The Gulf Coast Center
Procedure:
Policy Reference:
Origin:
Oversight:
Implementation Date:
Last Revision Date:
3.5.1
3.5.2
3.5.3
3.5.4
3.5.5
3.5.6
3.5.7
3.5.8
3.5.9
3.5.10
3.5.11
3.5.12
3.5.13
3.5.14
3.5.15
3.5
Hurricane Emergency Procedures
3.0
Safety/Risk Management
Administration
Center Safety/Risk Management Officer(s)
July 15th, 1996
Annually – Most Recent: 5/1/14
Table of Contents
Purpose……………………………………………………………………
Definitions………………………………………………………………..
Responsibility…………………………………………………………….
General Center Procedures for Hurricanes……………………………….
Center Operated Residential Programs Relocation……………………….
Other Center Consumer Evacuation Assistance………………………….
Staff Evacuation and Hurricane Response Assistance……………………
Facility Preparation……………………………………………………….
Vehicle Preparation……………………………………………………….
MIS Preparation…………………………………………………………..
Service Operations………………………………………………………..
Mental Health Medication Services Preparation………………………….
Consumer Support Services Preparation………………………………….
Mental Health Children’s Hurricane Procedures………………………….
Attachments……………………………………………………………….
3.5.1
1
1
4
5
8
10
12
13
17
17
23
23
27
28
31
Purpose
The Hurricane Emergency Procedures will outline the Center's general response in the event of a
hurricane emergency threat. As hurricanes are unpredictable and subject to sudden changes, the
procedures are to be used only as a guideline and may be subject to change as the situation presents
itself. The procedures are to be reviewed at least annually, and updated and revised as required.
3.5.2
Definitions
Bedding Materials – May reference fold out cot; sleeping bag; and/or one to two blankets, and a
pillow.
Center - The Gulf Coast Center; the community mental health, and intellectual and developmental
disabilities authority, as designated by the State of Texas, for Galveston and Brazoria counties.
Center’s Catchment Area – Galveston and Brazoria Counties
Critical Services – Refers to services necessary to primary care of individuals and/or crisis
response. Does not include Center operated residential programs/consumers.
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CSC – Community Service Center (Mental Health)
CSS – Community Support Services
Consumers - Individuals served in and through Center services. May also be referred to as “client”.
DADS – Texas Department of Aging and Disability
DSHS – Texas Department of State Health Services
EBA (Expense Bank Account) – Program bank accounts established at local community banks for
specific or emergency purchases by Center programs and services.
Emergency Supplies – For all Center programs; emergency supplies refers to first aid kits,
flashlight(s), batteries, fire extinguisher, etc. For residential programs only; emergency supplies
must also include food and water, one battery operated radio, batteries, and other basic food and
security necessities needed for the number of persons involved for a minimum of five days.
Emergency Telephone Pyramid – Staff and telephone contact numbers for Center programs and
services; which shows the order by which staff and other necessary personnel will be contacted in
the event of an emergency. Also included is the designation of responsibility for securing key
program and service materials; such as consumer listings. The centerwide Emergency Telephone
Pyramid identifies the key personnel and telephone contact numbers for use in the event of a
centerwide emergency or public relation issue.
Essential Staff – Refers primarily to Center executive management staff. May also refer to staff
scheduled to accompany or coordinate consumers during the storm.
ETBHN – East Texas Behavioral Health Network; East Texas regional cooperative of community
centers of which the Center is a member.
Executive Management Staff (EMT) - Refers to members of the Center’s Executive Management
Team which may include the Executive Director, Chief Operating Officer, Director Legal Services,
Director Human Resources, Director MH Adult Outpatient Services, Director Substance Use
Recovery/Homeless Services, Director of Intellectual and Developmental Disabilities Services,
Chief Financial Officer, and Director Information Technology.
FEMA – Federal Emergency Management Agency
HHSC – Texas Health and Human Services Commission
High Risk Area – Refers to areas in the direct path of a storm, areas ordered to be evacuated, and/or
flooding or high water is possible.
Hurricane – Severe tropical weather system as defined by the National Weather Service. For these
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procedures, this may include any identified tropical weather activity such as tropical wave, tropical
depression, tropical storm, and/or named hurricane.
Hurricane Readiness Teams – Center staff(s) designated to assist in boarding and/or securing
Center facilities, equipment, and vehicles. Each facility and primary service areas must be
represented on teams.
Hurricane Readiness Materials – Materials located at each facility or other near-by identified
location, used in securing and boarding Center facilities in the event of a hurricane emergency.
Key Personnel – Refers to Center Board of Trustee members, appropriate medical staff and hospital
personnel, as well as local public officials.
MIS – Management Information Services
Petty Cash – Small cash amount in programs primarily for use for consumer emergencies or
activities.
Priority Staff – Those staff previously identified and approved as having a need to be dismissed first
due to their personal or living situation. Staff who believe, that due to their personal or living
situation, they would qualify as a "priority staff", must notify their primary supervisor, their area
supervisor, and Human Resources in writing as to their situation and request designation approval.
Any staff whose primary living residence is in a category 1 risk area (as designated by the
appropriate emergency agency) will be given first consideration for designation as a priority staff.
However, the staff must notify their primary supervisor, their area supervisor, and Human
Resources in writing of that situation as noted above. All requests must be made in writing and
presented prior to the start of hurricane season and received no later than June 15th of each fiscal
year. Designation of "priority staff" does not eliminate a staff person's responsibility or job duties;
and as needed, “priority staff” may be asked to return after securing their personal situation to assist
in the Center’s response.
Phase Down – Refers to the period and activities that will occur prior to the Center's operations
being closed completely in response to a hurricane emergency. May include non-medical care
activities being discontinued, consumers being sent home or assisted with emergency information,
or staff being reassigned to critical service areas to assist and/or provide additional support. Does
not include Center operated residential programs/consumers.
Residential Programs/Consumers – Refers to Center operated residential programs and consumers
previously identified as needing the Center's assistance to be relocated in the event of a storm.
State – State of Texas
Storm Period – Covers the period beginning at the point in time that all or part of the Center’s
catchment area becomes at risk of a hurricane strike and continues through to the time the Center
returns to operations.
