Planning For Future Emergencies. Presented by: Rudi Suminski Director of Consulting Services

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1 Planning For Future Emergencies Presented by: Rudi Suminski Director of Consulting Services

2 Goals Supplement your knowledge for when disaster strikes Exchange Information with the group Save you money Save you time Save your soul [ 2 ]

3 Outline Your Roles in Risk Management My Keys to Navigating the Insurance Claim Play The Game: Stages Of The Loss Process Managing (Not Micromanaging) Your Contractor My Money Saving Strategies My Time Saving Strategies Preparing For Next Time Case Study [ 3 ]

4 What The Future May Hold Katrina - $60 Billion Sandy - $80 Billion+ Officials predict that the U.S. could experience a catastrophe in excess of $100 BILLION. When this occurs, disaster recovery work will exceed the capacity of all U.S. restoration companies. Clients with an Emergency Response Agreement are guaranteed service.

5 Types of Exposures Businesses May Encounter Fire Water Catastrophe Lightning Strike Vandalism Smoke Damage

6 Your Roles in Risk Management Defined Avoid, reduce, or transfer risks Application to Property Loss Loss Prevention Loss Control Minimize Errors [ 6 ]

7 My Keys to Navigating the Insurance Claim Know The Players Insured Administration Rep Risk Management Rep Safety Officer Department Heads Consultants Broker Insurer Carrier Adjuster Independent Adjuster Consultants Accounting Investigation Contents Construction/Building [ 7 ]

8 My Keys to Navigating the Insurance Claim Know The Game 1. Internal Communication 2. Who Calls Who First, Why? 3. Roles of Consultants 4. Maximize Your Coverage 5. Business Interruption [ 8 ]

9 My Keys to Navigating the Insurance Claim Know The Game 6. Proving Your Claim Buckets of Coverage Pre-Loss Condition, Like Kind & Quality Ordinance or Law/Code Upgrades Business Interruption Equipment Contents Other Coverage? [ 9 ]

10 My Keys to Navigating the Insurance Claim Know The Game 7. Asking For Money Expenses - Invoices Staff - Time Support Consultants Invoices w/ Time & Expense Support Do you know if your policy covers cost allocations of salaried employees? [ 10 ]

11 My Keys to Navigating the Insurance Claim Know The Game 7. Asking For Money Continued Clear, Easy to Read Spreadsheet Present As Much As Possible Up Front Talk With Adjuster on Flexibility Establish ACV for Highest Amount [ 11 ]

12 Play The Game: Stages Of The Loss Process Stage 1: Client and Personnel Safety Perspective Varies From Person To Person, Loss To Loss Understand Potential Nuances [ 12 ]

13 Play The Game: Stages Of The Loss Process Stage 2: Emergency Services/ Environmental Control May Include: Site Triage Environmental Controls Drying Structural Concerns Ingress/Egress ICRA (Infection Control Risk Assessment) ILSM (Interim Life Safety Measures) Patient Isolation [ 13 ]

14 Play The Game: Stages Of The Loss Process Stage 2: Emergency Services/ Environmental Control Cont 1. Get Your Priorities Straight Make a list on paper Develop the plan All departments on board Contractor on board Document the loss Photos Videos Spreadsheets Logs [ 14 ]

15 Play The Game: Stages Of The Loss Process Stage 2: Emergency Services/ Environmental Control Cont 2. What do you want to control versus the contractor? Communication with department heads Security Fire watch Moving contents & equipment [ 15 ]

16 Play The Game: Stages Of The Loss Process Stage 2: Emergency Services/ Environmental Control Cont 3. Who is the point person? Establish early and involve all departments Already works with other departments and has authority to give direction EOP or EAP familiarity Should NOT be the contractor [ 16 ]

17 Play The Game: Stages Of The Loss Process Stage 2: Emergency Services/ Environmental Control Cont 4. What Your Contractor Needs To Know Environmental Controls Ingress/Egress Equipment Placement Elevator & Stairway use Access (trucks, where to enter/exit) Where NOT to go Working Hours Internal Personnel Debris Removal Storage Power Water [ 17 ]

18 Play The Game: Stages Of The Loss Process 18

19 Play The Game: Stages Of The Loss Process 19

20 Play The Game: Stages Of The Loss Process Stage 2: Emergency Services/ Environmental Control Cont 6. The Type of Loss Makes A Difference Fire Water Earthquake Wind Hail Collision Plumbing System Failure Electrical System Failure Power Outage Secondary Damage [ 20 ]

