SESSION ONE:

1
SESSION ONE 1) How to use the
Emergency Response Plan2) Medical Emergency3)
Elevator Entrapment4) Utility Outage5)
Flood6) Severe Weather7) Winter Weather8)
Shelter in Place9) Evacuation10) Emergency
Communications, Announcements, Media
EMERGENCY EVENT TRAINING
2
INTRODUCTION

• FORMAT
• Pre-incident planning considerations, checklists,
  and helpful tips are provided on the top half,
  above the spiral binding.  Specific
  shelter-in-place and/or evacuation procedures are
  included on many top pages as well.  The bottom
  half contains a step-by-step response guide. 
  This flowchart-style page will help staff execute
  a unified, systematic response to the situation
  as it unfolds or evolves.  Tasks and
  responsibilities for each staff role are clearly
  spelled out.
• Important Note  While the response
  flowcharts are intended for use during a real
  emergency, the time to become familiar with them
  is not once the alarms go off.  Effective staff
  training requires that all key building personnel
  know in advance the specific tasks they will be
  expected to perform in each situation.
• BUILDING-SPECIFIC CONSIDERATIONS
• The responses printed on these pages are
  consistent throughout Republic Properties portfoli
  o.  Material that is unique to your building may
  be inserted into the inside back pocket of this
  book, as well as an instructions on building
  equipment and systems, should be kept in the fire
  control room, property management office,
  engineering office, and/or the security console
  or office.
•  
• DIAGRAMS
• Sets of emergency response diagrams have been
  prepared for your property.  These sets include a
  diagram of each floor, showing the location of
  egress routes and other safety features.  The
  Building Information Card (BIC) contains a cross
  section of the building and inventories of major
  systems.  These floor plan and BIC diagrams are
  intended for emergency personnel upon arrival,
  but they are also useful for planning and
  training.

3
INTRODUCTION

• HOW TO USE THE EMERGECY RESPONSE PLAN (ERP)
• Allied Barton along with Republic Properties have
  prepared this emergency response guide to help
  building staff provide a coordinated, effective
  response to a wide range of potential
  emergencies.
• This guide highlights the critical steps staff
  should take before, during and after an
  emergency.  Wherever possible, specific tasks are
  assigned to various members-from property
  managers to engineers to security officers. 
  Checklists for emergency preparation, along with
  step-by-step response protocols, are provided. 
  Specific emergencies-including bomb threat,
  explosion, and fire-are addressed, as well as
  generalized responses that would be used in a
  wide range of scenarios.
• Please remember that no written guide can
  anticipate every possible scenario.  An effective
  emergency response requires well-trained staff
  members that are able to think clearly and
  quickly, communicate effectively, and alter the
  response appropriately as conditions change.
• TOPICS
• Most topics in this guide refer to specific
  situations, such as elevator entrapment,
  workplace violence and flooding.  Two
  topics-shelter in place and evacuation-contain
  more detailed information on response protocols. 
  One of these two emergency response would likely
  be implemented in the event of most emergencies. 
  While the core response steps required in each
  emergency are listen within each topic, you may
  want to refer to these two generalized response
  topics for detailed information.
• Important Note   Refer to other topics whenever
  applicable, as one emergency could lead to
  another.  Flooding or a power outage might result
  from severe weather.  An explosion could release
  a chemical agent or cause a fire.  Criminal
  activity could escalate into workplace violence. 
  See the emergency response announcements where
  ever shelter in place or evacuation would be
  implemented.

4
MEDICAL EMERGENCY

• PRE-INCIDENT PLANNING
• Document where emergency supplies and first aid
  kits are kept if available
• Check regularly to ensure supplies are adequately
  stocked and expiration dates are current
• Maintain any building emergency equipment
• If designated staff members are trained and
  certified as first aid responders, keep updated
  list in management office and fire control room
• Encourage tenants to maintain emergency supplies,
  acquire and maintain emergency equipment, and
  provide first aid training
• Become familiar with emergency announcements for
  PA system, electronic communication, etc (see
  Announcement Sections for samples)

• MEDICAL PRECAUTIONS
• To prevent contact with bodily fluids, consider
  stocking
• Latex gloves
• Protective glasses
• Do not attempt to administer CPR or first aid if
  not properly trained
• Anyone who comes in contact with bodily fluids
  should wash the exposed area with soap and water
• Use water or saline solution to irrigate the eyes
• Report the exposure to emergency personnel

5
MEDICAL EMERGENCY

• NOTIFY
• Call 911 with pertinent information
• Give building address and nearest entrance
• Describe nature and location of medical emergency
  (injury, illness, or medical condition)
• Specify number of victims
• Provide details of any known hazards
• Give your name and phone number
• Inform building staff and TSC
• Alert security
• Notify tenant(s). If appropriate, Property
  Manager makes announcement to tenant(s) and
  conveys
• What is known
• Steps being taken
• What tenant(s) should do

• DETECTION
• Visual observation
• Verbal report or call for help

• STAFF RESPONSE
• Building staff meets responding emergency
  personnel
• Determines which hospital or hospitals are being
  used
• Engineer or building staff provides elevator
  independent service if medical emergency is
  inside
• Security may be called to control access to area
• Monitors entrances and exits as necessary

• INVESTIGATE
• What is the nature and extent of the injury,
  illness, or medical condition?
• How many victims are there?
• Are any hazards in the area?
• Is an ambulance required

• Before emergency responders arrive, building
  staff
• Provides first aid if trained
• Takes precaution to avoid contact with bodily
  fluids
• Stays calm and informs victim(s) help is coming

• RESTORE
• Conduct accident investigation as required
  take pictures if appropriate
• Contact specialized vendors if area is
  contaminated
• Prepare incident report using RPC standard
  template
• Provide counseling services if warranted