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Vehicles – When referenced, includes both Center revenue and non-revenue vehicles.
3.5.3
Responsibility
It is the responsibility of the Center's Executive Director or his/her posted designee to issue the final
decisions with regards to the closure and/or re-opening of the Center and its services. It is the
responsibility of the Center’s Executive Director or his/her posted designee to assure that all
appropriate staff and personnel are kept informed through-out the hurricane emergency.
It is the responsibility of the Director Legal Services to develop procedures that provide a guideline
for all Center programs and staff to follow in the event of a hurricane emergency. Annually at the
beginning of hurricane season, the Director Legal Services will assure that all Center staff are
informed and knowledgeable of the Center's Hurricane Emergency Procedures. Additionally, the
Director Legal Services will assure that a Centerwide Emergency Telephone Pyramid (Attachment
#1) is maintained and appropriately distributed. In accordance with Center Personnel Policies,
Center staff are responsible for assuring that their correct street address and phone number(s) are on
file with Human Resources and their appropriate program. This may be different than staff’s
mailing address; but both the staff’s mailing address and actual street address where they live must
be on file with the Center. To change or update their personal contact information, staff must
complete and submit required paperwork as instructed by the Center’s Human Resource
Department.
The Center will also develop alternate means of communication for use in the event of a major
disaster. The Director Legal Services will distribute this alternate communication information to
all staff and other appropriate personnel. This will include utilization of the Center’s website and
Facebook page, alternate Center email address, local newspaper and news radios, as well as transfer
of the Center’s crisis phone number to another community center. The Director Legal Services,
or other designated personnel from the Center’s MIS Department will utilize the Center’s website
(www.gulfcoastcenter.org),
as
well
as
the
Center's
Facebook
page
(https://www.facebook.com/GulfCoastCenter), to post status information on the Center and its
services. All Center staff should assure that they know where and how to access these two sites
outside of the Center's network system.
Additional information specific to the operations of
Connect Transit, will be posted on Connect Transit's Facebook page. The alternate Center email
address (gccdads@yahoo.com) will be utilized in critical emergency situations only, and only when
the Center’s primary network system is not available or operational. Utilization of the alternate
Center email address will cease immediately upon the Center’s primary network system becoming
operational. The alternate Center email address will be for Center staff and key State contract
personnel (DSHS, DADS, HHSC) to contact the Center for information, emergency instructions, or
status reporting. Access to the site to retrieve and respond to correspondence received will be
restricted to the Executive Director and Director Legal Services.
It is the responsibility of the Chief Financial Officer to assure that all Center facilities, properties,
and equipment are properly and adequately insured. Insurance coverage will include general
property, general and professional liability, flood, and windstorm and hail. Coverage will be
reviewed annually to assure adequate and complete; and adjusted as necessary.
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It is the responsibility of the Director Legal Services and the Asset Management Director to assure
that Hurricane Readiness Teams are staffed for each facility and primary service areas. These
teams will provide assistance in assuring that Center facilities are properly secured and boarded as
required. These teams will also provide assistance with securing Center equipment and vehicles as
instructed. As assigned, primary coordination of the Hurricane Readiness Teams will be under the
direction of the Center’s Asset Management Director.
Annually, designated members of the Center’s Executive Management Team will be responsible
for assuring memorandums of agreements with local city and county offices for evacuation
assistance are completed; staff identified to assist in the event of an evacuation; and emergency
evacuation agreement(s) are in place.
Under the direction of the Center’s Chief Operating Office, staff from the Center’s Intellectual and
Developmental Disabilities division will be responsible for assuring an agreement with Richmond
State Supported Living Center for the availability of space and operational assistance for the
provision of day respite. The agreement will be renewed annually.
Annually, the Center will designate contacts – at least one primary and one secondary staff person who will work with the State Disaster Assistance Program in providing crisis coverage and
assistance as needed in the event of a designated emergency, and coordinate the Center’s
participation in State and/or FEMA emergency response as requested. As a part of the Center’s
participation in any State and/or FEMA emergency response, Center staff will be requested to
provide the needed crisis coverage, and will continue until such time that our services are no longer
needed or other staffing arranged. The Center may be requested to provide crisis assistance to
areas outside its catchment area in the event of a major State emergency. The Center’s designated
contacts will act as the primary contacts to the State and/or FEMA in the event of an emergency
response.
It is the responsibility of all Center staff to assure that they are personally prepared and have a
response plan as recommended by State and Local government officials.
3.5.4
General Center Procedures for Hurricanes
The following outlines the primary steps that would be taken in the event of a hurricane emergency.
As hurricanes are unpredictable and subject to sudden changes, the following are to be used only as
a guideline and may be subject to change as the situation presents itself.
The Center’s response
will be primarily dictated by and responsive to the category level of threat, the communities’ call for
evacuation, and the percentage risk of landfall in or reasonably near the Center’s catchment area.
Prior to the Start of Hurricane Season
 Identification of consumers and/or families needing evacuation assistance
 Assist with consumer and/or family enrollment in available community evacuation
assistance
 Identification of staff to assist with the Center’s evacuation activities
 Identification of evacuation equipment and supply needs
 Review of facility securing materials and supplies
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Completion of memorandum of agreements
Location(s) for vehicle storage identified
Crisis response training support and assistance to Center staff and community agencies
Mental Health First Aid training to Center staff, community agencies, and residents and
business within Galveston and Brazoria counties
Participate in community hurricane preparedness meetings and activities
Provide staff and consumer hurricane preparedness educational information
Hurricane Threat Develops
 Essential staff placed on alert
 Program and Service Area Directors contacted
 EBA's and Petty Cash funds replenished
 Programs review emergency supplies and re-stock as needed
 Vehicles reviewed, fueled, and readied
 As hurricanes can develop quickly, Center vehicles should be readily available at all
times during the Hurricane Season. Throughout the Hurricane Season, vehicles are to
be fueled and readied for immediate use at the close of each business day. Center
vehicles should not be allowed to be left at or below 1/3 tank at the close of a
business day.
