CENTRAL TEXAS WORKFORCE SYSTEM
EMERGENCY AND DISASTER PLAN
January 2007
Central Texas Workforce System-Proprietary: The contents of this document are considered proprietary and may not be copied or given to other agencies or persons without the approval of the Central Texas Workforce System.
Equal opportunity employers staff the Central Texas Workforce Centers. The centers staff provides equal opportunity programs and activities. Auxiliary aids and services are available, upon request, to persons with disabilities. 800-735-2989 (TDD) 800-735-2988 (Voice)
Table of Contents
General 3.
Staff Responsibilities 3.
Director of Administration, Central Texas Workforce Board 3.
Director, Central Texas Workforce Centers 4.
Center Administrator 5.
Center Facilities Manager 6.
Centers Automated Systems Manager 6.
Center Administrator Youth & Rural Access and Administrator Business Services 6.
Center Safety Manager 7.
Center Fire Warden 7.
Center Emergency Reaction Team 8.
Center Weather Watchers 8.
Relocation of Property and Business Activities 9.
Property Accountability 9.
Computer Information Accountability 9.
Evacuation and Take Cover 9.
Staff Requiring Direct Assistance 10.
Emergency Actions 10.
Fire 10.
Severe Weather 11.
Bomb/Chemical Threats or Threats of Violence against Centers 12.
Violence 12.
Power Failure 13.
Chemical/Hazardous Materials Outside the Center 13.
Serious Health Emergencies 13.
Homeland Security 14.
Wide Area Emergencies and Emergency Preparedness 14.
Emergency Response/Disaster Diagram 15.
GENERAL
1. The purpose of this plan is to help the Central Texas Workforce Centers (CTWC) and the Central Texas Workforce Board (CTWB), [together referred to as the Central Texas Workforce System (CTWS)] to prepare for, respond to, and recover from emergencies or disasters.
2. Workforce Centers Policy Letter 01-04, Disaster Recovery, January 21, 2004 is hereby rescinded.
3. All emergency response planning and activities shall work to prevent human injury and property damage and ensure continued CTWS operational capability. Requirements in this plan must be applied with common sense and initiative. Included are:
A. Duties and responsibilities for management and key staff.
B. Evacuation and Take Cover requirements.
C. Instructions for fire, bomb and terrorist threats, severe weather, medical emergency, power failures, and other procedures.
D. Guidance concerning relocation and continuation of center activities, property accountability, and property replacement.
E. Actions during widespread emergency or disaster.
STAFF RESPONSIBILITIES: The flow chart on the last page of this plan outlines general operational relationships and system interactions.
1. Director of Administration, Central Texas Workforce Board:
A. Advises the CTWB Executive Director concerning emergency response and operational capability.
B. Exercises oversight of CTWS emergency response and operational activities and the accountability of resources required to maintain the CTWS mission.
C. Assists in planning and coordinating emergency/disaster operations, in accounting for damaged or destroyed CTWS property, and with the procurement of replacements.
D. Publishes detailed instructions specific to the board’s office including a floor plan and instructions for the office showing evacuation routes, take cover areas, and outdoor assembly areas. Plans and instructions shall become an addendum to this plan.
E. Appoints or acts as additional emergency support staff (Paragraphs 7-10 below) for the CTWB office.
F. Coordinates with the CTWC Director, Center Administrators, Centers Facilities Manager, the Central Texas Council of Governments (CTCOG), and local government and social service agencies during emergency and disaster recovery operations.
G. Responsible for CTWS insurance claims, real estate, and property inventory and accountability.
H. Principle media contact for the CTWS.
I. Maintains and keeps secure a list of family contact names and phone numbers for all CTWB employees to be used in the event of an emergency or disaster.
J. Coordinates with the Board Executive Director concerning designation of an interim Centers Director when the current one cannot fulfill his/her duties.
K. Contacts and renders assistance to families of CTWB employees when injuries or fatalities are involved.
L. Coordinates with city, state, and federal emergency management and law enforcement officials as required.
M. May authorize spending for emergency and interim services as required.
2. Director, Central Texas Workforce Centers:
A. Oversight of CTWC emergency and disaster planning and execution.
B. Designates alternate center administrators and leadership team members in case the current administrators or team members cannot perform their duties.
C. Coordinates CTWC emergency and disaster response and business requirements and activities with the CTWB, the Executive Director, Central Texas Council of Governments (CTCOG), local government and social service agencies, TWC, and the TVC.