• NOTIFY
• Update TSC, building staff, and security
• Inform tenant(s)
• Alert risk management

• Designated staff responds to phone calls from
  tenant(s)
• Building staff and security confine radio use to
  essential communication

6
ELEVATOR ENTRAPMENT/FAILURE

• PRE-INCIDENT PLANNING

ELEVATOR EMERGENCY PHONE

• Adhere to rigorous maintenance and operation
  program, including timetables and checklists
• Monthly firefighters Elevator Phase I and Phase
  II Emergency Operations Testing Procedure
• Firefighters Elevator Phase I and Phase II
  Emergency Operations Signage Requirements
• Elevator Pre-Service Request Call Checklist
• Elevator Service Request and Maintenance Log
• Urgent Elevator Service Request Escalation
  Process
• Elevator Maintenance Logs and Procedures
  Compliance Book
• Keep in elevator machine room or management
  office

• Emergency phone with direct connection to
  elevator/security monitoring company in each
  elevator
• Phone cannot receive outside calls
• Passenger must press call button or lift phone to
  initiate communications with monitoring company
• If used, monitoring company notifies TSC or
  engineer
• TSC makes emergency call to contractor
• Elevator also equipped with button that can be
  pushed, allowing hearing and speech impaired
  persons to indicate they are trapped
• Treat this alert system same as trap call

PRIMARY CONCERN PASSENGER SAFETY

• Establish and maintain communications with
  trapped passengers to monitor urgency of
  situation
• Try to find out how many people are trapped and
  if anyone has a health condition (asthma,
  diabetes, heart ailment, etc.) or has been
  injured
• Call 911 immediately if someones health appears
  at risk or if there is any indication of danger,
  including occupant panic
• Call contractor for updated ETA if no response
  after one hour
• Reassess situation and call 911 if there is any
  indication of danger

• Annual (or semi-annual if required by
  jurisdiction) Preventive Maintenance
• Conducted by contractor according to contract
  specifications

• Keep all certifications, permits, and licenses
  current
• Update regularly list of phone numbers for
  response personnel for elevator emergencies
• Post in fire control room

7
ELEVATOR ENTRAPMENT/FAILURE
WHAT TO DO
WHAT NOT TO DO

• Make no attempt to force open elevator doors or
  rescue passengers, as injuries may occur
• Do not cycle power to elevator for the following
  reasons
• Trapped occupants might panic
• Elevator error memory could be erased, making it
  difficult to diagnose and correct problem
• Elevator could travel to different floor, doors
  could open, and emergency personnel might not
  know where to find trapped passengers

• If elevator is cleared before contractor
  arrives, allow vendor to assess cause of trap and
  make repairs
• If trap is false alarm
• Contact TSC immediately so that emergency call to
  contractor is canceled
• Inform monitoring company via elevator emergency
  phone

8
ELEVATOR ENTRAPMENT/FAILURE

• MEDICAL EMERGENCY
• If medical emergency is apparent or imminent, ask
  another building staff member to call 911 if not
  already reported.
• If possible, arrange for another staff member to
  meet and direct emergency personnel to trap
  location
• Call or radio another engineer to attempt to
  clear trap
• Use firemans recall key switch to call down
  elevators to lobby and get doors open
• Make no further attempts if this does not work
• Engineer and building staff make no attempt to
  pry doors open

• STAFF RESPONSE (after rescue)
• Engineer locks elevator out of service until
  contractor has corrected the matter
• Property Manager collects names, phone numbers,
  and office locations to trapped persons
• Makes follow-up call or visit within 24 hours
• Provides business card or name and number

• DETECTION
• Elevator/security monitoring company
• Elevator alarm
• Noise from person(s) trapped in car
• Call from tenant

• INVESTIGATE
• Where is the elevator car stuck?
• How long has it been stuck?
• How urgent is the situation
• How many people are trapped
• Does anyone have a medical condition?
• Is anyone injured or experiencing physical
  difficulties?
• Should specialized contractor or emergency
  personnel be called?

• NOTIFY
• When trap is cleared, notify
• Elevator/security monitoring company via elevator
  phone
• TSC
• Tenant(s)

• STAFF RESPONSE
• Engineers and building staff make no attempt to
  pry doors open
• Security officer and/or property manager will
  collect names
• Building staff tries to maintain communications
  with trapped passengers through elevator door
• Gives name and RP title
• Describes steps being taken to rescue passengers
• Communicates clearly that ETA is when contractor
  or emergency personnel will arrive, not when trap
  will be cleared
• Provides frequent updates
• Monitors how passengers are feeling
• Stresses necessity to remain calm
• Reassures passengers that elevators are equipped
  with numerous safety devices that prohibit cars
  from falling
• Security may be called to control access to area
• If doors open between floors, building staff and
  engineer direct occupants to stay in car
• Passengers should not jump or climb out
• If failure is sustained, building staff requests
  revised estimated time of repair from contractor
• Reassesses situation and calls 911 if any
  indication of danger
• Notifies TSC-escalates up
• Informs tenants of cause and expected duration
• Building staff, engineer, and security confine
  radio use to essential communication

• RESTORE
• Conduct accident investigation as required if
  anyone is injured take pictures if appropriate
• Complete Republic Properties Security
  Report/Incident Report
• Take photos of any damage
• Service and recertify elevator equipment before
  restoring service
• Record incident in appropriate logs
• Prepare incident report using RP standard
  template even if no one is inured
• Provide counseling services in warranted

