.




                                        46
C. Hurricane Warning: Hurricane conditions are a real possibility and will
   threaten area in less than 36 hours.

                               Voice/Data Communications
1. Secure building work storage areas, and all loading docks.
2. Fuel and secure all vehicles.
3. Release all personnel as directed by Management.

                                         Systems
1. The Managers will proceed with the implementation of the warning procedures
   as detailed in the Information Technology Hurricane Plan or modified in the
   hurricane meeting with the Chief Information Officer.

D. Post-Storm Procedures: After the, “All clear, facility safe to enter.”

                               Voice/Data Communications
1. When the All Clear signal is announced during normal duty hours, all personnel
   will report to their normal work location as soon as safely possible. If the
   announcement is made at any other time, personnel will wait for guidance
   through local radio and television stations or by telephone from their supervisor.
       a. The supervisor and Task Leader will report to the FMSC to set up a
           Damage Control Center (DCC).
       b. The area Task Leaders will report to their designated area with the crew
           assigned to that location to initiate damage assessment.
       c. The DCC will establish communications with all Building Assessment
           Teams and serve as a link between the teams, Facilities Services, DCC
           and major vendors.

2. Damage Assessment
      a. It is anticipated that the DCC will be receiving calls on their normal lines
         for damage reports and work support needed. These requests will be
         compiled and prioritized.
      b. The Task Leaders for each Building Assessment Team will report to the
         DCC when the survey of their assigned area is complete. All assessments
         and reports will be reviewed and prioritized.

3. Implement Recovery Plan
      a. Concept: Response priorities are safety concerns first, damage limitation
         second and clean up actions last. Routine or scheduled actions will be
         assigned to best fit existing needs. Additionally, some personnel may be
         formed in specialty teams.
      b. Operations: Telecommunication problems may be expected. Use of
         available services, i.e. cellular phones, two-way radios, fax and Email will
         supplement emergency communication network.
              i. The standard School District work order process will be used to
                 record all inputs received. If the work order system is not
                 available, documentation will be hand written and loaded into the
                 system later.



                                         47
               ii. All requests received will be input to the Supervisor or his
                   designated representative for processing. Each input will be
                   assessed for action priority and given to the appropriate foreman
                   for resolution and monitoring. Task Leaders may take immediate
                   action for any emergency call that could affect safety or loss of
                   life.
              iii. Each Task Leader will designate where their people will assemble
                   while waiting for instructions.
       c. Dispatch: Once a Task Leader is assigned a work order, he will notify and
          assemble a crew for actions. Crews from one area may be required to
          support crews from other areas. Task Leaders will control and monitor
          the operations of their staff.
                i. Whenever possible, normal procedures will be followed to reflect
                   time and material charges. If necessary, written records will be
                   maintained until the data can be loaded on the work order
                   system.
       d. Safety: Safety is paramount. No one is expected to assume an additional
          risk to themselves or to equipment beyond normal day-to-day levels.
          Individuals in charge will be held responsible to ensure safety standards,
          including the wearing of personal protective equipment.

4. Resume Schedule: Resume routine schedule and actions when directed.

                                          Systems
1. The Managers will be in direct contact with the Chief Information Officer and will
   recall all the Team Members when the All Clear is given.
2. Under the direction of the Managers, the team will focus their energies to
   restoring the system on a priority basis.

                                   Data Center at FHESC
1. When the All Clear is officially announced, the IT Building Assessment Team
   should report to the District Administrative Office (FHESC) to assess the situation
   and report to the Management Team.
2. The IT Management Team will notify the recovery teams to report to the
   appropriate command posts depending on the extent of damage to the Data
   Center.
3. The IT Recovery Site Team will report to the designated recovery site and
   implement data center recovery procedures.
4. The IT Recovery Site Team will notify the Chief Information Officer and resume
   normal mainframe processing.




