CYCLONE MANAGEMENT PLAN

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1 Bulk and Automotive Ports and Stevedoring SHEQ Management System Dampier Operations Cyclone Management Plan Bulk and Automotive Port Services CYCLONE MANAGEMENT PLAN DAMPIER OPERATIONS

2 Cyclone Management Plan Patrick Marine Facility and Operational Areas Approvals Rev Date Author Checked by Approved by PPA Approval Revision Paul Foy Keith Satie Keith Satie Amendments Rev. Section Type of Revision Date 2

3 TABLE OF CONTENTS 1.0 INTRODUCTION ROLE AND RESPONSIBILITIES DEFINITIONS PROCEDURE Cyclone Pre-Season Planning Cyclone Response Stages Monitoring and Early Warning Cyclone Declaration Cyclone Response Stage 1 - Monitor Cyclone Alert Status Cyclone Response Stage 2 - Prepare Cyclone Response Stage 3 Clear Port Cyclone Response Stage 4 Shut Down Cyclone Downgrading All Clear and Return to Site Cyclone response Stage 5 Reopen the Port Weather Reports Communication Failure/Search and Rescue REFERENCES...11 ATTACHMENT 1: CYCLONE CATEGORIES...13 ATTACHMENT 2: PPA CONTACTS...14 ATTACHMENT 3: EMERGENCY CONTACTS

4 1.0 INTRODUCTION This Cyclone Preparedness Response Plan has been developed to address the required action in the event of cyclonic weather conditions potentially affecting Patrick Operations both in PPA work areas and Patrick work areas. Cyclone season is generally defined as 1 November through to 30 April, however it is recognized that a cyclone can occur at any time throughout the year. Patrick is committed to providing a safe and healthy working environment. If an emergency situation does occur, management s response shall be prompt decisive and coordinated to minimise further risk to employees and other personnel in line with the PPA s Document - Dampier Port Authority Port Development Guidelines In meeting this objective, emergency response procedures shall be developed within the PPA guidelines to cater for all emergency scenarios that are likely to occur. The Patrick Business Manager and Shift Supervisors have an obligation to ensure that all such plans and procedures are implemented as required and regularly reviewed with all personnel including its Contractors, Subcontractors and Visitors. During an onsite emergency, all personnel at all levels will strictly follow the directions of their Supervisors and / or their approved onsite contact, and the structure outlined in the relevant Patrick Operational Documentation for Dampier. 2.0 ROLE AND RESPONSIBILITIES The specific responsibilities of personnel in relation to cyclone contingency are as follows: Operations Manager Site HSE Coordinator Operational and Shift Supervisors Patrick Employees and Contractors 3.0 DEFINITIONS ALARP AS/NZS AS3745 CRISIS DCW DFES ECO EMERGENCY ERSMP ERT As Low As Reasonably Practicable Australian Standards Wind regions and requirements Australian Standards 3745 Planning for emergencies in facilities A situation requires resources beyond those available within the site facilities to manage the situation and return it to normal Dampier Cargo Wharf (PPA) Department Fire and Emergency Services (was FESA) Emergency Control Organisation Generic term used to describe unplanned abnormal situation that cannot be controlled with onsite facilities and personnel Emergency Response and Security Management Plan (this plan) Emergency Response Personnel 4

