Emergency Disaster, Prevention, Preparedness, Response and Recovery
Let Raising the Standard Consulting Inc. assist you in preparing an Emergency Management Program that will incorporate all emergency management activities including prevention, preparedness, response, and recovery.
Outline of our template program:
Document Control:
Reviews, Revisions, and Approvals
Content Authority: Captain of the Emergency Response Team
Approved by: Plant Manager
Rev #
Issue date
Reviewed annually and after each emergency event including near misses
Emergency Management Program Manual Distribution
Definitions and Acronyms
Emergency Management Program Introduction:
Facility Description
General Description of Operations
Site Plan Identifying
hazardous materials storage areas,
hazardous processes,
other hazards,
preparedness supplies
evacuation routes
etc.
Purpose of Emergency Management Program:
To ensure the effective management of potential accident and emergency situations including:
Emergency prevention
Emergency preparedness
Emergency response
Disaster Recovery / Business Continuity
Overview of Emergency Management Program
Roles, Responsibilities and Authorities
Emergency Management Program Coordinator: The Captain of the Emergency Response Team has overall responsibility for emergency preparedness and response and for the ERT. The EMP Coordinator has the authority to implement this program within the limits of the program budget, subject to the organization's financial approval procedures.
Emergency Management Program Committee: The EMP Committee acts as a resource for, and provides support to the EMP Coordinator. The EMP Committee consists of:
EMP Program Coordinator
Plant Manager
Finance and Asset Manager
Public Relations Manager
Production Manager
Warehouse / Distribution Manager
Maintenance Manager
Engineering Manager
Environmental Coordinator
H&S Coordinator
Refer to the EMP Committee Terms of Reference procedure for detailed responsibilities
EMP Document Structure
Policy
The Emergency Management Policy establishes the overall commitment to emergency prevention, preparedness, response, and recovery
Prevention and Preparedness
Emergency prevention & preparedness are addressed in applicable operating procedures and in applicable training programs
Emergency preparedness is also addressed in the Emergency Preparedness and Response Manual, associated procedures, emergency equipment inspection checklists (sprinklers, spill kits, etc.) and in the ERT Procedure, which describes ERT activities including training, drills, and meetings
Response
Emergency response is addressed by the Emergency Response Plan (contained in the Emergency Preparedness and Response Manual) and in related Emergency Response Procedures
Recovery and Business Continuity
Disaster recovery and business restoration is addressed in the Disaster Recovery Manual, which discusses:
Disaster Recovery Team
Backup of Critical Information
Critical equipment list
Critical personnel list
Alternative equipment & facilities
etc.
Emergency Management Policy
The company must be committed to maintaining Emergency Prevention, Preparedness, Response, and Disaster Recovery capabilities that address all actual and potential accident and emergency situations that may be related to its operations.
Emergency Management Program Objectives, Targets & Performance Indicators.
Objectives:
To eliminate all accidents and emergencies.
To ensure effective response to all accidents and emergencies.
To ensure prompt business restoration and business continuity
Targets & Performance Indicators:
Refer to EMS manual section 4.3.3 for current targets & implementation plans
Emergency Management Program Monitoring & Measurement
Refer to EMS manual section 4.3.3 for current targets & programs and section 4.5.1 for monitoring & measurement
Emergency Management Program Communications and Reporting
Communications during an emergency are described in the Emergency Response Plan and Procedures and include:
Initial Alert (internal and external)
ERT Communications Systems (radios, cell phones and satellite phones)
Regulatory reporting
Internal reporting
News media communications
Communications with immediate neighbors and the public
Communications with employees and their families
The EMP Coordinator is responsible for reporting to the Plant Manager the status of the Emergency Management Program and associated objectives and targets and other relevant performance indicators.
Emergency Contact Lists are maintained by the Manager of Human Resources and are located in the Emergency Response Plan
Emergency Management Program Audit
The EMP Coordinator is responsible to arrange an annual Emergency Management Program Audit, which will include an Emergency Preparedness audit based on Annex L of CAN/CSA-Z731-03
The EMP Committee will review the results of the audit and make recommendations for corrective and preventive actions and for improvements.
Emergency Management Program Details
Emergency Prevention
Emergency Prevention is the responsibility of all personnel in the workplace including contractors and visitors.
Emergency Prevention measures are integrated into operating procedures where applicable.
Specific emergency prevention procedures include:
hot work permit system
workplace inspection procedures
preventive maintenance procedures
hazardous material storage procedures and facilities including:
Safe Operating Procedures for production and maintenance
Storage & Handling of Flammable & Combustible Liquids
Storage & Handling of Combustible Materials
Storage & Handling of Compressed Gases & Chemicals
Emergency Preparedness:
Identification of Potential Accidents and Emergency Situations
Potential accidents and emergency situations are identified in various ways including:
Annual aspects review process
Workplace inspections such as monthly housekeeping inspection; preventive maintenance inspections; crane, fork truck, handtool, ladder, scaffold, and ladder inspections; annual fire department inspections; annual insurance company inspections; supervisor observations; worker observations; and others
A Hazard Registry is maintained according to section 1.0 of the Emergency Preparedness and Response Manual
Emergency preparedness facilities, resources, and procedures:
Emergency preparedness facilities, resources, and procedures are defined in the Emergency Preparedness and Response Manual.