• NOTIFY
• If TSC is notified first by elevator/security
  monitoring company, TSC alerts
• Elevator service contractor
• Engineering staff
• Building management
• If building staff detects elevator trap first,
  calls TSC
• If situation is urgent, building staff calls 911
  first with pertinent information
• Building address and nearest entrance
• Nature and location of incident
• Number of victims
• Details of any injuries or health conditions
• Your name and phone number
• Notify tenant(s)
• Alert security if warranted

• NOTIFY
• When service is restored, notify
• TSC, building staff, tenants, and vendors
• Risk management

YES NO
Medical Emergency?
ELAVATOR ENTRAPMENT/FAILURE
9
UTILITY OUTAGE/EQUIPMENT MALFUNCTION
PRE-INCIDENT PLANNING
SHELTER-IN-PLACE PROCEDURES

• Check building security systems to see how they
  would function during power loss
• If locking systems would fail, additional
  security staffing may be needed at onset of power
  failure
• Verify that exit-door locking mechanisms would
  unlock during power failure
• Repair and replace emergency lighting as
  necessary
• Consider keeping emergency glow sticks in stock
  with current expiration dates
• Keep flashlights in management office, engineers
  office and fire control room
• Check regularly to ensure batteries are
  adequately stocked and expiration dates are
  current
• Create list of building operating systems with
  accompanying instructions and diagrams
• Include where valves, controls, and panels are
  located
• Keep instructions and diagrams near fire control
  room, engineers office, and operating system
• Electrical
• Gas
• Water
• Steam
• Fuel tanks
• Fuel oil supplier contact information
• Fuel consumption rate calculations
• Designate alternate locations for business
  continuity should management office and/or
  mechanical penthouse become damaged or
  inaccessible
• Become familiar with shelter-in-place and
  evacuation announcements for PA system electronic
  communication, etc. (see Announcement Section
  for samples)

• If warranted, Property Manager collects tenant
  contract list, cell phone, BlackBerry, and radio,
  and reports to main lobby
• Using PA or alternate system, Property Manager
• Informs tenants of what has occurred, location of
  problem, and steps taken
• Modifies means of communication as necessary due
  to service failure
• Advises tenants that it is safe to remain in
  office
• Provides tenants with TSC and building staff
  contract information if problems should occur
• Updates tenants often
• Engineer secures elevators if warranted

EVACUATION PROCEDURES

• Engineer reports to assigned station
• Property Manager collects tenant contact list,
  cell phone, BlackBerry, and radio, and reports to
  main lobby
• Using PA or alternate system, Property Manager
• Informs tenants of what has occurred, location of
  problem, and steps taken
• Modifies means of communication as necessary due
  to service failure
• Provides evacuation instructions, including which
  exit routes to use
• Updates tenants often
• Engineer secures elevators if warranted
• Building staff helps occupants requiring
  assistance as needed

10
UTILITY OUTAGE/EQUIPMENT MALFUNCTION

• DETECTION
• Loss of lights and water pressure
• Cessation of air circulation
• Interruption of telecommunications
• Lack of heat or air conditioning

• POWER FAILURE
• Engineer and building staff check if internal or
  regional outage
• Property Manager updates tenants, retail and
  vendors
• If appropriate, Property Manager implements
  shelter in place (see Shelter-in-Place Procedures
  on top page)
• Engineer monitors emergency generator, including
  fuel supplies
• Starts generator manually if not operating
• Arranges for fuel delivery if outage lasts for
  several hours
• If internal power loss, checks electrical panels
• Notifies TSC when specialized contractor is
  needed to service outage and updates Property
  Manager
• Turns off items that could be affected by power
  surge when service when service returns
• Monitors water pressure to see if adequate for
  toilets to function
• Building staff sees if anyone is trapped in
  elevators
• Maintains communication with any trapped
  occupants
• Notifies TSC or emergency personnel (depending on
  urgency of situation) if elevator cannot be
  lowered by emergency power
• Engineer and building staff check if emergency
  lighting systems are illuminating exit routes and
  garage
• If available, use glow sticks to illuminate
  pathways when necessary
• Engineer and building staff verify that exit-door
  locking mechanisms have unlocked
• Security staff checks building security systems
• Monitors access points as needed, including
  loading dock

• NOTIFY
• Inform building staff and TSC-escalate up
• Alert security, retail and vendors as needed
• Notify tenants. If appropriate, Property Manager
  makes announcement to tenants and conveys
• What is known
• Steps being taken
• What tenants should do

Does power outage call for a partial or full
evacuation?
YES

• STAFF RESPONSE
• Property Manager implements partial or full
  evacuation (see Evacuation Procedures on top
  page)
• Designated staff responds to calls from tenants
  if phone system is operating
• Attendant opens garage exit gates
• Building staff and security confine radio use to
  essential communication

NO

• INVESTIGATE
• What and how extensive is the failure?
• What is the cause?
• Are surrounding buildings affected?
• How long will tenants be without power, air,
  and/or telecommunications?
• Is water pressure inadequate?
• Are toilets able to flush?
• How much fuel is in stock for emergency
  generator?
• Are heating and cooling systems affected?
• Is it extremely hot or cold outside?
• If utility outage has malfunctioned, how long
  will it take to service?
• How extensive are the repairs?
• Are service parts in stock?
• Is evacuation necessary

• TELECOMMUNICATIONS FAILURE
• Property Manager determines how widespread outage
  is
• If internal, contacts specialized contractor
• Determines estimated time of repair
• Updates tenants and retail, if affected

• RESTORE
• Take pictures of any damage
• Contact specialized vendors and repair
• Restore and reset building systems
• Clean, service, and recertify
• Activate continuity plan if management office or
  mechanical penthouse is inaccessible
• Prepare incident report using RP standard template

