CIVIC CENTRE ADMINISTRATION BUILDING EMERGENCY PROCEDURES PLAN

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CIVIC CENTRE ADMINISTRATION BUILDING EMERGENCY PROCEDURES PLAN Powered By Docstoc
					CIVIC CENTRE ADMINISTRATION BUILDING
     EMERGENCY PROCEDURES PLAN




             Adopted: 2/10/07

            Minute No: 377/07

             Policy No: 25033.2
CONTENTS

1.0        INTRODUCTION

2.0        OBJECTIVES OF THIS PLAN

3.0        EMERGENCY PLANNING COMMITTEE

           3.1   Authority
           3.2   Indemnity

4.0        FIRE PROCEDURE GUIDELINES

           4.1   Statement of action in case of a fire

5.0        EVACUATION PROCEDURES

           5.1   Action plan
           5.2   Floor plans

6.0        HOLDUP/ROBBERY

           6.1   Action plan

7.0        CIVIL DISTURBANCE

           7.1   Action plan

8.0        BOMB THREAT

           8.1   Action Plan
           8.2   Evaluation
           8.3   Notification
           8.4   Search
           8.5   Evacuation options

9.0        EDUCATION & EVALUATION OF PLAN

10.0       APPENDIX

           1     -      EMERGENCY CONTROL WARDENS
           2     -      ADMINISTRATION CENTRE FIRE
                        EVACUATION FLOOR PLAN - A3 SIZE
           3     -      EMERGENCY TELEPHONE NUMBERS
           4     -      BOMB    THREAT   CHECKLIST      FOR   TELEPHONE
                        OPERATORS




                                            2
1.0   INTRODUCTION

A building emergency can develop from a number of causes, fire, structural fault, bomb
threat, earthquake, civil disorder, robbery and others. This plan sets out emergency
procedures designed to ensure the safety of occupants, customers and visitors to the
Singleton Council Administration Building. The Plan has been prepared in line with
Australian Standard AS3745 – 2002 Emergency Control Organisation and Procedures for
Buildings'.

The plan does not apply to the auditorium. A separate plan has been prepared for the
auditorium.


2.0   OBJECTIVES OF THE PLAN

- To set out and implement emergency procedures.

- To designate emergency control staff.

- To train staff in emergency control.

- To set out and conduct evacuation exercises.

- To set up a system of review of effectiveness.


3.0   EMERGENCY PLANNING COMMITTEE

The Australian Standard sets out the structure of the emergency planning committee
(EPC) for a site. In the case of the emergency control operation (ECO) of the
Administration Centre the emergency staff are one Chief Warden and four area Wardens.
These EPC people are listed in Appendix 1 at the end of this plan. The names will be
updated as staff change.

These people have been chosen because they are physically capable, have leadership
qualities, maturity of judgement, are generally in attendance in work area and have clear
diction.

3.1      Authority

During emergency instructions given by EPC personnel will over rule normal
management structure.




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3.2   Indemnity

      Both the EPC and ECO personnel shall be indemnified by their employer against civil
      liability resulting from workplace emergency response assessment, education, training
      sessions, periodic exercises or emergency evacuation of a building where the personnel
      act in good faith and in the course of their emergency control duties.

4.0    FIRE PROCEDURE GUIDELINES

Fire procedures embrace four essential requirements. In most instances they would need to be
initiated concurrently. They are as follows:-

(a)    Ensure the immediate safety of anyone within the vicinity of the fire.

(b)    Call the fire brigade. The fire brigade is to be called in all incidents of fire or
       suspicion of fire (e.g. smell of smoke). There will be no criticism of any person who
       uses initiative in this respect nor will such action need another person's permission.

(c)    Fight the fire This building has hose reels and portable fire extinguishers and they
       should be used where possible. Personnel will be trained in their operation. However,
       immediately it becomes obvious that there are unnecessary risks associated with
       attempts to control a fire, occupants should withdraw closing doors behind them.

Evacuation procedures are detailed in Section 5 of this plan.

The Administration Building does not have (nor is it required to have) a pre alarm system,
automatic sprinkler system or smoke detectors.

