DOUGLAS COUNTY
EMERGENCY ACTION PLAN
(Courthouse-Justice Hall)
(Library Headquarters)

POLICY
As an employer, Douglas County is responsible under the Occupational Safety and Health Act to provide a hazard free work environment for County employees.  This Act is supplemented by Oregon Administrative Rule 437-002-042, Emergency Action Plan.  The Emergency Action Plan will outline County procedure and responsibilities to comply with specific building evacuation requirements and to maintain employee safety.

SCOPE
This Emergency Action Plan applies to all County departments located within the Courthouse - Justice Hall complex and Library Headquarters building and covers all County, State and City employees and the public on these premises at the time of an emergency.  (Other County locations will supplement this plan with information specific to that location and workgroup.)  Examples of emergencies that employees may reasonably expect in the workplace are: fire, earthquake, bomb threat, toxic contamination, extreme weather situation, etc.  Responsibilities are assigned to Building Facility Director, Risk Manager, department heads, supervisors and employees.  All employees will be trained in the requirements of this emergency plan.  The Plan will be reviewed annually and resulting changes and responsibilities will be discussed with managers and employees.  A copy of the plan will be maintained in each department.  A copy of the Plan may also be obtained from the Risk Manager or Safety Manager, Human Resources Department.  An emergency evacuation drill will be conducted annually.

PROCEDURES

RESPONSIBILITY
Building Facility Director.  The Building Facility Director has primary responsibility for ensuring the physical elements of the emergency plan are current and in proper operational condition, i.e., evacuation route design and posting, exit signs, alarm system(s), and maintaining critical plant operations during an emergency.  The director establishes and maintains procedures for facility department employee assignments.

Building Facility Employees.  Facility department employees are the primary contacts for responding emergency services units.  Employees will remain in the facility to care for assigned critical plant operations until evacuation becomes necessary.  Facility department employees are responsible for giving “all clear” signals when building is safe to reenter.

Risk Manager.  The Risk Manager has responsibility for the written plan and assignment of responsibilities and is the contact for information or explanation of duties.  The Risk Manager assists department managers with employee training and development of other County location evacuation plans.

Sheriff’s Office Employees.  Designated Sheriff’s Office employees have responsibility to determine appropriate action when telephone bomb threats are received.  If a bomb is found they have authority to determine if evacuation is needed.

Department Heads.  Department heads and supervisors have responsibility for the safe evacuation of their employees, to adequately train employees concerning the requirements of the Plan and to choose employees to participate in the operation of the Plan as emergency action leaders.  Department heads will maintain a current listing of all department employees for the emergency action leader.

Employees.  Employees have the responsibility to familiarize themselves with evacuation procedures, exit routes from the building, assembly locations and locations of fire alarm pull stations and fire extinguishers.  Employees chosen as emergency action leaders have responsibility to perform special duties during an evacuation as outlined in this Plan.

NOTE: Every day, each employee should make a cursory, security check of their work area to detect anything out of the ordinary, such as unusual objects or packages.  If an unusual object(s) or package(s) is found, DO NOT TOUCH IT!  Call 9-1-1 immediately and describe the object and location; leave the area.  See section 1.C. below for further instructions.

1.             REPORTING EMERGENCIES

A.            Reporting Non-bomb Threat Emergencies

An employee who becomes aware of an emergency will: give emergency medical assistance (if necessary), call 9-1-1 and report the situation (9-1-1 will contact Building Facility Director) and contact supervisor or designee (if on premises).  In the case of fire, activate the alarm system.

B.            Reporting Bomb Threat Received by Telephone

An employee receiving a bomb threat by telephone will: remain calm, keep the caller on the line as long as possible and write down every word the caller says.  A telephone bomb threat check list (attachment C) is to be used to gather information from the caller.  The list is included in the County telephone directory and is also available at every telephone.  While one employee is receiving information from the bomb threat caller, at the same time, a co-worker should start a telephone trace by dialing 9-1-1 and report that a bomb threat is in progress on line number ( **** ) , and request a trace.  A 9-1-1 operator will contact the Sheriff’s Office, and report the threat.  The Sheriff’s Office will investigate and determine if evacuation is needed.

C.            Reporting If A Bomb Is Found

If a bomb (or suspicious object/package) is found, or delivered through the mail, do not touch it!  Immediately call 9-1-1 and describe the object and location; leave the area.  A 9-1-1 operator will contact the Sheriff’s Office, and report the finding.  The Sheriff’s Office will investigate and determine if evacuation is needed.

2.            BUILDING EVACUATION

Evacuation Routes
Building evacuation route maps (floor plan layouts) are posted on each floor adjacent to stairways and/or other centrally located sites.  The maps contain the location of each fire alarm pull station and fire extinguishers and the evacuation routes from each floor.  Employees will familiarize themselves with this information.

Evacuation routes must be maintained and be clear of obstructions and arranged or marked so that the way to a safe place outside the building is unmistakable.  Exits will be clearly marked by a readily visible sign; exit doors must never be blocked, locked or fastened during normal business hours.

Evacuation Procedure
Each department head will be responsible for the evacuation of their employees.  The department head may act in the capacity of or appoint an emergency action leader(s) who will be responsible for their section of the building.  The name of an emergency action leader(s) will be provided to the Risk Manager.  (Attachment A)

The employee alarm system will warn of an emergency and is available throughout the workplace.  The alarm system may be an alarm bell/buzzer or a combination of alarm bell/buzzer and voice communication.  When the alarm is heard, all employees will immediately prepare to evacuate.  Work areas should be secured (locked); if practicable, equipment turned off and windows and doors closed when exiting rooms.  Employees will proceed in an orderly manner with evacuation according to the defined evacuation routes.  Stairways will be the escape routes.  Elevators will not be used.  If the primary evacuation route is blocked, the secondary route will be used.

Emergency action leaders will be identified by an orange or red vest.  The leaders will assure that all employees and visitors have left the building and that windows and doors are closed in their section. The emergency action leaders indicated by an asterisk ‘*’ on attachment A, will verify the restrooms adjacent to their section are vacant and doors on each Courthouse landing are closed.  The Risk Manager will assure that the Courthouse third floor conference rooms are vacant.  Emergency action leaders will place a “Building Evacuation in Process - Do Not Enter” or “KEEP OUT BUILDING EVACUATION IN PROGRESS” sign outside entrance doors.

Emergency action leaders will retain an up-to-date listing of department employees.  They will assure all employees are present, or accounted for, by taking a final roll call at the assembly locations.