• NOTIFY
• When building operations are restored, notify
• TSC, building staff, tenants, retail and vendors
• Risk management and service providers

11
FLOODING
PRE-INCIDENT PLANNING
SHELTER-IN-PLACE PROCEDURES

• Survey building regularly for leaks
• Repair as needed using specialized vendors
• Repair and replace as needed
• Clear debris from
• Building
• Nearby surroundings, including parking garages
• Check door and window seals often to ensure
  airtight conditions
• Identify alternate command station
• Identify internal and external assembly areas,
  with alternates, to be used by tenants and
  building staff
• Identify above ground interior locations, away
  from windows
• Designate at least one external assembly area
  that is uphill of building (if possible to do so)
• Designate alternate locations for business
  continuity should management office and/or
  mechanical penthouse become inaccessible
• Encourage tenants to maintain emergency supplies
• Know how to operate and shut down HVAC if TSC
  cannot do so remotely
• Anticipate flash flooding if weather conditions
  are severe
• Take necessary precautions, including early
  evacuation if directed by public officials
• Identify appropriate vendors in advance to
  prevent mold or other environmental hazards
• Become familiar with emergency announcements for
  PA system, electronic communication, et. (see
  Announcement Section for samples)

• Property Manager collects tenant contract list,
  cell phone, BlackBerry, and radio, and reports to
  main lobby
• Using PA or alternate system, Property Manager
• Informs tenants of what has occurred, location of
  problem, and steps taken
• Instructs tenants to remain in office or report
  to internal assembly areas
• Advises tenants on lower levels to relocate to
  higher levels if water is rising
• Updates tenants often
• Engineer secures elevators if warranted

EVACUATION PROCEDURES

• Engineer reports to control room
• Property Manager collects tenant contact list,
  cell phone, BlackBerry, and radio, and reports to
  main lobby
• Using PA or alternate system, Property Manager
• Informs tenants of what has occurred, location of
  problem, and steps taken
• Provides specific evacuation instructions,
  including which exit routes and external assembly
  area to use (e.g., tenants directed away from
  water to uphill location
• Updates tenants often
• Engineer secures elevators if warranted
• Building staff helps occupants requiring
  assistance as needed and determines which
  hospital or hospitals are being used
• Tenants account for employees relay names and
  last known locations of missing persons to
  emergency personnel and building staff

12
FLOODING

• DETECTION
• Sudden surge of water inside or outside building
• Severe weather
• Flash flood warning by news media

• STAFF RESPONSE
• Property Manager implements shelter in place (see
  Evacuation Procedures on top page)
• TSC or engineer shuts down any building service
  equipment prone to flooding
• Shuts off water control valve as necessary
• If threat of electrocution exists, shuts off
  electrical power
• Engineer and building staff move important
  documents and equipment to higher locations or
  off premises
• Remove water if localized and safe to do so
• Security may be called to control access to area
• Closes loading dock as needed
• Designated staff responds to phone calls from
  tenant(s)
• Building staff and security confine radio use to
  essential communication

• RESTORE
• Take pictures of any damage
• Contact specialized vendors and repair
• Alert appropriate vendor of potential
  environmental hazard if sewage overflow
• Conduct IAQ testing if necessary
• Remove water and debris
• Ventilate affected areas
• Restore and reset building systems
• Clean, service and repair
• Recertify elevators and lifts if water damaged
• Activate continuity plan if management office or
  mechanical penthouse is inaccessible
• Prepare incident report using RP standard
  template
• Provide counseling services if warranted

• INVESTIGATE
• What is the cause and extent of the flooding?
• What is the likelihood that the flooding will
  continue or worsen?
• Is there an immediate need to evacuate?
• What are the situation around the building?
• Are parking garages, streets, and access roads
  flooded?

Have conditions changed or worsened to warrant
evacuation?

• NOTIFY
• Call 911 with pertinent information if warranted
• Provide building name and street address
• Describe location and severity of flooded area
• Report injuries
• Give your name and phone number
• Property Manager makes initial announcement to
  tenants ASAP and conveys
• What is known
• Steps being taken
• What tenants should do
• Notify TSC-escalate up
• Alert security (to report to property if needed)
• Notify retail, vendors, and adjacent properties
  (if appropriate)

NO
YES

• STAFF RESPONSE
• Property Manager implements partial or full
  evacuation (see Evacuation Procedures on top
  page)
• Engineer meets responding emergency personnel and
  provides
• Incident information
• Building diagrams
• Master keys
• Other items as requested
• TSC or engineer shuts down any building service
  equipment endangered by flooding
• Shuts off water control valve as necessary
• If threat of electrocution exists, shuts off
  electrical power
• Building staff reports injuries provides first
  aid if trained
• Designated staff responds to phone calls from
  tenants if safe to do so otherwise, staff should
  evacuate
• Attendant opens garage exit gates
• Security closes loading dock
• Building staff and security confine radio use to
  essential communication

• NOTIFY
• When building is safe to reopen
• TSC
• Tenants, retail and vendors
• Risk management
• Building staff
• Service providers

NO YES
Do conditions call for partial or full evacuation?
13
TORNADO AND HURRICANE
PRE-INCIDENT PLANNING
SHELTER-IN-PLACE PROCEDURES

• Identify internal assembly areas, such as
• Interior rooms and/or corridors on lowest floors
  without any windows
• Underground locations
• Designate alternate locations for business
  continuity should management office and/or
  mechanical penthouse become damaged or
  inaccessible
• Become familiar with emergency announcement for
  PA system, electronic communication, etc. (see
  Announcement Section for samples)
• Assemble a list of emergency radio stations
• Keep a battery or hand-crank radio
• Maintain landscaping
• Remove dead branches
• Before a storm arrives (if safe to do so)
• Secure outside items
• Bring small items inside
• Anticipate flash flooding
• Consider stocking the following supplies
• Duct tape
• Plywood
• Pumps
• Generators