 Center’s emergency response vehicle stocked, and relocated for immediate access
 Begin notifying consumers and families to prepare for emergency
 Area agencies contacted for available assistance for consumers and families
 Begin initial work on facilities and properties
 Key personnel notified of preparations
 Final listing of relocated consumers and accompanying staff provided to essential staff
 Center operated Residential programs prepare for relocation
 Identified Center evacuation consumers placed on alert
 All outside items, furniture, and equipment cleared or secured at each facility
 Communication initiated with appropriate local emergency and/or county personnel
 Regular updates / status reports provided to all Center personnel
Hurricane Watch Declared
 Facilities secured
 Essential staff placed on notice
 Center operated Residential programs relocated
 If mandatory evacuation called, identified Center evacuation consumers relocated
 Emergency telephone pyramid initiated
 Programs and transportation begin phase down
 Consumer work crews dismissed
 Post storm contact numbers/locations distributed
 Listing of alternate service sites finalized and distributed
 Computer data systems backed up as required and secured appropriately off-site
 Priority staff excused
 Re-assignment of vehicles and equipment per approved MOU’s
Hurricane Warning Declared
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Final check on facilities
Transfer of the Center’s Crisis and other Emergency Phone Number(s)
Programs and transportation discontinued
Remaining vehicles secured and distributed
Remaining staff dismissed
Essential staff come on duty
Red Cross or appropriate local emergency agency contacted for shelter information
Key personnel informed of status
Post Hurricane
 Facilities inspected and damage assessed
 As safely appropriate, conduct staff and consumer welfare checks and follow-up
 Insurance company notified
 Storm equipment removed
 Center programs and transportation resume
 As safely appropriate, evacuated Center operated residential consumers returned
 As safely appropriate, evacuated Center consumers returned
 Work with State Disaster Assistance Program in area crisis coverage response
 As requested, provide crisis coverage assistance at designated FEMA locations
 Alternate service site locations accessed and posted as necessary
 Center consumers and families contacted
 Key personnel notified of damage
 Evaluate procedures and prepare report for Executive Director
 Recognize volunteers and/or emergency crews
 Participate in local emergency response and support
As the Center's services are continual, every effort will be made to maintain critical services in
operation as long as safely possible. Again, the Center’s response will be primarily dictated by and
responsive to the category level of threat, the communities’ call for evacuation, and the percentage
risk of landfall in or reasonably near the Center’s catchment area. As the hurricane develops and
approaches the Galveston and Brazoria county areas, programs and operations will begin phasing
down when a watch is declared. All non-critical services will be phased down first. Phasing down
will include non-medical care activities being discontinued, consumers being sent home or assisted
with emergency information, or staff being reassigned to critical service areas to assist and/or
provide additional support. Priority will be given to those programs and operations in high-risk
areas or in the path of the storm. Program directors or his/her designee will notify one of the
essential staff when their facility is finally completely secured and phased down to closure.
Every effort will be taken to assure that information is distributed and communicated in as quick a
manner as possible and will be done primarily using the Center's Centerwide Emergency Telephone
Pyramid as a guideline. Following the storm, the Center will use all means of communication
available including the Center’s website, Center's Facebook page, alternate Center email address,
newspapers, radio stations, and TV to distribute information to staff, consumers, and families. The
Center’s catchment area’s primary news radio station for use in posting Center information will be
KTRH 740 News Radio. In the event that communication fails prior to the completion of
instructions, staff should prioritize the safety of themselves and their consumers first and act
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accordingly, using these procedures as a guide. The Center will utilize developed alternate means
of communication for use in the event of a major disaster. The Center’s Crisis Hotline Phone
Number will be transferred as instructed to the Center’s Crisis Hotline contractor. All other
emergency numbers will be transferred to a designated center member of the ETBHN; who will
continue to answer through the storm period. The Director Legal Services or other designated
personnel from the Center’s MIS Department will utilize the Center’s website
(www.gulfcoastcenter.org)
and
Center's
Facebook
page
(https://www.facebook.com/GulfCoastCenter) to post status information on the Center and its
services. Information on start up, closures, staff contact instructions, and consumer contact
instructions will be posted on the Center’s website and Facebook page as appropriate. The
alternate Center email address (gccdads@yahoo.com) will be utilized in critical emergency
situations only and only when the Center’s primary network system is not available or operational.
Utilization of the alternate Center email address will cease immediately upon the Center’s primary
network system becoming operational. The alternate Center email address will be for Center staff
and key State contract personnel (DSHS, DADS, HHSC) to contact the Center for information,
emergency instructions, or status reporting. Access to the site to retrieve and respond to
correspondence received will be restricted to the Executive Director and Director Legal Services.
To further assist in distributing and receiving communication, the Center’s Director Legal Services
will post and receive Center and Center program related messages on a designated phone number.
At the time of these procedure’s most recent update, (409) 763-2373 will be the primary number.
Staff may call the phone number for updates, and leave messages of their program’s status. Staff
may not leave personal messages or use this phone number to inform the Center of their situation or
return to work.
Center services will resume immediately following a storm as safely possible. Each staff is
required to contact their primary supervisor within twenty-four hours following the storm’s passing
to advise of their situation and obtain return to work information. Staff failing to notify or contact
their primary supervisor or the Center's Human Resource division within seventy-two hours of the
storm's passing could be subject to personnel action, up to and including termination.
In the event that any part of the Galveston or Brazoria county areas are declared a disaster area or
suffer major damage, the Center will participate as requested with local, state, and federal
emergency response teams in providing needed assistance for the term required to affected
community residents. The Center's Director Legal Services will act as the primary point of contact
in receiving and distributing information in this effort.
3.5.5
Center Operated Residential Programs Relocation
Relocation of Center operated residential program(s) and consumers will begin immediately upon a
hurricane watch being declared for the Galveston and/or Brazoria area; or as instructed by the
Executive Director or his/her designee. Residential program supervisor(s) will prepare and
maintain a listing of those consumers who would participate in the emergency relocation process.
The listing of consumers should be update regularly during the hurricane season, to assure it is
current and representative of the residential program(s) caseload. Additionally, supervisors will
prepare and maintain a listing of Center staff that will assist in the relocation process (provide
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transportation), and those that will be available to respond to consumer related issues as may be
needed. Copies of these listings are to be provided to essential staff upon completion, and updated
as necessary. Center vehicles may be re-assigned to accommodate the relocation process. The
residential program supervisors or his/her designees are responsible for assuring adequate vehicles
are available for transportation. At a minimum, all individuals relocated should bring all required
medications, clothing, and personal hygiene items. The length of time that residential programs and
consumers will be relocated will be dependent on the storm and damages.
