Your Agency Name Here

CONTINUITY OF OPERATIONS PLAN

for

YOUR AGENCY NAME HERE

DATE OF PLAN HERE

Developed by NEMO Secretariat and modeled upon the Emergency Repose Plan of the Folk Research Centre - 1998

V1.0 – 2002 / V2.0 June 9, 2005

Approved by
[Head of Department / Branch Manager – as applicable]
[Date of Approval] / Approved by
[General Manager / President of the Board – as applicable]
[Date of Approval]

TABLE OF CONTENTS

POLICY

Introduction
Assumptions
Statutory Authority
The Plan
Maintenance & Testing
Related Documents
Limitations
Training
Membership
Disaster Cycle
Comprehensive Disaster Management
St. Georges Declaration of Principles
Situation
Activating the National Emergency Response Mechanism

DATA

Emergency Telephone Numbers
Disaster Management Team and Staff List
Building Contractors / Services
Prevention / Protection Measures

PROCEDURES

Hurricane / Violent Storm
Drought and Extreme Heat
Computer Care
Medical Emergency
Fire
Flooding and Water Damage
Suspicious Article
Bomb Threat
Explosion
Spill (Oil or Hazardous Materials)
Earthquake
Shelter in Place
Utility Disruption
Potentially Violent Situations
Random Acts of Violence
Disgruntled Employee
Hostage Situation
Evacuation Procedures
Damage Assessment

FORMS

Collection Priorities/Administrative Records Location
Preparedness Action Checklist
Emergency Equipment and Supplies Checklist
General Inspection Report
Facilities/Utilities Inspection Report
Emergency Shutoffs Inspection Report
Fire Extinguisher Inspection Report

Check List for Non-structural Components for Earthquakes
Check List for Non-structural Components for Hurricanes

APPENDIX

Trees
Disaster Recovery
Collections Salvage (First Aid)
How to address psychosocial reactions to catastrophe
Crisis Communication for Managers
Family Disaster Plan

POLICY

INTRODUCTION

This Continuity of Operations Plan [COOP] outlines the steps, in the event of a natural or manmade disaster, necessary for an orderly and efficient transition to emergency operations. The plan includes information on emergency evacuation procedures, disaster response, and emergency delegation of authority, assignment of responsibilities, assurance of continuity of operations, prevention and preparedness measures as well as lists of external material and technical assistance.

FILL IN AGENCY INFO AND COMMUNITY PROFILE HERE

INCLUDE HERE:

AGENCY MISSION

AGENCY VISION

ASSUMPTIONS

That AGENCY NAME is the lead responder to situations on its own compound.

A large scale emergency will result in increased demands on personnel at AGENCY NAME

That the Government of Saint Lucia shall respond to a National Disaster.

That Emergencies in Saint Lucia may be categorised in two ways:

Those that are preceded by a build-up [slow onset] period, which can provide AGENCY NAME and NEMO with advance warnings, which is used to facilitate timely and effective activation of national arrangements

Other emergencies occur with little or no advance warning thus requiring mobilization and almost instant commitment of resources, with prompt support from the Government of Saint Lucia just prior to or after the onset of such emergencies

STATUTORY AUTHORITY

[Add or delete relevant Statutory Instruments and their clauses]

Disaster Preparedness and Response Act No 13 of 2000

Section 8(2) -- The National Disaster Response Plan shall include – (a) procedures related to disaster preparedness and response of public officers, Ministries and Departments of Government, statutory bodies, local government units… for, response to and recovery from emergencies and disaster in Saint Lucia.

Employees [Occupational Health and Safety] Act No. 10 of 1985

Part II Section 3 (d) -- Every employer shall – provide information, training and supervision necessary to ensure the protection of his employees against risk of accident and injury to health arising from their employment.

Employees [Occupational Health and Safety] Act No. 10 of 1985

Section 9 – Effective arrangements shall be made in every place of employment for the disposal of wastes and effluents due to manufacturing process or any other working methods carried on therein.

THE PLAN

This Emergency Response Plan is a guide for AGENCY NAME into the way the assigned Staff will handle a disaster.

Every Staff Member is to be aware of the existence of this plan and is to be fully knowledgeable of their roles and responsibilities in any disaster as set out in the Standing Operating Procedures [SOP].

