EM4 - Writing Emergency Plans

Purpose

To outline a general format and items that should be considered by the Emergency Planning Committee when writing an emergency plan.

Since the plan is to be tailored to suit the facility, the format may be varied accordingly. Suggested components of the plan are set out in the following paragraphs. Points raised for consideration are not exhaustive.

Smaller facilities for which an emergency would have minimal impact beyond their boundaries may require a less detailed plan than indicated below.

Description

The Emergency Planning Committee should document a summary of the outputs of the emergency planning process should be documented in the facility's emergency plan.

The plan should define areas such as the facility's emergency functions and organisational structure, emergency procedures, equipment, reporting and communication channels, and the type of reporting required by the Police and Fire services, etc.

Documentation should contain sufficient detail to describe the core elements of the emergency plan. It may include directions on where to find more detailed information not included in the plan, such as information available on palm cards for the use of key personnel during an emergency.

Plan Title and Authority

The plan should clearly identify:

• the name of the aquatic facility and the owner and /or operators
• the identity, scope and status of the emergency plan
• the location of the facility
• preparation details, including the date of preparation and other terms of reference
• authorisation details (person(s) responsible)
• contact details
• document control information.

Table of Contents

A table of contents should be included for quick reference to selected topics.

Aim and Objectives of the Plan

The aim(s) and objectives of the plan should be clearly stated at the outset. Care needs to be taken that the body of the plan is consistent with this statement.

Introduction

Facility Description

The Aquatic Facility emergency plan must include a brief description of the facility and its operation including but not limited to:

• The location of the facility
• A detailed map
• An inventory of all hazardous chemicals on site and their location
• A description of the Emergency Planning Committee

For large or complex facilities, it may be preferable to simply put a summary in the introductory section and provide details in an appendix.

Emergency Planning Committee Description

The Aquatic Facility emergency plan must include a brief description of the Emergency Planning Committee including but not limited to:

• Members and their positions
• Reporting and Communication relationships with other parts of the owner and/or operators organisational structure

Definition of Emergency

The introductory section of the emergency plan should contain a definition of the situations that constitute an emergency for the facility and an outline of the levels of emergencies identified. Other assumptions underpinning the plan should also be stated.

Legislative and Regulatory Requirements

The introductory section of the emergency plan should contain a list of references and compliance standards used in the compilation of the plan. Larger facilities should also include a table in the appendices detailing where and how these compliance requirements have been addressed through the Emergency Plan.

Hazards

The owner or operator of the aquatic facility should describe the hazards identified as having a significant impact that require some form of emergency planning. This should cover hazardous materials and aquatic hazards at a minimum.

Details of Emergencies

Details of all hazards or risk events that may have a significant impact to the Aquatic Facility should be provided. This description should be consistent with the types of emergencies as defined within the development of the Emergency Plan.

Details of Hazardous Materials

Details of all hazardous materials in significant quantities under the control of the facility, including hazardous intermediates, must be provided in the plan. This will include materials in quantities sufficient to initiate an emergency or to contribute to an initial incident. The relevant quantities will depend upon the form and properties of these materials. The significance of the problem posed by these materials should be discussed and the way in which the plan addresses any problems identified.

Hazardous materials include:

• Dangerous goods
• Goods too dangerous to be transported
• Other hazardous materials, such as poisons, workplace hazardous substances, combustible liquids, carcinogens, environmentally hazardous materials, etc.

Details of hazardous materials should include the following:

• a description of the hazardous material (including the name of the chemical ingredients for materials listed under trade names)
• classification (UN No, CAS No, dangerous goods classification and HAZCHEM Code, where applicable)
• quantity (including average and maximum inventory in storage and/or in the process, accounting for seasonal factors)
• the location of tanks or package stores (keyed to the site layout plan)
• the location of additional relevant safety, health and environmental information
• a description of safety-critical equipment, especially equipment used for the isolation and/or containment of a release.

Details of Other Hazards

Information should be provided on the nature of other hazards identified for inclusion in the plan (i.e. natural hazards or hazards arising from activities not involving hazardous materials). A brief explanation of how the plan will address these hazards should be presented.

Types and Levels of Emergency

The types and levels of possible emergencies identified for the facility should be described.

Emergency Functions and Organisational Structure

The emergency organisational structure will embody all emergency functions identified i.e. the allocated areas of responsibility involved in managing an emergency at the facility. The functions nominated for the facility should be listed in the plan, together with the associated roles, responsibilities and duties of personnel assigned to these functions, and arrangements for appropriate backup.