Relocation for Center operated residential program(s) may be completed in one of two phases –
Phase One or Phase Two. The Center will maintain two phases of possible residential consumer
relocation; and which phase will be utilized will be dependent on multiple factors - primarily the
potential impact of the hurricane on the Center’s catchment area and the call for mandatory
evacuation. Implementation of Phase One will be determined by the Center’s Executive Director
or his/her designee; and generally implemented when there is minimal risk or projected impact
expected on the Center’s catchment area. During Phase One, relocation is more of a precautionary
move, and expected to be less than five days. In the event of a community mandatory evacuation
order, Phase One is not an option; and the Center will move immediately to Phase Two. Beginning
with the 2011 Hurricane Season, the Center entered into an agreement with the Wood Group to
provide Phase Two emergency evacuation in the event of a disaster in Brazoria and/or Galveston
County. By written agreement, the Wood Group will provide adequate staffing to manage and
monitor those evacuated to the evacuation site by the Center; provide food, shelter, supervision, and
if needed transportation to medical services; and provide those services until the Center determines
that it is safe and appropriate for the individuals relocated to return. Phase Two relocation could
last upwards of ten days or more.
PHASE ONE of the relocation process will consist of the coordination of Center operated
residential program(s) and consumers to an identified Center owned relocation facility. At the time
of this posting, the Center’s only Center operated residential program is the 10-bed HUD funded
Transitional House in Galveston.
During Phase One relocation, in the event the Center’s
catchment area is at risk for a Category 3 or lower hurricane; the Transitional House program,
consumers, and accompanying staff will be relocated to Lone Oak Ranch in Santa Fe to ride out the
storm. Due to the Transitional House’s location on Galveston Island and the risk of flooding; the
program, consumers, and staff must relocate during this time. Relocated program, staff, and
consumers will be responsible for assuring all needed food and supplies, bedding, necessary client
information, and adequate staffing. During Phase One relocation, staff and consumers should
prepare for an estimated three to five day relocation. During this relocation, program operations
will continue as normal; limited of course by the community emergency impact. The residential
program director will assure adequate staffing, activities, and that both staff and consumers have
sufficient materials and supplies to sufficiently operate the program. At no time will Phase One be
an option if there is a mandatory evacuation order.
PHASE TWO of the relocation process will go into effect immediately upon the Center’s
catchment area being at risk for a Category 4 or higher hurricane; or the local or State officials have
called for a mandatory evacuation. During Phase Two relocation, the Transitional House program
and consumers will relocate to a pre-determined site identified by the Wood Group outside the
Center’s catchment area and not in the direct path of the storm.
Preliminary sites identified
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include Wood Group facilities in Waco, San Antonio, or Austin; with final determination approved
by the Center and the Wood Group. Center staff will provide transportation for the residential
consumers to the identified location; assuring that sufficient consumer information is provided to
the Wood Group personnel to safely and adequately provide for those relocated.
Additionally,
Center staff will provide the names and contact information for those Center staff that will be
available to provide crisis assistance, or answer care questions. At a minimum, two (2) Center
staff will be identified and their contact information provided; and those identified Center staff
must be available and responsive to the Wood Group throughout the emergency evacuation period
as provided. The Wood Group will notify the identified contact staff if medical problems arise;
and will provide transportation for a consumer to access appropriate medical treatment (physical
health and/or behavioral health). If a consumer requires additional medication beyond the supply
brought with them during the evacuation, the Center will be responsible for the cost of medications
not covered by the consumer’s Medicaid, Medicare, or other third party coverage. Upon returning,
PHASE ONE may be implemented (or re-implemented) until all relocated residential programs and
consumers can return safely to their regular living arrangements. During Phase Two relocation,
consumers should prepare for an estimated five to ten day relocation.
3.5.6
Other Center Consumer Evacuation Assistance
Annually, the Center will make available educational materials on hurricane preparedness to
consumers and families. Consumers and families will be encouraged to evaluate their needs and
prepare accordingly. The Center will provide assistance to consumers and families with
accessing available community evacuation opportunities. Prior to the start of the annual
Hurricane Season, consumers and families will be provided educational information on the
State’s 2-1-1 community resource database system; as well as other similar system’s specific to
cities and areas within the Center’s catchment area. Consumers and families will be encouraged
to register with these systems. The 2-1-1 system is a statewide system, focused on persons with
special needs who will need assistance in the event of an order to evacuate due to a hurricane
threat. Doing so registers the need and assist cities and counties to adequately plan and prepare.
To register, dial 2-1-1, and after a few seconds the caller will be asked a few questions. All
individuals who may need assistance are strongly encouraged to register early, so that adequate
preparations can be made in the event an evacuation becomes necessary.
Within this pre-hurricane consumer educational process, Center staff will complete a Consumer
Evacuation Recommendation Form (Attachment #2) on each consumer identified as possibly
needing special needs assistance in the event of a hurricane evacuation order. Through the
completion of this form, Center staff will identify special needs, and make recommendations for
the consumer’s evacuation. After the completion of the Consumer Evacuation Recommendation
Form, for those consumers meeting the State’s definition of Special Needs, having no means of
evacuation, and evaluated as being able to safely and clinically evacuate with available
community resources; Center staff will provide additional referral assistance to available
community evacuation opportunities. Additional referral assistance may be made for the
consumer to access Flexible Spending Funds to further assist the consumer in the event of an
evacuation.
After the completion of the Consumer Evacuation Recommendation Form, for those consumers
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identified as meeting the State’s definition of Special Needs, having no means of evacuation, but
not clinically recommended for evacuation with available community evacuation opportunities, a
referral will be made for the consumer’s evacuation with the Center’s evacuation process.
