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mgmsmemo31406 - McHenry County

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TO: Management Services Committee FROM: John W. Labaj, Deputy Count Administrator DATE: March 8, 2008 SUBJECT: Emergency Action Plan and Procedure Review

As the Committee may recall, the County’s Safety and Security Committee conducted a review of all Emergency Action Plan and Procedures in 2005. We would now like to bring forth those plans for the review and approval of the Management Services Committee. Attached are copies of the following Action Plans for your review: 1) 2) 3) 4) 5) Fire Evacuation Severe Thunderstorm and Tornado Preparedness Calling 9+911 Emergency Closing for County of Mchenry Facilities Employee First Aid Kit

Over the next three Committee meetings the following Action Plan and Procedures will be presented for review: 1) Automatic External Defibrillator (AED) Procedures 2) Workplace Violence 3) Bomb Threat (currently under review) 4) Armed Subject 5) Employee Right to Know 6) Hazardous Material Incident 7) Commercial Drivers License Procedure (CDL) 8) Hazardous Material Incident 9) Vehicle Operation Procedure 10) Identification Badges 11) Space Heater Program Please feel free to contact me should there be any questions regarding the attached Action Plans.

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COUNTY OF McHENRY, ILLINOIS EMERGENCY CLOSING OF COUNTY FACILITIES
PURPOSE: To inform all County employees of the procedure regarding the closing of the governmental facilities and the procedures by which such a closing will take place. SCOPE: To all County of McHenry employees except specific departments which provide personnel on 24-hours bases. STATEMENT OF PROCEDURE: An occasion may arise that would require the closing of County facilities such as, but not limited to snow, ice, fog, and environment hazards (heat, water, airconditioning). Other possible causes for closing facilities could include, but not limited to natural gas leak, flood, tornado, or a fire when building(s) are closed. PROCEDURE: Employees are ultimately responsible to obtain closing information before leaving for work. The widest possible dissemination of information will be given utilizing direct contact, radio, television, paging alerting, and Internet. Step 1: When conditions warrant the Emergency Services (ESDA) Director, the County Sheriff; the County Engineer, the Presiding Circuit Judge, or their designees, shall convene to assess the appropriateness of closing governmental facilities, or if already open, dismissing those present. Any member of the Primary Assessment Team or the Chairman of the County Board can initiate such an assessment. The final decision will be communicated to the Chairman who will make the final decision and issue the appropriate order. Once a decision to close has been reached, ESDA will have the primary responsibility for the notification process to be carried out as follows. Step 2: ESDA will immediately notify the Telecommunications Supervisor or designee, who will change the recorded message on the Government Center‟s local telephone number 815/334-4000. The message shall include all relevant information pertaining to the closing of County facilities. Step 3: ESDA will contact the “Emergency Closing Center” (electronic media), which will broadcast the closing information on the following stations: AM FM TV WMAQ (670); WGN (720); WBBM (780); WAIT (850); WMCA (1600) WBBM (96.3); WUSN (99.5); WZSR (105.5); WZZN (94.7) WFLD (32); WGN (9); WLS (7); WMAQ (2); CLTV

Employees can contact the “Emergency Closing Center” directly by calling 847/238-1234 and entering code 815-334-4000 to obtain closing information. Employees may access the Internet at www.EmergencyClosings.com for information about closings. Step 4: It is the responsibility of each Department to notify their employees of the closing of their facility. Each department is responsible to give Emergency Services annual updated names and telephone numbers of key Department Supervisors. PROCEDURE REVIEW Emergency Services shall review the Emergency Closing procedure and make changes when necessary. Procedures are located on the County‟s Intranet site. Department Heads are encouraged to review procedure with their staff annually.