5 INCIDENT MOF OSHA OSHR PMF PPA SHE SWI A situation that has potential to impact our people community, environment or business but within the resources of the site facilities to manage it. Marine Offloading Facility West Australian Occupational Safety and Health Act West Australian Occupational Safety and Health Regulations Patrick Marine Facility (Patrick owned facility) Pilbara Ports Authority (previously named Dampier Port Authority) DPA Safety, Health and Environment Safe Work Instruction 3.0 PROCEDURE 3.1 Cyclone Pre-Season Planning All personnel are to be trained in the Cyclone Response Procedure, including roles covering absenteeism and leave / Change of Management. All buildings and sea containers to be tied down with an engineered cyclone anchor. Floating equipment to have a cyclone mooring designed and signed off by Naval Architect which is set out and checked prior to the cyclone season. Record in writing that the cyclone mooring and equipment are in position and the equipment has been inspected and found to be in working order. The PMF cyclone tie down procedure developed including Patrick personnel s roles and the Contractor towing the PMF to an agreed Safe Zone. Ensure any relevant Patrick Vessels or Patrick clients Vessels are suitably equipped with food, water and fuel in the event that the vessel is required to out run a cyclone. Setting up Tropical Cyclone Services from the Bureau of Meteorology and aligning to the PPA alerts for cyclone watch. All vessels within cyclonic regions are required to perform a cyclone emergency drill prior to 1 November and should involve a dry run tying up to the vessels nominal cyclone mooring Develop and / or review the Marine Cyclone Preparedness checklist using Template & complete Pre-cyclone checklist including startup and operations of hydraulics and restraint brackets. 3.2 Cyclone Response Stages Stage Key element Patrick Alert levels Parameter 1 Monitor Cyclone Monitor Cyclone or tropical low has formed in Northern waters 2 Prepare Blue Alert Cyclone tracking towards the Port with the potential for impact 48hrs 3 Clear Port Yellow Alert Potential for Gale Force winds to impact the port within 12 hours 5

6 4 Shut down Red Alert Potential for Gale Force winds to impact the port within 6 hours 5 Re-Open Site Assessment Cyclone or threat of cyclone passed 3.2 Monitoring and Early Warning Tropical lows have the potential to develop into cyclones. In the event a tropical low is formed in the Northwest, the Operations Manager or his nominated delegate will track its movements and liaise closely with the Masters of vessels in the Northwest area. Tropical lows shall be treated as cyclones for the purpose of protecting property, plant and personnel and therefore the cyclone response plan is to be activated. The Operations Manager or his nominated delegate is to monitor the status through the Bureau of Meteorology at Police and State Emergency Services and co-ordinate the issuing of any instructions plus advises Patrick and Client Management of the situation. Status shall be discussed at daily prestart meetings or more frequently if required. This will be a shared and coordinated process with the PPA due to the PMF being a Patrick owned asset and in the same risk area as the PPA and its stakeholders. Storm surge is a large mound of water that accompanies a tropical cyclone as it comes ashore. The intense winds of the cyclone pile up the ocean into a dome of water that is pushed onshore as the cyclone strikes the coast. The low pressure of the cyclone adds to the height of the mound of water, though this is a secondary effect. When the height of a storm surge is discussed it does not take into account the height of the large waves on top of the mound of water. The combination of storm surge and astronomical tide is known as 'storm tide'. The worst impacts occur when the storm surge arrives on top of a high tide. When this happens, the storm tide can reach areas that might otherwise have been safe. This has to be taken into account in relation to the PMF layout by the Patrick site team and will be reviewed and monitored in consultation with the PPA prior to Operations and regularly thereafter. The PPA will initially monitor the system and make an early assessment of its likely path and potential to eventually impact on the Port of Dampier. Decisions to close or open the port by the PPA is based on a worst case scenario concept to ensure adequate margins of safety for all personnel, small craft, other vessels and port facilities. This process it delivered electronically by way of alerts and by phone conversation as required by the PPA to Dampier Operations and its management team. 3.3 Cyclone Declaration Cyclone Response Stage 1 - Monitor This stage involves PPA monitoring the weather system and assessing its likely path and potential impact on the Port of Dampier and / or the Port of Ash burton. If the depression is declared a cyclone, The Operations Manager will call a meeting with the Patrick Operations Management Group (referred to as the ERT Emergency Response Team) to ensure that: Chain of command is established including Dampier site, Patrick Regional Management Team West Perth Office, subcontractors & third parties All resources are available Each member of the management group is fully aware of his/her responsibilities, including coverage for absenteeism and leave / Change of Management. Preliminary preparation is commenced in all Patrick areas of responsibility. 6