D. Coordinates with emergency management and law enforcement officials as required.
E. Designates alternate locations for conducting center business and for storage of center files and equipment as required. The Director may pass responsibility for operations to another center pending resumption of operations of the affected center.
F. Notifies direct report employees as to the status of developing or actual emergency situations including return to work, employment status, work locations and hours.
G. Maintains and keeps secure a list of family contact names and phone numbers for direct report employees.
H. Contacts and renders assistance to families of direct report employees when injuries or fatalities are involved.
I. Principle CTWC point of contact for the media.
J. Authorizes spending for emergency and interim services and operations.
K. In coordination with administrators and other managers, prepares and forwards after action reports and lessons learned to CTWB, TWC, TVC, and other agencies as required.
3. Workforce Center Administrator:
A. Exercises overall responsibility and authority for emergency planning, training, and required response within their center’s area of responsibility.
B. Appoints the Center Safety Manager, Fire Marshal, and Emergency Reaction Team members. Provides guidance and supervises their performance of duties.
C. Accounts for employees in their facility during an emergency.
D. Maintains and keeps secure a list of family contact names and phone numbers for all direct report center employees in the centers under his/her jurisdiction.
E. Contacts and renders assistance to families of direct report center employees when injuries or fatalities are involved.
F. Develops and publishes detailed instructions specific to each center under their jurisdiction including a floor plan and instructions for each center and business location showing evacuation routes, take cover areas, and outdoor assembly areas. These shall be posted in common and break areas, and in each room of the center. Plans and instructions become an addendum to this plan.
G. Coordinates with local city, state, and federal emergency management officials concerning emergency and disaster issues.
H. Coordinates with the Automated Systems Manager and the CTWB Director of Administration concerning accountability and replacement of damaged or missing automation and communication systems.
I. Coordinates with the Centers Facilities Manager concerning buildings and infrastructure.
J. In coordination with the CTWB Director of Administration and the Automated Systems Manager, oversees replacement of damaged or missing infrastructure and equipment.
K. Relocates center property and activities to a location designated by the Director.
L. Notifies direct report employees as to the status of developing or actual emergency situations including return to work, employment status, work locations and hours.
M. Coordinates with CTCOG, TWC, and TVC concerning human resources issues.
N. May serve as principle media contact for their specific center locations.
O. Contacts and renders assistance to families of affected center direct report employees when injuries or fatalities are involved.
P. Ensures that CPR training is available and offered to center staff.
Q. May prepare after action reports and lessons learned.
4. Centers Facilities Manager: Provides information and consults with management on matters relating to the design, infrastructure, and systems of Centers buildings.
5. Workforce Centers Automated Systems Manager:
A. Advises the Director, leadership team, center administrators, safety managers, and the centers/board staff on matters relating to automation and communications systems.
B. Coordinates with the CTWB Director of Administration and center administrators concerning accountability and replacement of damaged or destroyed/missing automation and telephone systems.
C. Conducts inventories and procures replacements.
D. Coordinates restoration and repair/replacement of phone and computer service.
E. Coordinates relocation of automation equipment to an interim location as required.
F. Ensures that computer system back up is safely maintained and available when required.
G. Notifies direct report employees as to the status of developing or actual emergency situations including return to work, employment status, work locations and hours.
H. Contacts and renders assistance to families of direct report employees when injuries or fatalities are involved.
I. Prepares after action reports and lessons learned as required.
6. Workforce Administrator Youth and Rural Access and the Workforce Administrator Business Services.
A. Notify direct report employees as to the status of developing or actual emergency situations including return to work, employment status, work locations and hours
B. Contact and render assistance to families of direct-report employees when injuries or fatalities are involved.
C. Coordinate with the Centers Director, administrators, and the CTWB Director of Administration as required.
D. Prepare after action reports and lessons learned as required.
E. Business Services Administrator’s priority shall be to reestablish the job order system and contact with employers.
7. Workforce Center Safety Manager: Appointed by the Center Administrator. Responsible for all centers under that administrator’s jurisdiction.
A. Principal advisor to the Administrator on center safety. At the discretion of the Administrator, may also serve as Center Fire Marshal.
B. Periodically evaluates center emergency procedures and evacuation plans.
C. Schedules and conducts periodic staff safety briefings and training.
D. Maintains a current list of staff members designated as the Center Emergency Reaction Team and ensures that they know their duties.