4.1    Statement of action in case of a fire.

A statement of action in case of a fire is shown below:-.

Person Detecting Fire

In the event of any outbreak of fire:-

               •       Alert persons nearby and request assistance
               •       Call the fire brigade by telephoning 000
               •       Summon the emergency area Warden
               •       Inform switchboard operator on duty in Customer Service of the location
                       of fire
               •       Use fire extinguishers or hose reels if safe to do so
               •       Evacuate if necessary, closing doors to confine fire (See Section 5)

Telephone Switchboard Operator in Customer Service

When advised of a fire the operator should:-



•      Telephone the fire brigade and confirm alarm has been received
                                                4
•        Advise the Chief Warden (See Appendix 1)

    Chief Warden

      On advice of a fire or other emergency, the Chief Warden should:-

• Determine the nature of the emergency and initiate action required to safeguard persons and
  property.

    Wardens

    All wardens should keep themselves up to date on the requirements of mobility-impaired
    persons under their jurisdiction (if any). In the event of a fire or any other emergency, on the
    directions of the Chief Warden they should:-

• Proceed to the holding area (carpark) with any mobility-impaired persons.
• Ensure that all mobility-impaired persons are present

• Maintain a calm atmosphere among their charges

• Proceed with evacuation as necessary when instructed to do so, using the information
  provided to enable the effective evacuation of the persons in their charge.

5.0      EVACUATION PROCEDURES

In the case of a major emergency such as fire, smoke, structural damage or a bomb threat the
   building may require evacuation.

5.1      Action Plan

Upon discovery of an emergency notify a warden or the chief warden.

If after assessing the situation it is considered evacuation is required:-

a) Wardens to advise people, (staff and customers) to evacuate building.

b) Advise people on exit routes

c) Arrange assistance for any mobility impaired people in the building.

d) Accounting for people. In an evacuation it is essential that all people are cleared from the
   building. It is the responsibility of the wardens to check that their areas are clear. This
   function is more important than a later physical count of those evacuated.

e) Assembly areas. Advise people to assemble in the car parks to the north east (Child Care
   Centre end of building) and south east (Queen Street) end of the building. The evacuation
   floor plan shows appropriate exits ( see Appendix 2 and copies posted near exits).




                                                  5
       f)     Safe Guarding Valuables.

              -       Prior to evacuation customer service staff cash draws should be locked
                      and the safe spun off. The warden for the Customer Service Section is to
                      ensure staff are assigned to secure cash draws and safes.

              -       Records Room door should be shut and outside compactus locked.

5.2    Floor Plans

A plan showing details of the building floor plan is shown in Appendix 2. The building has
been divided into five zones with a minimum of two exits serving each zone. One warden is
responsible for each zone. Copies of the floor plan will be displayed adjacent to exits.

6.0    HOLD UP / ROBBERY

The following is Council’s adopted policy:-

Due to cash being accepted at Council Locations, hold ups are a possibility. In the event of a
hold up, safety of staff and customers is paramount. No amount of money is worth a life.
Never attempt to stop a robber or hinder them in any way

When a prospective robber decides to perform a hold up, they will mentally weigh up the
amount of risk to themselves (injury/arrest), against the possible rewards offered by a
successful hold up ($$$). As a result, many robberies are initiated with one, or multiple, visits
to the intended hold up target. This will be to assess the level of security, possible escape
routes, ease of access and other factors to the robbery. This is the only opportunity that a
potential victim has, to prevent a robbery. Once the robbery has commenced, it is too late.

One of the biggest hindrances to a prospective robber is attentive staff. Many robberies have
been foiled by staff who have noticed people behaving strangely, such as sitting in a car
continually looking at the building, walking past the building on a number of occasions
constantly looking in, or people who have come back to the place of business a number of times
to ask similar questions, but appear distracted or uninterested in the answers.