                                         48
                                                   Pre-Storm
                                                  Preparation
                                                (48 to 72 hours)




                          Distributed Systems                       Data Center




                                     Schools
          1.                                                         IT Staff
                                  All critical files
Schools to have latest                 in "My
  procedures and                                                 Meet w ith
                                   Documents"
   documents for                                             department heads
                                  folder backed
Hurricane Readiness                                            to coordinate
                                  up to servers.
                                                                 mainframe                  1.
                                                               schedule for
                                                                emergency.         Coordinate plan w ith
                                                                                    user departments
          2.                       Departments
 Personal Computers                  All Critical
                                  Files stored in                  IT Managers
                                      Mapped
                                 Netw ork Drives.              Meet w ith staff
                                                             regarding changes
                                                                   and the
                                                              implementation of
                                     All Users                   emergency
         3.
       Servers                     Equipment                    procedures.
                                   1) Power Of f
                                   2) Unplug
 Do NOT pow er off                 3) Cov er
unless directed by IT              4) Mov e f rom top              Departments
        Staff                      shelv es but not
                                   to f loor                                                2.
                                                             Provide processing
                                                             schedule revisions     Implement revised
         4.                                                   ahead of planned     processing schedule
 School Bookeepers                                           shutdow n to allow
Standard local sy stems                                            time for
backup to v ault. Make                                          processing.
   extra backup f or
designated of f -campus
       storage.


                                                                   Data Center
                                    Review the
         5.                           Detailed
  IT Team Members.                 Hurricane Plan            Schedule and run
                                                              critical jobs and
  Ensure that ALL                                             secure output:
FHESC backups are
 complete. Including               Ensure that all            I) Notify Schools
extra off-site copies.             team members               and Departments
                                      know the                as necessary of
                                     Emergency               revised shutdow n
                                    Phone Chain                       time.
                                    including the               II). Continue to
                                         CIO                        meet w ith
                                                             department heads
                                                                    regarding
                                                                   processing
                                                                    schedule.




                                                        49
                                                           Hurricane Watch
                                                            Hurricane Watch
                                                            (24 to 48
                                                           Within 48 Hours)
                                                                      hours



            Voice/Data
       Comm unications                                        System s
                               Distributed Systems                                                                  Data Center




                      1.
                                                                1.
                Arrange Meeting
                                                     Managers w ill meet
            Task Leaders to meet                    w ith Hurricane Team                                       1.
             w ith Supervisors at                   under direction of the                           Complete Mainframe
            Florida Mango Service                       CIO and relay                                   Shutdow n
                Center. (FMSC)                        information to the
                                                       team members.



                     2.                                       2.                           a) Manager
             Implement Hurricane                                                          a) Manage
                                                                                                                       g) All f iles will be
                    Plan                           Managers w ill allocate                 reviews and                    closed af ter
                                                       the necessary
                                                                                        rev iews
                                                                                       processes andDistrict
                                                                                      process cruit ical
                                                                                                                       Superintendent's
                                                                                                                        inst ructions t o
                                                    manpow er to assist               critical applications.
                                                                                        applications
                                                                                                                        dismiss staf f .
                                                   the Service Desk w ith
                                                     increased demand.

                                                                                      b) At 1:00 a.m.                   h) Data Center
                                                                                          EST start                      will start shut -
  a) Each Task
                               d) Monitor                                                processing                    down processes,
   Leader will
                             situation and                                           disaster recov ery                time and weather
 Implement His
                           notif y Managers
                                                              3.                          backups.                         permitting.
    Checklist .
                             of problems.
                                 Ensure            Managers w ill suspend
                           radio & telephone       all normal w ork orders
                           contact. Dismiss         and projects to f ocus
                            personel when           on Hurricane Impact.                                                    I) E-mail
                                directed.                                               c) Complete
                                                                                                                         notif ication of
                                                                                      backup process
                                                                                                                       sy stem av alibility
                                                                                     prior to 6:00 a. m.
                                                                                                                          to all users.

b) If Necessary ,
 suspend routine
  work orders to                                              4.
                                                              4.
                                                                                                                         j) Complete
ensure risk areas           e) Coordinate the
                                                       Re-allocate needed
                                                   Re-allocate the the                 d) At 6:00 a.m.
                                                                                                                        shutdown and
     are saf e.                relocation of                                               open all
                                 essential           manpower to make
                                                   needed manpow er to                 processes f or
                                                                                                                       secure computer
                           recov ery v ehicles          make FHESC
                                                       certainFHESC                                                        room per
                                                                                        user access.
                              to designat ed                                                                               checklist.
                                                   backups are complete
                                                    backups are complete
                                   sites.
                                                      and secure w ith
                                                       and secure with
                                                      Mainframe team.
                                                      Mainframe team.
      c) Ensure                                                                      e) All f iles should
                                                                                                                      k) Notif y CIO and
   personnel are                                                                     be open f or read
                                                                                                                         exit building.
inf ormed of threat                                                                          only .
                             f ) Charge and
 and f ollow up on              activ ate all
     actions f or                                             5.
                                emergency
  Warning and All          cellular phones by          Plan for needed
        Clear.                Manager and            actions, should the                                              l) Sy stems will be
                                coordinate
                            deploy ment t hru
                                                      storm escalate to                f ) Any updat es               up in a reasonable
                                                     Hurricane Warning.              af ter 6:00 a.m. will             time af ter access
                             Chief of Police                                         not be backed up.                    to building is
                                                                                                                            granted.