The functions should address the areas of responsibility required to manage the emergency. The specific manner of translating areas of responsibilities into functions will depend on the size and the resources of a facility.

Roles of Agencies, Groups, Industry and the Community

The roles, responsibilities, functions and needs of all key stakeholders (e.g. industry, the community, and external agencies such as the Police and Fire services) should be clearly identified. These definitions will be derived through extensive consultation. The plan should identify the phases when consultation is necessary, such as when the plan is being updated.

Facility Emergency Control

The person/s fulfilling the function of facility emergency control and designated as the facility emergency controller is in charge of managing an emergency for the facility and has overall responsibility for all functions performed by facility personnel during an emergency. This role requires a sound knowledge of:

• the site
• the materials used
• the processes
• the potential impacts of emergencies on people, property and the environment
• the application of the emergency plan.

While some of these duties may be assigned or delegated to other positions or personnel in the emergency organisational structure before or during the emergency, ultimate responsibility remains with the facility emergency controller. The plan should define the role, responsibilities and duties associated with the position, including arrangements for delegation.

Identification

The people acting in a position within the organisational structure, or conducting certain emergency functions, should have clear methods of identification.

Emergency Procedures

Specific emergency procedures are an important part of the overall emergency management system.

The Emergency Planning Committee should document the emergency response procedures to be clear, simple, practical and achievable. The detail contained in the procedure will depend upon the characteristics of the aquatic facility. The procedures should describe the steps to be undertaken, the precautions, the protective clothing and equipment to be used, any special conditions, and the responsibilities and duties of people undertaking these procedures.

Emergency Colours

Standardised colours, codes, signals and communications may be used in emergency response procedures.

Where emergencies need to be identified or displayed the following colours are used as follows:

Emergency Resources

The resources (equipment and facilities) provided to respond to emergencies should be identified and details provided. The emergency plan must include:

• On-site emergency resources and;
• Off-site emergency resources, including arrangements for obtaining additional external resources (specific to the likely major incidents) to assist the control of emergencies.

Facility Emergency Control Centre

The location of a facility emergency control centre (FECC) and any alternative should be nominated. The FECC should be readily accessible and appropriately resourced with Emergency Control equipment as described below. A dedicated FECC may not be necessary for smaller facilities that could use existing office and amenities.

Ideally, the FECC should be located outside a potential hazard zone. If the hazard zone envelops the centre during an emergency, control operations should proceed to an alternative control centre identified in the plan.

Emergency Control Equipment

The availability and location of Emergency Control equipment to support the functions identified in the plan should be indicated with the Emergency Plan. This should consist of some or all of the following:

• Emergency Control Organisation Identification
• Communications Equipment (Radio and Phone)
• IT Equipment ( servers, extension cords, docks, lighting, audio, visual)
• Stationary, Logs, Forms
• Username, Passwords and Web address to IT Applications / Social Media
• Signage for Rooms, Restricted Access, temporary changes
• Furniture (Tables, Chairs, Meeting Rooms etc)

Emergency and Rescue Equipment

The availability and location of specialised emergency equipment to support the functions identified in the plan should be indicated on the site layout plan. Details of, and procedures for, access to additional equipment from other sources such as mutual aid facilities must be provided.

The Guidelines for Safe Pool Operations - Safety and Emergency Equipment provides specific guidance on the type and use of specific equipment for an Aquatic Facility.

Emergency Alarm System

The aquatic facility should have an effective alarm and warning system for all levels of emergency. The emergency plan must include both off-site and on-site warning systems. Issues to be considered for inclusion in the plan are:

• types of warning device(s) (flashing light, siren, distinctive tones, etc.)
• location of initiation points and warning devices
• circumstances of initiation or raising the alarm
• confirmation of initiation of alarm
• method of establishing that there is an emergency and confirming its level
• persons authorised to activate the emergency plan after alarm initiation
• alarm indicators for ALERT, EVACUATE and ALL CLEAR (safe to re-enter)
• ability of the external alert alarm to be effective throughout the community information area
• method, frequency and recording of testing
• need for back-up systems for the alarm
• alarm operations if the facility is not staffed.

The alarm system should be tested every 12 months (or as per manufacturer recommendations) to confirm its intended function, for example its ability to warn all relevant people within the aquatic facility under all operating conditions.

