CEO HURRICANE TOOLKIT FLORIDA STATE ALLIANCE
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1 CEO HURRICANE TOOLKIT FLORIDA STATE ALLIANCE
2 TABLE OF CONTENTS Rapid Response Flow Chart Family and Personal Preparation Basic Facility Preparation Disaster Communication Line Emergency Phone Numbers and Websites Recovery Checklist Belfor CEO Contact List
3 RAPID RESPONSE FLOW CHART The Y s new brand strategy defines social responsibility as giving back and providing support to our neighbors. Rarely is this support more critical than during a severe storm. The State Alliance formed a Rapid Response Committee to assist associations during time of need. Below is a flow chart on how the State Alliance will respond to severe weather off the Florida coastline. For category two hurricane or higher Stand by Yellow Alert Red Alert Storm threatens coast of Florida 2 5 days before predicted landfall. Storm established a path that could put a Florida Association in harms way within hours. Will make landfall in Florida within 24 hours. State Alliance Director communicates with National staff and other associations. Stand By Initiated by State Alliance Director Contacts Rapid Response Chair Contacts Belfor Yellow Alert Initiated by State Alliance Director or Rapid Response Chair Choose Command Center Location (one Y not at risk) Transfers CEO contact information Red Alert Initiated by Command Center Contacts area CEOs to verify contactt information Area CEOs should contact Belfor After Storm If necessary, CEO or designee contacts: Command Center for Operational Support Teams Belfor
4 PERSONAL AND FAMILY PREPARATION In the interest of making sure that everyone feels as informed as possible during a tropical storm or hurricane, we would like to reiterate several important procedures to be followed to ensure everyone s safety. All supervisors should inform their staff on their association procedures. Also, remember that employees need time to secure their own homes. Supervisors should allow employees time to make their own preparations.
5 BASIC FACILITY PREPARATIONS In order to prepare for a possible storm, the following BASIC checklist are suggestions to secure the building (internally and externally) prior to the event. Building Place sandbags in doorways and use duct tape if necessary Lock all gates and doors Remove tops and canopies and store inside Store flag Top off fuel tanks for transportation Clear out returns to roof, gutters, and downspouts Remove valuable equipment from doors and windows Relocate essential records off the floor and place in protected area Turn off appropriate circuit breakers for (HVAC, TVs, fitness equipment, etc.) Closeout cash drawer and make final deposit to bank Clear off front desk and loose items near windows Board windows as necessary Empty refrigerators of food Fields Flip all picnic tables over Secure all soccer goals Lay down portable basketball goals Pool If appropriate remove pump motor from pool Drain pool below skimmer level Super chlorinate outdoor pools Secure all outside furniture/equipment (playground, pool, landscape, etc.) Check operation of sump pump Electronics Back up data from computers - take laptops home, leaving back up data at work Protect computers inside building with bags and/or remove from floor Communication Update staff contact list Post closing in lobby and high traffic areas Change phone messages Change external sign Update social media (Facebook, website, etc.) Update staff of plans regarding building opening and closures
6 DISASTER RECOVERY COMMUNICATION SYSTEM What is the Disaster Recovery Communication System? The YMCA of the USA Disaster Recovery Communication System is a way for your YMCA to communicate with staff and members during and after a disaster. The system is housed on the Y-USA phone system in Chicago. Use this system to record voice messages that your staff can retrieve. You can also activate a message box so that staff or members can leave status messages with you. What is the benefit to me? During a disaster, local phone service is usually disrupted. The disaster recovery system provides you with a communication hub based outside of the disaster area. What are the costs of using this system? Setting up the system is free, and calls to the system are free if callers use the toll-free number provided to the CEO during setup. The only expense would be to callers who use the direct (312) telephone number to access the system. How is the Disaster Recovery Communication System set up? Only YMCA CEOs can set up space on the system. To use the system, CEOs should request access through your YMCA s resource director. Sign up only if it is an option you will use, as lines are limited. If you would like to establish this option, please contact your resource director or our contact center at fulfillment@ymca.net. How does the system work? If you would like to send a message to all your staff with a certain time and place to meet, you can call the Disaster Recovery Communication System and record that message. Then your YMCA s staff would call the toll-free line. They would hear a menu listing YMCAs that have contingency messages. After pressing the appropriate button, they would hear the message you recorded. The communication system s line assignments would remain in effect until 72 hours after you last record an update message. CEO Emergency Hotline Y of USA also has a CEO Emergency Hotline (800) This hotline is for emergency assistance from YMCA of the USA for YMCA CEOs only and is available 24 hours a day, 7 days a week.
