The Official RJWestmore Blog

Communication is Key in Any Emergency

Second in a Series about Hurricane Preparedness and Recovery

Hurricanes are unique emergencies in that they are predictable. So there is no excuse for failing to prepare to respond with decisive action. Although you can’t control when a hurricane or other emergency may happen, it’s imperative that you take personal responsibility to make sure you are ready.  This week, in our continuing series about hurricanes, we’ll look at one of the best ways to prepare for and recover after tropical storms and hurricanes—developing a comprehensive Communications Plan.

Although there is no easy answer—or “silver bullet”—to solve every problem that can hamper the efforts of law enforcement, firefighting, rescue and emergency medical personnel before, during and after natural disasters, the surest way to reduce confusion and quickly restore order is to establish a Communications Plan before you need one.

But what exactly is a Communications Plan?

An Emergency Communications’ Plan outlines formal decision-making structures and clearly defined leadership roles necessary for coordinating emergency communications’ capabilities. In other words, make sure you plan in advance to manage any and every emergency situation. Assess the situation and use common sense and available resources to take care of yourself and your co-workers or family members and to manage the recovery of your family or organization.

To help you with the process, FEMA has put together free resources including a Family Emergency Plan as well as a Business Continuity and Disaster Preparedness Plan, which is posted online for easy-access to clients of the RJWestmore, Inc. Training System. The business plan is designed to encourage you to gather emergency information and formalize plans for staying in business following a disaster, and includes information critical for coordinating with neighboring businesses, cooperating with emergency personnel and considering critical operations, staff and procedures.

Other organizations also provide free emergency resources. For example, The American Red Cross has a Safe and Well Website to help families keep in touch after a disaster. If you have been affected by a disaster, this website provides a way for you to register yourself as “safe and well.” From a list of standard messages, you can select those that you want to communicate to your family members, letting them know of your well-being. Other communication services available on the Safe and Well website:

• USPS, which provides continuing mail service for those displaced by disasters through change of address forms.
• National Next of Kin Registry, an organization where the public can archive emergency point of contact information. Emergency agencies access the system when there is a need to locate next of kin in urgent situations.
• Community Voice Mail, which offers free personalized phone numbers with voicemail to people in crisis and transition for job search, housing, healthcare and family contact.
• Contact Loved Ones, which is a free voice message service, accessible from any phone, to reestablish contact between those affected by a disaster and their loved ones and friends.

Also, at the state and local level, you should be able to access additional information specific to your geographical location. One such resource is put out by the National Oceanic and Atmospheric Administration (NOAA). And weather advisories are put out by the National Hurricane Center.

When a disaster strikes, prior planning and clear decisive action can help save lives. For the latest emergency management training for facility/building managers, contact RJWestmore, Inc. Check back next week, when we will continue our series about hurricane safety and preparation. In the meantime, BE SAFE.

First in a Series about Hurricane Preparedness and Recovery

In their latest forecast, the National Weather Service reaffirmed their May forecast of a heavy Atlantic hurricane season. Federal Emergency Management Agency (FEMA) encouraged Americans living in coastal states to take steps to ensure their families are prepared for hurricanes. And the lead seasonal hurricane forecaster at the Climate Prediction Center recently announced that all the factors are coming together for a stormy season.

What does all of this mean? If you live on the coast, get ready for a rough ride.

Since before hurricane season started, FEMA personnel have been actively engaged with state and local officials in coastal states to ensure they have the support and resources necessary to prepare for and respond to a tropical storm or hurricane. This season has been particularly taxing for emergency management professionals who have to weigh the potential effects of the BP oil spill on response capabilities and recovery scenarios.

“FEMA continues to work across the administration and with our state and local partners to ensure they’re ready should a hurricane make landfall,” said FEMA Administrator Craig Fugate. “But we can only be as prepared as the public, so it’s important that families and businesses take steps now to be ready.”