This plan shall be stored in an area where every Staff Member has easy access to. Should a disaster occur during the absence of the Head, Staff should have easy recourse to the plan.

This plan is to remain at the AGENCY NAME and is NOT to be removed. Copies may be made for circulation to Staff and for attendance at planning meetings, however a complete copy is to remain at AGENCY NAME at ALL TIMES.

The plan is to be renewed annually with a revised copy being submitted to the [EXECUTIVE DIRECTOR / GENERAL MANAGER – FILL IN THE POST TITLE] ______no later than March 31st of that year.

The [FILL IN THE POST TITLE] ______in turn shall then circulate this copy of this plan to the Staff and the Director NEMO. The [FILL IN THE POST TITLE] ______shall also inform the respective Departments as to whether the plan was accepted or not. Should the plan not be accepted amendments shall be made as per the directives of the [FILL IN THE POST TITLE] ______.

Should there be no amendments that year then the Head of Department shall indicate such to the [FILL IN THE POST TITLE] ______no later than March 31st of that year, the [FILL IN THE POST TITLE] ______shall in turn shall circulate a copy of the memo to the Staff and the Director NEMO.

MAINTENANCE & TESTING

Once accepted all plans must be tested. This is usually done in three ways:

Ongoing Maintenance - Any change in methodologies, organization, staffing, business methods, etc., must be reviewed in terms of impact to the Agency’s COOP.

Tests and Exercises - These are tests of individual components and exercises that ensure that staff is familiar with the plan and that the supporting procedures and infrastructure are workable. The tests and exercises to ensure the continued viability of the branch’s business continuity plan are itemized below to ensure that every critical aspect of the plan will be effective when required. There are four types of Exercises: Orientation, Drill, Desktop and Full scale

Actual Event: Though no one wants the experience of an actual disaster, the event provides the opportunity to test the validity of the assumptions within the plan. A review of responses after an event provides the opportunity to upgrade the disaster plan.

RELATED DOCUMENTS

This plan is a “stand alone” document that may be activated to support hazard management plans. Other documents related to this plan are:

Respective Ministry of Government Continuity of Operations Plan [to be done] e.g. Ministry of Commerce Continuity of Operations Plan [to be done]
OTHERS?

LIMITATIONS

This plan is limited to the coordination of AGENCY NAME responses to actual or potential major events, and is not activated to be the only responder. The National Emergency Management Organisation [NEMO] must be notified of all MAJOR activations. This is necessary to allow for the rapid coordination of resources should the incident escalate to a level requiring National mobilisation.

TRAINING

It is recognized that to achieve the capacity and competency that will allow staff to function smoothly during a response, training must be an ongoing component of professional development. The flowing subjects shall be presented, but by no means is limited to:

Introduction to Disaster Management [IDM]
Emergency Operations Centre Management
Incident Command System [ICS]
Telecommunications
Initial Damage Assessment [IDA]
First Aid / CPR
Fire Preparedness

MEMBERSHIP

Membership of AGENCY NAME disaster committee includes but is not confined to the following:

Post
Then
List
Them

DISASTER CYCLE

The Disaster Cycle comprises of the following elements:

BEFORE

Prevention
Mitigation
Preparedness

DURING

DISASTER OCCURS

AFTER

Response
Reconstruction / Recovery
Rehabilitation / Rebuilding

COMPREHENSIVE DISASTER MANAGEMENT

It is understood by AGENCY NAME that the disaster cycle lends itself to a comprehensive approach to disaster management, whether within this organisation or at a National Level.

Comprehensive Disaster Management [CDM] was conceptualised by the Caribbean Disaster Emergency Response Agency [CDERA] as a new direction for disaster management for the 21st century. It moves away from the relief and response mode to a comprehensive approach which takes disaster and mitigation considerations into account during the planning and development stages. It also expands the partners to include economic, social, and environmental planners, architects, engineers, and health professionals among others. [CDERA Press Release of Feb 27, 2004]

With the main objective being to integrate Comprehensive Disaster Management into the development planning process it is AGENCY NAME intension to weave Comprehensive Disaster Management into the Corporate Life through the recommended Intermediate Results [IR]

ST. GEORGES DECLARATION OF PRINCIPLES

It is understood that as a tool to achievement of the CDM Strategy it is this Agency’s undertaking to support Principle Nine of the St. Georges Declaration of Principles for Environmental Sustainability in the Organization of Eastern Caribbean States [OECS].