Interface with Municipal Response Organizations
Mutual Aid Agreements
Emergency Response Plan and Procedure Testing and Drills
Emergency response procedures are tested on a regular basis according to a confidential, impromptu schedule at the discretion of the Manager of Emergency Response
Refer to the Emergency Preparedness and Response Manual for details
Emergency Response:
Hazard Identification and Evaluation
Refer to the Emergency Preparedness and Response Manual for details
Includes natural disasters and events caused by human activities
Emergency Response Plan:
Refer to the Emergency Preparedness and Response Manual for details
Emergency Response Procedures
Refer to the Emergency Preparedness and Response Manual.
Disaster Recovery
Administration
Training
Training includes:
Employee awareness
Employee response
ERT response
Contractors
Training Drills
Refer to the Emergency Preparedness and Response Manual for details
Records
Forms and Checklists
Emergency Preparedness and Response Manual
Document Control
Reviews, Revisions, and Approvals
Content Authority: Captain of the Emergency Response Team
Approved by: Plant Manager
Rev #
Issue date
Reviewed annually and after each emergency event including near misses
Emergency Preparedness and Response Manual Distribution
Emergency Preparedness
Definitions and Acronyms
Hazard Registry
Emergency preparedness facilities, resources, and procedures include:
Spill Kits & Supplies
Alarms Systems
Description of Alarms
Inspection, Testing & Maintenance of Alarm Systems
Sprinklers and Fire Suppression Systems
Description of Fire Suppression Systems
Inspection, Testing & Maintenance of Sprinklers
Inspection, Testing & Maintenance of CO 2 Systems
Emergency Response Team
Emergency Training and Drills
Training
As defined in the emergency preparedness & response training matrix
Emergency Response Training
Emergency Awareness Training
Exercises and Drills
Evacuation Drills
Table Top Exercises
CPR, Defibrillator, and other drills
Synthetic Exercises
Operational Exercises (Communications, Major – full scale exercises
Equipment Inspection and Maintenance
Emergency response equipment and supplies as defined in the equipment and supplies master list
Communication Systems
Interface with Municipal Response Organizations
Mutual Aid Agreements
Emergency Response Plan and Procedure Testing and Drills
Emergency response procedures are tested on a regular basis according to a confidential, impromptu schedule at the discretion of the Manager of Emergency Response
Public Education and Information
Emergency Response Plan:
Note: This “Plan” includes the steps that will take place no matter what the emergency situation is. This is an “action plan” that may include various procedures such as evacuation and spill response which will result from the “situation assessment” step and that action plan will be constantly revisited and adjusted as the situation changes (for example other procedures such as the “fire response procedure” may have to be introduced if a fire starts or appears to be an imminent possibility).
CSA Z731-03 Annex defines exactly what must happen at the scene of the emergency. These steps are controlled by the Incident Commander.
Definitions and Acronyms
Emergency Response
Alarm initiated:
An emergency may be annunciated by:
activating any fire alarm pull station, which are located at each exit (this will initiate a facility-wide evacuation and a response from the fire department)
verbally calling for help
Situation Assessment and Initial Response:
The ERT Captain is dispatched to all accidents and emergency situations
The ERT Captain assesses the situation and determines a situation specific action plan by initiating the appropriate emergency response procedures for the situation such as:
Evacuation
Spill and Release Response
Fire Response
Medical Response
Confined Space Rescue Response
Severe Weather Response
Bomb Threat Response
Vehicle Accident Response
Other Response
ERT Captain mobilizes the ERT and any other resources required including external resources
The ERT Captain completes required notification and reporting or delegates the duties as required to the Environmental Coordinator and / or H&S Coordinator.
The Plant Manager is responsible for communications with corporate offices.
Incident Management
Incident Command Centre
The ERT Captain establishes an incident command centre at a safe location near the scene of the event.
Emergency Operations Centre
If the situation requires, the Emergency Operations Centre is implemented
Incident Commander
The ERT Captain assigns an Incident Commander, who will manage the response in cooperation with the ERT Captain
The ERT Captain will support the Incident Commander and liaise with the Emergency Operations Centre and top management as required.
Site Safety and Security
Communication and Reporting
General
The ERT Captain will complete all reporting as defined in associated procedures.
Emergency Contact List (refer to Annex A)
Public Communications
Notification and Reporting
The ERT Captain will review all emergency responses and determine if emergency plans and procedures require revision
Restoring Normal Business Operations:
Damage Assessment
Declaring the End of the Emergency
General
the ERT Captain will determine when the emergency situation has been mitigated and will declare a return to work order.
the ERT Captain is responsible to ensure that all environmental damage has been mitigated
the Plant Manager is responsible for declaring that all phases of an emergency situation have been completely managed including restoration and claims management based on input from the Emergency Program Committee
Review and Debriefing
The ERT Captain is responsible to ensure that emergency events and near misses are reviewed
Critical Incident Stress Management
Claims Management
The Finance and Asset Manager works with the Emergency Program Committee to ensure insurance and other claims are managed.