Evacuation special requests from identified consumers with must be presented at this time to the
Wood Group for approval. To evacuate with the Center’s evacuation process, the consumer
must be an adult (over the age of 18), meet the State’s definition for Special Needs, have no
means of evacuation assistance (i.e. family, friends, or personal vehicle), not be on oxygen or
medical life support, and be clinically evaluated by the Center as best evacuating with the Center
and not public community evacuation options. All elements of the evaluation must be met to be
included with those to be evacuated with the Center’s evacuation process. For these identified
consumers, the Center will provide evacuation assistance in the event of a mandatory evacuation
order. Evacuation will occur immediately upon notification of the mandatory evacuation order.
Beginning with the 2011 Hurricane Season, the Center entered into an agreement with the Wood
Group to provide emergency evacuation in the event of a disaster in Brazoria and/or Galveston
County for those consumers identified as meeting the State’s definition of Special Needs, having
no means of evacuation, but not clinically recommended for evacuation with available
community evacuation opportunities, a referral will be made for the consumer’s evacuation with
the Center’s evacuation process. By written agreement, the Wood Group will provide adequate
staffing to manage and monitor those evacuated to the evacuation site by the Center; provide food,
shelter, supervision, and if needed transportation to medical services; and provide those services
until the Center determines that it is safe and appropriate for the individuals relocated to return.
Consumers will relocate to a pre-determined site identified by the Wood Group outside the Center’s
catchment area and not in the direct path of the storm. Preliminary sites identified include Wood
Group facilities in Waco, San Antonio, or Austin; with final determination approved by the Center
and the Wood Group. Center staff will provide transportation for the residential consumers to the
identified location; assuring that sufficient consumer information is provided to the Wood Group
personnel to safely and adequately provide for those relocated.
Additionally, Center staff will
provide the names and contact information for those Center staff that will be available to provide
crisis assistance, or answer care questions. At a minimum, two (2) Center staff must be identified
and their contact information provided; and those identified Center staff must be available and
responsive to the Wood Group throughout the emergency evacuation period as provided. The
Wood Group will notify the identified contact staff if medical problems arise; and will provide
transportation for a consumer to access appropriate medical treatment (physical health and/or
behavioral health). If a consumer requires additional medication beyond the supply brought with
them during the evacuation, the Center will be responsible for the cost of medications not covered
by the consumer’s Medicaid, Medicare, or other third party coverage. This evacuation relocation
will continued until it is determined that the consumers can return safely to their regular living
arrangements. Consumers should prepare for an estimated five to ten day relocation at a minimum.
As the Center will be contracting the emergency evacuation for those consumers identified as
meeting the State’s definition of Special Needs, having no means of evacuation, but not clinically
recommended for evacuation with available community evacuation opportunities with the Wood
Group; all special requests from identified consumers must be approved by the Wood Group.
Special requests may include the request that spouses or significant others accompany them; that
children for which the consumer has legal responsibility for be approved for accompaniment;
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and/or that identified evacuating consumers be able to take their pets with them. Any and all
special requests must be known in advance (minimum 14 days) of a call for mandatory; so that
the Center and Wood Group can completely review each request for approval consideration.
Where the special request cannot be approved, referral for assistance will be made to available
community resources as appropriate.
The Center’s Chief Operating Officer and the Director Adult Mental Health Services will
coordinate with staff and programs to complete the Consumer Evacuation Recommendation
Forms, develop the consumer listing, identify Center resource and equipment needs, coordinate
with the Wood Group, and make appropriate referrals for consumers as identified. Where
necessary, recommendations for access to available consumer emergency funds or Flexible
Spending Funds to assist consumers and families in evacuation or hurricane response can be
made as appropriate. For these referrals, funds will be restricted to assisting the consumer or
family in evacuation or hurricane response only.
3.5.7
Staff Evacuation and Hurricane Response Assistance
The Center’s Executive Management Team will be responsible for assuring that adequate staff
are available to provide evacuation assistance and response throughout the storm period, and
subsequent to the storm’s passing as necessary. This would include staff to assist in the
coordination process, evacuation of consumers, response to the Wood Group, and providing post
storm relief or crisis coverage.
The Center’s Director Human Resources will act as the point of coordination and management of
the recruitment of staff to assist in this process. The Director Human Resources will assure
recommended staff are qualified to provided the identified assistance, and current in trainings
and required certifications. The Chief Operating Officer will work with appropriate staff to
assure the identification of staff to provide clinical and crisis coverage, and that adequate
numbers of staff are identified so as to meet required obligations. The Center’s Chief Financial
Officer and Director of Transportation will recruit and secure the required number of transit
drivers (CDL certified) to fulfill contractual agreements with local cities and counties in the
event of an emergency evacuation process.
For those staff positions and functions that will require identified staff to relocate to fulfill the
contractual agreements; sufficient staff will need to be recruited to not only fulfill contractual
requirements but assure that staff will work no more than seven (7) days straight; upon which
they will need to be relieved from their assigned duty for at least the next seven (7) days before
assisting again. The goal is to have sufficient staffing to provide assisting staff with non-work
and sleep time during their seven (7) day work period. As a general rule, the Center will
continue to pay these staff their regular pay for all hours worked. For non-exempt salaried and
hourly staff, staff will be paid their appropriate overtime rate for hours worked and calculated as
overtime – non-work and/or sleep time will not be included in the overtime calculation. For
exempt salaried staff, staff will continue to receive their regular pay; plus an additional per day
stipend for each day worked up to a possible $125 per day. The Center’s Director Human
Resources will evaluate exempt salaried staff involvement and expected functions, and will
determined the stipend amount prior to dispatching the staff person. The Center’s Executive
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Management Team reserves the right to consider additional recognition as the situation may
present.
Staff must document all hours worked during this time period in detail. As may be required by
possible disaster response reimbursing funding sources, staff may be requested to do so by
completing an additional time sheet attachment outlining their relief activities. This will be in
addition to completing their regular on-line time sheet.
Staff will be reimbursed for any
personal mileage incurred in this process at the Center’s approved mileage reimbursement rate.
For those staff who evacuate and relocate under the Center’s memorandum of agreement with
local cities and/or counties, they will also receive a daily per diem for food equal to the amount
outlined in the Center’s Travel Policy and Procedures. Initially, these staff will receive three (3)
days per diem in advance to assist in their preparation for the evacuation. Staff agreeing to
participate in the Center’s evacuation requirements and required to relocate may bring family
members; but it is requested that this be limited to direct family members only for which the staff
person has responsibility for. As much as the Center encourages staff to provide assistance
during this process; staff are reminded to consider the age and needs of their family members,
and respond accordingly.
