V.K. BSC Emergency Preparedness Plan
This policy creates a process to reduce the chance of bodily harm inflicted onto the members of the BSC in the event of an emergency. To this end, the policy will
- 1. Define the numbers of members that must be trained for each house, and state explicitly the responsibility of the
house-level management in being one of the trained members of each house. The area of training shall include, but not restricted to, search and rescue, first aid, and fire suppression.
- 2. Define the process for which each house shall follow to inventory the emergency response kit (ERK). The content of
this kit shall be reviewed by the ESC and the Operations Manager (who may delegate this duty) every Fall semester.
The Inventory Process
• As a part of the requirements of the position, the ESC will become responsible for taking inventory of the ERKs at each house. The ESC is required to take the inventory of and order necessary supplies for all houses’ ERKs once per year (choosing, if they wish, to space out taking the inventories throughout the year), with a goal of once per semester if it is in within the 8-hr requirement of the ESC position. This requirement will be revisited in the Fall of 2010 to determine whether inventories should remain being taken once per year, or if the requirement should be changed to once per semester, based on the ESC’s experience during the summer 2009-summer 2010 year and how many inventories they were able to take per semester, staying within the 8-hr requirement of the position.
• To make the process more efficient, the ESC should use assistant(s) to take inventories. This assistant can be a House Manager or President, or any member from the house that the ESC is taking inventory from. Any assistant who helps take inventory will receive HI or workshift compensation for their time (as determined by their house management). The BSC must notify houses in advance of the date they plan to take inventory as to give houses time to arrange an assistant to the ESC.
• House Managers are required to provide the ESC with access to their ERKs by the end of the first week of the Fall 2009, in the form of providing the ESC with the combination to the lock, a copy of the key, etc. plus a description of the location of their kit. House Managers who do not do so will be at risk of losing 5% of their central level compensation.
• The ESC is required to order any supplies needed to adequately stock the ERKs (per the Emergency Kit Necessary Materials list), ordering as many supplies as is possible through CK, and notify House Managers of the approximate date of arrival of supplies, as well as provide them with a detailed bill of all items ordered and the cost of each.
• Houses are responsible for financing the restocking of their ERK, determining with the accountant for the BSC and the ESC which house account they would like the supplies to come from.
• House Managers will remain responsible for changing the water in their water barrels once every 1-2 years.
• The Emergency Kit Necessary Materials list shall be changed to include only the amount of supplies that are necessary to adequately serve the house in the case of an emergency, eliminating superfluous supplies. These supplies include reducing the number of necessary hammers, am/fm radios, screwdrivers, garbage bags, shovels, ropes, wire cutters, and sewing kits that houses must have, and adding a provision for clothing and blankets, dust masks, safety goggles, and liquid hand sanitizer (see attached sheet).
The Member’s Training Process
Community Emergency Response Team (CERT) Trainings
• Each house must send their House Manager, Kitchen Manager, Workshift Manager, and Maintenance Manager to at least one CERT Training held by the Berkeley Fire Dept.
• Attendance at CERT trainings per house must number at a minimum (reflecting mandatory manager attendance combined with any additional member attendance): AATH (5), ACA(6), CZ(12), HiP(6), CLO(15), CON(5), DAV(5), EUC(5), FEN(10), HOY(6), SHE(5), KID(5), KNG(5), LOT(6), NSC(5), RID(5), ROC(15), STB(6), WIL(5), WOL(5) with the breakdown of training being: 2 in Search and Rescue, 2 in Disaster First Aid, and 1 in Fire Suppression.
• The ESC is responsible for, at the beginning of the semester, reminding House Managers of the minimum member training requirements of their house and directing them to the site where training dates are posted.
• The House Manager will become responsible for ensuring that their minimum member requirement is met and will themselves send in registration requests to the Berkeley Fire Dept, copying the email to the ESC.
• The House Manager will provide a written report on the status of CERT trainings including the names of managers and members who have attended at the 7th week meeting with their central level liaison.
• Managers/members who register for training and cannot attend must find a replacement from their house to attend in their place or notify the Berkeley Fire Dept in advance that they will not be making it. They must also notify the ESC of any changes made. The Berkeley Fire Dept will provide the ESC with a list of those co-op members who did not attend the trainings that they registered for. Any members who did not arrange for a replacement or give the Fire Dept advanced notice that they wouldn’t be making it will be fined. The Member Resources Supervisor will fine houses $25 for each no show, and House Managers may choose whether or not to levy the fines to the individual member who did not attend.
• All House Managers, Maintenance Managers, Workshift Managers and Kitchen Managers who do not complete their CERT training requirement (attending at least one training each semester) shall be fined according to the central level manager oversight policy of a fixed $50 compensation loss for each manager that does not complete the CERT training, as determined by the Member Resources Supervisor.
• The ESC is to supply the names of the trained people to C.O. and C.O. is to keep an active list of trained people in each house.
Member Training Video
• The House Presidents will become responsible for arranging for the showing of the free 20-minute training video created by Alameda County emergency personnel and Red Cross Bay Area at house meetings before the 4th week of classes. (video is located at: http://www.redcrossbayarea.org/preparedness/podcast.htm).
• The ESC is responsible for showing the video to managers at managers training.
• All BSC members need to watch the video at least once during their membership.
• The ESC is responsible for providing emergency information to members that is specific to the cooperative community during the showing of the video to make it more appropriate to the BSC.
• It is recommended that the ESC conduct inventories in tandem with the Habitability Inspections process (Contact the Operations Manager for more info).
Emergency Evacuation Drill
Houses are required to complete an emergency evacuation drill by the 7th week of each semester, to be led by the House Manager and Maintenance Manager, in coordination with the Emergency Services Coordinator. The drill shall include:
- 1. A presentation at a house council preceding the drill, including the following information: fire and earthquake response procedures; the locations of all exits, fire escapes, evacuation routes, fire extinguishers and fire alarms; the location of the e-kit, water barrels, and food cache; the location of the emergency assembly area; a review of the roles and responsibilities assigned in the House Emergency Plan.
- 2. A drill which simulates an emergency evacuation. Separate fire and earthquake drills can be held or they can be incorporated into one drill. Aspects to be included in the drill are: how to respond to an earthquake; all possible evacuation routes; a run-through of the roles assigned in the House Emergency Plan; house assembly at the emergency assembly area. The drill must include practice of plans for disabled persons in all houses (for both ADA and non-ADA accessible houses this include plans for the deaf and blind). Optional: The use of mock injured persons during the drill to simulate a real earthquake and multi house drills utilizing the disaster caches.
Directive for Central Level Moving Forward
• Central Level has determined that we shall create 3 locations to house food supplies to be used for the entire membership in the event of an emergency. Food will be stored in a shed in a parking spot at Northside Apartments, in a parking structure at Lothlorien, and in a shed at Rochdale. There will be enough food (2000 calories per day) for every member for 3 days. The food will be inventoried and rotated by central warehouse staff annually.
• FiCom passed a budget for food, sheds, and walkie talkies totaling $13,230.10 for fiscal year 2009-2010.
• The food caches will be in place by the end of Fall Semester, 2009.
• Central Level will develop a comprehensive plan for communication and distribution of food by the end of Spring Semester, 2010.
• The job description of the ESC will be changed to reflect this policy for the Fall 2009 semester and beyond.