• Property Manager collects tenant contact list,
  cell phone, BlackBerry, and radio, and reports to
  main lobby
• Using PA or alternate system, Property Manager
• Informs tenants of what has occurred, location of
  problem, and steps taken
• Instructs tenants to remain in office or report
  to internal assembly areas
• Instructs tenants to move to underground
  locations if safe to do so
• Updates tenants often
• Engineer reserves elevator connected to emergency
  generator for relocation to different floors
  secures the remainder

EVACUATION PROCEDURES

• Engineer reports to control room
• Property Manager collects tenant contact list,
  cell phone, BlackBerry, and radio, and reports to
  main lobby
• Using PA or alternate system, Property Manager
• Informs tenants of what has occurred, location of
  problem, and steps taken
• Instructs tenants to close curtain and blinds
• Provides evacuation instructions, including which
  exit routes to use
• Warns tenants to open doors carefully and watch
  for falling debris
• Updates tenants often
• Engineer reserves elevator connected to emergency
  generator for relocation to different floors
  secures the remainder
• Building staff helps occupants requiring
  assistance as needed and determines which
  hospital or hospitals are being used
• Tenants account for employees relay names and
  last known locations of missing persons to
  emergency personnel and building staff

TORNADO

• Tornado Watch-conditions are right for tornado
  formation
• Tornado Warning- tornado has been spotted or
  detected on radar

HURRICANE

• Hurricane Watch-hurricane conditions (sustained
  winds of 74 mph or higher, heavy rain and tidal
  flooding) could experienced within 36 hours
• Hurricane Warning- hurricane conditions are
  possible within 24 hours

14
TORNADO AND HURRICANE
TORNADO

• TORNADO WARNING
• Property Manager implements shelter in place (see
  Shelter-in-Place Procedures on top page)
• If tornado strikes, take cover under sturdy
  furniture if possible and/or take protective
  position (knees and forehead on floor with hands
  covering head)
• Building staff and security confine radio use to
  essential communication

• NOTIFY
• Call 911 and provide
• Building name and address
• Location and details of known hazards or injuries
• Your name and phone number
• Property Manager makes announcement to tenants
  ASAP and conveys
• What is known
• Steps being taken
• What tenants should do
• Inform TSC, building staff, security, retail, and
  vendors

HURRICANE

• DETECTION
• Tornado watch or warning
• National Weather Service/Emergency Alert System
• News media
• Funnel or wall cloud spotted
• Train-like sound
• Severe weather conditions

• DETECTION
• Hurricane watch or warning
• National Weather Service/Emergency Alert System
• News media

• INVESTIGATE
• Is evacuation and building shutdown warranted

• STAFF RESPONSE
• Proper Manager implements partial or full
  evacuation (see Evacuation Procedures on top
  page)
• Engineer meets responding emergency personnel and
  provides
• Incident information
• Building diagrams
• Master keys
• Other items as requested
• TSC or engineer shuts down or restores utilities
  and building systems as directed
• Security sections off dangerous areas and
  prohibits unauthorized access
• Designated staff responds to phone calls from
  tenants if safe to do so otherwise, staff should
  evacuate
• Attendant opens garage exits
• Confine radio use to essential communication

• INVESTIGATE
• What is the storms direction and how quickly
  is it moving?
• Are authorities asking people to seek shelter?

TORNADO WARNING

• INVESTIGATE (after tornado)
• Check for casualties
• Assess any damage
• External-exposed wires, broken glass, gas leak,
  hazardous materials, etc.
• Internal-all building systems and equipment

• RESPOND
• Follow instructions of public officials and
  emergency personnel
• Shut down utilities and close building as directed

• NOTIFY
• Property Manager makes initial announcement to
  tenants ASAP and conveys
• What is known
• Steps being taken
• What tenants should do, including encourage
  people to stay inside
• Informs building staff and TSC-escalate up
• Alert security, retail and vendors

YES
If any damage to building, is partial or full
evacuation warranted?

• RESTORE
• Take pictures of damage
• Contact specialized vendors and repair damage
• Restore and reset building systems
• Clean, service, repair, and recertify
• Activate continuity plan if management office or
  mechanical penthouse is inaccessible
• Prepare incident report using RP standard
  template
• Provide counseling services if warranted

NO
Tornado Watch

• NOTIFY
• Inform tenants it is safe to resume work
• Update TSC, building staff, security, retail and
  vendors

• TORNADO WATCH
• Listen to local news media for up-to-date
  information
• Monitor storm conditions from top floor

• NOTIFY
• When building is safe to reopen, notify
• TSC, staff, tenants, retail, security, and
  vendors
• Risk management
• Utility companies and service providers

15
SEVERE WINTER STORMS
PRE-INCIDENT PLANNING
WINTER STORM TERMS

• Check door and window seals regularly to ensure
  airtight conditions
• Clear debris from
• Building
• Nearby surroundings, including parking garages
• Keep snow removal equipment in good working
  condition
• Maintain salt or sand supplies
• Check and maintain fuel oil supply for emergency
  generator
• Identify internal assembly areas, such as
• Interior rooms, elevator lobbies, and/or
  corridors without any windows
• Designate alternate locations for business
  continuity should management office and/or
  mechanical penthouse become inaccessible
• Assemble a list of emergency radio stations
• Keep a battery or hand-crank radio
• Maintain landscaping
• Remove dead branches
• Before a storm arrives (if safe to do so)
• Secure outside items
• Bring small items inside
• Take necessary precautions, including early
  evacuation if directed by public officials
• Become familiar with shelter-in-place and
  evacuation announcements for PA system,
  electronic communication, etc. (see Announcement
  Section for samples)