Be aware of the potential for robbery in your day to day duties in the workplace. Make sure all
doors admitting access to the Council offices are kept locked and do not let anyone in after
hours unless you are certain of their identity. If you are a cashier, do not leave your cashier
drawer open unnecessarily, this is only a temptation for a snatch & grab type of robbery.
Similarly, do not leave cash on the counter after the transaction is completed. Keep only the
minimum level of cash required in the cashier drawer, transfer bulk notes not likely to be
needed immediately to another location. If a customer can see that the cashier drawer is bulging
with money every time they come in, it flags the Council as a possible target!




                                               6
6.1   Action Plan

      A robber will either use surprise and threats of violence to gain control over their
      victims, or stealth to try to hide their actions (i.e. a note passed over the counter).
      Depending on the method used, you should vary your reaction to the robber
      accordingly:

      If you are handed a note:
      • Do not treat the note as a joke - the person could be armed.
      • Do not attempt to draw attention to the robbery. Calmly follow all instructions
          written on the note.


      If the robber is loud and/or threatening:
      • Remember: If they cannot see their victim following orders, they will attempt to
           compensate by increasing their level of aggression – possibly resulting in violence.
      • Step slightly back from, and turn 45o to, the counter - with your palms facing
           upwards at about waist height.
      • Look down, but not away, from the robber. Looking directly at them may cause
           them to become agitated and violent. Remember: the most important point is not to
           obtain a description, but to ensure everyone’s safety.

      In all instances:

      •   Try to remain calm. Hint: Do not mentally tell yourself “don’t panic” – your brain
          responds to actions, and all it will register is the action of “panic”. Instead, try to
          remind yourself to “be calm”.
      •   Do not try to activate an alarm until the robber has left the premises. You do not
          want to attract attention to yourself, and you do not want the police to arrive and
          turn a robbery into a hostage situation.
      •   Obey all instructions given – no more, no less.
      •   Speak only when spoken to, and then, only if necessary.
      •   If you cannot follow an instruction - calmly and politely explain that you cannot,
          and why.
      •   As the robber is leaving, and only if it is safe, try to observe any details which may
          help police, such as description, vehicle type, colour and registration as well as the
          escape route taken. Do not follow the robber under any circumstances.

      After the robbery:

      •   Immediately seal off the area by closing and locking any doors, and cordoning off
          the area where the robber stood – this will help preserve any forensic evidence.
      •   Ask any members of the public who were present not to leave. They may need
          treatment for shock, or could possibly have noticed something distinctive about the
          robber. However - if they insist on leaving, we cannot stop them.
      •   Contact your manager and police (phone 000) immediately and advise of :



          -   Singleton Council (location).
          -   Number of offenders and any description.
                                                 7
    -   Description of vehicle used and direction of travel.
    -   Do not hang up until advised.

•   Ask for anyone present, including members of the public, to complete a bandit
    description form (see attachment i). – do not discuss your answers with anyone else
    as it could alter your recollection.
•   Place hold up notice (see attachment ii) on door or gate.
•   Do not make any comments to the media.
•   Drink lots of water, this will help to reduce the levels of adrenaline in your body,
    helping to relieve some of the stress.
•   Have someone else drive you home if possible.




                                         8
                   Attachment i




…......................................................




                                                      9
                    Attachment ii




DUE TO UNFORSEEN
 CIRCUMSTANCES
  THIS OFFICE IS
   TEMORARILY
     CLOSED.
  WE APOLOGIZE FOR ANY
 INCONVENIENCE CAUSED.




          10
                                                    Attachment iii



       Cue cards which can be cut out and kept on hand
             (on desk, near computer, phone, etc)




•   Remain Calm             •   Remain Calm
•   Obey Instructions       •   Obey Instructions
•   Don’t stare             •   Don’t stare
•   Close doors             •   Close doors
•   Ring Authorities        •   Ring Authorities
•   Recall details          •   Recall details




•   Remain Calm             •   Remain Calm
•   Obey Instructions       •   Obey Instructions
•   Don’t stare             •   Don’t stare
•   Close doors             •   Close doors
•   Ring Authorities        •   Ring Authorities
•   Recall details          •   Recall details




•   Remain Calm             •   Remain Calm
•   Obey Instructions       •   Obey Instructions
•   Don’t stare             •   Don’t stare
•   Close doors             •   Close doors
•   Ring Authorities        •   Ring Authorities
•   Recall details          •   Recall details




                           11
7.0    CIVIL DISTURBANCE

       In recent times Singleton Council has experienced incidents where people, usually counter
       customers have become angry and in some cases violent. Other Local Government areas
       have also experienced disturbances due to unpopular political decisions. This plan sets out
       an Action Plan to minimise the danger to people and property.

