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Focus on Weather Preparedness

Learn how to develop an emergency action plan and navigate through severe weather occurrences. Discover the steps to take before, during, and after a weather event, and understand the importance of business restoration and insurance coverage. Gain access to available resources and references to ensure your preparedness.

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Focus on Weather Preparedness

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  1. Focus on Weather Preparedness Presented By: Zachery Bruce – Loss Control

  2. Presentation Outline • Severe Weather Occurrences • Developing an Emergency Action Plan • What to do Before, During and Following the Occurrence • Business Restoration • Know Your Insurance • Available Resources and References

  3. Preparedness Statistics • Only 2 in 10 Americans feel prepared for a catastrophic event • Close to 60 % of Americans are wholly unprepared • 54 % of Americans don’t prepare • 15-40% of businesses fail following a disaster • 94 % of small business owners feel a disaster could seriously disrupt their business in the next 2 years **According to Preparedness Research Findings**

  4. Definitions Type of tropical cyclone – generic term for low pressure system • Tropical Depression • Thunderstorms • Maximum sustained winds of <38 mph • Tropical Storm • Strong thunderstorms • Defined surface circulation • Maximum sustained winds of 39-73 mph. • Hurricane • Intense Tropical Storm • Strong Thunderstorms • Well-defined surface circulation • Maximum sustained winds >74 mph Hurricane Fran 1996

  5. Classification of Hurricanes • Classed according to the strength of winds using the Saffir-Simpson Hurricane Scale • 1 Minute of sustained winds. http://www.nhc.noaa.gov/pdf/sshws_table.pdf

  6. Storm Surge Vs. Storm Tide Storm Surge Storm Tide The water level rise due to the combination of storm surge and the astronomical tide • Abnormal rise of water generated by a storm, over and above the predicted astronomical tides At least 1500 persons lost their lives during Katrina and many of those deaths occurred directly, or indirectly, as a result of storm surge.

  7. Results of Storm Surge

  8. Tornado Facts When Associated with Hurricanes Fujita Scale • Not usually accompanied by hail or a lot of lightning • Tornado production can occur for days after landfall

  9. Hurricane Watch Vs. Warning Hurricane Watch Hurricane Warning Part of coast indicates winds of at least 74 mph are expected Within 36 hours or less Completing protective actions Finding safest location to be during the storm • Issued for part of coast line that could possibly experience hurricane conditions • Within 48 hours of landfall • Trigger your disaster plan and protective measures

  10. Severe Weather Watches and Warnings Watches Warnings: (Time to Seek Shelter) Tornado Warning - Immediate Danger Tornado reported Funnel cloud reported Strong low level rotation Waterspout headed for land Tornado Emergency Large, extreme and violent tornado is about to impact a populated area • Convective Outlook • Tornado potential • Public Severe Weather Outlook • Severe storms potential with possible tornadoes • Tornado Watch • Conditions are right for a tornado

  11. Results of Severe Weahter Events

  12. Emergency Action PlansPlanning Process • Step 1 – Establish a planning team • Step 2 – Analyze capabilities and hazards • Step 3 – Develop the plan • Step 4 – Implement the plan

  13. Step 1 – Establishing a Team • There must be a person in charge • Size depends on the facility • A group environment tends to work best • Try to include key employees from each department • Give the planning team the authority to make the plan • Establish a schedule and budget

  14. Step 2 – Analyze Capabilities and Hazards Capabilities Hazards That May Occur Fires Severe weather Hazardous material spills Transportation accidents Earthquakes Hurricanes Tornados Terrorism/Workplace Violence Utility Outages Human Error • Review current plans and policies • Evacuation plans • Safety & health program • Employee manuals • Fire protection plan • Outside agencies • Community emergency management • Fire department • Police department • American Red Cross • Utility companies

  15. Step 3 – Develop the Plan Core Components Emergency Management Direction and control Communications Life safety Property protection Recovery and restoration • Purpose/goal of the plan • Responsibilities of key employees/management • Types of emergencies that may occur • Planned actions for each type of emergency possible

  16. Step 4 – Implement the Plan Integration Training Orientation and education sessions Tabletop Exercise – Key employees meet in conference setting to discus their responsibilities Walk-through drill – company employees Functional drill – includes outside agencies • Senior management on board? • Do employees know the responsibilities? • Safety posters and other visuals (Evacuation routes posted) • Corporate newsletters, manuals, paycheck stuffers • Lunch and learn

  17. Saving your Data – Before the Disaster • Make sure that you have a procedure to back up all your data • Make sure that your back up media is in a safe offsite location that you can access (ie. Bank safety deposit box) • Unplug all electrical components to prevent power surge damage

  18. Saving your Data – After the Disaster • Contact a data retrieval company if backup media has been damaged • Have phone numbers on hand for any tech services you may need • Have software backups on hand; internet access may not be restored for days • Do not plug in hardware exposed to water!