7 NOTE: At any time, the preparation and the tie-down phases can be initiated in advance of the DFES public notification process if the Patrick Operations Team think the tie down and de-mobilization of the PMF may take some time to complete. (To be determined prior to event by cyclone response drill). 3.4 Cyclone Alert Status Cyclone Response Stage 2 - Prepare Cyclone Status A cyclone or tropical low has developed off the coast and may affect the project. It is less than 72 hours, but greater than 48 hours from affecting the site. It is likely to pass over or near to the site as indicated by potential track from the Bureau of Meteorology. This stage involves extensive communication and consultation between the PPA, Port terminal Operators, Port users and Pilots. Operational plans, sailing drafts, tidal requirements and intentions will be discussed and evaluated against possible response scenarios. Actions Required: Operations Manager The Operations Manager will: Monitor of the tropical low / cyclone path. Maintain open communications with the PPA Harbour Master. The Operations Manager and Shift Supervisors (ERT) will consult on the implementation of the Cyclone Preparedness Plan. Inform Regional Manager in Perth. Notify the Patrick Operational Team, PPA and Client/s. Contact the PPA for an update as required. Preparations to de-mobilize the PMF will be commenced in order to move the PMF onto cyclone moorings and establish vessels in the safe anchorage during daylight hours. Notify supervision and their reports of the preparation status. Consider evacuation of non-essential site personnel from site in line with Colour Coded Alerts. Patrick Operational Areas tie down. Refer Colour Coded Alerts. Patrick Operations Supervision Each supervisor will conduct an inspection at each work area, lay down and storage area under his/her responsibility and shall ensure that they: Release personnel to undertake various tasks to prepare for the onset of the cyclone. (ERT). Check cyclone moorings and connection points as per PMF Checklists for de-mobilisation. If the 250T Crawler Crane is on the PMF, commence its de-mobilisation on the PMF. Commence de-mobilisation of all cranes, plant and vehicles on the DCW back to land based laydown for cyclone storage and / or tie down. Remove all non-essential personnel to shore base in line with Colour Coded Alerts Checklists. Ensure that vessels depart there current location in sufficient time to arrive at its safe haven or to the cyclone moorings. Factors to consider when determining sufficient time will include; Cyclone track, speed and severity Vessels sailing time to its cyclone mooring or safe haven 7

8 Consideration to charters requirements While sailing to a safe location the vessel is to maintain communications with the shore base on an agreed schedule. All equipment and materials not required within the next 24 hours will be secured and / or stowed away. All scrap materials and rubbish is removed from the work area and all rubbish skips and bins are emptied and removed from site by the supplier. All materials, containers, storage crates, etc. that may be affected by high winds are tied down or removed to storage. Cancel all non-essential deliveries to site. Complete Patrick Cyclone Preparedness Checklist Blue Alert Cyclone Response Stage 3 Clear Port Cyclone Status The cyclone is likely to affect the safety of personnel and the security of the work areas. The cyclone is less than 48 hours from affecting the site. It is likely to pass over or near to the site as indicated by potential track from the Bureau of Meteorology. In this stage the PPA will commence clearing the Port and Anchorages of all large commercial vessels, with a view to having all large vessels clear of port limits 12 hours prior to the onset of gale force winds. This time frame is designed to ensure adequate margins of safety, and to provide ships adequate time to clear the coast before encountering storm conditions. Actions Required: Operations Manager Notify the Regional Manager of change in status, update every 2 hours Notify the Patrick Operations management team. Contact the PPA for an update every two hours where applicable. Tugs and barges are to be secured to cyclone moorings and crews will be evacuated onshore in ample time to gain refuge. All non-essential personnel evacuated. All essential personnel evacuated when preparations complete. Secure Locations In the event of a cyclone moorings will be as follows; Vessel PMF Client Vessels Anchorage or Mooring To be confirmed by Approved Contractor in agreement with Patrick Management As directed via PPA and Patrick Management to agreed locations. In the event of a cyclone people will be sheltered at the following locations; Location Offsite Designated Safe Location Evacuation Checklists Procedure. 8

