2011 PROCEDURES FOR HURRICANE PREPAREDNESS

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					   THE SCHOOL DISTRICT OF
     PALM BEACH COUNTY




         2011
   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 .............................................................................................................. 14
    E. REPAIRING DAMAGE ............................................................................................................... 15
    F. RETURN TO FULL OPERATION .............................................................................................. 15
SCHOOL FOOD SERVICE ...................................................................................................................... 16
FACILITIES SERVICES .......................................................................................................................... 18
PROGRAM MANAGEMENT ................................................................................................................... 23
TRANSPORTATION ................................................................................................................................ 34
AREA OFFICES ......................................................................................................................................... 36
PUBLIC AFFAIRS .................................................................................................................................... 37
SCHOOL POLICE ..................................................................................................................................... 40
INFORMATION TECHNOLOGY DIVISION ...................................................................................... 41
THE EDUCATION NETWORK (T.E.N.) .............................................................................................. 50
PURCHASING/CONSTRUCTION PURCHASING/WAREHOUSE ............................................... 51




                                                                                     2
RISK & BENEFITS MANAGEMENT..................................................................................................... 54
APPENDIX A ............................................................................................................................................. 57
APPENDIX B ............................................................................................................................................... 58
APPENDIX C ............................................................................................................................................... 66




                                                                                       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, 2011

                  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 2011 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 staff have
      responded to the site and that Red Cross has access to designated shelter areas and
      the cafeteria/kitchen.


                                                9
   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, 2011 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 consent of the
Shelter Manager. The Shelter Manager will be responsible for all media questions and
comments.




                                                10
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;
   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.


                                                11
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

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, 2011

                  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.
    5. Remove flags from flag poles and advertising banners from all chain link fences and
        structures.




                                                     13
   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.

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.



                                               14
          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

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, 2011

               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:

                     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.


                                                     16
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:
        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.




                                      17
                            FACILITIES SERVICES

                    For Action: Director/Designated Staff, Date: June 1, 2011

                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.
   2. Tropical Storm/Hurricane Warning (Weather factors indicate that a hurricane is
      expected to strike a geographical area within 36 hours)


                                                 18
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
        36.   Dump Truck                    770       Grounds
        37.   Dump Truck                    798       Grounds
        38.   Schaeff Loader                BF5316    Grounds



                                       19
       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
                      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.




                                            20
            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.

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.




                                           21
              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.
      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


                                          22
                         PROGRAM MANAGEMENT

                    For Action: Director/Designated Staff, Date: June 1, 2011

                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 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




                                                 23
          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).
                      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


                                    24
                         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 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. See Attachment B: Damage
                  Assessment Team Leaders and Call Down Procedure


                                     25
      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.

      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


                                    26
                            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.
                    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


                                            27
                   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 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.




                                     28
Attachment A
                                          Program Management
                                          Emergency Procedures
                                                 date, 2011

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 2011
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.




                                                   29
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 2011 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




                                                    30
Attachment A1
                                      Program Management
                                      Hurricane Notification
                                                 date, 2011

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


                                                   31
Attachment A2
                                      Program Management
                                      Emergency Notification
                                                  date, 2011

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




                                                    32
 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




                                    33
                               TRANSPORTATION

                      For Action: Director/General Managers/Area Managers/
                       Senior Coordinators/Area Team Leaders/Forepersons
                                        Date: June 1, 2011

                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. Monitor 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 monitoring 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).




                                                34
   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 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 directed 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 Team Leader will contact forepersons for initial damage assessments as soon
      as practical. Transportation forepersons will conduct a complete walk-around as
      soon as possible and write up everything that is damaged. Facilities Services Building
      Assessment Teams will follow-up after schools are on-line.




                                              35
                                   AREA OFFICES

                      For Action: Area Superintendents, Date: June 1, 2011

                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) 969-5840




                                                36
                                  PUBLIC AFFAIRS

                  For Action: Chief Public Information Officer, Date: June 1, 2011

                 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 to all media
                  ii. The Chief Public Information Officer will be available to the media for
                      live interviews.
                 iii. The District’s Web site and Emergency Banner will have the latest
                      information. Go to www.palmbeachschools.org
                 iv. T.E.N. (Comcast Digital Cable channel 234) 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 will provide 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.
          b. The following methods will be used to communicate with district employees
             and the public:



                                                  37
                   i. A news release will be issued to all media.
                  ii. The District’s Web site and Emergency Banner will have the latest
                      information. Go to www.palmbeachschools.org
                 iii. T.E.N. (Comcast Digital Cable channel 234) will provide continuous
                      updates.
                 iv. 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 will provide 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.
                  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 release will be issued to all media.
                ii. Chief Public Information Officer and IT will assist Superintendent in
                    issuing ParentLink messages to parents and employees.
               iii. The Chief Public Information Officer will be available for live
                    interviews.