21 Play The Game: Stages Of The Loss Process Dust moves ( 21 )

22 Play The Game: Stages Of The Loss Process Open ducts can kill Isolate and seal all open construction area ducts ( 22 )

23 Play The Game: Stages Of The Loss Process Containments save lives Construct containments to keep dust in and people out Gypsum wallboard, melamine panels and plastic sheathing ( 23 )

24 Play The Game: Stages Of The Loss Process Negative Air 24

25 Play The Game: Stages Of The Loss Process Have a water response plan Know how to shut off the water Track down all leaks ( 25 )

26 Play The Game: Stages Of The Loss Process Anticipate water problems ( 26 )

27 Play The Game: Stages Of The Loss Process Wipe your feet ( 27 )

28 Play The Game: Stages Of The Loss Process Clean up after yourself ( 28 )

29 Play The Game: Stages Of The Loss Process Stage 3: Insurance Notification Early Notification Shows Proactive Behavior Broker or Carrier May Offer Assistance Assignment of Adjuster Clarity on Policy May Assign Consultants Answer Questions Ensure Visibility Avoid Delays in Payment [ 29 ]

30 Play The Game: Stages Of The Loss Process Stage 4: Abatement One of the Highest Risk Items Risks Asbestos Lead Microbials Testing Identify Independent CIH Identify Independent Lab Existing Testing? Methodology [ 30 ]

31 Play The Game: Stages Of The Loss Process Stage 5: Demolition Also Very High Risk May Be Completed with Abatement Clear Direction is Paramount What Where How [ 31 ]

32 Play The Game: Stages Of The Loss Process Stage 6: Reconstruction This is often largest in value, longest in time, and most consuming for internal staff Several stages present different challenges [ 32 ]

33 Play The Game: Stages Of The Loss Process Stage 6: Reconstruction Architectural/Engineering Identify Players Start ASAP Find Existing Documents Permitting Involve Local Officials Meet Onsite Bidding & Negotiation Construction Prepare Staff Prepare Local Officials Manage Contractors [ 33 ]

34 Managing (not micro-managing) Your Contractor Whose role is this? Fewer Contacts is Better Communication Methodology and Content Daily and Weekly Meetings Project Schedule Cost Tracking Environmental Controls [ 34 ]

35 My Money Saving Strategies 1. Know Your Priorities 2. Consult Your Support Services Team 3. Ask Your Contractors & Consultants 4. Cost Controls/Tracking 5. Business Interruption [ 35 ]

36 My Money Saving Strategies 6. Know Your Policy Salaried employees often NOT covered Hourly employees must allocate time Strategically select outside consultants Will Adjuster allow measurement of value for tasks that are completed in house that could be farmed out [ 36 ]

37 My Money Saving Strategies 6. Know Your Policy continued Does Your Policy Include Reimbursement To? Present your claim What are your Manage your claim experiences? Manage your contractor Assemble your claimed costs Other claim expenses [ 37 ]

38 My Time Saving Strategies Start the conversation early Involve appropriate Officials early Proactive rather than reactive Make the Contractor commit to a schedule Set expectations with Adjuster Move forward with your plan Communicate Trading money for time [ 38 ]

39 Preparing For Next Time Enterprise Risk Management (ERM) 1. Risk Assessment 2. Collaborate with your Support Services Team 3. Develop Emergency Action Plan (EAP) or Emergency Operations Plan (EOP) 4. Preselected Approved Contractors 5. Emergency Training [ 39 ]

40 Preparing For Next Time Emergency Action Plan (EAP) or Emergency Operations Plan (EOP) 1. Continuity planning 2. Communication plans 3. Provisions for back-up utilities, alternative communication sources and medical supplies 4. Equipment and documentation inventory 5. Identification of staging sites 6. Identification of command center location and set-up 7. Specific job assignments and contact information [ 40 ]

41 Preparing For Next Time Preselected Approved Contractors Create Relationships Review Training and Certifications Familiarity with Facility Client Safety and Respect [ 41 ]

42 Preparing For Next Time Preselected Approved Contractors continued Emergency Services 2-3 in place Independent CIH Independent Testing Lab Abatement Contractor Restoration Contractor New Build GC FPDC - Facilities, Planning, Design, & Construction [ 42 ]