Hurricanes are unique emergencies in that they are predictable. So there is no excuse for failing to prepare to respond with decisive action. Although you can’t control when a hurricane or other emergency may happen, it’s imperative that you take personal responsibility to make sure you are ready.  In the coming weeks, we’ll look at the various ways you can prepare for and recover after tropical storms and hurricanes, including:

• Developing a Communications Plan.
• Putting together a Go-Bag.
• Keeping abreast of the latest forecasts and local emergency plans.

But first, let’s examine the nature and history of hurricanes so we know what to prepare for. A hurricane is a type of tropical cyclone, which is a generic term for a low pressure system that generally forms in the tropics. According to the National Hurricane Center, the ingredients for a hurricane include:

1. A pre-existing weather disturbance
2. Warm tropical oceans
3. Moisture
4. Relatively light winds aloft

If the right conditions persist long enough, they can combine to produce the violent winds, incredible waves, torrential rains, and floods we associate with this phenomenon. Each year, approximately 11 tropical storms develop over the Atlantic Ocean, Caribbean Sea, and Gulf of Mexico. Many of these remain over the ocean and never impact the U.S. coastline. An average six of these storms become hurricanes each year.

Hurricane Hit Parade (Hurricane Trivia)

The deadliest hurricane on record (prior to the practice of naming tropical storms in 1953) is reported to have slammed into Galveston, Texas in 1900, killing 8,000 people. A Category 4 hurricane, it struck the island with sustained winds of 140 miles per hour.

The costliest hurricane on record, as most of Florida will remember, was Hurricane Andrew, which struck in 1992 and cost an estimated $26.5 billion.

The most intense hurricane to strike the U.S. hit the Florida Keys on Labor Day weekend in 1935. The Labor Day Hurricane sustained winds are estimated to have reached almost 200 miles per hour. Although it hit a tiny, low-populated area, 390 died in the event.

The busiest month in the U.S. for major hurricane hits is September, with an average 36 of 64 annual such storms. August is the second busiest month, with an average of 15 out of 64 annual strikes.

When a disaster strikes, prior planning and clear decisive action can help save lives. For the latest emergency management training for facility/building managers, contact RJWestmore, Inc. Check back next week, when we will continue our series about hurricane safety and preparation. In the meantime, BE SAFE.

Steps to take to be fire-safe.

Part 2 in a Series

Since a fire department in the United States responds to a report of fire every 19 seconds, fire is an ever-present danger at work, home or even when you are traveling. Fire is also one of the most common emergencies following an earthquake, explosion, terrorist attack, power surge or other natural or manmade disaster.

Since you never know when fire will strike, you should be careful to prepare so you will immediately know what to do in case of emergency. In this series, we hope to educate you in an effort to help you and your tenants prepare for fire. Today’s post will discuss the ways that you, as a building owner or property manager, can mitigate the risk of fire by making sound choices for building materials and furnishings and by educating tenants about taking responsibility for their own safety.

Making sound choices for building materials

If your property is still under construction, install fire-safe materials wherever possible.

David Horne, a member of the Fire Safe Council (FSC), admits that it’s impossible to take the risk of a fire down to zero unless you live in a bunker.

But he says, “Builders can make their (projects) between 20 percent and 70 percent less likely to burn from the outside by choosing fire-resistant materials and veering from traditional designs.”

Here are some fire-safe installation ideas from the FSC:

• Install stucco, fiber cement, and other noncombustible cladding materials
• Build eaves and roof decks that are boxed in and never made from wood.
• Omit windows from exterior walls that sit close together.
• Add an extra layer of gypsum or another fire-resistant material beneath the siding on facing walls
• Install double- or triple-pane windows to keep intense heat from breaking the windows
• Choose noncombustible materials for fences

Making Sound Fire-Safe Choices for Furnishings

Even if your property has already been built, you can take steps to lessen the risk of home, apartment or office fire.

Upholstered furniture, wall coverings, flooring and mattresses burn quickly and produce large amounts of toxic smoke. Burning upholstered furnishings or mattresses contribute to nearly every home fire death. Understanding the hazards associated with these furnishings will help you choose fire-safe products.