References:
Response Procedures (and work instructions) – Appendix 1
Reporting procedures – Appendix 2
Inspection and maintenance procedures – Appendix 3
Etc.
Records
Appendix 1:
Response procedures will include a variety of procedures that can be combined to respond to different situations. They will include procedures such as:
Evacuation
Spill Response
Oil skimmer deployment work instruction
Containment boom deployment work instruction
Acid neutralization work instruction
Etc.
Fire Response
Foam cannon field maintenance
Etc.
Medical Response
Bomb Threat
Flood Response
Severe Weather Response
Workplace Violence Response
Etc. - as appropriate for the organization
The term “procedure” is used to mean a document that addresses a broader subject matter with a more general level of detail. The term “work instruction” is used to mean a document that addresses a more specific (narrower) task in complete detail – step by step. Many procedures will be supported by one or more work instructions that provide more detail where required on the topics discussed in the procedure – this approach makes the procedures easier to follow by keeping the detail that not everyone needs to know separated.
Guidelines are less prescriptive than procedures and work instructions – they give “boundaries” or conditions that must be met and the results that must be achieved, but they do not totally limit the methods that may be used to achieve those results. This list is not in any particular order. It is intended to emphasize that a Spill Procedure cannot possibly cover all the information that is needed to respond to a spill.
Procedures, work instructions, documents and sources of information that may be required to respond to a Spill to the River of flammable product during ship loading:
Records of quantities on board the ship or in the tank that is feeding the ship
Spill Response Procedure
Fire Response Procedures
Notification procedure(s)
Communication Procedures (including radio frequency requirements, etc.)
Checklists for any of the procedures / work instructions noted in this list
Decontamination Work Instruction
Site security procedures (including security clearance requirements for responders)
All OH&S Procedures and Work Instructions (e.g. heat or cold stress, ergonomics, critical stress management, etc.)
Boat and Motor Operating Work Instruction
Floating Boom Deployment Work Instruction
Floating Skimmer Operation and Field Maintenance Work Instruction
Pump Operation and Field Maintenance Work Instruction
Portable Generator / Compressor Operation and Field Maintenance Work Instruction
Waste disposal Work Instruction
Ministry of Environment Waste Classification Work Instruction
Ministry of Natural Resources maps, water levels information, river flow and current information
Weather information including wind directions and speeds
Dispersion Models
Public Protection (scene security) Work Instruction
Ship Evacuation Procedure
Community Evacuation Procedures (including shelters and food, water, medical needs)
Community Drinking Water Supply Response Procedure
Chemical Compatibility Guidelines (P.P.E., Pumps, hoses, waste containers)
Respirator Selection Guidelines
SCBA Fill Work Instruction
MSDS's
Fish and Wildlife management guidelines
SCUBA Diving Work Instruction (repairs?)
Water Safety Work Instruction
Water Rescue Work Instruction
Confined Space Entry Work Instruction
Water Sampling and Analysis Work Instruction
Mutual Aid Procedures
News Media Procedures
Public Communication Procedures
Contact List
ICC procedure & checklists
EOC procedure & checklists
Debriefing Work Instruction
Safety Briefing Work Instruction
Site Orientation Work Instruction
ERG 2004
Training records for responders to ensure assignments are appropriate (i.e. who has confined space entry training.
NFPA Guidelines (e.g. for application of fire suppressant)
Dispersion Models
Helicopter Work Instruction
Vacuum Truck Procedures
Worker Compensation Procedures
TDG and WHMIS information
Emergency Planning for the Home
Emergencies and disasters can happen at any time. Utilities can be out, roads closed, and crucial supplies unavailable. While local, provincial and federal officials prepare for emergencies, individuals can plan to be prepared at home and at work.
With increased levels of fear and anxiety throughout Canada and the world, it makes sense to prepare for the unexpected. Everyone should be prepared to take care of themselves and their families for up to three days in the event of an emergency or disaster. For example, it could take that long to clear roads due to a severe winter storm.
The following are recommended guidelines to assist you in gathering items you should have on hand. Everyone in your family should know where these items are stored.
Finally, if you are ever in an emergency situation, Don't Panic . People have survived three days without water and three weeks without food. Your home can take three hours or more to cool off completely in the winter.
Checklists
Think of any special needs your family might have and include any other items you would need. Here are some suggestions:
Babies/toddlers
diapers
bottled milk
formula and food
toys
crayons and paper
Other family members
one week's supply of any required medications
extra eye glasses
batteries for medical appliances
extra oxygen cylinder (if required)
copies of prescriptions
Pets
• three day supply of food and water
Emergency food and water kit
Have at least a three-day supply of food and water. Choose ready-to-eat foods that don't need refrigeration. Also keep in mind that if the utilities are out and you have no alternate cooking source, you should select foods that won't require cooking.
three-day supply of water - at least four litres per person per day - two for drinking and two for food preparation, hygiene and dish washing. Keep a supply of water purification tablets as well.