7.1    Action Plan

       As soon as the Manager or Staff Member is aware of a civil disturbance the following
       action should be taken.

       - Use conflict resolution methods to resolve disturbance.

       - If person(s) becomes violent or very angry, notify manager and request assistance.

       - Initiate action to restrict disturbance to confined areas e.g. lock doors where appropriate.

       - In extreme cases call police. (Phone 000). The Manager or Director will be responsible
       for co-ordinating responses to incidents until police arrive.

       - Finance staff to lock cash draws, and money safe.

8.0    BOMB THREATS

Bomb threats have been a serious public nuisance in modern times. Each one could be a prank or
a warning of an impending bomb attack. Usually they are committed by individuals seeking to
inflict alarm and disruption. The problem can be minimised by adopting the following action
plan.

8.1    Action Plan

       The threats may be in one of the following forms and should be actioned accordingly :-

       a)     Written threat. If a bomb threat is received in writing, it should be kept, including
              any envelope or container. Once a message is recognised as a bomb threat, further
              unnecessary handling should be avoided. Every possible effort has to be made to
              retain evidence such as possible fingerprints, handwriting or typewriting, paper and
              postmarks. Such evidence should be protected by placing it in an envelope
              (preferably a plastic envelope).




                                                 12
      b)       Telephone threat      An accurate analysis of the telephone threat can provide
               valuable information on which to base recommendations, action and subsequent
               investigation. The person receiving the bomb threat by telephone should NOT
               HANG UP and, as soon as possible, should complete the information required on a
               Bomb Threat Check List. (Appendix 4). A Bomb Threat Check List should be
               held by telephonists and other persons who regularly accept incoming telephone
               calls.

8.2   Evaluation

      Following an analysis of information received, the Chief Warden, and available General
      Manager/Directors should categorise the bomb threats which may be either specific or non-
      specific as follows:-

      a)       Specific Threat In this case the caller will provide more detailed information
               which could include statements describing the device, why it was placed, its
               location, the time of activation and other details. Although less common, the
               specific threat is the more credible.

      b)       Non-specific threats In this instance an individual may make a simple statement
               to the effect that a device has been placed. Generally very little, if any, additional
               detail is conveyed before the caller terminates the conversation.

      The non-specific threat is the more common, but neither can be immediately discredited
      without investigation. In other words, every threat has to be treated as genuine until
      proven otherwise. Upon evaluation of the threat one of the four alternatives listed below
      will be adopted:-

      i)       take no further action;
      ii)      search without evacuation;
      iii)     evacuate and search; or
      iv)      evacuate (without search).


8.3   Notification

      Upon receipt of a threat or discovery of a suspect object, the local police should
      immediately be advised, but it should not be assumed that the police will conduct bomb
      searches.

8.4   Search

      Those best qualified to carry out a thorough search in any given area are the occupants.
      These persons have a knowledge and a better understanding of 'what belongs' or 'what does
      not belong' in a location at any given time.




                                                 13
THE AIM OF THE SEARCH IS TO IDENTIFY ANY OBJECT WHICH IS NOT
NORMALLY TO BE FOUND IN AN AREA OR LOCATION, OR FOR WHICH AN
OWNER IS NOT READILY IDENTIFIABLE OR BECOMES SUSPECT FOR ANY
OTHER REASON, E.G. SUSPICIOUSLY LABELLED - SIMILAR TO THAT
DESCRIBED IN THE THREAT - UNUSUAL SIZE, SHAPE AND SOUND -
PRESENCE OF PIECES OF TAPE, WIRE, STRING OR EXPLOSIVES WRAPPINGS,
OR OTHER UNFAMILIAR MATERIALS.