Whenever possible, select upholstered furniture that has been treated with fire retardant. Some professional organizations and the state of California have developed manufacturing standards to increase the fire resistance of certain types of furniture. For a complete list of these guidelines, check out the technical bulletins released by the California Department of Consumer Affairs/Bureau of Home Furnishing and Thermal Insulation.

Educating Tenants about Fire Safety

In a perfect world, everyone would know how to prepare for disaster and would take the necessary steps to mitigate risks. Sadly, we live in an imperfect world. So don’t assume that your tenants know how to proactively prevent fires or prepare for emergencies. Although you are not obligated to do so, it’s relatively easy and inexpensive to provide helpful, straight-forward guidelines for them to follow, so in the event of emergency, they are without excuse.

Print these helpful tips for distribution,  for information about fire safety at home, tips for basic home fire safety and fire safety at work.  The headline for each of these fact sheets notes that the responsibility for fire safety and disaster preparedness rests squarely on the shoulders of each individual. Additional reference materials are also available through FEMA and the National Fire Protection Association.  Whichever fire safety guidelines you prefer, post them in a central location.

Next week, we’ll look at the ways that you can mitigate the risk of fire by adopting best practices for storing flammable materials. When a disaster strikes, prior planning and clear decisive action can help save lives.  For the latest emergency management training for property owners and managers, contact RJ Westmore, Inc. Our new Version 2.0 e-based training system offers the best emergency training system with automated and integrated features. Visit RJWestmore.com for more information and remember to BE SAFE.

Prepare for tornadoes.

Few events put the power of nature on display like tornadoes. With the recent destructive tornadoes in the Midwest and South, it’s timely for all property owners to review tornado safety procedures.

Unlike hurricanes, tornadoes appear quickly and do not follow any forecasted paths. Panic and confusion among tenants can set in unless prior planning and procedures have been established. Tornadoes are unlike other emergencies, such as fires, because tenants need to stay in the building during the emergency, and actually use the building for protection.

Preparations Before a Storm Occurs

“Warning” or “Watch:” The first alert regarding tornadoes is a “tornado watch,” which simply means the conditions are right for tornadoes to form. A “tornado warning” means that a twister has either touched down or been spotted on meteorological radar.

Warning System

• Consider installing a warning system that works in conjunction with fire alarms. Make sure that tenants can easily identify the two types of warnings, so they can plan properly. Remember that outside sirens are not intended to be heard indoors.
• Establish tracking and warning procedures so tenants have enough time to properly prepare for storms.

Physical Improvements

• Shatter resistant glass, made of Plexi-glass or acrylic substances, can greatly reduce the risk of flying debris including broken glass. This is especially important when tornadoes strike unexpectedly and tenants do not have time to move to the interior of the building.
• Designate a building area as a tornado shelter. Make sure the area is large enough to accommodate all tenants. FEMA has guidelines on how to select the area in a building that is best suited for a shelter. If possible, investigate ways to reinforce the area through structural improvements, making sure to minimize the amount of materials/projectiles that are in the area.

During the Storm

Personal Safety and Evacuation:

• Tenants should move away from windows and proceed to the interior of the building, moving to the lowest floors possible.
• Instruct tenants to use stairs, as power to the elevators will very likely be out.
• Tenants should be advised to cover their heads at all times in order to prevent injury from falling objects.
• Establishing safety procedures for employees who are physically disabled will save valuable time.

Lightning:

• Tornadoes form around severe thunderstorms, which lead to lightning! If time permits, tenants should unplug sensitive computer and television equipment to prevent the risk of fire.

After the Storm

• Listen to a NOAA weather radio or check websites to be sure the threat of tornadoes and severe thunderstorms have left the area. Remember you may be safer in a slightly damaged building than risking exposure to lightning!
• Tenants should evacuate the building according to the designated evacuation plan.
• Once outside, everyone should pay special attention to downed power lines and other dangerous debris.