• Winter Storm Watch- heavy snow and/or ice may
  occur within 12 to 36 hours
• Winter Storm Warning-hazardous winter weather is
  occurring, imminent, or likely
• Blizzard-heavy snowstorm, strong winds of at
  least 35mph, and poor visibility (1/4 miles or
  less) for 3 hours or more

SHELTER-IN PLACE PROCEDURES

• Property Manager collects tenant contact list,
  cell phone, BlackBerry, and radio, and reports to
  main lobby
• Using PA or alternate system, Property Manager
• Informs tenants of what has occurred, location of
  problem and steps taken
• Instructs tenants to draw curtains or blinds
• Depending on conditions, instructs tenants to
  remain in office or report to internal assembly
  area
• Updates tenants often

EVACUATION PROCEDURES

• Property Manager collects tenant contact list,
  cell phone, BlackBerry, and radio and reports to
  main lobby
• Using PA or alternate system, Property Manager
• Informs tenants of what has occurred, location of
  problem, and steps taken
• Instructs tenants to draw curtains or blinds
• Provides evacuation instructions, including which
  exit routes to use
• Warns tenants to be cautious of slippery
  conditions
• Updates tenants often
• Building staff helps occupants requiring
  assistance as needed and determines which
  hospital(s) are being used
• Tenants account for employees relay names and
  last known locations of missing persons to
  emergency personnel and building staff

16
SEVERE WINTER STORMS

• DETECTION
• Winter storm watch or warning
• National Weather Service/Emergency Alert System
• News Media
• Severe weather conditions

• STAFF RESPONSE
• Property Manger implements partial or full
  evacuation (see Evacuation Procedures on top
  page)
• TSC or engineer shuts down or restores utilities
  and building systems as directed
• Security sections off dangerous areas and
  prohibits unauthorized access
• Designated staff responds to phone calls from
  tenants if safe to do so otherwise, staff should
  evacuate
• Attendant opens garage exit gates
• Building staff and security confine radio use to
  essential communication

YES
Do conditions call for a partial or full
evacuation?
NO

• STAFF RESPONSE
• Property Manger implements shelter in place (see
  Shelter-in-Place Procedures on top page)
• Building staff listens to local news media for
  up-to-date information
• Clears walkways and driveways (building entrances
  and parking garage)
• Removes snow from emergency exit doors to prevent
  blockage
• Keeps areas around fire hydrants, sprinkler
  valves, and Siamese connections clear
• Monitors temperature and water pipes in
  unoccupied areas
• Building staff and security confine radio use to
  essential communication

• INVESTIGATE
• What is the storms direction and how quickly
  is it moving?
• If storm is occurring, have weather conditions
  caused damage to the building?
• Are authorities asking people to seek shelter

• NOTIFY
• Inform building staff and TSC-escalate up
• Alert security, retail and vendors
• Property Manager makes initial announcement to
  tenants ASAP and conveys
• What is known
• Steps being taken
• What tenants should do

• INVESTIGATE (after storm)
• Assess damage
• External exposed wires, fallen trees, etc.
• Internal all building systems and equipment

• RESTORE
• Take pictures of damage
• Contact specialized vendors and repair damage
• Remove snow, ice, or debris
• Restore and reset building systems
• Clean, service and recertify
• Activate continuity plan if management office or
  mechanical penthouse is inaccessible
• Prepare incident report using RP standard template

• NOTIFY
• When building is safe, notify
• TSC, building staff, tenants, retail and vendors
• Risk management and service providers

17
SHELTER IN PLACE
RECOMMENDED SUPPLIES
BACKGROUND

• Implement when it is safer inside than outside
  the building
• Explosion, threat or hazardous material spill
  outside
• Tornado, hurricane, or severe winds
• Civil disturbance or police activity
• Chemical, biological, or radiological release
• Two forms
• Remain at workplace
• Move to interior refuge area
• Duration often is less than 30 minutes, but could
  last several hours or more
• Tenants cannot be prevented from leaving but may
  be denied reentry

• Personal Management Services/Engineering Staff
  Bags

• Water (several days)
• Nonperishable food (several days)
• Can opener
• Whistle
• Hat or vest
• Building Bag
• Battery or hand-crank radio
• Batteries and chargers
• Tools and flashlights
• First aid kit
• Paper towels and tissues
• Sanitary wipes or hand cleaner
• Duct tape
• Office Supplies
• Toner cartridges
• Blankets/fire blankets
• Folding cots
• Water

• Flashlight and spare batteries
• Evacuation mask
• Medicine (several days)
• Change of clothes and comfortable shoes
• Plastic sheeting
• Latex gloves
• Garbage bags
• Battery-powered megaphone
• Important documents and plans
• Disposable camera with flash
• Digital camera memory cards/sticks and batteries

PRE-INCIDENT PLANNING

• Tenants should identify windowless shelter areas
  in their space with minimal number of vents
• Interior corridors
• Conference rooms or work areas
• Restrooms
• Pantries or reception areas
• Elevator lobbies
• Document where emergency supplies and first aid
  kits are kept if available
• Check regularly to ensure supplies are adequately
  stocked and expiration dates are current
• Encourage tenants to maintain emergency supplies
• Update monthly the tenant and staff contact lists
• Update quarterly the list of individuals
  requiring assistance
• Prepare Shelter-in-Place signage to be used later
  as needed
• Check door and window seals regularly to ensure
  airtight conditions
• Post instructions near control panel if HVAC can
  be set to maximize intake of outside air to
  dilute contaminants in building
• Know location of tenant-controlled ventilation
  and HVAC units (e.g., restaurant hoods)
• Encourage CPR and first aid training