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COUNTY OF McHENRY, ILLINOIS SAFETY AND LOSS PREVENTION PROGRAM EMPLOYEE FIRST AID KITS
PURPOSE: To ensure that first aid supplies are readily available to ill or injured employee within County government facilities. SCOPE: All employees within County government facilities. PROCEDURE: A first aid book is included in each first aid kit. Use this book as a reference guide for giving first aid prior to the arrival of emergency medical services (EMS) team. All employees are encouraged to call for emergency medical services for an ill or injured employee within County government facilities. For emergencies within the Government Center employee should dial 9+911. (Refer to the Calling 911 procedure). Chemical Cold Packs. Do not use chemical cold pack if there is a break or leak because a chemical burn could occur. Chemical cold packs are not to be used above the shoulders. Use a cloth barrier between cold pack and skin to avoid skin damage. Body Fluids. When dealing with a medical emergency involving “body fluids” employees are directed to protect themselves. Medical disposable gloves supplied in each First Aid Kit must be used. When dealing with “body fluids” not your own they should be considered contaminated. Contaminated Materials. Blood soaked materials should be disposed of in a plastic lined trash container. Contact Facilities Management for proper disposal. CPR. CPR, rescue breathing, or other techniques requiring mouth-to-mouth contact may be performed only by CPR trained/certified individuals. A CPR Micro-shield is supplied in each First Aid Kit and should be used. The CPR micro-shield will form a barrier between the attendant and the victim. This shield features a one-way valve to prevent the victim‟s secretions from coming in contact with person performing mouth-to-mouth contact. The CPR Micro-shield requires no special practice, but the user must make sure the ventilation tube goes into the victim‟s mouth. Once CPR, rescue breathing, or other techniques requiring mouth-to-mouth contact has been started 911 must be called. CPR, rescue breathing, or other techniques requiring mouth-to-mouth contact should be continued until told to stop by the EMS team, or another person takes over, or until the employee is exhausted/unable to continue, or the scene becomes unsafe. First Aid Kit Supplies. First Aid Kits should be inventoried monthly and restocked when necessary. Use a first aid kit inventory sheet to request supplies. Submit inventory sheet to the Health and Safety Specialist in Administration/Risk Management. The requested supplies will be sent to the department as soon as possible. The Safety/Security Committee shall review the employee first aid kit procedure as needed. Procedures are located on the County‟s Intranet site. Department head are encouraged to review the procedures with their staff annually.

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COUNTY OF McHENRY, ILLINOIS SAFETY AND LOSS PREVENTION PROGRAM CALLING 911
PURPOSE: To inform employees of the correct procedure for contacting emergency medical services, fire, or police should the need arise. SCOPE: Employees and visitors to County facilities. STATEMENT OF PROCEDURE: The Occupational Safety and Health Administration (OSHA) standard 29 CFR 1910.38 requires employers to establish written emergency action plans to address emergencies that the employer may reasonable expect in the work place. PROCEDURE: Step 1: Calling within an office at a County facility: DIAL 9+911 to notify the Woodstock City Police. Inform dispatcher of the exact location including the facility of the incident/accident. Calling from an in-house telephone: DIAL “0” for the operator. The switchboard will notify the proper authorities. Within the Government Center: DIAL 9+911 first. Then dial extension 4710 to notify the Sheriff‟s Department Dispatch Center. Step 2: Inform Dispatcher of the nature of the emergency, the exact location, and the specific facility entrance to be used by emergency personnel. Step 3: Within the Government Center, Sheriff‟s Dispatcher will notify Court Security who will meet the emergency personnel and direct them to the appropriate location. Whenever possible, an employee of the requesting department should meet the emergency personnel to aid in directing them to the appropriate location. Step 4: An in-house incident report MUST be completed by the calling department. The forms are located on the Intranet under Forms; County Administration Forms; Government Facilities Accident/Incident Report. The completed form must be forwarded to Administration/Risk Management within 24 hours of the accident/incident. Step 5: If the nature of the emergency is a fire, pull the fire alarm to begin building evacuation. The Woodstock Fire/Rescue District will respond immediately to the fire alarm. There is no need to call 9+911. PROCEDURE REVIEW The Safety/Security Committee shall review this procedure and make changes as needed. Procedures are located on the County‟s Intranet site. Department Heads are encouraged to review procedure with their staff annually.

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COUNTY OF McHENRY EMERGENCY FIRE EVACUATION PROCEDURE GOVERNMENT CENTER
PURPOSE: To afford the maximum protection for all occupants of the Government Center, both employees and visitors, in the event of fire. SCOPE: Center. All employees and visitors within the Government Center excluding the Adult Correctional

STATEMENT OF PROCEDURE: The Occupational Safety and Health Administration (OSHA) standard 29 CFR 1910.38 requires employers to establish written emergency action plans to address emergencies that the employer may reasonably expect in the work place. By Illinois Compiled Statute, the Sheriff is responsible for the building evacuation. PROCEDURE: You are directed to evacuate the building immediately! This is for the protection of everyone that work at or is a visitor at the Government Center. Employees are asked to act as guides to the public during an emergency fire evacuation by directing them to the nearest stairway and/or exit and out of the building safely. Do not use elevators! The preferred method to report a fire is to pull the handle of the closest fire alarm located throughout the Government Center. WHEN THE FIRE ALARM SOUNDS Step 1: Evacuation is mandatory! Building evacuation will begin when the fire alarm sounds and continue until advised differently. Do not use elevators! Step 2: Woodstock Fire/Rescue District will take command of the situation upon their arrival. No one will be allowed to re-enter the building until it has been cleared of danger by the fire department. No employee will be required to remain in the building to perform any critical facility operations. Step 3: All employees are directed to exit the building through the nearest exit and/or stairway. Employees will follow the published fire evacuation routes unless otherwise directed by law enforcement or fire personnel. Close all doors and turn off lights once an area has been evacuated. Employees are asked to act as guides to visitors. Once outside the building, employees shall stay at least 300 feet away from the building to allow for safe movement of emergency equipment and personnel. Step 4: Supervisor(s) shall ensure all employees under their direct or indirect supervision are out of the building and accounted for. Before an evacuation is required have a prearranged Departmental meeting place outside of the facility. All staff members are required to make their way to their designated meeting place once outside the facility. Step 5: All employees must be aware of anyone within their department requiring special assistance with building evacuation. Before an evacuation is required arrange within your department to assist coworkers who need assistance. Step 6: All employees and/or visitors requiring special assistance with building evacuation will go to the fire stairway on each floor. The Woodstock Fire/Rescue District„s first priority is life safety. They will proceed to the fire stairways to assist anyone needing their assistance.