Where each member state agrees to:

Establish at the community, national and regional levels appropriate and relevant integrated frameworks to prevent, prepare for, respond to, recover from and mitigate the causes and impacts of natural phenomena on the environment and to prevent man made disasters;

Exchange information with each other, relating to the experiences and lessons to be learnt from the causes and impacts of natural and man made hazards and phenomena on its environment.

SITUATION

Hazard analysis and experience have confirmed that Saint Lucia is at risk from numerous hazards, both natural and technological:

Meteorological Hazard: Hurricanes, Tropical Wave, Tropical Storm, Storm Surge, Flooding, Land Slides, Drought

Seismic/Volcanic Hazard: Volcanic Eruption, Earthquake, Tsunami [Marine and land based]

Technological: Fire, Explosion, Hazardous Material Spill, Mass Poisoning, Pollution, Civil Unrest

Other: Plague, Mass Causality, Epidemic Outbreak, Dam Failure, Office Violence, Terrorism, Bomb Threat/Explosion, Utility Failure

ACTIVATING THE NATIONAL EMERGENCY RESPONSE MECHANISM

A major situation, which threatens population centres will require that the AGENCY NAME receives support for its control and management. This will be coordinated by the National Emergency Operations Centre (NEOC). The decision to advise the NEMO Secretariat of the need for additional support will be made by the Incident Commander [IC] ofAGENCY NAME.

The IC will complete a Situation Report Form for the Director NEMO. (See Appendix 6)

The Director NEMO in consultation with the IC and the Cabinet Secretary, will decide on activation of the Plan and if necessary, the NEOC.

The NEOC, once activated, will coordinate response, request additional resources and ensure adequate support to all relevant functions. Once the NEOC is activated all Standing Operating Procedures shall come into effect.

DATA

EMERGENCY TELEPHONE NUMBERS

SECURITY FIRM (name and numbers) ______

POLICE...... 9-9-9

FIRE DEPARTMENT...... 9-1-1

AMBULANCE...... 9-1-1

HOSPITALS

Victoria Hospital 452-2421
St Jude Hospital 454-6041/454-3037
Soufriere Hospital 459-7258
Dennery 453-3310

WATER & SEWERAGE COMPANY ...... 452-5344

ELECTRICITY...... 452-2165

Other Numbers:

Director, National Emergency Management Organisation ...... 452-3802
Fire Service (Soufriere) – 459-7448/ 459-7529
Fire Service (Vieux Fort) – 454-6330 / 454-6339
Fire Prevention/Education Unit – 452-2373/4 Ext. 112 Or 113
Saint Lucia Red Cross (First Aid / CPR Training) – 452-5582

DISASTER MANAGEMENT TEAM AND STAFF LIST

POSITION / PERSON / NUMBERS
HOME/MOBILE / WORK/PAGER
Executive Director/General Manager/ Principal etc.
Supervisor
Secretary
Cleaner
Driver

BUILDING CONTRACTORS/SERVICES

SERVICE / PERSON / NUMBERS
HOME/MOBILE / WORK/PAGER
Insurance
Plumber
Electrician
Lawyer
Locksmith
Security
Exterminator
Storage Space
Equipment Rental

PREVENTION / PROTECTION MEASURES

GENERAL

On an annual basis complete all preparedness actions specified in Form 2.
Use Form 3 to compile a checklist of emergency equipment and supplies on hand.
Obtain essential supplies, which are not in stock.
Use Forms 4 - 7 to inspect, locate and correct potential problems that may result in a disaster. Inspections should take place at least twice a year.
One should be in June in preparation of the hurricane season.
On an annual basis familiarize staff and volunteers with the location of first aid kits, emergency exits, evacuation procedures and the assembly area. Have staff trained in First Aid and CPR

FOR WATER DAMAGE

Undertake routine general maintenance of the buildings regularly: i.e. cleaning gutters, caulking windows, checking for cracked glass, cleaning drains, checking pipes for leaks.
Ensure that shelves in the office are well braced and well above the floor, important materials away from the windows and nothing of value on the floors.