3.5.8
Facility Preparation
In the event of a hurricane emergency declaration for the Galveston and/or Brazoria area, where
storm blinds are not installed, pre-cut and labeled plywood coverings shall be used at each facility
the Center has responsibility for to secure the windows and glass door openings. The Center's
Asset Management Director will maintain a facility listing with addresses, lessor information where
applicable, and location of plywood window coverings. The Center’s Asset Management Director
will coordinate and maintain a listing of hurricane readiness teams with designated leaders and
alternate leaders to participate in this process. The Center may contract for such assistance,
however; each facility must have designated staff to coordinate and monitor completion. As
needed, sandbags may be prepared and available for use at those facilities where water entry is a
possibility. The use of sandbags is considered to be assistance in minimizing water damage, and
used only as recommended by the Center’s Asset Management Director.
The Center will post “closure” notices on all Center facilities. The Center’s Asset Management
Director will coordinate the postings, which will be waterproof signs attached to the front door area,
or as near to this entrance as possible. The notice will provide basic information as to the Center’s
closure and recommended contact information. The Center’s Asset Management Director will
coordinate their removal following the hurricane’s passing.
The following represents the general method for applying the plywood coverings for those facilities
with plywood coverings; however, this may vary slightly at some facilities due to their construction.
Each hurricane readiness team designated leader and alternate leader will review each site at the
start of the hurricane season to assure familiarity with the materials location and installation. The
Center’s Asset Management Director may hold hurricane response drills annually; alternating
facilities. During these drills, materials and equipment will be evaluated and updated as needed.
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For those facilities with alternative window and door coverings, specific instructions will be posted
at the facility with installation guidelines. The Center’s Asset Management Director will have
responsibility in coordinating those instructions, and providing training as needed.
Method of Installation
The fastest method for installing the panels will be utilized. This may involve installing the panels
in place with barrel bolts or hex-head screws that are self-tapping.
Instructions for Placement of Panels
Each panel will be numbered or labeled for its' location. The numbering method is as follows:
facing the front of the building, panel number one (1) begins at the first window at the left and
proceeds in a counter-clockwise direction around the building. An arrow is placed on the panel to
mark which way is the top. Panels, which are not numbered, will be labeled appropriately (i.e. front
door, etc)
Storage of Materials
A container with the screws and equipment is located in each facility with the Office Manager and
is clearly labeled "Hurricane Use only". The wood panels are stored at each facility or at a nearby
selected storage area. The panels and accessories must be well maintained and accessible at all
times.
Facility Securing
Each facility will be provided a transport dolly, six-foot step ladder, and multiple pairs of gloves for
staff(s) to utilize in the transport and installation of the window panels. Most panels are secured to
window frames by barrel bolts attached to the panels. Where necessary, metal self-tapping screws
will be on hand at each facility by the panels, to be utilized as needed on glass doors and windows
not compatible with barrel bolts. The Center’s Asset Management Director may reassign Lawn
and Facility Services’ staff to assist in securing facilities as needed. Hurricane readiness materials
will be removed from facilities as soon as safely possible; using the same process as they were
installed.
Facilities
At the time of this posting, Center facilities and location of securing materials are as follows:
Facilities
Bayou House – Angleton
Location of Hurricane Readiness Materials
GCC – League City
Northern Brazoria CSC – Alvin
Window panels and sand bags are located in the shed on south side
of house
Window panels and sand bags are located in the attached garage.
Lawn Service will bring an extension ladder for installation of high
garage windows
Window panels are located in the shed in the back of the building.
Window panels and sandbags are stored in the shed
Harbor House – Texas City
Island House(s) – Galveston
Jones Building – Pearland
Window panels are located in the shed in the back of the building.
Window panels and sandbags are located in the back of the houses.
Window panels are located in the back storage area of the
Boat House – Angleton
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Lone Oak (House) – Santa Fe
Lone Oak (Ranch) – Santa Fe
Mackey Buildings – Texas City
Mainland CSC – Texas City
MIS Operations – Alvin
Southern Brazoria CSC –
Angleton
workshop.
Window panels and sandbags are located in the shed behind the
house by the playground. The extension ladder located in the barn
will be utilized for the second story windows.
Window panels are located inside the barn by the manager’s office.
An extension ladder is located in the barn for installation.
Window panels are stored in the utility room of Mackey Building
A. Sandbags are stored in Mackey Building B.
Window panels and sandbags are stored in the shed by MCSC
Building #1.
Window panels and sandbags are stored in the shed behind the
building.
Window panels are stored in the shed on the east side of Southern
Brazoria CSC Building 1 by the parking lot.
Generators
To further support its operations and return to services, the Center will provide and maintain
generators. The Center will provide and maintain several small, portable generators; one mobile
diesel unit; one diesel gas generator (Lone Oak Ranch) and one 80kw natural gas generator
(Northern Brazoria CSC - Alvin). The Center will assure that carbon monoxide testers or other
appropriate safety monitoring devices are installed at all locations that could be affected by
generator use; and that staff are sufficiently trained in the generator operations and safety
procedures.
 Portable Generators
The small, portable generators will be made available for minor service continuance. The
Center’s Asset Management Director will coordinate their distribution and monitor use.
At least two (2) staff persons at the facilities where the generators are stored will be trained
annually on the operation of the electrical generator. Training will be documented and at
least quarterly, either the Center's Facility Safety Officer or the Asset Management Director
will inspect the generator(s) and document accordingly. For safe operation, the electric
generators are to be operated outdoors, under an overhead shelter to protect them from the
rain. Generators must be well ventilated at all operating times and never used or operated in
a closed area or by untrained staff. The operator's manual is to be located with each
generator and should be referred to for other safety precautions. Only unleaded gasoline can
be used. Two (2) five (5) gallon safety-approved gasoline cans and two (2) 25' or 50' heavy
duty, weather proof extension cords must be available for each generator. At a minimum,
one or more of these generators will be located at the Lone Oak Ranch facility in Santa Fe,
and the Administrative Services warehouse. These generators will be relocated as necessary
to maximize usage and maintain services.