9 Operations Supervision Each Supervisor will re-inspect all work, lay down and storage areas and ensure that: All land based crane and lighting plant booms are lowered and secured in accordance with the manufacturer s instructions and PMF de-mobilisation procedure. Complete demobilization of 150T crane from the DCW and remove from site. All plant on the end of the DCW has been located to land based laydown and secured. The area has been cleared of loose or light objects which may be easily lifted by high winds and turn into potential projectiles. All mobile cranes, plant equipment and onsite vehicles are parked in their agreed safe / secure designated areas. Secure records in site storage container in laydown area. All vehicles are fuelled up. Water tanks full (If applicable). Final securing and tie down of facilities and equipment is completed / checked as per filled and signed off checklists submitted to Operations Manager. All communication equipment has been tested and issued. Back up communications such as suitable phones, radios etc. have been charged up a have fresh batteries. (*Note: full evacuation will apply in line with PPA so this step is a precautionary step only). Conduct a special Tool Box Meeting with all ERT members detailing actions completed and course of action in anticipation of a moving to Red Alert and the subsequent All Clear phases Loose computer equipment removed from site offices. Remaining equipment covered with plastic sheeting including site records and priority assets. Complete the Environmental checklist to ensure the site is free from waste material that could be washed into the marine environment by storm water run off Complete Patrick Preparedness Checklist Yellow Alert After each supervisor has completed their final inspection, they will meet with the Project Manager and confirm that: Tie down is complete. All personnel have been accounted for. Power is turned off / isolated Cyclone Response Stage 4 Shut Down Cyclone Status The cyclone is imminent. The cyclone is less than 12 hours from affecting the Site. It is currently bearing down on the site as indicated by the projected track from the Bureau of Meteorology. This stage is ideally of 6 hours duration, and in day light before the onset of gale force winds. This period allows small vessels, work boats and tugs to make final preparations, securing to cyclone moorings and to ferry crews ashore before weather conditions or darkness makes their operations more hazardous than normal. The Dampier port will be declared closed. Red Alert Dampier Port Communications will close down for the duration of the Cyclone. Actions Required: 9

10 Operations Manager Call a meeting with all Supervisor s and ERT members at the safe offsite location or by telephone conference. (*If required or safe to do so). Co-ordinate the activities of each responsible person to ensure that: o All personnel have been accounted for. o Non-essential personnel have left site and be directed to shelter in their homes and prepare for the cyclone as per cyclone checklists for the home issued by Patrick in line with Government of WA, or to be sent to another shelter, as approved by Patrick in extraordinary circumstances, with appropriate food and water supplies. o The Regional Manager in Perth has been updated. Patrick Cyclone Preparedness Checklist Red Alert is completed. 3.5 Cyclone Downgrading On formal notification by the Community Cyclone Alert System, that a cyclone has been downgraded, and on confirmation with the PPA, Patrick Operations will align and maintain its Cyclone Alert Status until it has properly consulted with the PPA. 3.6 All Clear and Return to Site Cyclone response Stage 5 Reopen the Port Advice of the All Clear with caution (after a Red Alert ) is issued by the Department of Fire and Emergency Services (DFES) when the cyclone has passed the area and the winds have abated to a point where it is safe for personnel to leave shelter to conduct surveys of any affected areas. In this stage the Dampier Port Communications will re-open. Site Assessment. The PPA may inform the Patrick Operations Manager of the time and location of a Post Emergency Response Meeting. The PPA will reopen the Port as soon as conditions permit. This may well be a phased re-opening. The re-opening of the Port or part of the Port does not constitute the conditions will be suitable for normal operations. The Operations Manager in consultation with the PPA and the Patrick Supervisors will make an assessment as to the suitability of prevailing conditions for safe operations. The anchorage will be opened once the wind falls below gale force and the sea state permit safe operations. As an indication, swell within the Port would be less than 1.3m at that time. All areas of the site shall be inspected to determine the integrity and safety of the site. Where areas are found to be damaged and / or potentially unsafe a Supervisor shall be sent to the area to inspect and rectify the situation prior to the general return to work notice is issued. The Pilbara Port Authority will progressively re-open anchorages, channels and Berths. When PPA and Patrick Operations Manager have a consensus that it is safe for personnel to return to work, an instruction will be issued to the local radio stations to announce the return to work of construction personnel. In addition those with issued radio equipment will be called as will a ring around by site administrative staff / Supervisors. On site and at all Patrick work facilities, the all clear will be signified by the absence of warning boards at the notification points. On return to site, the Patrick Operations Manager will meet to: 10