For tornadoes and other emergencies, we always say that preparation is the first step toward ensuring tenant safety. Proper planning and respect for nature can help save lives.

For the latest emergency management training for facility/building managers, contact RJ Westmore, Inc. Our e-based system offers the best emergency training available, with automated and integrated features. RJ Westmore, Inc. is a member of the U.S. Green Building Council, a non-profit trade organization that promotes sustainability in how buildings are designed, built and operated. Visit RJWestmore.com for more information and remember to BE SAFE.

How is a State of Emergency Declared?

You’ve certainly heard about how the government declares “States of Emergency.” But have you ever wondered how exactly they go about making such declarations? Disasters of this scale involve substantial allocations of resources in terms of equipment, personnel and, of course, money.

With 59 FEMA major disaster declarations in 2009 and 12 already declared in 2010 (three, related to wild winter storms, have already been made in March), it is timely to look at how individual states declare emergencies and the role FEMA plays in reviewing and/or approving the allocation of federal funds.

Overall, how state and federal governments deal with emergencies is similar to how you, as a building owner or property manager, would handle any emergency. First, you assess the situation, ensuring that individual safety is the primary concern. Then, you look at the amount of damage that has been suffered and evaluate the anticipated costs for rebuilding and replacing, relative to money and labor.

Governors who are faced with large disasters go through several steps before requesting federal disaster assistance. The first step that FEMA takes is called a Preliminary Damage Assessment.

• Personnel from FEMA and the affected state’s emergency management agency work together with local officials to survey the overall disaster and write an assessment.
• This assessment helps the governor support a declaration request, as it gives an overall look at response effort costs including labor and related overtime. It also gives a thorough review of the state of emergency services’ capacity and the damage to citizen resources so the governor can show that the damage exceeds allocated state and local resources.
• After the formal request is submitted to the regional FEMA office, FEMA considers the following when looking at any significant natural or manmade disaster to see if federal assistance is warranted:

• How significant is the overall amount and type of damage?

For example, how many structures have been damaged? 10 homes or 1,000?  What about business? Was a large office park or manufacturing site affected which would reduce incomes of a large portion of the general population?

• Is Infrastructure affected?

Can the public still use roadways or other transportation? Are basic services such as water and electricity working or are they likely to be quickly restored?

Are public health considerations necessary? Are local hospitals or other care centers affected?

• What are the potential impacts to essential government services and functions?
  • Can the federal government better handle the work?
  • Does the overall scale of the disaster require assistance on a large scale?
  • How concentrated or disperse is the emergency? FEMA officials will work with State agencies to assess if there are enough state personnel available to manage the disaster.
• What are the implications of insurance coverage for homeowners and public facilities?
  • If the area is one that lacks proper insurance coverage, then losses will be more severe and rebuilding effort timeframes will be lengthy.
  • State and local resource commitments from other prior disasters might stretch resources.
  • FEMA submits findings to the Office of the President.
  • The President decides if a Presidential Disaster Declaration should be made. If such a declaration is made, FEMA’s share of disaster expenses will be at least 75% of the total cost.

There are lessons about collaboration and preparation to be learned in the methodical approach that FEMA officials take to reviewing a disaster. We encourage building owners to engage tenants as valuable partners in safety and disaster planning.

For the latest emergency management training for facility/building managers, contact RJ Westmore. Our e-based system offers the best emergency training available, with automated and integrated features. Visit RJWestmore.com for more information and remember to BE SAFE.

Make sure you know how to exit your building in case of emergency.

It’s human nature to panic when disaster strikes. The result can be confusion, indecision and failure to react quickly. If, on the other hand, written procedures are followed, groups understand safety procedures and individuals are properly trained to take charge of the situation, evacuation can be swift, smooth and safe.