SHELTER-IN-PLACE PROCEDURES

• Property Manager collects tenant contact list,
  cell phone, BlackBerry and radio, and reports to
  main lobby
• Using PA or alternate system, Property Manager
• Informs tenants of what has occurred, location of
  problem, and steps taken
• Instructs tenants to remain in office or report
  to internal assembly areas. Depending on
  emergency situation, may suggest
• Enclosed shelter areas away from vents or
  elevator shafts may recommend sealing off these
  areas
• Underground locations
• Updates tenants often
• If warranted, engineer reserves elevator
  connected to emergency generator for relocation
  to different floors secures the remainder

18
SHELTER IN PLACE

• INVESTIGATE
• Type and location of threat
• Source of information (tenant, emergency
  personnel, media, e-mail, etc.)
• Response warranted
• Remain at workplace
• Move to interior refuge area

• STAFF RESPONSE
• Engineer meets arriving emergency personnel, if
  any, and provides
• Incident information
• Building diagrams
• Master keys
• Other items as requested
• TSC or engineer shuts down or adjusts HVAC as
  appropriate
• Property Manager contacts tenants to shut down
  independent HVAC systems whenever building
  systems are shut down
• Building staff and security implement lockdown
• Close windows and exterior doors
• Close interior doors if necessary
• Close loading dock
• Monitor entrances and exits, including retail and
  garage
• Post signage on entrances (Sheltering in Place
  No Entry)
• Direct those outside to seek shelter if safe to
  do so
• Prevent reentry to those who could bring
  contaminants inside
• When contaminant is inside the building, prevent
  use of elevators
• Property Manager provides frequent announcements
  to tenants
• Designated staff responds to phone calls from
  tenants

• NOTIFY
• Consult with emergency personnel as warranted
• When safe to end shelter in place, notify
• TSC
• Tenants, retail and vendors
• Risk management
• Building staff

• NOTIFY
• Call 911 with pertinent information
• Provide building name and street address
• Describe nature and location of incident
• Report injuries
• Give your name and phone number
• Notify TSC-escalate up
• Alert security (to report to property if needed)
• Notify retail, vendors, and adjacent properties
  (if appropriate)
• Property Manager makes initial announcement to
  tenants ASAP
• Describes what has occurred, location of problem,
  and steps taken
• Instructs occupants to stay at their desks or
  relocate to predetermined shelter-in-place areas
• Updates tenants often

• RESTORE
• Take pictures of damage
• Contact specialized vendors and repair damage
  electrical, water, HVAC, glass etc.)
• Clean up, decontaminate, or disinfect as
  necessary
• Restore, reset and recertify building systems as
  required
• Prepare incident report using RP standard
  template
• Provide counseling services if needed

19
EVACUATION
EVACUATION PROCEDURES
PRE-INCIDENT PLANNING

• Engineer reports to fire control room
• Property Manager collects tenant contact list,
  cell phone, BlackBerry, and radio, and reports to
  main lobby
• Using PA or alternate system, Property Manager
• Informs tenants of what has occurred, locations
  of problem, and steps taken
• Provides specific evacuation instructions,
  including which exit routes and external assembly
  areas to use (e.g., if hazard is airborne,
  evacuate upwind)
• Instructs tenants not to return to building until
  an all clear has been issued
• If assembled outside, notifies via runner
• If tenants have dispersed, notifies via email and
  website updates
• Updates tenants often
• If entire building must evacuate and all other
  notification systems fail, pull fire alarm
• Building staff conducts visual search in property
  management area(s)
• Do not search hazardous areas report areas to
  emergency personnel and Property Manager
• Engineer secures elevators
• Building staff helps occupants requiring
  assistance as needed
• Building staff determines which hospital or
  hospitals are being used
• Tenants account for employees relay names and
  last known locations of missing persons to
  emergency personnel and building staff

• Determine safe exit routes
• Establish one primary and two alternate assembly
  areas in different locations at least 300 feet
  from the building. Select areas large enough to
  fit all occupants and staff. Notify neighboring
  buildings of your choice.
• Prepare evacuation instruction procedures for
  alarm system and post by fire alarm panel
• Update monthly the tenant and staff contact lists
• Update quarterly the list of individuals
  requiring assistance
• Identify tenants with critical functions in
  advance
• Establish building staff evacuation team,
  including Safety Director, Assistant and Monitors
  for building exits
• Encourage tenants to create evacuation teams with
  Floor, Stairwell, and Impaired Persons Monitors
• Identify alternate command station
• Designate alternate locations for business
  continuity should management office and/or
  mechanical penthouse become inaccessible
• Know how to operate and shut down HVAC if TSC
  cannot do so remotely
• Know location of tenant-controlled ventilation
  and HVAC units
• Become familiar with emergency announcements for
  PA system, electronic communication, etc. (see
  Announcement Section for samples)

BUILDING SHUTDOWN CHECKLIST

• Contact security vendor(s) to lock down the
  building
• Place elevators on security service
• Open garage access gates
• Close roll-down doors to loading docks
• Shut down HVAC equipment
• Secure exhaust fans
• Restrooms Electrical rooms
• Mechanical machine Tenant risers if necessary
• Ensure all outside air dampers are fully closed
• Inventory all building systems
• Life safety, including Electrical
• emergency generator Mechanical
• Utilities Plumbing

