Planning for Weather-Related Emergencies: Tips for Reducing Risk

Facility Masters Webcast Series This series is made possible by:

Planning for

Weather Emergencies:

This seminar is endorsed by

This series is made possible by

Thursday, October 25th 12PM Eastern

To dial into the webcast audio from your phone:

1800-658-8315

Tips for Reducing Risks

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Today’s Speakers

Matt Lightner SchoolDude.com

Roger Young FacilityMastersOnline.com

CJ Huff Joplin Public Schools, MO

Paul Timm RETA Security, IL

Facility Masters Webcast Series This series is made possible by:

Today’s Agenda

• Introduction Roger Young

• Emergency Planning Best Practices

CJ Huff, Paul Timm

• Questions

• Software Demonstration

Matt Lightner

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Endorsements

State of New Mexico Public School Facilities Authority

Facility Masters Webcast Series This series is made possible by:

The Importance of Emergency Planning

• Student Safety

• Protect Capital Investment of Community

• Community Leadership

• Impacts Credibility of Schools

• Brings the Community Together

Facility Masters Webcast Series This series is made possible by:

Tornado Statistics

• Tornado deaths low of 15 in 1985 to a high of 550 in 2011

• Most active month - May

• Most tornado deaths - Illinois

• Highest number of tornado with deaths at schools is Alabama

• Average 1,200 tornados in a year

• Only lasts for a few minutes

• Damage can be immense

Facility Masters Webcast Series This series is made possible by:

Facility Masters Webcast Series This series is made possible by:

CJ Huff

Paul Timm

Weather Emergency Planning

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Facility Masters Webcast Series This series is made possible by:

RETA Security

• President, RETA Security, Inc.

• Physical Security Professional (PSP)

• ASIS International, IAPSC, IASBO

• SCAT Member (NOVA)

• Assessments, Emergency Planning, Training, Expert Witness

• paul@retasecurity.com Monthly Newsletter facebook.com/safeschools1 twitter.com/schoolsecurity linkedin.com/in/paultimmpsp

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Joplin Public Schools

• 7,600 students

• 17 Campuses

• 62% Free / Reduced Lunch

• Supportive Community

Facility Masters Webcast Series This series is made possible by:

Joplin Experience – May 23rd 2011

• 9 Buildings Damaged/ 6 Destroyed

• 8,000 Homes Destroyed

• 4,200 students with no school to go to

• Lost 7 students and 1 staff member

• Logistics for education – a challenge

Facility Masters Webcast Series This series is made possible by:

East Middle School – 55 Days

Facility Masters Webcast Series This series is made possible by:

Mall Now a School

Facility Masters Webcast Series This series is made possible by:

Facility Masters Webcast Series This series is made possible by:

Traditional Preparedness

• Planning & Drills Involved Use of Interior Hallways

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Video/Photos

Facility Masters Webcast Series This series is made possible by:

Alternative Shelter Areas

• Recommendations:

– Basements

– Interior Rooms

• Classrooms

• Locker Rooms

• Offices

• Restrooms

– Exterior Rooms with No Windows or Exterior Doors.

– Hallways with Reinforced Doors.

Facility Masters Webcast Series This series is made possible by:

Communication and Safety Planning

• Before the event – Monitor weather conditions – Communication with emergency agencies – Decision matrix /stay or go home – Mass notification – parents – Identify basic needs (food, water, toilets) – Alternate shelters

• During the event – Emergency communication established – Cell, two way radio system, texting

• After the event – Hospital – Life safety (police, fire) – Mass notification – Social media – Leadership team location – Media Communications

Facility Masters Webcast Series This series is made possible by:

Relationships

• Fire and police • Alternate locations • Emergency management agency • Insurance • Transportation to safe site • Numbers to call • Administrative phones • Red Cross • Human Services • Faith Based Organizations • Business Community

Facility Masters Webcast Series This series is made possible by:

Building Information

• Knowing what you have / condition

– Update inventory

• Keeping track of work and expenditures

• Shelter areas

• FEMA resources

• Video interior of schools

• Technology Assets

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Operations and Data

• Finance data

• Student data

• Operations – payroll , AP

• Work order system

• Remote access

• Cloud

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Responding to the Emergency

• Insurance

• FEMA

• Finance in General – Assessed valuation

– State aid

• Fund Balance

• Long Term – PTS – Counseling – Mental health

• Donations – Credit card activity

Facility Masters Webcast Series This series is made possible by:

Lessons Learned

• Cannot be over prepared

• Can happen to anyone

• Identify safe sites

– FEMA approved shelters

• Communication

• Collaboration

• Importance of relationships

Facility Masters Webcast Series This series is made possible by:

Facility Masters Webcast Series This series is made possible by:

Resources

• University of Chicago – http://safety.uchicago.edu/pp/emergency/tornado.shtml

• Centers for Disease Controls – http://emergency.cdc.gov/disasters/tornadoes/

• US Department of Labor – http://www.osha.gov/dts/weather/tornado/preparedness.html

• Michigan Committee for Severe Weather Awareness – http://rems.ed.gov/docs/micswa_tornado_em_plan_for_schools.pdf

Facility Masters Webcast Series This series is made possible by:

• Don’t Use Hallways As Tornado Shelters

– http://www.campussafetymagazine.com/Blog/Campus-Command-Post/Story/2012/01/Don-t-Use-Hallways-As-Tornado-Shelters.aspx?ref=Enews-20120118&utm_source=Email&utm_medium=Enewsletter

• Tornado Preparedness Video

– http://www.retasecurityonline.com/cflms/f/modules/Tornado%20Preparedness%20IL%20Schools/player.html

• Security Camera Footage

– http://www.youtube.com/watch?v=A96EQqqvYfE

Facility Masters Webcast Series This series is made possible by:

Facility Operations

• Need to know condition of building envelope, equipment and contents

• School shelter areas are properly maintained

• Inventory of supplies and equipment

• Inventory of technology assets

• Protect data

• Keep operations operating

Facility Masters Webcast Series This series is made possible by:

Emergency Planning:

Using SchoolDude to track and analyze information

Matt Lightner SchoolDude.com

Facility Masters Webcast Series This series is made possible by:

Maintenance Direct

• Allows you to easily report all issues and track the progress

• Documents that facilities are safe, well maintained and clean

• Generates reports to track labor, costs, and issues at facilities

Facility Masters Webcast Series This series is made possible by:

Submit a work order

Facility Masters Webcast Series This series is made possible by:

Automatic updates for requester

And organization for your organization

Facility Masters Webcast Series This series is made possible by:

Easy reporting and analysis

-PDF -Excel -Graphs

Facility Masters Webcast Series This series is made possible by:

PM Direct

• Schedules important work to be completed

– Regular inspections

• Shelter areas, emergency lighting, unobstructed egress, communications, IAQ, playgrounds

– Regularly scheduled maintenance activities

• Emergency generator, HVAC, door operation

• Documents that the work was completed

– Health and safety

– Operation of equipment

– Insurance needs

Facility Masters Webcast Series This series is made possible by:

Proactive: Recurring Scheduling for Emergency Safety

-Establish a scheduled series of inspections

Facility Masters Webcast Series This series is made possible by:

Tasks & procedures sheet for PM

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Inventory Direct

• Tracks - supplies and equipment

– Quantity, location, date purchased, MSDS

• Helps to plan for ongoing operations and emergencies needs

• Helps to maintain reasonable levels of inventory

Facility Masters Webcast Series This series is made possible by:

Inventory control to track levels

… and location

Facility Masters Webcast Series This series is made possible by:

Inventory reporting to see where resources are lost

Facility Masters Webcast Series This series is made possible by:

IT Asset Management

• Identify and track all IT Assets in the district

– Type of equipment, location, configuration, software, date of purchase, cost, renewal cycle

– Automatically updated

• Documentation for insurance purposes

• Easy reporting features

Facility Masters Webcast Series This series is made possible by:

ITAMDirect

Facility Masters Webcast Series This series is made possible by:

What else can SchoolDude do for me?

• Protect your data

• Cloud Storage

–Accessible 24/7 through the internet

• Generate quick, accessible reports for insurance claims

• Be there to assist you

Contact Resources

To learn more: salesrequest@schooldude.com Current clients: support@schooldude.com

Download this presentation, resources, and more at:

www.FacilityMastersOnline.com/webcasts www.schooldude.com/resources www.myschooldude.com

Matt Lightner SchoolDude.com Justin@schooldude.com

Roger Young, roger@FacilityMastersOnline.com

CJ Huff, chuff@joplin.k12.mo.us

Paul Timm, paul@retasecurity.com