 Mobile Diesel Generator Unit
Installed in August 2007, this generator unit is mounted on a trailer to facilitate relocation as
may be needed by the Center and its services. Depending on the hurricane threat location,
the generator unit will be relocated and properly secured, to provide immediate access after
the storm’s passing.
Re-location priority will be given to maximizing the Center’s
resources so as to provide services as soon as safely possible. Regular, scheduled training
Page 15 of 34
and maintenance will be conducted on the generator to assure proper operation and use.
The Center’s Asset Management Director will have primary management responsibility of
this generator.
 80kw Natural Gas Generator
Installed in August 2007, this generator unit is located at the Center’s Northern Brazoria
CSC - Alvin facility. This site was selected as it is also the primary location of the Center’s
computer network system and servers.
The generator system is tied directly into the
facility to minimize service interruptions and maximize return to service options.
Depending on damage and access ability, the Alvin CSC facility may act as the Center’s
primary management site due to the location of this generator.
Regular, scheduled
training and maintenance will be conducted on the generator to assure proper operation and
use. In partnership with the Center’s MIS Department, the Center’s Asset Management
Director will have primary management responsibility of this generator.
 Diesel Gas Generator
Installed in the fall 2009, this generator unit is located at the Center’s Lone Oak Ranch –
main house – facility in Santa Fe. This site was selected as it is also a Phase One relocation for the Center’s residential program. The generator system is tied directly into the
facility to minimize service interruptions and maximize return to service options.
Depending on damage and access ability, the Lone Oak Ranch facility may act as the
Center’s residential alternate site until the primary location can be re-accessed. Regular,
scheduled training and maintenance will be conducted on the generator to assure proper
operation and use.
The Center’s Asset Management Director will have primary
management responsibility of this generator.
Emergency Response Vehicle
Acquired in 2011, the Emergency Response Vehicle will be available during a hurricane emergency
to provide post-storm community assistance, and/or an alternate service delivery option in the event
of major facility damage.
The Center’s Asset Management Director will have primary
responsibility for assuring operating procedures are in place. These procedures will be considered
an integral part of those procedures, and referenced as an attachment accordingly. The Center’s
Asset Management Director will be primary responsible for providing annual training to all staff
with potential to coordinate the use of the vehicle. The Director Adult Mental Health Services in
coordination with the Center’s Asset Management Director, will assure needed supplies and
materials are in the vehicle, to assure its availability for immediate use following the hurricane
emergency.
In addition to the Emergency Response Vehicle, at least one (1) of the Center’s larger vehicles will
be identified, and secured for use as a possible mobile clinic should Center facilities suffer damage
such as preventing access and service deliver. Additionally, at least two (2) other Center vehicles
will be identified, and secured for use as support to the possible mobile clinics set up. These
vehicles will provide staff working the mobile clinic sites options to provide assistance to those
served at the mobile clinic site locations. These identified vehicles will be co-located with the
Emergency Response Vehicles. For clarification, the intent in using the Emergency Response
Vehicle or the alternate larger vehicle is not to operate a full clinic site; but provide a temporary
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means to provide direct basic assistance and contact opportunities to those served during an
emergency period. As best as possible, the vehicles will be parked on or near one of the Center’s
four mental health adult clinics or on or near one of the Center’s two mental health child clinics.
Decision of their utilization will be determined based on need, damage situation, and accessibility;
as well as community need. The vehicles will be stored during the storm at pre-determined sites
identified for other Center vehicle storage (3.5.9 Vehicle Preparation). Determination of the site
will be made by the Director Legal Services and Asset Management Director; and will be based on
intensity and direction of the incoming storm, and potential need post-storm.
Post Hurricane Emergency Needs
The Center’s Asset Management Director will assure that the Center has available materials and
supplies so as to make emergency repairs, pending completion of repairs and maintenance. The
Center’s Asset Management Director will maintain a listing of available vendors to assist in
completing needed facility repairs and maintenance; and will coordinate with these vendors for
completion of repairs. Within twenty-four hours (or as safely possible) all Center facilities will be
reviewed and damage assessed. The Center’s Asset Management Director will work with the
appropriate insurance carrier for all claims and coordination of repairs and maintenance.
3.5.9
Vehicle Preparation
At the start of a hurricane emergency, all Center vehicles will be reviewed, fueled, and readied and
remain that way throughout the threat period. Vehicle Custodians should assure that vehicle
emergency equipment will be located and re-stocked as necessary. The Executive Director or
his/her designee may during this time, re-allocate vehicles to essential staff or priority programs as
deemed necessary. Priority will be given to those vehicles equipped with mobile radios, phones, or
GPS systems; so that staff may remain in contact with the Center. Vehicles not assigned during this
time will be located to previously identified vehicle storage areas. The Center will enter into an
agreement with Santa Fe ISD for vehicle storage area – the highest location within Galveston
County; and reasonably located to all Center locations. The agreement will be reviewed annually
for continuance. The Center may also utilize space available at the Victory Lakes Park-n-Ride in
League City; a Center operated facility completed in May 2012.
As hurricanes can develop quickly, Center vehicles should be readily available at all times.
Throughout the Hurricane Season, vehicles are to be fueled and readied for immediate use at the
close of each business day. Center vehicles should not be allowed to be left at or below 1/3 tank
at the close of any business day.
3.5.10
MIS Preparation
The Center’s MIS Department will be primary responsible for providing oversight and
management of the Center enterprise network system. The Center’s MIS Department will
coordinate the security and safe-keeping of data files and back-up materials; and provide
recommendations for security and maintenance of the Center’s computer equipment and
enterprise network system. In the event of a hurricane emergency and computer service or access
interrupted; priority will be given to critical clinical services. All back-up materials and diskettes
will be properly secured off-site.
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It will be the responsibility of the Center’s Director Information Technology or his/her designee
to assure that the Director Legal Services and Asset Management Director are kept informed
through-out the shut down and re-start procedures. Should the situation present, determination
of priority programs and services will be that of the Executive Director or his/her designee.