                                                                                       c) Coordinat e
                                           a) Receiv e
                                                              b) Secure all v ital    with v endor t he
                                          backup tapes
                                                               documents in a         mov ement of all
                                       f rom Distributed
                                                              high, dry location.    backup tapes t o a
                                       Sy stems Team.
                                                                                       secure f acilit y
                                                                                                                                2.
                                                                                                                    Secure the IT Division



                                                               d) Shutdown &
                                                              secure all equip-
                                                                                     e) Report to CIO
                                                              ment according to
                                                                                     and exit building.
                                                                 emergency
                                                                proceedures.




                                                               50
                                  Hurricane Warning
                                  Hurricane Warning
                                    (Less than 24
                                  Within 36 Hours
                                        hours)




                    Voice/Data
              Com m unications                          System s
                                 Distributed Systems
                                 Distriubuted Systems




         1.
   Secure building,                                                          1.
storage areas and all
    loading docks.                                                     The Managers w ill
                                                                        proceed w ith the
                                                                     implementation of the
                                                                   w arning procedures as
                                                                         detailed in the
                                                                           Information
                                                                   Technology Hurricane
                                                                    Plan or as modified in
                                                                    the hurricane meeting
         2.
                                                                          w ith the CIO.
 Fuel and secure all
      vehicles.




         3.
Release all personnel
   as directed by
    Management.




                                     51
                                                        Post Storm
                                                     (All Clear, Facility
                                                       Safe to Enter)




          Voice/Data
    Com m unications                                          Systems
                           Distributed Systems                                                               Data Center




                                    a) The                             1.                                            1.
                               superv isors and             The Managers w ill be                           Whe the all clear is
                               task leaders will            in direct contact w ith
                                 report t o the                                                              announced, the IT
                              FMSC to set up a              the CIO and recall the                         Building Assessment
                              Damage Control                 teams w hen all clear                         Team should report to
                                Center (DCC).                       given.                                    FHESC and the
           1.                                                                                               Management Team.
   During normal duty
   hours all personnel                                                  2.
  report to their normal      b) The area Task
     w ork locations.            Leaders and                Under the direction of                                   2.
Outside of normal duty         assigned crews                 the Managers, the
                              will report to their          teams w ill f ocus their                        The IT Management
  hours personnel w ill        their designated                                                             Team w ill notif y the
    w ait for guidance                                       energies to restoring
                             locations to initiate                                                          recovery teams to
     through radio,                 damage                     the system on a
                                                                 priority basis.                               report to the
television or telephone          assessment.
                                                                                                           appropriate command
 from their supervisor.                                                                                            post.


                               c) The DCC will
                                   est ablish                                a) The DCC will be
                               communications                                reciev ing calls on                     3.
                               with all Building                              their normal lines
                                 Assessment                                      f or damage               The IT Recovery Site
                              Teams as the link                               reports and work             Team w ill report the
                               bet ween teams,                                 support needed.             designated recovery
                              M&PO, DCC, and                                     Compile and                site and implement
                               major v endors.                               priortize requests.
           2.                                                                                              mainframe recovery
                                                                                                                procedures.
Damage Assessment



