AURA, INC. WINTER OPERATIONS REGULATIONS AND
EMERGENCY WEATHER SITUATIONS
INTRODUCTION
The following document is an AURA, Inc. integrated management model, which allows effective
and efficient administration of emergencies caused by the events derived from intense and
continuous precipitation, which generate flooding and/or accumulation of snow at its centers of
operations at Cerro Tololo and Cerro Pachón.
Winter 2012 Operations Plan – V.05-12
pg. 1
I.
OBJECTIVE

II.
These regulations have been prepared to control the risks that affect the
Observatory facilities in the winter period, and mainly to ensure the health and
safety of AURA, Inc. employees and visitors, contractors, and in general all people at
any of the Observatory sites at its Mountain facilities during emergency weather
periods.
SCOPE
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Permit operations in situations or conditions of bad weather, such as: snow, rain,
storms or any condition that, due to its abnormal nature, involves danger to Aura,
Inc. employees working on Cerro Tololo and Cerro Pachon;
Refine a systemic and continuous integration process of AURA and its programs,
oriented towards the operating community prior to, during and after weather
emergencies.
Have adequate organization in bad weather situations or in emergencies;
Establish specific responsibilities in the different work areas;
Minimize the effect that abnormal conditions can cause personnel, machinery or
facilities at the observatory;
Keep the road open only if conditions are safe and apt for vehicular traffic;
This procedure is obligatory for all personnel working permanently or temporarily at the AURA
Observatory facilities at Cerro Tololo and Cerro Pachón, including Scientists, Visitors and
Contractors.
Winter 2012 Operations Plan – V.05-12
pg. 2
III.
KEY PERSONNEL
CARGO
Operation Manager
LA
SERENA
TOLOLO/ PACHON
DOMICILIO
CELULAR
205383
205437
486604
9 7426840
Facilities Operation Supervisor
205440
9 2240448
Site Manager GEMINI
205701
9 8748083
Site Manager SOAR
9 3270953
Site Manager TOLOLO
8 5956206
Risk prevention AURA
205371
205436
551450
9 8782511
Risk prevention NOAO-S
205382
205435
6 4646119
Risk prevention GEMINI
205794
205744
9 7113608
IV. GENERAL PROCEDURES
Winter Period
Winter in Aura, Inc. in Chile is considered to be the period between April 15 and September 15 of
each year.
If there is a situation classified as a weather exception or emergency, the NOAO-S Operations
Manager, acting in coordination with the Site Managers of the AURA-O Programs in Chile, will
assume the direction of the emergency situation, under which all the functional units of the
Observatory are under his supervision immediately and from that moment on.
If the NOAO-S Operations Manager is not available, the NOAO-S Facilities Manager will assume the
responsibility for operations during the weather emergency period.
Winter 2012 Operations Plan – V.05-12
pg. 3
If neither of the people named above are available, the NOAO-S Director will designate a person to
be in charge of heading up operations during weather emergency periods.
During emergencies, the Emergency Committee will be constituted at the request of any of its
members, which will be comprised of the AURA Observatory Director, the Administration and
Facilities Manager, the Risk Prevention experts of the different Programs and the representatives
of the Programs with operations bases in La Serena. This Committee will have the mission of
assisting the NOAO-S Operations Manager in his functions, of contacting local authorities and
public services, coordinating the assignment of special resources, or of coordinating the
designation of rescue teams or teams for additional support during weather emergencies.
The NOAO-S Operations Manager will be authorized to put these regulations into effect in an
exceptional manner outside the winter period, due to prolonged precipitation, thaws, roads being
cut off or other emergencies.
Unforeseen Bad Weather Conditions
Telescope Operators represent an important source of information for emitting early alerts
regarding bad weather conditions that may present during the night.
1. At Tololo, the CTIO Blanco 4m Telescope Operator must alert the Guard at the Gate