43 Benefits of a contingency plan MINIMIZES potential economic loss PROVIDES a sense of security REDUCES business interruptions MINIMIZES the risk of delays and decision-making ENHANCES an orderly recovery REDUCES reliance on key employees ENSURES safety of employees and customers ( 43 )

44 Sample Emergency Preparedness Checklist [ 44 ]

45 Sample Emergency Preparedness Checklist Cont [ 45 ]

46 Sample Emergency Preparedness Checklist Cont [ 46 ]

47 Sample Emergency Preparedness Checklist Cont [ 47 ]

48 Case Study #1 Scenario Small fire in the mechanical room causing a broken 1-1/2 waterline pipe on the top floor of 4 floors at 9pm on Friday Small fire, damage to mechanical, electrical, plumbing, possibly structure Water ran for 30 minutes, local fire suppression efforts, sprinklers triggered Mechanical room adjacent to electrical room Electrical rooms on each floor above one another, equipment wet on two floors, some power not in operation. Water ran through halls into adjacent rooms, down all 4 floors

49 Case Study #1 Solutions Immediate Actions Isolate/repair broken pipe Notify Admin, assign contacts EOP in place Move people & equipment Call EMS, MEP contractors Board up and/or temporary repairs Environmental controls, water extraction Triage MEP systems Next Day Actions Team meeting Temporary Electric & Lighting Dry-out process Notify Broker/Carrier Call CIH ACM, Lead records or tests Demolition if possible

50 Case Study #1 Solutions Adjuster Arrives Provide contacts Discuss methodology Identify remaining issues Discuss policy Call consultants Assign Staff Adjuster assigns consultants Keep Moving Forward! Ongoing Concerns Establish schedule for EMS, team meetings Notify local officials Establish communication methods Other temporary measures for operation

51 Case Study #1 Discussion Are you ready? Experience like this? What works What doesn t work Most impactful takeaways General questions What would make this easier

52 Case Study #1 Discussion Fire and Smoke Losses: Vent to outside if safe to do so Turn off HVAC system to avoid additional contamination to other parts of building Combination of water and smoke can be particularly damaging to electronics isolate damaged from undamaged items and use qualified experts to repair Post Loss Property Protection: Board-up and temporary fencing

53 Case Study #1 Discussion Handle the immediate emergency to ensure the safety of everyone concerned Mitigate the damages (support staff and/or vendor) Report claim promptly Department Risk manager

54 Case Study #2 Scenario Water infiltration at ground floor from excessive rain and poor drainage at 9pm on Friday Water coming in the building from multiple locations through doorways Rain has not subsided and will not for some time Mechanical and electrical rooms located on main floor and below grade level(s) Some power not in operation. Water ran through halls into adjacent rooms, down to below grade level(s)

55 Case Study #2 Solutions Immediate Actions Stop the source sand, water bags Notify Admin, assign contacts EOP in place Move people and equipment Call EMS, MEP contractors Environmental controls Water extraction Triage MEP systems Next Day Actions Team meeting Temporary Electric & Lighting Dry-out process Notify Broker/Carrier Call CIH ACM, Lead records or tests Demolition if possible

56 Case Study #2 Solutions Adjuster Arrives Provide contacts Discuss methodology Identify remaining issues Discuss policy Call consultants Assign Staff Adjuster assigns consultants Keep Moving Forward! Ongoing Concerns Establish schedule for EMS, team meetings Notify local officials Establish communication methods Other temporary measures for operation

57 Case Study #2 Discussion Are you ready? Experience like this? What works What doesn t work Most impactful takeaways General questions What would make this easier

58 Case Study #2 Discussion Water Losses: Locate the source of water and prevent further infiltration Facility services should test and repair drainage systems on a regular/scheduled basis to help minimize losses Buildings older than 1980 should be identified due to possible asbestos and lead paint Isolate affected area to extent possible Test electricity to ensure safe to use HVAC system can be used as dehumidifier until professional equipment is placed in service

59 Case Study #2 Discussion Additional steps that may be taken: Vacuum/mop up excess water Lift carpet and remove carpet pad (if any) Block furniture or move to dry areas Shut down all electronics Isolate/separate water damaged contents, such as books and documents If building deemed to be haz mat safe, may drill holes into walls at baseboard to resist possible mold

60 Goals Review Supplement your knowledge for when disaster strikes Exchange Information with the group Save you money Save you time Save your soul [ 60 ]

61 Questions?? RUDI SUMINSKI Director of Consulting Services AMERICAN TECHNOLOGIES, INC. O: C: E: [ 61 ]

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