Activation of the Emergency Plan

The Emergency Planning Committee should include within the Emergency Plan the roles, responsibilities and duties of all personnel involved in activating the emergency plan when the initial alarm is raised. This should include the following and reference the levels of activation as described within the context:

• the circumstances under which it is to be activated in line with the type of level of Emergency
• the method of activation (including all designated methods for raising the initial warning and sounding the alarm)
• the means of alerting all relevant stakeholders
• the means of escalating responsibility and Emergency Controller responsibilities (i.e from Lifeguard to Facility Manager)
• the arrangements for and expected requirements of after-hours duty officers
• the arrangements for activation when the facility is not staffed (such as maintaining a regularly updated list of emergency contact numbers as part of the supporting information)
• the means of addressing communication issues with the relevant emergency services and other stakeholders.

Contacting Emergency Services

The Emergency Planning Committee should include within the Emergency Plan the role, responsibilities and duties of the person nominated to advise the emergency services of the emergency.

The nature of the initial advice and the information required should be determined following consultation with the Police, Fire, Ambulance, the SES and other emergency services.

The information provided should include the following details, where available:

• name and location of the facility (suburb, street, nearest cross street to relevant site entry)
• number of injured persons or casualties and the nature of injuries
• the type and scale of emergency, including a brief description
• hazards involved (including details of substances, namely UN Numbers, names of substances and quantities involved for hazardous materials)
• telephone contact number (for any return messages)
• name of person making the call
• any other useful information (e.g. Access).

Contacting Statutory Authorities for Environmental Impacts

The Emergency Planning Committee should include within the Emergency Plan the role, responsibilities and duties of the person nominated to notify the relevant agencies of an emergency with potential for environmental impact should be identified.

The method of notification (e.g. telephone), the timing of notification (e.g. during or after the emergency) and the type of information required should be determined following consultation with these agencies.

Agencies that should be contacted may include, depending on the circumstances:

• The workplace health and safety regulator
• the environmental protection agency
• the local authority
• the water authority.

Acts of Terrorism

The Emergency Planning Committee should include within the Emergency Plan the role, responsibilities and duties of the person who receive a threat over the phone (i.e. Bomb Threat) or a suspicious package as these represent a special case.

The initial report of an act of terrorism (i.e. bomb threat) should be made by dialling the emergency number and asking for the Police. Bomb threat procedure guidelines and a sample bomb threat checklist are provided within the Guidelines for Emergency Management.

Reporting of an Emergency

The Emergency Planning Committee should include the procedures for reporting emergencies within their organisation and to owners and the role, responsibilities and duties of personnel reporting should be defined. This should include:

• After hours communication / activation
• How Incidents should be communicated
• Internal alert., notifications and activation procedures
• Reporting and escalation procedures
• Activation and on-going communication with volunteers and sub-contractors
• Briefing and debriefing of staff, contractors and volunteers

Termination of an Emergency

The plan should outline the procedures and responsibilities for terminating an emergency. These should be considered in terms of:

• The return of control to the facility emergency controller by the emergency services
• The declaration by the facility emergency controller that the emergency has been terminated.

Management of the Plan

The criteria for what is required to manage the plan and how it is to be achieved should be included in the plan. Further details on management of the plan are provided in further guidelines.

Supporting Information

Information supporting the plan and essential for the emergency services needs to be included as an attachment to the plan and should also be available as a separate information package to be given to the emergency responders when responding to an emergency at the site. This supporting information may be prepared in consultation with the emergency services to ensure that it meets their needs. Information required to support the plan includes:

• safety, health and environmental information
• the location map
• the site layout plan
• a list of emergency contact phone numbers
• other relevant supporting information

This information should be included as an attachment to the plan and should also be available as a separate information package to be given to the emergency services when responding to an emergency at the site.

Safety, Health, and Environmental Information

The plan should identify the locations of, and allow for access to, relevant work health and safety and environmental information to assist with managing the emergency. This may include copies of SDS, registers, and exposure data for people and the environment, emergency service manifests, plans, hazardous interactions and potential uncontrolled reactions. Safety information may also include summaries from the assessment of the consequences and impacts of potential incidents. This information should be located at a number of sites throughout the facility (including the facility emergency control centre), which should be marked on the site plan.

Location Maps

The Emergency Planning Committee should include within the Emergency Plan Location maps detailing significant aquatic facility and local community features.