Control House (ph.:205434), and La Serena (ph.: 205282) regarding any “threatening”
situations (snow, electrical storms, abundant rain, or other conditions that could represent
risk) as soon as he is aware of the existence of adverse weather conditions, especially
where there are no previous alerts regarding these conditions.
2. At Pachón, the Gemini as well as the SOAR telescope Operators must alert the Guard in
the Gate Control House and La Serena regarding any “threatening” situation (snow,
electrical storms, abundant rain, or other conditions that could represent risk) as soon as
he is aware of the existence of adverse weather conditions, especially where there are no
previous alerts regarding these conditions.
Once he receives the alert, the Guard at the La Serena Gate House will immediately notify the
NOAO-S Operations Manager or his delegate, who will assume the control of the emergency
underway.
Personnel based at Pachón must also coordinate their movements (for example, from the
telescope to the dormitory or, even more importantly, to come down from the Mountain) with the
NOAO-S Operations Manager and/or the Site Manager of their corresponding facilities to ensure
that the evacuation operation is carried out with the maximum level of safety.
Winter 2012 Operations Plan – V.05-12
pg. 4
3. During periods where there is a threat of bad weather, the NOAO-S Operations Manager,
or on his instructions, the Guard at the Recinto Access Gate in La Serena, will instruct the
bus driver to remain at the Recinto until instructions are received from the NOAO-S
Operations Manager to continue – or abort – the journey to the mountain. This restriction
of access to the mountain shall be reported to the Gate Guard in Tololo.
The Guard at the Access Gate to the Observatory will keep the barrier closed until he receives
instructions from the NOAO-S Operations Manager, who will verify that the road conditions are
apt for transit with absolute safety. Besides, installing the sign indicating the type of emergency
located at the right side of the access to the control gate.
The NOAO-S Operations Manager or his representative will have the following faculties:
 Coordinate the activities of Mountain operations with the Emergency Committee
 Coordinate emergency activities with the Site Managers according to the information
supplied by each Program prior to the start of an emergency, or by the information
provided by the Emergency Committee as applicable.
 Call to all Tololo/Pachon area supervisors to meet.
 Restrict the transit of people and vehicles
 Issue special instructions inherent to an abnormal or emergency situation
 Stop activities
 Decide to evacuate the personnel to La Serena prior to the scheduled time, coordinating
the specific situation of each Program with the corresponding Site Managers.
 If technical support is required, Coordinators Safety Program and Aura Safety should be
consulted.
V. PRINCIPAL ACTIVITIES
The NOAO-S Operations Manager can set the following activities in motion, as he considers
necessary:
1) Communicate to the Administration and Facilities Manager, the AURA-O Director and the
Aura Legal Representative the decision to issue a predetermined alert level.
2) In cases of a major emergency, Program Directors shall be informed, who together with
the Aura Director will decide the appropriate levels taken to preventive measures.
3) Coordinate the emergency situation and the alert levels determined as applicable for the
occasion with the Site Managers.
4) Designate responsibilities and assign teams to face the emergency;
Winter 2012 Operations Plan – V.05-12
pg. 5
5) Inspection and evaluation of the road conditions: along with an assistant he will carry out
an inspection of the Tololo-Gate Sector. He may need the support of the paramedics or
additional personnel if he considers this prudent and necessary.
6) Centralization of Information in R.O.B. through the personnel designated by GEMINI, SOAR
and CTIO.
7) The ROB Building on Cerro Tololo will be the center of communications for all emergencies
on the Mountain, and will maintain continuous radio, telephone or any type of
communication in accordance with the existing availability, with the La Serena Reception,
the Observatory Control Gate, in order to:



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
Act as the communications dispatch inside the Mountain Operations;
Report periodically regarding the existing weather condition on Tololo/Pachón:
Report on restrictions of transit from and to Tololo/Pachón:
Respond to general questions on the mountain;
Place notices to not use vehicles on astronomers’ cars;
Everyone must consult with ROB (tel 440) or via VHF Radio PRIOR TO executing any work or
movement of personnel or of vehicles or any evacuation process from any area in the
mountain operations.
8) Traffic on Roads
a) Authorize movement of vehicles and instruct drivers regarding the current conditions of
the road and restrictions on the movement of vehicles and people;
b) Suspend movement of light vehicles (continuous rain for over 8 hours, torrential rain for
over 4 hours; accumulated snow of over 20 cm; white wind, ice, slippery road); use of
vehicles will be restricted to emergency vehicles;
c) Suspend movement of astronomers’ vehicles when there is snow and/or ice
d) Evacuate personnel early from Gemini and Soar facilities, if the current conditions allow an
effective control of risks. Otherwise, the people must remain in the 20 Unit facilities, Hotel
or telescope buildings until safe and expedited routes for their evacuation are provided.
e) Provide a transport system itinerary for Astronomers between rooms and Telescopes,
while conditions are safe; otherwise the telescope area will be evacuated in coordination
with the Site Managers and the personnel in charge of these areas.
f) Suspension of the movement of personnel transport (buses) and transport of heavy cargo,
to safeguard of the wellbeing of people and to avoid further damage to the road’s surface
layer.
g) Maintain the risk areas monitored and signposted, such as: destruction of the road, water
crossings, avalanches and/or landslides, collapses, major cut-offs.
Winter 2012 Operations Plan – V.05-12
pg. 6
9) Clearing of roads:
The earth movement machinery and emergency equipment will be based on Tololo.
The NOAO-S Operations Manager will coordinate the work to clear the roads, according to
the following priority:
a) Begin clearing on one side of the road from Cerro Tololo, the Garage sector, and proceed
to the parking area of the telescopes, ROB Casino Tololo;
b) Tololo El Quisco;
c) El Quisco sector Cerro Pachón Hotel;
d) Hotel – Telescope sector Gemini and SOAR Telescope;
e) Return to El Quisco and continue to the Gate if the main road is in bad conditions;
f) Return to Tololo to reinstate the road in two directions;
g) All clearing of the road will be done leaving a layer of approx. 5 cm of snow on the ground
so as not to damage the road’s surface layer;
Depending on the precipitations, the clearing of the following will also be considered:

Electricity and potable water distribution systems
The clearing of the areas adjacent to each telescope and the parking areas will be the
responsibility of the corresponding Site Managers.
General rule on clearing and reinstating roads:


The works of clearing, cleaning and reinstating roads will be done only during natural
daylight hours, except under severe emergencies for special instructions from the NOAO-S
Operations Manager.
The Operator of Heavy Equipment will always be accompanied by an assistant, and
equipped with VHF radio and will have the regulation equipment and the personal
protection elements indicated for these operations.
10) Meeting with Area Supervisors
The NOAO-S Operations Manager can call the different area supervisors to meet to deal
with the following points:

Constant coordination with the Site Managers, with the ROB, Gate Control and
Emergency Committee in La Serena
Winter 2012 Operations Plan – V.05-12
pg. 7
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Information and continuous analysis of the development of the emergency
Inform or apply preventive and corrective measures for the most critical situations in
the workplace
Re-location of personnel working outside or in risk areas. The staff in charge of
emergency operations will only work outside when weather conditions are adverse.
Formation of cleaning crews and designation to different areas by priorities
Instruct the Site Managers on materials and special equipment to distribute to the
crews, operators and other persons indicated.
Instruct the Kitchen Supervisor and paramedic on the preparation of emergency
packages, which will be delivered to operators, drivers and other site staff, as
applicable
Issue AM and PM reports to Management in La Serena on local climate conditions,
condition of the road, decisions made, special conditions, situation of the resident
and visitor personnel, difficulties, pending tasks, necessary support, or other
conditions that merit reporting (supported by photographs). This report should be
ratified with the staff of the Meteorological Directorate of Chile.
In cases of major emergency, the NOAO Operations Manager must inform the
Program Directors and agree actions together.
VI. RESPONSIBILITIES BY AREA
1) Operations
Prior to the Start of the Winter Period
Enabling emergency roads and bypass detours for safe evacuation of personnel; cleaning
drains and gutters, repair of hard shoulders;
2) Tololo Garage
Highest priority will be given to preventive maintenance of equipment, verification of
mechanical conditions and of emergency equipment of the following machinery by order
of priorities:

Grader
Winter 2012 Operations Plan – V.05-12
pg. 8



Front loader
Bulldozer
4x4 vehicles and others designated to cover emergencies
During the Winter period
a) Grader:
Review of:
 Fuel: 7 days of operation minimum
 Levels
 Lights
 Windshield wipers
 Straps
 Chains and tensors
 Shovels
 Emergency package (thermal clothing and personal protection equipment, food)
 VHF Radio
b) Bulldozer (if there is intense snow)
c) Payloader (if there is intense snow)
d) Four wheel drive vehicles (4x4)
The Garage Supervisor and the Site Managers at Cerro Pachón will have the responsibility of
ensuring that the emergency vehicles are in perfect mechanical conditions and that they have
the emergency equipment during the entire Winter Operations period, according to the
following rules:
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Loaded with fuel
Lights, windshield wipers and heating
Straps, chains and shovels
Emergency packages
VF Radio
Thermal clothing
4 battery flashlight
Pliers
Jute sack
2 pairs of chains and tensors
Winter 2012 Operations Plan – V.05-12
pg. 9
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Screwdriver
Fire extinguisher in good condition
Vehicle radiator with anti-freeze
Tires must have their tread in good condition.
First Aid Kit
These vehicles will be at the disposal of the NOAO-S Operations Manager or the person he
designates.
e) Ambulances
This vehicle must be checked by Garage personnel, by the shift paramedic and by the Cerro
Pachón paramedics.
f)
Electrical Backup Generators
The proper functioning of the emergency generators and their status (starting them) will be
verified for La Serena, Tololo and Pachón.
g) Installation of Chains
The NOAO-S Operations Manager will instruct that chains be installed by garage personnel on
the vehicles he determines.
3)
Responsibilities of Other Departments
Personnel who do not form part of crews or that have not been designated to carry out special
tasks will remain at their work places and will await instructions from their respective supervisors.
It is requested that they channel their questions through their respective area supervisors in order
to avoid a congestion of telephone 440 (Round Office) with questions.
4)
Responsibilities of the Programs


The Site Manager of each program will act as the coordinator, collaborating directly with
the NOAO-S Operations Manager prior to, during and immediately after each weather
emergency period;
The Site Manager of each Program must inform the NOAO-S Operations Manager, by the
most expedited means available, of the list of personnel assigned to each of their units
and the list of shift personnel during weekends or during emergency periods.
Winter 2012 Operations Plan – V.05-12
pg. 10
VII. GENERAL RULES FOR DRIVERS
All drivers that transit along areas located within the Observatory property must report on the
condition of roads and the place’s meteorological situation.
This information will be available in the following places:



Emergency Operations center at the Cerro Tololo ROB office, telephone 440, or by
communication by VHF radio
Corresponding Site Manager Program
Gate Control House
The use of vehicles is prohibited during weather emergency periods, except for vehicles especially
fitted out to circulate during these exceptional situations that are duly authorized by the NOAO-S
Operations Manager to operate during weather emergency periods. However, the vehicles that
are authorized to circulate in weather emergency conditions must install chains on the wheels, as
an obligatory safety measure.
All personnel that have duly authorized access to operate vehicles during the emergency period
must:
1. Consult with their direct superior PRIOR TO starting their vehicle;
2. Consult with their direct supervisor PRIOR TO leaving the Tololo/Pachón area;
3. Proceed to install chains:
VIII. GENERAL INSTRUCTIONS
1. The NOAO-S Operations Manager, in consultation with the Director of AURA, Inc., the
facilities Management, and Site Manager will determine the duration of the abnormal or
emergency situation
2. All personnel will follow the instructions from the NOAO-S Operations Manager
3. Tololo Gate will not authorize ANY entry to Tololo or Pachon without prior authorization
from the NOAO-S Operations Manager or from the Round Office.
4. La Serena Reception, after notifying the Tololo ROB, will communicate the NOAO-S
operations situation to the offices of the Director of the Observatory, the Administration
and Facilities Manager, the Personnel Office and the Emergency Committee.
5. La Serena personnel that wish to go up to Tololo or Pachón must consult previously with
the La Serena reception and this with the Tololo ROB.
6. Reception will notify all visitors possible of the cancellation of the permit to go up, and will
also notify the Visitors Guide of the measure taken.
Winter 2012 Operations Plan – V.05-12
pg. 11
7. The Shift Supervisor of the Tololo/Pachón Operations Area will automatically assume the
function of NOAO-S Operations on holidays, shift days and weekends.
If this post is covered by Contractor or Sub-Contractor personnel, the Operations Manager
will designate the person who will be responsible for coordinating communications on the
Mountain during the emergency period.
IX. ALERTS
The Alert procedure is a set of measures that the Organization applies for the safety of people,
equipment and facilities in risk conditions caused by bad weather situations. The ranges of alert
are related to the magnitude and severity of the emergency.
Alert: in accordance with the available weather forecast, this is a notice that the NOAO-S
Operations Manager – or his representative – issues when there are weather forecasts stating that
conditions can change, such as snow, wind or rain storms. When an Alert is issued, the activities
and recommendations are subject to the rules contained in each alert.
The only person authorized to issue the Alert is the NOAO-S Operations Manager, or the person
replacing him.
Alerts do not mean an imminent “Danger” situation, and are only notices of events or situations of
approaching or present bad weather, for which we recommend that each time an Alert is issued:

Do not be alarmed

Stay calm

Do not discuss or interfere with the instructions issued. Naturally, suggestions will be duly
considered.
Alert 1 (Green)
The movement of food, fuels, materials and equipment is sped up if there is a bad weather front
approaching that will affect the area.


This alert must not cause concern among the workers, since it only indicates that there are
high possibilities of bad weather in the area and that this front of bad weather could even
dissipate.
The Heavy Machinery operator stays at Cerro Tololo
Winter 2012 Operations Plan – V.05-12
pg. 12
Alert 2 (Amber)
Storm underway, the upgrade to Alert 2 cannot be dimensioned in time, so the upgrade from one
alert to another can occur in short spaces of time.
 Work outside is suspended
 Vehicular transit is restricted
 Transit of people in bad weather is suspended
 Traffic and communications between La Serena/Tololo/Pachón is controlled
 A report is issued on weather conditions every 12 hours.
Alert 3 (Red)
Severe weather conditions, snow, intense rain due to high frontal activity in the Area; little or no
visibility; danger of collapses and cut-offs; high risk of roads being cut off.



Vehicular Transit: Prohibited
Transit of people from outside prohibited
Absolute control of traffic and all communications to the NOAO-S Operations Manager
Once the storm has abated and the risk situation is contained within a tolerable range, as shown
by site inspections and the verification of damage control on roads and facilities, or at the request
of the Emergency Committee, Operations will proceed to withdraw the corresponding alerts and
all personnel will be informed through the distribution of a written report issued to the
representatives of the Programs and to the Site Managers to take the measures to return to
normal operations.
The restrictions to be recommended until the normal working situation is returned to will be
reported on once the alerts have been issued.
X. PROCEDURES DURING ELECTRICAL STORMS
Lightning tends to hit any elevated object, whether this is a building or a tree, since the electrical
charges accumulate at the highest points, so the best protection is from “lightning rods”. We now
mention some recommendations given by the National Meteorological Service:

Do not take cover under an isolated tree. Humidity and altitude increase the intensity of
the electrical field and attract the charge. Trees that form forests cause less concern since
they increase the possibilities that the electrical spark falls far away.
Winter 2012 Operations Plan – V.05-12
pg. 13