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Step 7: Anyone complaining of injury or illness shall contact a Court Security Officer or fire department personnel for medical assistance. The Woodstock Fire/Rescue District will be responsible for rescue and medical emergencies. Step 8: Once all employees are accounted for Department Head or designee shall make their way to the main parking lot entrance on Russel Court for ease of communication and coordination. This location may change depending on the location and/or nature of the incident. Step 9: If you are trapped in a fire be prepared to crawl since smoke and heat rise. The air is clearer and cooler near the floor. Try to escape through a door. Check the door for heat by using the back of your hand. If the door is not hot open slowly and ensure fire and/or smoke are not blocking your escape route. If your escape route is blocked shut the door immediately and use an alternate escape route such as a window. If you cannot escape through a window hang a white or light-colored sheet on the inside of the window alerting firefighters of your presence. RE-ENTERING THE BUILDING Step 1: No one will be allowed to re-enter the Government Center until it has been cleared of danger by the fire department. Court Security will make an announcement at the main entrances that the building has been cleared of danger and re-entry can begin. Step 2: EVERYONE RE-ENTERING THE GOVERNMENT CENTER MUST GO THROUGH WEAPONS SCREENING! To expedite re-entry employees MUST display their County identification badge. Step 3: Anyone complaining of injury or illness shall contact a Court Security Officer or fire department personnel for medical assistance. The Woodstock Fire/Rescue District will be responsible for rescue and medical emergencies. AFTER NORMAL BUSINESS HOURS, HOLIDAYS AND WEEKENDS Step 1: When the fire alarm sounds building evacuation will begin immediately. mandatory! Evacuation will continue until advised differently. Do not use elevators!

Evacuation is

Step 2: All employees are directed to exit the building through the nearest exit and/or stairway. Employees will follow the published fire evacuation routes unless otherwise directed by law enforcement or fire personnel. Close all doors and turn off lights once an area has been evacuated. Employees are asked to act as guides to visitors. Once outside the building, employees shall stay at least 300 feet away from the building to allow for safe and free movement of emergency equipment and personnel. Step 3: Anyone needing special assistance with building evacuation will go to the fire stairway on each floor. The Woodstock Fire/Rescue District‟s first priority is life safety. They will proceed to the fire stairways first to assist anyone needing their assistance. Step 4: Anyone complaining of injury or illness shall contact fire department personnel for medical assistance. The Woodstock Fire/Rescue District will be responsible for rescue and medical emergencies. PROCEDURE REVIEW The Safety/Security Committee shall review this procedure and make changes as needed. Procedures are located on the County‟s Intranet site. Department Heads are encouraged to review procedure with their staff annually. ANNUAL FIRE DRILL Risk Management will conduct an annual fire drill in accordance with OSHA Standard 29 CFR 1910.38(5). County wide fire drills are normally conducted during the month of October. All employees are required to participate in the drill.

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COUNTY OF McHENRY SEVERE THUNDERSTORM AND TORNADO PREPAREDNESS GOVERNMENT CENTER
PURPOSE: The purpose of the severe thunderstorm and tornado preparedness action plan is to prevent injuries to employees and visitors to the County of McHenry Government Center. SCOPE: Center. All employees and visitors within the Government Center excluding the Adult Correctional

STATEMENT OF PROCEDURE: To provide an accurate system to ensure the safety of County employees and visitors in case of severe weather or tornado warning. PROCEDURE: County of McHenry Emergency Services (ESDA) will keep County facilities and employees notified of severe weather conditions. Employees are asked not to call or visit ESDA office during severe weather. Employees are asked to act as guides to the public during a tornado warning by directing them to seek shelter at the nearest designated shelter area.

SEVERE WEATHER OUTLOOK Step 1: The Chicago office of the National Weather Services issues a severe weather outlook. ESDA received the notification on the outlook at or about 7 a.m. The outlook is issued for the 11 Northwest Counties of Illinois. The level of risk includes chance of severe thunderstorms and/or tornadoes; with a low chance between 1-30%; moderate chance between 31-50%; and a high chance is greater that 50%. Step 2: ESDA will distribute information by e-mail, fax, or by placing a notice in the morning mail by 10:00 a.m. The switchboard at the Administration Building will be notified for informational purposes only.