If the decision to evacuate and search is made, persons should be requested to remove all
personal belongings, eg. handbags, briefcases, shopping or carry bags when evacuating.
This will facilitate the identification of suspect objects.

General priorities for searching follow a set sequence:

1)     Outside areas including evacuation assembly areas (carparks)
2)     Building entrances and exits and particularly, paths people will use to evacuate.
3)     Public areas within buildings.
4)     Other areas. Once external and public areas have been declared clear, a search
       should be conducted of the remainder of the building including the Council
       Chambers and Plant Room.

ON LOCATING A SUSPECT OBJECT, SEARCH PERSONNEL SHOULD NOT
TOUCH OR MOVE IT.

The location should be conspicuously marked, e.g. a paper trail to the nearest exit is most
suitable. Ensure there are no other suspect objects in the vicinity then evacuate and isolate
the area. Search of other areas should continue to ensure that there are no other suspect
objects.

8.5    Evacuation options

Limitations of total evacuation At first thought, immediate and total evacuation would
seem to be the most appropriate response to any bomb threat, as it is in the case of fire.
However, the evacuation procedures in response to a bomb threat do not necessarily follow
those for a fire, e.g. doors and windows should be opened, to lessen blast effect, and not
closed as in the case of fire. Additionally, there are significant safety and economic factors
associated with a bomb threat that may weigh against an immediate evacuation as follows:

a)     Risk of injury As a general rule, the easiest area in which to plant an object is in the
       shrubbery sometimes found outside a building, an adjoining area to which the
       public has the easiest access. Immediate evacuation through these areas might
       increase the risk of injury.
b)     Response limitation Total and prompt evacuation will remove personnel who may
       be required to make a search.

c)     Panic A sudden bomb threat evacuation may cause panic and unpredictable
       behaviour, leading to unnecessary risk of injury.

d)     Essential Services Some evacuations may be precluded by the essential nature of
       the operations conducted within the building.


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      e)     Loss to business services While the protection of life should outweigh any
             economic loss, repeated threats may increase loss of business and interruption of
             services to an unacceptable level.

      Thus, there are some conditions which make immediate total evacuation an undesirable
      response to the bomb threat. Further, total and immediate evacuation, whilst risky, is the
      easy decision, and having taken the easy way, the hard decision of when to return still has
      to be made.

      A standard set of Action Plans for bomb threat evacuations is impossible to prescribe due
      to variations in types and location of threats. In general the evaluation, notification, search
      and evacuation options in section 8-2, 8-3, 8-4 and 8-5 should be considered and actions
      taken as considered appropriate.


9.0   EDUCATION

The Australian Standard AS3745-2002 requires the Emergency Evacuation Plan to be written,
disseminated, tested and reviewed.

During an emergency such as the outbreak of fire, the smooth operation of the emergency
procedures can be achieved only if all members of the ECO and other occupants normally in the
building are thoroughly familiar with what is expected of them. It is therefore necessary to
institute a system of education and periodic evacuation exercises.

Wardens are to be familiar with:-

-     Layout of area for which they are responsible.

-     Operation of telephone and 2 Way Radio (Operations)

-     The number or and location of any mobility impair people who are in their area.

-     The operation of portable fire extinguishers, hose reels, fire blankets & fire alarms.

-     Any special procedures that may exist to protect strategically significant items located in
      their area.

-     Escape Routes

-     Any dangerous goods that need special attention or isolation.

-     When to re-enter the building.




                                                15
All staff are to be briefed on the following prior to first evacuation.

-      Alarm system.
-      Action they are to take in response to evacuation order.
-      Evacuation routes
-      Evacuation marshalling areas.
-      Alternative routes and marshalling areas which provide a safe refuge.
-      Staff with laptop computers are to take the computer with them when evacuating.