20
EVACUATION

• STAFF RESPONSE
• Property Manger implements partial or full
  evacuation (see Evacuation Procedures on top
  page)
• Engineer meets responding emergency personnel and
  provides
• Incident information
• Building diagrams
• Master keys
• Other items as requested
• TSC or engineer shuts down HVAC system. Depending
  on type and severity of incident, may also
• Close any HVAC dampers and turn off any fans
  between buildings
• Shut down any air handling units in nearby or
  adjacent buildings
• Property Manager contacts tenants to shut down
  independent HVAC systems
• Building staff reports injuries provides first
  aid if trained
• Determines which hospital or hospitals are being
  used
• Designated staff responds to phone calls from
  tenants if safe to do so otherwise, staff should
  evacuate
• Attendant opens garage exit gates
• Security closes loading dock
• Building staff and security confine radio use to
  essential communication, keeping airwaves free
  for critical information

• RESTORE
• Take pictures of damage or contaminated areas
• Contact specialized vendors and repair damage
  (structural, electrical, water, HVAC, glass, etc)
• Clean up, decontaminate, or disinfect as
  necessary
• Restore and reset building systems
• Clean, service and repair
• Recertify critical equipment
• Activate continuity plan if management office or
  mechanical penthouse is inaccessible
• Prepare incident report using RPstandard template
• Provide counseling services if needed

• DETECTION
• Fire
• Explosion
• Hazardous material spill
• Internal airborne hazard
• Gas leak
• Bomb threat or suspicious package
• Forecasted natural disaster (hurricane, flooding,
  etc.)
• Extended utility outage

• INVESTIGATE
• Cause and location of threat
• Size of affected area
• Is it contained or spreading?
• Is it safer outdoors or inside?
• If safer inside, see Shelter in Place
• Should partial or full evacuation be implemented?

• NOTIFY
• Call 911 with pertinent information
• Provide building name and street address
• Describe location and type of incident
• Relay type and location of activated alarm
• Report injuries
• Give your name and phone number
• Property Manager makes initial announcement to
  tenants ASAP and conveys
• What is known
• Steps being taken
• What tenants should do
• Notify TSC-escalate up
• Alert security (to report to property if needed)
• Notify retail, vendors, and adjacent properties
  (if appropriate)

• NOTIFY
• When building is safe, notify
• TSC
• Tenants, retail and vendors
• Risk management
• Building staff
• Service providers

21
EMERGENCY RESPONSE ANNOUNCEMENTS
PRE-INCIDENT PLANNING
GUIDELINES FOR EMERGENCY TENANT COMMUNICATIONS

• Establish primary and additional means of
  communication to disseminate information
• Survey PA system to determine zoned coverage and
  audibility
• Become familiar with emergency announcements for
  PA system, electronic communication, etc.
• Keep copies of prewritten announcements at four
  locations
• 1. Property management office
• 2. Engineers office
• 3. Security console or office
• 4. Fire control room
• Property Manager and designate building staff
  store templates of prewritten announcements on
  their computers
• Appropriate announcement can be quickly accessed
  and adapted before sending as blast e-Mail
• Update monthly the tenant and staff contact lists
• Familiarize new staff with building systems and
  emergency procedures within five days
• Ensure staff understands
• Whether building has a full-evacuation or
  enhanced-alarm system
• Which floors will go into alarm
• The difference between full and partial
  evacuation
• The two types of shelter-in-place responses
• Staying at desk or workstation
• Moving away from windows to internal location(s)

1. Provide information as quickly as possible even
   if the full nature of the problem is not yet
   known. Tenants often will be aware that
   something is unfolding. In the absence of timely
   information from property management, tenants
   will begin to make their own response decisions,
   which could endanger themselves, building staff
   and emergency personnel.
2. Update tenants often. Until tenants have left
   the building, they will need frequent updates
   from property management. It is hard to over
   communicate in an emergency.
3. Focus on the response rather than the cause.
   Tenants need to know what has caused the
   situation, but focus mainly on what tenants need
   to do. Too much detail about the cause of an
   emergency generates fear. Focusing on the
   response lets people know a plan is in place,
   help is on the way, and they can take concrete
   steps to help control the situation.
4. Do not speculate. Communicate what you know and
   what you do not know. Tell tenants you will
   update them as quickly as information becomes
   available.
5. Model calm. Panic is infectious. Speak clearly
   and calmly and encourage tenants to remain calm.

22
EMERGENCY RESPONSE ANNOUNCEMENTS

• DIRECTIONS
• These announcements can be used as templates for
  creating situation-specific, building-specific
  emergency communications at your property
• Italicized text in each announcement indicates
  where building staff will need to insert
  situational information
• Italicized text should not be read

• PARTIAL EVACUATION
• May I have your attention please. May I have
  your attention please. Property management has
  been informed of a situation that requires
  partial evacuation of the building.
• Insert short description of the situation here.
• Example We have a fire reported on the 5th
  Floor.
• Building staff and emergency personnel are
  responding.
• Provide evacuation directions.
• Example Occupants on floors ____ through ____,
  please move to the nearest stairwell and begin to
  exit the building. Do not use the elevators.
  Occupants on all other floors, please remain at
  your work area.
• If a stairwell or section of the building is
  known to be unsafe, provide specific instructions
• Example Do not use Stairwell A, Proceed to
  Stairwell B in the northeast corner of the
  building.
• For your safety, please
• Leave extra belongings behind.
• Stay to one side of the stairwell and hold the
  railing as you descend the stairs to leave room
  for emergency personnel.
• Remain quiet in order to hear future
  announcements.
• Once outside the building, do not stop. Proceed
  to your designated external assembly area.
• Briefly list other things tenants should and
  should not do.
• Example Remove and carry high heels. Allow
  occupants from other floors to file in to the
  stairwell while keeping an orderly flow of
  traffic.
• We will update you as soon as more information is
  available. Thank you.

• FULL EVACUATIO