The location map(s) should include the:

• you are here
• name of the facility
• street address of the facility (including the suburb or town)
• site boundaries
• local neighbourhood details (covered by the hazard zone)
• main entry/exit
• alternative entrance(s)
• emergency access points
• north point indicator
• distance scale
• location of alternative water supplies (lakes, creeks, reservoirs, etc.)
• location of storm water drains adjacent to the site
• location of storm water drain outlets, particularly if they enter waterways
• The location of Ambulance Bays and Emergency Vehicle Access
• The location of emergency plans, equipment, keys or access codes

The Emergency Planning Committee should nominate an individual who is responsible for reviewing and maintaining an up to date maps and plans at all time.

Site Layout Plans

The site layout plan should detail significant facility features, including:

• site boundaries
• roadways, buildings and major tanks (labelled or numbered)
• normal entrances and exits
• emergency access points
• grid references (if applicable)
• electrical supply isolation
• gas supply isolation valves
• pool plant systems and water valves
• town water and storm water isolation valves
• on-site retention basins
• open uncovered land that may act as run-off sinks
• any wetlands or other environmentally sensitive areas on the site
• sewage system outlets
• emergency evacuation assembly points
• first aid stations
• north point
• distance scale
• location of relevant emergency plan information and safety information
• site topography (including bunding and site drainage)
• all hazardous materials under control of the facility
• location of the facility emergency control centre
• location of emergency resources and equipment

Emergency Contact Numbers

The Emergency Planning Committee should include within the Emergency Plan an easily accessible list of current emergency contact numbers, which may include:

• off-site emergency numbers
• aquatic facility numbers
• key aquatic facility personnel details (including job title, local extension and after-hours numbers)
• control rooms or distribution points
• contact details of, and the means of contacting, the persons at the aquatic facility responsible for liaising with emergency services
• government, local authorities and other relevant statutory agencies
• other company offices (head office, regional office, etc.)
• mutual aid organisations
• water, gas and electricity supply authorities, and other utility supplies such as telecommunications
• specialist response services (e.g. in relation to an hazardous chemical spill)
• neighbours, including closely located facilities
• community representatives and other places of special interest such as schools, hospitals, etc.
• contractors and material and equipment suppliers
• legal adviser(s)
• sporting and recreational groups that use the aquatic facility on a regular basis
• media liaison organisations.

The Emergency Planning Committee should nominate an individual who is responsible for reviewing and maintaining an up to date list at all time

Other Supporting Information

Other information required to support the plan and assist the facility emergency controller and the emergency services should be identified and provided. This may include:

• capacities of primary and secondary containment systems (e.g. volume available for fire water retention)
• drainage plans covering storm water, effluent and sewage layout, and access points covering the facility and nearby areas
• maps and information on the facility water reticulation system (including firewater mains, ring mains layout, pumps, boosters, hydrants, hose reel facilities, foam supplies, sprinkler control systems and the location of hydrants in the near vicinity of the facility)
• safety, health and environmental emergency information for hazardous materials on-site
• decontamination procedures for exposed personnel on-site
• information on the impacts of hazardous materials on people, property and the environment that may assist the management of the emergency
• information on, and location of, specialised fire suppression and mitigation equipment
• any backup supplies of equipment, materials or services (e.g. stock of fire fighting foam or an uninterruptible power supply (UPS))
• conditions that may yield hazardous interactions and uncontrolled reactions

Glossary of Terms and Abbreviations

A glossary should be prepared that explains special terms, titles or personnel, names of parts of the facility and abbreviations used in the emergency plan.

The management system should control the distribution, presentation, revision and accessibility of the plan, and any supplementary information such as palm card instructions. The system should ensure that all official copies of the document are the latest version. All superseded copies should be accounted for and filed or disposed of, as appropriate.

Distribution of the Emergency Plan

The emergency plan should be distributed to members of the Emergency Planning Committee and all staff/contracts/volunteers working within the Aquatic Facility

At least one printed current version of the of the Emergency Plan shall be available on site at all times

Record Keeping

Records, which are an integral part of the facility's safety management system, should be retained to verify the adequacy of the system for at least 7 years

Circumstances for which records should be kept include:

• all induction programs and ongoing training, including details of personnel trained
• desktop simulations and practical exercises at the facility
• all near misses and incidents at a facility
• testing of the plan, including the dates of testing, methods, personnel responsible and the results of testing
• the results of monitoring
• the results of audits
• management reviews.

References

• AS 3745 – 2010 Planning for Emergencies in Facilities
• PUA12 – Public Safety Training Package