                                              38
 iv. The District’s Web site and Emergency Banner will have the latest
      information. Go to www.palmbeachschools.org
  v. T.E.N. (Comcast Digital Cable channel 234) 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 will provide 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 all or as many employees
      as possible.)




                               39
                                 SCHOOL POLICE

                      For Action: Department Personnel, Date: June 1, 2011

                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.




                                                40
                 INFORMATION TECHNOLOGY DIVISION

                 For Action: Chief Information Officer/Designated Staff Date: June 1, 2011

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

                                          IT Leadership
1. Directors and Managers will meet with the IT team under the direction of the Chief
   Information Officer and will relay emergency planning information to the team members in
   an accurate and timely fashion.
2. IT Leadership will allocate the necessary manpower to assist the designated areas with the
   increased demand related to the weather conditions.
3. Review plan for the needed action, should the storm escalate to the next level.
4. All IT Leadership ensure team members:
        a. Review and re-familiarize themselves with the detailed hurricane plan.
           http://www.palmbeachschools.org/Employees/documents/2011HurricaneGuide.pdf
       a. 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.
5. IT Leadership will communicate backup and computer preparation plans to all schools and
   Area Offices.


                                         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 files that are required to be backed up per the
          records retention schedule 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 for computers that are located near windows or on the floor that
           may be prone to flooding:
                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 (powered off) equipment with plastic or vinyl material.


                                               41
             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. School Servers:
      a. All District school servers are managed centrally. Please do not power-off or
          covered with plastic 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.

5. IT Team Members will ensure that ALL FHESC backups are complete including extra off-
   site copies.

                                     FHESC Data Center
1. Coordinate plan with user departments.
      a. IT Applications will meet with Department Heads to coordinate the production
          systems 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 Processing Schedule.
      a. Departments will deliver critical production processing schedule revisions to the
         Applications team sufficiently ahead of the data center 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. Upon review and approval
         all Mainframe processing revisions will be distributed to the Data Center
         Manager.
      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 or
                  other systems will be closed prior to the normal evening shutdown time.
             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.

                                          IT Leadership
1. CIO will coordinate a Division-wide communication to all IT personnel.
2. IT Leadership 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.
3. IT Leadership will suspend all normal work orders and processing as needed to refocus all
   energies on the hurricane and its possible impact on Support Services.
4. IT Managers will coordinate a production processing shutdown schedule as needed to
   ensure an orderly and timely shutdown.




                                            42
5. IT Managers will re-allocate the needed manpower to make certain that FHESC backups are
   all complete, secure and sent to an off-site location.

                                      Distributed Systems
                                  Voice/Data Communications
1. Arrange Meeting
       a. IT Leadership or designees 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 or designee will implement established checklists.
      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.
      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.

                                         Data Center at FHESC
1. Mainframe:
      a. IT Leadership or designee(s) review all District critical processes with team.
      b. At a predetermined time will be set to start processing disaster recovery backups
          and other changes as needed.
      c. A predetermined time will be set to complete processing.
      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. Staff will start the disaster recovery shutdown process if time allows, depending
          on the weather conditions.
      i. Email notification of system availability sent to Service Desk for communication
          to end 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 IT Directors and exit building.

2. Servers in the Data Center:
      a. IT Leadership reviews and processes District critical applications
      b. IT Staff coordinate backup of non-mainframe systems.
      c. IT Staff coordinate shutdown of non-mainframe systems according to the pre-
          defined checklist.



                                            43
3. Secure the IT Division:
      a. Secure all vital documents in a high, dry location.
      b. Coordinate with vendor to ensure all backup tapes are moved to secure facility.
      c. Email notification of system availability sent to Service Desk for communication
          to end users.
      d. Notify Chief Information Officer and IT Directors and exit building.

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

                                         IT Leadership
   The IT Managers/Team will proceed with the implementation of the warning procedures
   as detailed in the Information Technology Hurricane Plan or as modified by the CIO or
   designee.


                      Distributed Systems – McKesson Communications
1. Complete processing of HEAT work orders and record Service Desk emergency phone
   message.
2. Secure building work storage areas and all loading docks.
3. Fuel and secure all vehicles
4. Release all personnel as directed by Management.

                                  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.

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

                                            IT Leadership
1. IT Directors will be in direct contact with the Chief Information Officer and will recall all
   the staff when the All Clear is given. IT Phone Chain will be used to initiate staff
   notifications.
2. Under the direction of the IT Managers or designees, the team will focus their energies
   to restoring the system on a priority basis.

                                   Voice/Data Communications
1. Report to Duty - When the All Clear signal is announced, 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. IT Leadership will report to FHESC or designated area to set up a Damage
           Control Center (DCC) to determine restoration processes based on damage
           assessment.
       b. The Managers or designees will report to their designated area with the staff
           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.