7 DISASTER RECOVERY COMMUNICATION SYSTEM YMCA of the USA Disaster Communication Line How the CEO Records a Message on Their Mailbox Dial Press * (star) Dial ID/Extension followed by the # (pound) Dial Pin/Password followed by the # (pound) default password is 9622 For first-time set up, follow prompts to record your name and greeting To Change Your Greeting Dial Press * (star) Dial ID/Extension followed by the # (pound) Dial Pin/Password followed by the # (pound) default password is 9622 Press 4 Then Press 1 for greetings Your current greeting will play Press 1 to re-record your standard greeting How the YMCA s Staff Listen to their CEO s Message Dial Message States: Thank you for calling the YMCA of the USA Disaster Communication Line. If you are a local YMCA staff person or member seeking an update on your YMCA please press 1 to enter your YMCA s box extension number. This is the 4 digit number given to you by your YMCA. If you would like to be transferred to YMCA of the USA s general customer service line, please press 0. If you have any issues setting up your box contact: Richard Snell YMCA OF THE USA (P) ext 8928 (D) (E) richard.snell@ymca.net (W) ymca.net Extension Name Extension Name 2507 YMCA of S. Palm Beach 2521 Central Florida Metro YMCA 2508 YMCA of Broward County 2522 Highlands County Family YMCA 2509 YMCA of the Suncoast 2523 Palm Beaches Metro YMCA 2512 North Central Florida YMCA 2527 YMCA of the Treasure Coast 2513 Florida's Emerald Coast YMCA 2529 Sarasota Family YMCA 2514 Florida's First Coast YMCA 2530 South County Family YMCA 2515 Marco Island YMCA 2531 Capitol Region YMCA 2516 West Central Florida YMCA 2532 Charlotte County Family YMCA 2517 Lake Wales Family YMCA 2533 Tampa Metro YMCA 2518 YMCA of Greater Miami 2534 Volusia/Flagler YMCA 2519 YMCA Greater St. Petersburg 2525 YMCA of Northwest Florida
8 RECOVERY CHECKLIST Post Disaster Recovery Do not approach building if unsafe. Report facility status to supervisor If building is damaged in the following ways, do not continue. Call supervisor to determine appropriate actions. o Parking lot is not accessible. o Power lines are down around the building. o Standing water is in the facility. o Roof is compromised and/or leaking. o Sewer is backing up into facility. Do a thorough inspection of exterior of building. Assess Downed trees Downed power lines Structural damage Note downed or detached wires, holes, opening in building. Window damage Fence damage Debris Pool damage Roof damage If the exterior of building appears to be safe to enter building, enter with an operating flashlight. Do a thorough inspection of interior building. Assess Window damage. Location of water damage and leaks that may be affected when electricity is turned on. Make sure the leaks are not in critical areas. Interior structure damage. Roof damage evident from inside building. Any unsafe areas. Walk the facility to ensure all regular lighting is working properly. Turn on breakers for HVAC, water heater, gymnasium lights, all pool pumps and heaters.
9 RECOVERY CHECKLIST Inspection of all areas with facility fully powered Are there visible leaks or damage to the roof. Are all lights working properly. If not stop and see note below. Is HVAC system fully restored. Are all phases working properly. Are all major appliances starting up properly? If any do not come on normally, turn off and report issues. Start up computers (report any non-functions computers). Test phones (report any non-functioning phones). Compile a complete list of all damages or issues and complete facility assessment report. Report to supervisor specific status of facility. Supervisor will communicate with association to determine timing of reopening of building based on facility inspection. Note: If some lights operate, but not all, do not turn on a/c units or other three phase equipment. This condition indicates a "phase drop" and will permanently damage three phase equipment such as large pool pumps and a/c equipment. Contact Supervisor Also visit the Florida State Alliance to view sample templates from other associations for: Emergency Action Plans Disaster Plans Communication Plans Recovery Plans
10 BELFOR As part of supporting Ys during emergencies, especially critical disasters such as hurricanes, the Alliance has entered into a contract with Belfor, an emergency service company, to provide each member the option to engage emergency services if needed. Our contract provides each Florida YMCA as a Red Alert Client, which makes your Y and key staff member s residence a priority with Belfor. Belfor offers emergency response services within 24 hours of contact. Your YMCA is responsible for any charges associated with emergency services rendered for your association. Staff are responsible for any charges associated with services rendered for them. The Alliance has no responsibility or liability for emergency services rendered to its member associations. Now is the time to contact your property insurance carrier to determine what costs will be covered under your policy. Belfor s 24-hour priority hotline is (800)
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