Let’s take a look at the necessary steps to ensure quick and thorough building evacuations:

• The first step is to consider the type of emergency situation.
  • In cases of fire, the primary objective is to clear the entire building as quickly as possible.
  • For tornadoes, a safer option might be to instruct people to congregate in a large room located on the first floor instead of meeting outside. As always, proper preparation and written procedures are essential.

Employees and tenants need to be willing to take direction from the people who are in charge and feel confident that building management has control of any and every situation. Ensure there is a clear chain of command. Employees and tenants need to be willing to take direction from the people who are in charge and feel confident that building management has control of any and every situation.

Floor Wardens need to take charge and understand their responsibilities:

• Know the proper evacuation routes and internal and external safe refuge areas.
• Note any building occupants who need special assistance and assign someone to assist them.
• Familiarize residents and employees with the location of alarm pull stations and (if they are properly trained to use them), fire extinguishers.
• Instruct employees not to use elevators during emergencies unless instructed to do so by emergency personnel.
• Evacuate any pets that are in the building.
• Designate which tenants or employees should shut off gas lines or other equipment. Advise them to fulfill these duties only if absolutely necessary.
• Building occupants should be given up-to-date evacuation maps and safety handbooks.
• Stairwells and hallways should be kept free of boxes and other impediments. Routinely investigate these areas and work with building occupants to determine if additional storage space is necessary so hallways are clear of clutter, to ensure easy emergency exit.
• Pay special attention to signage. Do a walkthrough of the evacuation route with your entire safety team. Is the escape route clear? If the power is out, will back-up lights and clearly marked egress signs be visible?
• Establish a secondary meeting area in case the designated space is not usable. In major disasters, the primary exterior safe refuge area (located at least 300 feet away from the building) area(s) may be compromised. So plans should be made for secondary external safe refuge areas.

When disaster strikes, pre-planning, training and clear decisive action can help save lives. For the latest, most effective, building-specific e-based emergency management training for your building, contact RJ Westmore. Our new Version 2.0 training system offers the best in emergency training, free color aerial photograph safe refuge evacuation maps and full automated and integrated features that make training 100% of your occupants or employees both realistic and cost effective. Visit RJWestmore.com for more information and remember to BE SAFE.

Give the gift of emergency preparedness.

With the holiday season, some people experience anxiety about finding that one “perfect” gift for everyone on their list. Have you considered giving a gift that is both practical and potentially life-saving? An emergency preparedness gift will fill the bill.

If you give the gift of emergency preparedness, you will be encouraging the recipient to carefully consider whether he or she is prepared for emergencies. Maybe your gift will encourage them to develop a comprehensive emergency plan with exit routes, meeting locations, and an inventory of supplies and equipment. If the recipient owns a business and/or a building, your gift might encourage them to consider tenant’s safety equipment and procedures. You never know. Your generosity at Christmastime might just save a life.

“Disasters can happen anytime, anywhere. And the holiday season provides a great opportunity to ensure that you and your loved ones are taking simple steps to be prepared,” said FEMA administrator, Craig Fugate.” Our friends at FEMA have put together a list of great gifts for the holidays, and, in this blog, we took a closer look at a few of them.

For all of these gifts, consider buying a high-quality item that will last a long time. No one wants a defective piece of equipment during an actual emergency. So be sure your gifts are made by reputable companies.

Flashlights and lamps:

• Essential for all emergencies, battery-powered flashlights and lamps allow you navigate nighttime emergencies, safely
• Great for signaling rescuers and navigating buildings that have stairwells

Disaster kit:

• Every complete disaster kit requires a first aid kit that comes with an injury manual that shows you how to use the supplies
• Other important items include thermal blankets and specially-packaged water and food

Fire extinguishers:

• A quality fire extinguisher can save lives and homes
• Even if your gift recipients have extinguishers, they might be very old or expired (Extinguishers won’t do you any good if they don’t work when you need them!)
• Read about the different types of extinguishers before purchasing, especially if you’re purchasing them for building occupants that store toxic chemicals or other substances.

Other gifts mentioned on FEMA’s list include NOAA weather radios, foldable ladders, enrollment in a CPR class, smoke detectors, and car emergency kits.