11 Conduct debrief of the cyclone response. Determine the priorities and co-ordinate any repair and remedial work as required. Identify assistance requirements for the making safe and clean up of personnel accommodation and allocate resources where requested and available Complete the Patrick Cyclone Preparedness Checklist All Clear form. 3.7 Weather Reports The following Patrick Management will be on Dampier Harbour Cyclone Mail out list and receive cyclone updates and alert directly from the Port Communication Address; Operations Manager Supervisors SH&E Professional for Dampier Operations The Community Alert System is promulgated by Department of Fire and Emergency Services (DFES) and the DFES website will provide the prevailing Cyclone Alert Status for the area. The Alert Status is also available from the following sources: Pilbara Ports Authority website; The Shire of Roebourne website; Department of Fire and Emergency Services website; Promulgation by public broadcast over local radio including ABC radio; Text messaging and broadcast on free to air television; Bureau of Meteorology Website. Patrick shall as part of this plan, monitor all such sources as practicable and will in all cases maintain close contact with PPA Port Operations. 3.8 Communication Failure/Search and Rescue Where vessels fail to report on the agreed schedule the Operations Manager will determine either to advise Marine Operations Canberra immediately or continue to wait for vessel to make contact with the office / PPA based on; The path the cyclone has taken and its current location Last reported location of the vessel and its passage plan Contact Number for Rescue Coordination Centre or Search and Rescue attempts will be on the advice and under the direction of the Marine Operations Centre Canberra. 4.0 References SHEQ-SYS-N-005 DPA Cyclone Response Plan PPA Port Development Guidelines Occupational Health and Safety (WA) Act Occupational Health and Safety (WA) Regulations AS Planning for Emergencies in Facilities 11

12 AS/NZS Wind regions Emergency Management act 2005 Emergency management Regulations 2006 Building Code of Australia (BCA) Guidance Note Preparing for Emergency Evacuations at the Workplace Patrick Dampier Operations Safety Management Plan Patrick Dampier Emergency Response Procedures 12

13 ATTACHMENT 1: Cyclone Categories Category Average Wind Speed (KPH) Strongest Gusts (KPH) Central Pressure (hpa) <125 >985 Typical Effects (Indicative Only) Negligible house damage. Damage to some caravans. Craft may drag mooring Minor house damage. Damage to signs, trees and caravans. Risk of power failure. Small craft may break mooring Some roof and structural damage. Some caravans destroyed. Power failure likely Significant roof loss and structural damage. Caravans destroyed and blown away. Widespread power failures. Dangerous airborne debris. 5 >225 >279 <930 Extremely dangerous with widespread destruction. From the Australian Bureau of Meteorology 13

14 ATTACHMENT 2: PPA Contacts Pilbara Port Authority (PPA) Staff Phone Mobile FAX Port Communications 24hr operation VHF 11 & Harbour Master Harbour Master (Regional Ports) Deputy Harbour Master (Operations) ATTACHMENT 3: Emergency contacts Internal Phone Number Alternate Number Patrick Ops Manager Patrick Regional Business Manager Patrick Regional SHE Manager Patrick Stevedoring Office (08) State Government agencies DFES Department of Transport WA Police - Karratha WA Police - Dampier SES Onslow Local Emergency contacts Karratha Hospital Emergency (Nickol Bay) Electricity Gas

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