If you are in the middle of open ground, do not run to escape the storm. It is very
dangerous. If the electrical storm is very intense, lying flat on the ground is recommended,
which reduces the risk of being hit by the lightning as much as possible.
Close doors and windows. Do not walk on wet ground or with wet shoes.
Avoid remaining high up on hills or on the telescopes; seek refuge in low places or inside
offices
Do not go out to the door or have the windows open
Do not use tools or metal objects during the storm.
Keep away from metal gates and fencing. They can cause death even if you are not in
contact with them. For this reason, it is recommended that you keep away from all types
of machinery, vehicles and tools.
Do not use electrical devices during the storm; use the telephone only in an emergency.
Vehicles are a good place of refuge; stay inside your car.
Associated risks




Human life
Animal life
Damage to electrical and electronic equipment
Fire
Integral lightning rod protection system
If you are in an industrial environment, a high level of protection is needed, so:
Stop work:






With cranes
Welding
On electrical systems
At heights (towers, scaffolding, roofs)
Perforation of holes
Measurement of tanks
Winter 2012 Operations Plan – V.05-12
pg. 14
XI. SNOW STORMS: PREVENTIVE MEASURES





Closure of worksite access roads
Evacuation of small vehicles.
Avoid transit during snowfall
If the storm catches you by surprise, do not leave your vehicle for any reason
If you need to transit, chains are obligatory.
XII. SANCTIONS
Since the procedures contained in this document have the objective of protecting the life, health
and safety of people, and avoiding significant material losses for the Organization, non-compliance
with these procedures will be considered an act of inexcusable negligence and a serious breach,
which can be sanctioned even with the immediate termination of employment contracts when
dealing with Aura Chile personnel and contractors, in accordance with the disciplinary measures
established in AURA, Inc’s Internal Regulations on Order, Hygiene and Safety.
This document has been reviewed and approved by the following people:
Jeff Barr
Hernan Bustos October 2013
Diego Maltes
Oscar Nunez May 2014
Mariela Silva Mayo 2015
Sandra Romero May 2014
Mario Gonzalez Marzo 2013./ Abril 2013/ Abril 2014/ Mayo 2015
CPHS Cerro Tololo-Pachón
Chuck Gessner Abril 2014
Winter 2012 Operations Plan – V.05-12
pg. 15
ANNEX
EMERGENCY TELEPHONE NUMBERS
 EMERGENCY TELEPHONE NUMBERS FOR AURA INC. PERSONNEL
Personal
La Serena
Tololo/PACHON
Domicilio
Celular
205383
205437
486604
9 7426840
205372
205440
528816
7 8782511
205382
205435
Oscar Nunez
*
Mario González
*
Mariela Silva
*
Marco Nuñez
*
Sandra Romero
*
205794
205744
Esteban Parkes
*
205412
205412
Diego Maltes
*
205701
Eduardo Serrano
*
205387
6 4646119
9 2240448
9 7113608
487097
8 5956206
9 8748083
205500
485067
9 3270953
(*) MUST ALWAYS BE INFORMED
Winter 2012 Operations Plan – V.05-12
pg. 16
 EMERGENCY TELEPHONE NUMBERS SUPPORT INSTITUTIONS
Safety Institution
Vicuña Hospital
La Serena Hospital
Vicuña Fire Department
La Serena Fire Department
Vicuña Police
La Serena Police
Las Serena Mutual
Elqui Clinic
ACHS La Serena
ACHS Center of Attention Vicuña
La Serena Detective Force
Vicuña Detective Force
Winter 2012 Operations Plan – V.05-12
Telephone number
411263
225569 (222 81 03)
225768 - 411242
132 / (2225592)
651162
133/ 211172 (651081 Primera comisaria)
421600/ (Urgencia 2223019)
411263 (2563000)
1404
411221
131 / 224488
411897
pg. 17