If you are a building owner or manager who is thinking about your building’s safety procedures, contact us to discuss our safety training services. BE SAFE.

Will you and your family be ready if disaster strikes?

Planning for an emergency is a project for the entire family. Get your children involved in preparedness to help them understand how important it is to be prepared and encourage them to remain calm under duress. Emergencies could, potentially, happen when you are away and the kids are home. So be sure the babysitter knows the emergency plans, as well.

Earthquakes. Floods. Fire. If one of these strikes, will your family be prepared?

The first step is to identify and focus on the types of events that might occur. Fire happens no matter where you live. Earthquakes are more regional, but remember; some places you wouldn’t think about have had earthquakes. Floods are more common in some areas than others. So, if your home is located in a floodplain, be sure you establish emergency plans to share with your relatives and neighbors.

So how exactly can you get your kids involved?

• Do a home hazard scavenger hunt to identify dangerous objects. Check every chest of drawers and other large furniture to make sure everything is well-secured to a wall. What about paintings and other loose items? Imagine an earthquake. What could, potentially happen to your possessions?

• Make an emergency kit! FEMA has a great online matching game that allows children to visualize the key components of an emergency kit. Don’t forget the flashlights and canned goods!

• After you have squared away your kit, it is time to make a plan! Again, we recommend that you get your children involved. The plan should be written out. But you can also include some simple graphic designs, clip art or photos into the plan to make it easy for younger kids to understand. Here are some key points to cover.

• Identifying information about each family member
• Phone contact information. Provide multiple numbers including the addresses of relatives who live far away in case the emergency has knocked out local communications. Put copies of photos in the plan so they can be easily distributed if someone is missing.
• Make sure everyone understands escape routes from the home and the group meeting area.
• Large families can enlist older kids as “watchers” over the younger ones
• Ready.gov has a good emergency plan template

After a disaster, you will need to make sure all of your family members are accounted for and healthy. Then, it’s time to contact agencies such as your local Red Cross and to keep watch on alerts from FEMA.

With proper planning, you can help ensure your family’s safety in case of real emergency. Involvement of all family members is crucial. So RJ Westmore, Inc. recommends that you make your plan today. BE SAFE.

An third-party auditor will evaluate your safety preparedness.

The Department of Homeland Security announced a new program on October 16, 2009, called PS-Prep (Voluntary Private Sector Preparedness Accreditation and Certification Program). The initiative was created to provide a voluntary accreditation and certification assessment for use in the private sector.

PS-Prep will assess whether a private sector organization—such as a commercial company, non-profit group or educational institution—complies with one or more voluntary preparedness standards adopted by DHS. Some areas of this certification program will include:

• Disaster Management
• Emergency Management
• Business Continuity Programs

DHS Secretary Janet Napolitano explained the reason for the new program by saying, “Preparedness is a shared responsibility and everyone—including businesses, universities and non-profit organizations—has a role to play. Ensuring our private sector partners have the information and training they need to respond to disasters will strengthen our efforts to build a culture of preparedness nationwide.”

Through PS-Prep, any small business, hospital, stadium, non-profit organization or corporation can be certified by an accredited third party, which checks for conformity to one or more preparedness standards. Once these standards have been certified, periodic reassessments will ensure that the business is still in compliance.

Participation in PS-Prep is entirely voluntary. Nevertheless, it would behoove anyone working in the private sector to take advantage of this opportunity. Reducing the impact of hazards and planning to protect employees, allows business owners and non-profit directors to recover and reopen following a natural disaster or other emergency. Since business recovery after disasters is uncommon, PS-Prep should help get more people back in business.

At RJWestmore Inc., we believe that it is vital to develop and implement plans to reduce the impact of a potential emergency or disaster, which is why we encourage seeking certification on at least one or more standards set out by DHS. For more information on the new PS-Prep Program, visit FEMA.

Becoming certified is a definite, important way to BE SAFE!!