2007 Hurricane Preparedness Plan

University of Florida Everglades Research and Education Center
2007 Natural Disaster/Hurricane Preparedness Plan

Building Emergency Coordinator: Dr. Christine Waddill, Director Phone:
(561) 993-1500 Belle Glade

Alternate Building Emergency Coordinators
Dr. Kenneth L. Pernezny Phone: (561) 993-1599
Dr Richard N. Raid Phone: (561) 993-1564
David Rayburn Phone: (561) 993-1500 Cell (561) 261-2183

The object of this plan is to establish procedures to minimize storm related damage to Center property and protect the lives of personnel. This plan identifies actions and those individuals responsible for fulfilling actions listed in this plan. The plan gives primary consideration to those actions necessary to protect Center property and staff.

PROCEDURES BEFORE A HURRICANE
Review Preparedness Plan and know your assignments. Ask questions now. Update personnel contact chain phone numbers with Chay Burrus and Brandi Schoenfeld.

POSSIBLE HURRICANE STRIKE
Beginning five days prior to the possibility of a hurricane affecting EREC, the safety committee, on-site administrator(s), and interested personnel will meet in Dr. Waddill’s office at 9:00 am each day to discuss plan of action.

The Center Director or Designee will inform Gainesville (Facilities Operations and VP Jones’ office) of all procedures that have been completed.
Center Director Dr. Christine Waddill
Designee Dr. Ken Pernezny
Dr. Richard Raid

HURRICANE WATCH: When a hurricane watch is issued the following procedures shall take place.

Vehicles: Vehicles should be fully fuelled. Each faculty or service group is responsible for accomplishing this task. Vehicle keys should be labeled and kept by individual faculty or their designated employee.

Area Surrounding Buildings: A general survey should be conducted around each building following announcement of an impending hurricane watch. Loose items should be brought inside or secured to prevent loss or damage by wind. Each faculty member is responsible for securing the area around their assigned space and building(s).

Computer and Data Systems: A full backup of the computer system should be made. Backed up information should be stored in two separate locations. Other computer-related defensive actions deemed appropriate by Computer Operations Team should be implemented.

Laboratory and General Office Areas: Principal investigators and supervisors will be responsible for preparation of their assigned areas. When a hurricane watch is issued, make necessary preparations to suspend ongoing experiments involving biological materials, radioactive agents, and hazardous chemicals. Secure equipment and materials.

 HURRICANE WARNING or IMMINENT HURRICANE STRIKE

When the Center Administration decided to fully prepare for the approaching hurricane, or a hurricane warning is declared, the following actions will be implemented.

Vehicles: All vehicles shall be fuelled and parked on the field road designated by the farm manager. Each faculty or user group is responsible for accomplishing this task. Vehicle keys should be labeled and placed with the Center receptionist.

General Office Preparation: Individual offices and work areas should be checked and "storm readied" by the owner in accordance with the guide below. Close and lock all windows. Turn off and unplug all electrical equipment. Computers and other electrical equipment should be moved away from windows. Disconnect computers from data lines. Computers should be moved from the floor, placed on a countertop or desk top, and wrapped in plastic. Disconnect all equipment from bottled gases (including propane equipment) and cap cylinders. After completion of your assigned areas, if there are known absences in a group, other group members should storm ready the work area for those absent.

General Laboratory Preparation: Plans should be developed well in advance to insure the protection of valuable research equipment, samples and data. Once a hurricane watch is issued, these plans should be implemented in your research areas in preparation for the hurricane.

When a hurricane warning is issued, implement activities to suspend operations in the laboratory. Plan to shut operations down within three hours of initial hurricane warning.

1. Don’t count on the availability of power or water after onset of the storm event and for several days following.
2. Always keep chemical/radioactive materials in your inventory to a minimum. Dispose of hazardous wastes and old materials routinely to minimize chemical loading in your facility.
3. Consider turning down refrigerators and freezers to the lowest practical settings. Should power fail, then the contents will remain cool for a longer period of time.
4. Due to the possibility of power outages, volatile toxic materials should not be stored in fume hoods or the open room but in tightly sealed break-resistant containers.
5. Remove any equipment or supplies stored or mounted in outdoor locations once a watch or warning is announced (based on ease of removal and set-up).
6. Water reactive chemicals, radioactive materials, toxic and biohazardous agents are to be stored in Rm. 109 in the Wedgworth Building. Store all items on upper shelves in room.
7. Collect notebooks and secure samples/data, as practical, for colleagues in travel status or unable to reach the lab.
8. Check emergency phone numbers. Update emergency notification lists on lab doors. You may consider temporarily posting an expanded list with all lab personnel phone, pager, and cellular phone numbers.
9. Maintain a supply of plastic waterproof containers to store reactive chemicals, lab notes, research documentation, computer disks, and any other materials that you cannot afford to have damaged. A limited number of large plastic bags will be available for the first yearly hurricane threat only.
10. Pesticides must be off the floor and bottom shelf.
11. The hall and restrooms in building # 7401 are available for storage of computers and small equipment.

EMPLOYEE RESPONSIBILITIES
Everyone shall help in securing common buildings in preparation of an approaching hurricane. Each employee is responsible for notifying their supervisor of their plans before the hurricane and for contacting their supervisor as soon as possible following a hurricane. In the event that your supervisor can not be contacted, leave information with the EREC front office. IFAS Personnel in Gainesville may be contacted at (352) 392-4777 if the employee is unable to reach their supervisor or EREC following a hurricane.

FACULTY RESPONSIBILITIES
Faculty members are responsible for the safety of their students, interns, post-docs, etc. Students must evacuate the Dormitory. Faculty members shall notify their employees of their duties and responsibilities before and following a hurricane threat and following an actual hurricane.

Each faculty member is responsible for securing common buildings and their assigned areas, including computers lab equipment, field equipment, vehicles, pesticides, laboratory chemicals and out buildings.

Chay Burrus and Brandi Schoenfeld will update the list of employees with addresses and phone numbers and maintain Disaster Preparedness folder in the Center Director’s office.

DUTY ASSIGNMENTS

Administration Building (#7401)

Wedgworth Building (#7499)

Conference Center

Soils Building

Pesticide Building

Propane Tank shall be turned OFF

CLEAN UP KIT

Recommended Supplies

Other Items of Use

PROCEDURES AFTER A HURRICANE

Contact your supervisor, Station Administrator or Gainesville for instructions on reporting to work. Do not enter any buildings until okayed is given. Stay safe.

Appendix I

Contact Information for Critical/Essential Operations

Chay Burrus and Brandi Schoenfeld will keep complete list of names and telephone numbers and will distribute these numbers on an as need basis. The list will be also be FAXED to:

Dr. Jimmy Cheek, Senior Vice President for Agriculture and Natural Resources
Phone (352) 392-1971
SC 622-1971
FAX (352) 392-6932

Kevin Heinicka , Associate Director IFAS FP & O
Phone (352) 392-6488
SunCom 622-6488
FAX (352) 392-3161

IFAS Personnel, Gainesville Phone (352) 392-4777

Dr. Christine Waddill, Director
Phone: (561) 993-1500

Dr. Kenneth Pernezny
Phone: (561) 993-1599

Additional Phone Numbers Important to You