  19. Evacuation • Obey evacuation orders • Close business • Protect valuables (Fireproof and waterproof safe) • Move items from ground level – if possible when flooding may occur • Turn off all utilities • Know your evacuation routes in your area • Make sure to leave enough time to evacuate safely

  20. Generators • Determine the size needed to cover all key equipment and product areas • Familiarize yourself with the installation if it is not a permanent fixture • Add stabilizer to the generator’s fuel • Routinely test your generator under load • Ensure proper ventilation • Make sure you have sufficient fuel on-site

  21. Advanced Preparation • Prune trees • Ensure that construction meets or exceeds local codes • Regular maintenance to your building and property • Good Housekeeping reduces exposure • Non Perishable Emergency/Disaster Supplies • Keep a battery operated radio available (with back-up batteries) • Make sure storage areas are labeled

  22. Early Notification • Listen to Warnings • Unplug electrical equipment • Test all emergency / back up equipment • Ensure Safety of Employees • Familiarize yourself with Emergency Plan

  23. During the Event • Stay in recommended safe area • Monitor local and regional reports and warnings • Limit phone usage for emergencies only • Do not go or look outside until local authorities have said it is safe to do so

  24. Post Event Procedures • Look for structural damage – don’t enter unless its safe • Check for damaged power lines, gas lines, sewer and water pipes - no open flames • Do not turn equipment back on • Secure the business • Wear proper Personal Protective Equipment (PPE) • Be cautious of insects, snake and animals • Contact disaster agencies – if necessary • Be sure to follow curfews

  25. Restoring your business Post - Loss • Promptly contact your insurance company. • Activate recovery procedures. • Employees will have questions – be available. • Be proactive not reactive. • Keep lines of communication open.

  26. Mitigation Strategies • Convert undamaged structures to usable space. • Use temporary structures or alternate locations. • Rent equipment to continue operations. • Can contracted work be rescheduled?

  27. Mitigation Strategies • Forward business phones to cell phone. • Hire short-term staff to accelerate restoration. • Update progress on your website and social media networking sites. • Advertise you are open for business!

  28. Know Your Insurance Policy Before a Disaster Strikes

  29. Review Your Insurance Coverage • What does your policy cover? • What does your policy exclude?

  30. Review Your Insurance Coverage • Do I have enough coverage to rebuild my structures? • Do I have enough personal property coverage to replace everything I could potentially lose? ***Remember: Most insurance companies will penalize you if you are not insured to value*** • Review your deductible • If you are unable to occupy your place of business • How does your policy address business income loss? • How will your policy respond to extra expenses you incur to mitigate your loss?

  31. Your Duties as a Policy Holder Examples: Give prompt notice of the loss to your insurance company. Take steps to protect your property from further damage. Document your loss. (i.e. photos, video) Make a reasonable effort to resume complete or partial operation as soon as possible. Cooperate with your insurance company.

  32. Partnering with authorities Ask about potential emergencies, plans and available resources for responding to them. • Community emergency management office • Mayor or Community Administrator’s office • Local Emergency Planning Committee (LEPC) • Fire Department • Police Department • Emergency Medical Service organizations • National Weather Service • Public Works Department • Planning Commission • Telephone companies • Electric utilities • Neighboring businesses • OSHA (brochure): “Is your Company in compliance” • American Red Cross (website):“The Ready Rating™ Program” • FEMA (Guide): “Emergency Management Guide for Business and Industry”

  33. The Ready Rating™ Program (RRP) What is the RRP? Why Should I Join? Helps to make preparedness efforts measurable Complements existing preparedness activities The program is great for those who are just getting started www.readyrating.org/ • Free, self-paced program to become better prepared for emergencies • Complete a 123-point self assessment • Tips and best practices information • Make a commitment to improving your score each year

  34. Safety for Employee’s families After a disaster, letting your family know where you are is essential: • Register yourself as “Safe and Well” (American Red Cross), via online or as soon as arriving to a shelter. • If you are searching for a loved one, try to visit the “Safe and Well” web site or call your American Red Cross chapter. • Try to call your loved one during off-peak hours or send them a text.  • Consider calling people who may know where the person is, such as neighbors, employers, and co-workers.   • Try email or following up on their social media page (i.e., Facebook, MySpace, Twitter) • If your loved one has a serious, pre-existing health or mental health condition, you may also initiate an Emergency Information Request by calling your local American Red Cross Chapter or 1-800-RED-CROSS.

  35. Additional Resources • Local Authorities • Insurance Loss Control and Safety Department • American Red Cross • www.redcross.org • FEMA • www.fema.gov • FEMA Hurricane Center • www.fema.gov/hazard/hurricane/index.shtm • National Hurricane Center • www.nhc.noaa.gov • OSHA • www.ohsa.gov • Hurricane and Natural Disaster Brochures • www.aoml.noaa.gov/general/lib/hurricbro.html • National Weather Service • www.nws.noaa.gov

  36. Questions

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