                              a) Concept:Response priorities are               b) Task Leaders
                                 saf ety concerns f irst, damage                   f or each                           4.
                                limitations second and clean up                  Assessment
                              actions last. Routine or scheduled              Team wii report to           The IT Recovery Site
                                   actions assigned to best f it             the DCC when the               Team w ill notif y the
                               existing needs. Some personnel                  surv ey of their               CIO and resume
           3.                 may be f ormed into special teams.              area is complete.              normal mainf rame
                                                                              All assessments
 Implement Recovery                                                            and reports will                 processing.
        Plan                                                                   be rev iewed an
                                                                                  priorit ized.
                              b) Operations: Telecommunications
                               problems may be expected. Use
                               of av ailable serv ices, i.e. cellular
                                phones, two-way radio, f ax and
                              E-mail will supplement emergency
                                   communications network.
           4                                                                i) The standard                                  iii) Each Task
                                                                         work order process                                      Leader will
 Resume Schedule:                                                        will be used. If the          ii) All requests     designate where
  Resume routine               c) Dispatch: Once a Task Leader           work order sy stem            receiv ed will be     their staf f will
                                is assigned a work order, he will                                          input to the
schedule and actions            notif y and assemble a crew f or
                                                                           is not av ailable,
                                                                                                      Superv isor or his
                                                                                                                            assemble while
  w hen directed.                                                        documentation will                                      waiting f or
                              action. Crews f rom one area may           be handwritten f or         representativ e f or      instruct ions.
                              be required to support crews f rom          later data entry .         processing. Each
                                 other areas. Task leaders will                                           input will be
                              control and monitor the actions of                                         priorit ized and
                                           their staf f .                                                 assigned f or
                                                                                                         resolution and
                                                                                                     monit oring. Task
                                                                                                      Leaders will take
                                                                                                   immediate action f ior
                                                                                                    any emergency call
                               d) Saf ety : Saf ety is paramount.             i) Normal               that could af f ect
                              No one is expect ed to assume an             procedures will            saf et y or loss of
                              additional risk t o themselv es or to        be f ollowed to                     lif e.
                               equipment. Indiv iduals in charge          ref lect time and
                              will be held responsible f or saf ety .     material charges.




                                                          52
         THE EDUCATION NETWORK (T.E.N.)
     EDUCATIONAL BROADCAST SERVICES (E.B.S.)

          For Action: T.E.N. Manager and Designated Personnel, Date: June 1, 2010

             EMERGENCY MANAGEMENT PROCEDURES

The Education Network (T.E.N.) can reach certain school shelter sites in Palm Beach
County, as well as the Fulton-Holland Educational Services Center (FHESC). T.E.N.
Master Control has access to off-air cable and satellite emergency broadcast
information. Reports from these services will be transmitted, as long as power is on
to all school shelter sites and FHESC. Information may also originate live from the
FHESC or from T.E.N. and be transmitted to school shelter sites.

A. Pre-Storm Preparations
   1. Designated personnel report to T.E.N.
         a. Switch programming to weather services.
         b. Prepare exterior of building.
   2. Conditions of Broadcast.
         a. When a warning is issued, T.E.N. Channels (23, 24, 25 and 26 as well
             as webcast channels 1, 2, and 3) will begin emergency broadcast.
         b. If T.E.N. does not lose power, transmission of emergency and weather
             information, as well as entertainment programming for children in the
             shelters will continue to be broadcast throughout the storm to all sites
             except where electrical outages occur.
         c. Transmission from T.E.N. will continue throughout the storm except in
             extraordinary conditions.
         d. T.E.N. will remain on the air as long as power is available.
         e. Should power go out, as soon as power is restored, information to
             school shelter sites can resume.

B. Activities During Hurricane
   1. Stay safe/transmit signals.
   2. Monitor emergency broadcast transmission.

C. Post Storm Procedures
   1. Resume broadcast as soon as possible.
   2. Assess damage at T.E.N..
   3. Await resumption of schedules to assess damage to broadcast systems at
      schools.
   4. Recommend repair schedule.

D. T.E.N. Sites
   1. Microwave sites – all schools and administrative facilities.
   2. Webcast channels 1, 2, and 3.


                                              53
                  PURCHASING/CONSTRUCTION
                   PURCHASING/WAREHOUSE

The following timelines and assignments are to be used when a tropical storm or
hurricane watch/warning has been issued for Palm Beach County.

EVENT             ACTION                                           RESPONSIBILITY
Storm Impact      Ensure notification rosters are up to date.      Director,
Within 72 Hours   Contact the following people with contact        Managers,
                  information for pertinent emergency              Sr. Purchasing Agents,
                  services contractors:                            Construction Purchasing,
                                                                   All Staff
                  Steve Backhus,
                  General Manager, Facilities Services
                  Ph: 687-7087 Cell: 436-1525
                  Tim Woodruff
                  Sr. Project Administrator
                  Ph: 687-7046 Cell: 722-1803
                  Rusty Everman
                  Project Coordinator
                  Ph: 687-7070 Cell: 662-8341
                  Craig Singletary
                  Project Coordinator
                  Ph: 688-7577 Cell: 662-9696
                  Verify that Contracts listed in Emergency
                  Manual are current. Secure materials to
                  cover computers, printers, etc.