                                              44
2. Damage Assessment
      a. It is anticipated that the DCC will be receiving calls for damage reports and work
         support needed. These requests will be compiled, prioritized and documented in
         HEAT.
      b. The Damage Assessment Teams 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 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.
      c. Dispatch: Once a Task Leader is assigned a work order, he will notify and
         assemble a crew for action. Crews may be required to support other crews. Task
         Leaders will monitor and control the actions of their staff.
      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.




                                            45
46
47
48
49
              THE EDUCATION NETWORK (T.E.N.)
          EDUCATIONAL BROADCAST SERVICES (E.B.S.)

              For Action: T.E.N. Manager and Designated Personnel, Date: June 1, 2011

                  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. Internal Channels (23, 24, 25 and 26 as well as
              webcast channels 1, 2, and 3) will begin emergency broadcast.
          b. T.E.N. will also broadcast over air on WXEL channel 42.4 and over cable on
              Comcast channels 234 and 235.
          c. 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.
          d. Transmission from T.E.N. will continue throughout the storm except in
              extraordinary conditions.
          e. T.E.N. will remain on the air as long as power is available.
          f. 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.



                                                  50
                      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: 494-0096 Cell: 662-8341
                  Craig Singletary
                  Project Coordinator
                  Ph: 829-4613 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               Melanie Furton
                  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"




                                                    51
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:
Mark Moon     (561) 882-8536      Home: (561) 743-5939   Cell: (772) 349-2101
              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
Mark Moon          Manager, Construction Purch & 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




                                            52
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




                                           53
                  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”

None




Category “C”

All staff members of EBRM




Category “D”

None




                                           54
A. Before Storm Season:
   1. Contact property broker and request coordination for a pre-loss meeting to be scheduled
       before storm season to share contacts and exchange expectations for the upcoming
       hurricane season. Property broker, claims representatives, carrier representatives,
       adjuster and forensic accounting team to attend with District representatives. The
       insurance carrier contact list is below.
   2. Ensure department employee phone numbers are up-to-date, including emergency
       contacts.

B. Property Insurance
    1. For FY 2012, the following limits apply:
           a. Property deductible for a named windstorm is 5% of values with $500,000 minimum
              at each location, plus a $10 million corridor deductible. The $10 million corridor
              deductible is applied only one time per policy year.
           b. Based on the above, a threshold of $5 million is needed to trigger adjusting services
              for a named windstorm event.

C. When Warning is Issued
   1. Risk Management will make contact with property broker, who will notify claims
      representative, and adjuster as to shelter plans and provide an update of any necessary
      contact information.
   2. Update department employee phone number contact list to include alternate contacts
      for evacuation.
   3. Secure equipment and cover with plastic. Remove items from window areas, and secure
      inner offices, if possible.
   4. Within 24 hours of storm impact, staff may be released to handle personal preparations.
      Director and Manager to take emergency contact numbers to communicate damage
      assessment estimate.

D. When All Clear is Issued
   1. Manager to report to District EOC to support recovery.
   2. Director or Manager to call other staff back at appropriate time (Category C).

E. Claim Processing
    1. Report to property insurance agent the initial damage assessment dollar amount for
       Palm Beach County Schools once the report has been filed with County officials.
    2. If above $ 5 million, but less than $7.5 million, an information file will be set up for the
       event, but adjusters will not assigned.
    3. If above $7.5 million, an active claims file will be opened, and an adjuster will be
       assigned to monitor the damage valuations.
    4. Once the initial claim is sent to the property broker, claims or carrier representative,
       ongoing information need only be communicated to the adjuster and forensic
       accountant. A list of District contacts for claim processing, in priority order, should be
       supplied to the broker.


                                                   55
5.    Create a list of personnel who will need access to the database for claims management.
     This should be given to the forensic accountant so that access and passwords can be
     established for the secure internet claims system.


Property Agent/Broker                                  Insurance Carrier
 The Beacon Group                                      Lexington Insurance Chartis
 6001 Broken Sound Pkwy., N.W. Ste. 500                100 Summer Street
 Boca Raton, FL 33467-2730                             Boxton, MA 02110
 Don Dresback, Exec. VP                                Douglas J. May, AIC - Asst. VP
 561-994-9994, ext. 104                                617-772-4538
 Robert K. Rollins, President
 561-994-9994, ext. 109                                Forensic Accountant
 Patti-Ann Dresback, Acct. Exec.                       Carey & Company
 561-994-9994, ext. 500                                James P. Carey, CPA
                                                       20 Winthrop Square
Adjuster                                               Boston, Massachusetts 02110
York (Specialized Loss Adjusting)                      617-523-8844
100 Town Square Place, Ste. 402
Jersey City, NJ 07310
William C. Van Thunen, Exec. General Adjuster
201-725-5918 (cell)
Danny Miller, President York SLA
5757 Alpha Road, Ste 150
Dallas, TX 75240
214-577-0553 (cell)




                                             56
                                   Appendix A




              2011 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.




                                          57
Appendix B




    58
59
60
61
62
63
64
65
Appendix C




    66

				
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