E. Coordinates with local emergency agencies and centers automated systems technicians and manager as required.
F. Assists the Fire Warden and Emergency Reaction Team.
G. Coordinates with the CTWB Director of Administration and other agency safety officials as required.
H. Maintains a current list of staff requiring direct assistance during evacuations and persons designated to assist them when required to evacuate or take cover.
I. Ensures that required safety information is posted in the center.
J. Assists administrator with after action reports and lessons learned.
8. Workforce Center Fire Warden: Appointed by the Administrator. May be the Safety Manager.
A. Principle fire safety advisor to the Center Administrator. Responsible for all matters relating to fire safety.
B. Conducts periodic fire drills and alarm tests.
C. Periodically checks the center to ensure that fire safety is being observed and that fire extinguisher inspections are current.
D. Assists the Safety Manager and Emergency Reaction Team during emergency operations.
E. Develops center’s fire evacuation plan and selects evacuation assembly areas.
F. Conducts/coordinates staff fire safety training.
G. Coordinates fire safety matters with local fire department.
H. Assists administrator with after action reports and lessons learned.
I. During a fire evacuation the warden:
(1). Assists center occupants.
(2). Provided it is safe and there is time, quickly checks the building to ensure that everyone has left and that spaces are clear (e.g., copy rooms, storage rooms, restrooms, etc.). May designate persons to assist.
(3). Once the building is clear, goes to the assembly area and assists with staff accountability.
(4). Notes problems such as injured staff, occupants that refuse to evacuate, etc. Notifies rescue authorities as appropriate.
(5). Reports to the Center Administrator or Safety Manager on staff accountability.
9. Workforce Center Emergency Reaction Team: The Administrator appoints the team leader and team. The number may vary. During an evacuation or take cover the team:
A. Provides direct assistance to all occupants, ensuring that they leave the building quickly and safely during evacuation or that they find appropriate take cover locations.
B. Assists emergency responders as required.
C. Team Leader reports to the Fire Warden when areas appear to be secure.
D. Once secure, assists the Fire Marshal, Safety Manager, or Administrator as requested.
E. Team Leader advises the Administrator, Fire Marshal and Safety Manager on evacuation and take cover matters.
10. Workforce Center Weather Watchers: Persons designated by center administrators to receive special software and/or weather radios for the purpose of warning center occupants when severe weather threatens the center. When severe weather conditions are either forecast or in progress, designated staff shall monitor the weather situation and inform the Administrator and safety staff as to the threat.
A. When a severe weather watch is issued for the area, center watchers should monitor the situation but need not inform staff or the Administrator.
B. If a watch becomes a severe weather warning that will affect the center, the Administrator, safety staff, or a supervisor shall be immediately notified. If the situation is of such magnitude that take cover is warranted (such as a tornado in the center’s city or when the city alert system has been activated) take cover shall be initiated at that time.
C. Severe weather operations are covered below under Emergency Actions.
RELOCATION OF CTWC PROPERTY AND BUSINESS ACTIVITIES
1. In case of damage to a building or its contents the Administrator, coordinating with the automated systems staff, the Centers Director, the Workforce Administrator Youth and Rural Access, Workforce Administrator Business Services, the Facilities Manager, and the CTWB Director of Administration, may direct the evacuation of property and files to an area designated by the Centers Director and decide where center employees are to be assigned for business purposes. Center staff shall assist in the relocation effort and restore service to customers as soon as possible...
2. The Centers Director shall determine the location from which he/she and his/her direct reports will perform their duties.
3. The Administrator shall keep center employees informed on all changes in work locations, business hours, etc. Instances where employees should not report for work will be communicated both by telephone and by announcement in the news media if required.
CTWC PROPERTY ACCOUNTABILITY:
1. Center property, to include buildings, office furnishings and equipment, computers and printers, expendable supplies, assessment instruments, and the telephone system must be accounted for after damage or destruction. Destruction or damage of property will be reported to the Centers Director, the affected Center Administrator, and the CTWB Director of Administration.
2. As soon as possible, the Center Administrator will provide to the Centers Director, Fiscal, and the CTWB Director of Administration an inventory of destroyed or damaged property.
3. Requirements for replacement of expendable items such as office supplies and assessment instruments will be noted and reported as soon as possible. The centers Assessment Specialist is responsible for accountability and inventory of assessment instruments.
CTWC COMPUTER INFORMATION ACCOUNTABILITY: CTWC computer server records and e-mail are preserved through the use of a back-up system. The Automated Systems Manager is responsible to ensure that back up is protected from theft or damage from fire, weather, virus, hacking attacks, or other means of destruction or compromise.