9.1    Action plan

-      Upon adoption of the plan copies are to be disseminated to all office staff and a copy put
       on display in the lunch room.
-      All new staff are to be given a copy of the plan during induction training..
-      Fire extinguisher use training is to be given to all wardens and other staff who wish to be
       involved.
-      Practice evacuations are to be carried out approximately once every year.
-      The first practice is to take place as soon as practicable after the adoption of this plan.


9.2    Evaluation of Emergency Procedures Plan

-      The Plan will be evaluated every five years to determine effectiveness and any changes in
       use, layout or staffing structure.




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10.0   APPENDIX

Appendix 1

Chief Warden      -        Manager - Parks & Facilities                  Alan
                                                             Fletcher
Area Warden       -        Planning & Development Services               Jenny
                                                                         Greene
Area Warden       -        Operations & Human Resources                  Michele
                                                                         Wilkes
                           Water & Waste
Area Warden       -        Finance                                       Chris
                                                                         Bishop
Area Warden       -        Corporate & Executive Services                Lynne
                           Bailey
Area Warden       -        Customer Service                              Jayne
                           Clowes

Appendix 2

Emergency telephone numbers


Ambulance         } 000                Bushfire                  6571 1577
Police            }
Fire              )
Council             6578 7290          Hospital                  6572 2799
Local police        6578 7499          Dentist                   6572 2511
Local ambulance     131233             Poisons       information 13 1126
                                       centre
Town fire             6572 1495        Chemical      information 1300 550 036
                                       (ICI)




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                                                                                                                                         APPENDIX 3
                                      BOMB THREAT CHECK LIST FOR TELEPHONE OPERATORS
                                 REMEMBER DON'T HANG UP AFTER CALL
                   BOMB THREAT CHECK LIST
                                                            THREAT LANGUAGE
                     QUESTIONS TO ASK
                                                 Well Spoken:_____________________________
  1.           When is the Bomb going to explode?
               _____________________________________                                       Incoherent:_______________________________
  2.           Where did you put the Bomb?
                                                                                           Irrational:_________________________________
               _____________________________________
  3.           When did you put it there?                                                  Taped:___________________________________
               _____________________________________
                                                                                           Message read by caller:__________________
  4.           What does the Bomb look like?
               _____________________________________                                       Abusive:_________________________________
  5.           What kind of Bomb is it?
                                                                                           Other:___________________________________
               _____________________________________
  6.           What will make the Bomb explode?                                                                BACKGROUND NOISES
               _____________________________________
                                                                                           Street noises:________House noises:________
  7.           Did you place the Bomb?
               _____________________________________                                       Aircraft:_______________ __________________
  8.           Why did you place the Bomb?                                                 Voices:_____________ Local Call:__________
               _____________________________________
                                                                                           Music:______________ Long distance:_______
  9.           What is your name?
               _____________________________________                                       Machinery:_____________
  10.          Where are you?                                                              STD:______________
               _____________________________________
  11.          What is your address?                                                       Other:___________________________________
               _____________________________________                                                                             OTHER
  REMEMBER KEEP CALM-DON'T HANG UP                                                         Sex of caller:______________________________
                                                                                           Estimated
  EXACT WORDING OF THREAT:____________
  ________________________________________                                                 age:_____________________________
                   ACTION                                                                                                 CALL TAKEN
  Report call immediately to:______________                                                Date. . . . ./. . . . ./. . . .
  ________________________________________
                                                                                           Time:____________________________________
  Phone Number:_________________________
                CALLER'S VOICE                                                             Duration of call:__________________________
                                                                                           Number called:__________________________
  Accent (specify):_______________________
                                                                                           RECIPIENT
  Any impediment
  (specify):_______________________________                                                Name
  Voice (loud, soft, etc):__________________                                               (print):______________________________
  Speech (fast, slow, etc):_________________
  Diction (clear, muffled):__________________                                              Telephone
  Manner (calm, emotional, etc):__________                                                 number:____________________________
  Did you recognise the voice?____________
                                                                                           Signature:________________________________
  If so, who do you think it was?____________
  Was the caller familiar with the area?_____                                                      REMEMBER KEEP CALM-DON'T HANG
                                                                                                          UPBOMB THREAT

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