Storm Impact      Secure equipment and cover with plastic.         All Staff
Within 48 Hours   Remove items from window areas and               Tracy Fleming
                  secure in inner offices, if possible. Activate
                  Emergency "P" Cards.


Storm Impact      Secure all areas and leave to handle             All Staff
Within 24 Hours   personal preparations

"All Clear"       Return to FEMA Coordination Office as            Category "A"
                  conditions permit. Bring Emergency
                  Procedures Manual.
"All Clear"       Notify Category "B" staff to return to work      Category "A"

"All Clear"       Notify Category "C" staff to return to work      Category "B"




                                               54
Department of Purchasing/Construction Purchasing/Warehouse
Primary Contact:
Sharon Swan    (561) 434-8214     Home: (561) 649-3329   Cell: (561) 312-3273
               PX 48214
Alternate Contacts:
Genell McMann   (561) 434-4215    Home: (772) 463-1226   Cell: (772) 631-8923
                PX 48215
Mark Moon       (561) 882-1955    Home: (561) 743-5939   Cell: (772) 349-2101
                PX 21955
Warehouse Contacts:
Bill Hayes    (561) 882-8536      Home: (561) 434-9997   Cell: (561) 248-8792
              PX 88536
Victor Toomer (561) 882-8525                             Cell: (561) 856-4882
              PX 88525

The following classifications will be used in determining the return to work
response and identify those individuals in each category.

Category “A” These individuals (listed below) will return to work as soon as
conditions permit following the “All Clear” announcement. They are responsible
for beginning the recovery and assessment phase following a hurricane.

NAME               TITLE                                       ASSIGNMENT
Sharon Swan        Director                                    FCO
Genell McMann      Manager, Purchasing                         FCO
Bill Hayes         Manager, Warehouse                          FCO
Victor Toomer      Supply Warehouse Foreperson                 FCO
Dennis Messerli    Purchasing Agent                            FCO
Helen Stokes       Purchasing Agent                            FCO
Debby Boutet       Construction Purchasing Technician          FCO

Category “B” These individuals (listed below) will return to work within 24-72
hours following the “All Clear” announcement. They will be available to assist in
the recovery and assessment. They will also begin restoring the Department for
continued operation.

NAME               TITLE                                       ASSIGNMENT
Dick Hardman       Sr. Purchasing Agent                        PURCH
Karen Adducci      Purchasing Agent                            PURCH
Carol Moore        Purchasing Agent                            PURCH
Cindy Rand         Secretary to Director                       PURCH
Jan Butts          Purchasing Agent                            PURCH
Mark Moon          Manager, Construction Purchasing            PURCH




                                         55
Category “C” These individuals (listed below) will report to work as soon as
possible after the “All Clear” announcement. They will be available to assist in
any recovery effort and will ensure continuity of operations.

NAME
All other staff members of Purchasing/Warehouse




                                        56
               RISK & BENEFITS MANAGEMENT

Primary Contact:
Linda King    (561) 434-8245 PX: 48245                Cell: (772) 263-2226

Alternate Contact:
Dianne Howard (561) 434-8414 PX: 48414                Cell: (561) 445-8449

The following classifications will be used in determining the return to work
response and identify those individuals in each category.

Category “A”

NAME              TITLE                                    ASSIGNMENT
Linda King        Risk & Safety Manager                    EOC; FCO




Category “B”




Category “C”

All staff members of EBRM




Category “D”




                                          57
                                  Appendix A




            2010 SHELTERS                                 CAPACITY

            Atlantic Community High                            5,750
            Bethune Elementary                                   500
            Boca Raton High                                    3,218
            Boynton Beach High                                 2,720
            Forest Hill High School                            2,398
            Glades Central High                                3,800
            Independence Middle                                  410
            John I Leonard High                                4,950
            Lake Shore Middle                                  2,800
            Palm Beach Central High                            4,590
            Palm Beach Gardens High                            4,560
            Park Vista High                                    4,950
            Seminole Ridge High                                3,900
            West Boca High                                     3,900
            West Gate Elementary                                 720


The building administrator or designee shall respond to the school center when
contacted by School Police to ensure that all appropriate school center staff have
responded to the site and that Red Cross has access to designated shelter areas
and the cafeteria/kitchen.




                                         58
Appendix B




    59
60
61
62
63
64
65
66
Appendix C




    67

				
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