SEVERE WEATHER WATCH Step 1: The National Weather Service issues a severe weather watch when conditions warrant. The severe weather watch includes time frame and the type of severe weather watch, severe thunderstorm, or tornado. Step 2: ESDA will circulate the severe weather watch information via e-mail, fax, or telephone tree giving the type of watch, severe thunderstorm or tornado, the time frame (generally 1 hour) and the expected time of arrival. ESDA will keep the telephone tree current. Step 3: The switchboard at the Administration Building will make an announcement over the public address system of the severe weather watch. ESDA will continue to monitor the severe weather and issue updates when necessary. Step 4: A designated department employee will inform fellow employees, other divisions within their department, and all field employees of the weather conditions. They will keep all employees updated as to the weather conditions. Employees working away from the Government Center must be notified and kept updated on weather conditions by the best possible means for their specific department. Step 5: After normal business hours, holidays, and weekends the severe weather attenuate will be activated by ESDA. The severe weather attenuator will give employees specific instructions. Employees are encouraged to follow the instructions and to be alert to weather changes.

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SEVERE WEATHER WARNING Step 1: The National Weather Service will issue a severe weather warning following detection by radar or trained severe weather spotters. Step 2: The switchboard will make an announcement over the public address system of the severe weather warning. ESDA will notify designated department employees via e-mail or the telephone tree. Step 3: A designated department employee will inform fellow employees, other divisions within their department, and all field employees of the weather conditions. The designated department employee will keep all department employees notified of weather updates. All department employees should know the department‟s designated contact person. Employees working away from the Government Center must be notified and kept updated as to the weather conditions by the best possible means for that department. Step 4: Government Center employees must be prepared to seek shelter, if or when weather conditions warrant. All departments are encouraged to secure vaults, cash boxes, and documents that are not required for specific work tasks. Office duties can continue. No formal announcement will be made of the expiration of a severe thunderstorm warning. However, employees are encouraged to keep a watchful eye on weather conditions. TORNADO WARNING Step 1: The National Weather Service will issue a tornado warning following detection by radar or trained weather spotters. Step 2: ESDA will notify the switchboard of a tornado warning. The severe weather warning attenuator will activated. A repeated announcement will be heard. Step 3: Employees are asked to act as guides to the public during a tornado warning by directing them to seek shelter in the nearest designated shelter area. Step 4: Departments with employees working away from the Government Center must make an effort to notify their employees, if possible, by informing employees to seek shelter. After the announcement has been made the employee that made the announcement should seek shelter in the nearest designated shelter area. Step 5: Supervisor(s) or designee(s) must make sure that all employees seek shelter in the nearest designated shelter area. Supervisor(s) or designee(s) shall conduct an accounting of all employees once they have reached the designated shelter area. All office doors and windows must be closed when exiting. Everyone, employees and visitors, will stay in a designated shelter area until advised to exit by the Chief Court Security Officer or designee. Step 6: When it‟s clear all injuries, fires, or other emergencies are to be reported to a Court Security Officer at one of the main entrances. The Court Security Officer will notify Woodstock Fire/Rescue District. Step 7: In the event that the tornado warning is canceled, when possible, the switchboard will make an announcement. Normal office activities can continue. However, employees are encouraged to stay alert for additional severe weather.

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Step 8: After normal business hours, holidays, and weekends ESDA will activate the severe weather attenuator. Employees are encouraged to follow the specific instructions and stay alert to weather changes. Report all injuries to Corrections Central Control at extension 5994.

PROCEDURE REVIEW The Safety/Security Committee shall review this procedure and make changes as needed. Procedures are located on the County‟s Intranet site. Department Heads are encouraged to review procedure with their staff annually. TORNADO DRILL In accordance with OSHA Standard 29 CFR 1910.38(5) Administration/Risk Management and ESDA shall conduct an annual tornado drill during the month of March. All employees are encouraged to participate in the drill. SEVERE WEATHER WARNING SYSTEM TESTING Step 1: A county wide testing of the severe weather warning system is conduct the first Tuesday of each month at 10:30 a.m. Step 2: ESDA conducts a test of the severe weather warning radios the first Tuesday of each on at 10:30 a.m. on the Local Government radio frequency 155.025. Step 3: If repairs are required, testing will be done after normal business hours. After repairs are made, the severe weather warning system will be tested. An announcement or e-mail will be made prior to testing the severe weather warning system. Step 4: Departments that have a severe weather warning radio(s) are reminded to reset their radios after the testing has been completed.


				
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