FOR FIRE

Install smoke alarms. Alarm system should, if possible, be linked to a central control station that is monitored on a 24-hour basis.
Inspect and test alarms once a month.
Have buildings annually inspected by the Fire Department.
Have electrical outlets and wiring inspected annually.
Maintain good housekeeping in all areas of the building.
Obey and enforce NO SMOKING.
Deposit all trash in appropriate receptacles.
Obtain the approval of the Executive Director/General Manager etc. before installing extension cord or hotplates or any other electrical equipment.
Keep exits and passageways clear to permit free movement of personnel and firefighting equipment.

PROCEDURES
FOR HURRICANE / VIOLENT STORM

Storms and hurricanes can cause both wind and water damage to buildings and collections. A number of preparedness measures can be taken in advance of an approaching storm system to minimize destruction. They are:

BEFORE THE STORM: on first notice of an approaching storm:

The building and grounds:

1. Inspect the building for structural deficiencies.

2. Make sure all windows and doors are closed and securely locked.

3. Check grounds and remove loose-lying objects.

Inside:

1. Cover filing cabinets, documents and shelves with plastic sheeting.

2. Cover computers, printer and scanner with plastic sheeting.

3. Using Form 3, check supplies.

Before going home:

1. Unplug all lights and electrical appliances and turn off electricity at main switch.

2. Close and lock windows and doors.

3. Set alarm.

AFTER THE STORM:

Once personal and family needs are taken care off, try to contact the Executive Director/General Manager/Principal etc. for instructions.

If you cannot contact them, make your way to ______(AGENCY NAME) in a manner consistent with your own safety.

Establish and adhere to a regular maintenance schedule for all buildings. This is one of the most important measures to prevent hurricane damage.

In May or June have an architect or engineer inspect all buildings for structural and non-structural problems, and make all recommended corrections. Use Forms 5 and 6.
Stockpile emergency disaster equipment and supplies in a safe, accessible location.
Periodically inventory, using Form 3, and re-supply when necessary.
Complete and periodically update priority list of those objects that should be removed first in time of disaster.
Duplicate all files, especially computer files of insurance and accession records. DO NOT STORE ON SITE!
Make sure all insurance forms have been updated and that coverage is adequate for both contents and buildings.
Train staff in plan
Test the plan.

END OF PROCEDURE

Drought and Extreme Heat

A drought occurs when there is no substantial rainfall for a long period of time. Since there is a great difference in the amount of rainfall different areas of the country receive, the amount of time it takes for drought conditions to develop varies.

Extreme heat is defined as temperatures well above the average high temperature, and lasting for several weeks. Extreme heat conditions can vary throughout the country. When drought and extreme heat occur at the same time, the conditions can be very dangerous.

Officials will alert you through your local newspaper, radio station, or television station when drought and extreme heat conditions exist in your area. Your Local Government Offices shall also keep you advised. Although extreme heat conditions are easily recognized, drought conditions often develop slowly and can only be tracked through local weather advisories and long range forecasts.

Prevention

The following guidelines will help you lessen the effects of a drought or extreme heat conditions.

Practice personal water conservation measures to avoid depletion of water supplies both before and during periods of extended drought. Consider establishing alternate sources and supplies of water for your crops and your livestock. Conserve electricity. During periods of heat and drought, people use a lot of power for air conditioning. Excessive use of energy supply could lead to power shortages or outages. Consider creating artificial shade and installing humidifiers to keep cool.

Preparedness

All family members should learn to recognize the symptoms of heat impairment, and administer appropriate first aid to livestock. Causes of heat stroke and dehydration are:

Lack of appropriate outdoor shelter;
Persons not accustomed to the heat; and
Excessive exercise in hot and humid weather.

Response

In addition to recognizing the signs of heat stress, follow these guidelines when responding during periods of drought and extreme heat.

Keep animals in areas where they have access to shade.
Drink plenty of water.
Take short showers
Water plants in the evening
Wash kitchen items in a container of water e.g. the sink
Secure your storage containers
Check for leaks
Have a plumber stop a leaking pipe
Store water, even non-drinkable, it can be used for toilets
Be careful with candles, bar-b-ques etc.
Carry a bottle of water to school and work
Be sure that your cigarette is out before you toss it

Recovery