Backing up Data Files
In accordance with standard MIS Department recommendations, all Center staff are to back-up
all Center-related computer files and data information on a regular basis to their designated
folder on the centerwide network. This ensures that Center work is backed up nightly by the
Center’s automated backup systems; and readily available in the event of a hurricane emergence.
Staff having questions regarding computer back-up procedures should contact the Center’s MIS
Help Desk for assistance.
All CMHC and associated system data is regularly backed up nightly by an automated back-up
system in the Center’s MIS Department. In the event of an impending hurricane emergency, an
additional back-up will be run just prior to initiating centerwide network shut down procedures.
When the backup is completed and verified, it will be immediately transported to the designated
bank vault in Alvin for offsite storage and safekeeping from storm damage.
Hurricane Readiness Teams Assistance
The Center’s MIS Department will work with the existing hurricane readiness teams at each
facility and service site to review and train on MIS related hurricane preparedness procedures and
requirements. The hurricane readiness teams will be instructed by the designated MIS staff
member on PC, printer, and laptop preparations prior to hurricane season each year. In addition,
one person and a designated back up person from each hurricane readiness team will be selected
to receive additional training on server shut down and re-start procedures. A list of these
individuals will be compiled just prior to hurricane season; and provided to the appropriate
Center staff including the Center’s Director Information Technology, Asset Management
Director, and the Director Legal Services. The Center’s Director Information Technology or
his/her designee is responsible for coordinating with the hurricane readiness teams and providing
the necessary training each year.
These trained individuals will also be trained in the
coordinated shut down and restart of the Center’s telephone VOIP systems. All shut down and
restart will be in accordance with technical guidelines established by the system vendor.
Additionally, the Center’s Director Information Technology or his/her designee will also be
responsible for scheduling and conducting a “practice” of network shutdown and restart
procedures each year in preparation for hurricane season. This “practice” and results will be
documented and follow-up provided. A copy of all will be provided to the Center’s MIS
Director Information Technology, Asset Management Director, and the Director Legal Services.
Desktop Computers
Once the order to secure Center facilities is given, the hurricane readiness teams at each facility
will do the following:
Page 18 of 34
1) Properly shutdown all facility computers and turn off peripheral devices (printers,
scanners, etc.)
2) Unplug all computers and peripherals from the power sources and network outlets.
3) Cover and secure all computers, monitors, and peripherals with plastic and tape
securely.
4) Plastic or plastic bags (preferably 4mil thick) should be carefully placed over the
computer and secured. Do not pick up and place the equipment in the bag; just place
the plastic securely over and around the equipment.
5) The process identified above should also be followed for any additional electronic
equipment located in the facility such as fax machines or postage machines.
6) Movement of computer equipment should be minimized to protect against inadvertent
damage due to jostling or bumping. However, any PC’s or printers or other electronic
equipment near a window, or in an area prone to damage from a storm, should be
elevated and/or moved to a secure height and/or area. In addition, any computer
related equipment (such as a surge protector, speakers, etc.) on the floor needs to be
removed and placed on the desktop safe from rising water.
7) As best as possible, related computer equipment (i.e. CPU, monitor, speaker, key
board) should be stored and secured together as a system. At a minimum, equipment
should be properly labeled or identified for easy re-assembly.
8) Unplug all telephone handsets from the wall
9) Do not gather all computers and other electronic equipment to one central location of
the facility; instead maintain the computer and other electronic equipment disbursed
throughout the facility.
Laptop Relocation
All staff with laptops should pack the laptop and all its accessories in the appropriate case. The
laptop and case should accompany the staff member when they leave the facility. As always,
staff will be responsible for the care and maintenance of the equipment while in their care.
Network Shutdown
 Remote Servers
Once all desktop equipment is secured and the final backups completed and verified, the Center’s
Director Information Technology or his/her designee will initiate network shut down procedures.
One facility at a time will be shut down. This entire shutdown operation will occur under the
specific direction and coordination of the Center’s Director Information Technology or his/her
designee. The shutdown will timed and coordinated so as to assure and maintain data integrity.
The “network trained” hurricane readiness team members at each site will follow the following
procedure:
1) Shut down server
2) Turn off the power switch.
3) Turn off the power strip and the UPS
4) Unplug electrical power cords from the electrical wall outlets
5) Move the server up off the floor and secure in safe area.
6) Allow the server to cool and cover with plastic and secure with tape.
7) Call Network manager and report shutdown complete.
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 Alvin Server Shutdown
After all remote facilities are shut down and properly secured, the final step is to shutdown all the
Alvin (primary location at the time of this at the time of this posting) servers and equipment.
This will include the shutdown of the Center’s VOIP Telephony equipment. The Center’s
Director Information Technology or his/her designee will perform this process with the
assistance of other available MIS Department staff.
1) Power down equipment in accordance with each unit’s technical guidelines.
a) VOIP Telephony
b) SCO box
c) 2 Bui Servers
d) back up server
e) SQL server
2) Unplug power cords.
3) Unplug power strips and switch off UPS’s.
4) Allow equipment to cool, and as appropriate, drape and secure with plastic.
Equipment must cool adequately to avoid formation of condensation under the plastic.
Take great care not to disturb or damage any fiber optics, switches, and racks.
5) Shut down dedicated A/C unit, shut, and lock door.
MIS Facility Preparation
In addition to normal shutdown procedures followed by other remote facilities, the Center’s MIS
Department will:
1) Take all training laptops and accessories and secure in appropriate case. Place each
laptop and case up on a training table and drape and secure with plastic.
2) Remove the LCD projector from the ceiling and place it in its appropriate case. Cover
with plastic and store with training laptops.
3) The Center’s MIS Department will assure that all of the Center’s purchased original
licensed software is properly stored in its appropriate case or box. The software will
then be placed in large plastic bags, tied, and secured; then placed back in the
software cabinet and lock securely.
Electrical Power in Tact to Server Room
After a hurricane emergency, the Center’s immediate priority with regards to MIS services will
be to verify status of equipment and restore functionality of the Center’s LAN’s and WAN to the
extent necessary to get CMHC and associated systems operational to support the re-opening of
both adult and child medication clinics. The following is the order of priority in which facility
equipment is restored to operational status:
1.
2.
3.
4.
5.
101 Brennen, Alvin (all servers and phone system)
League City-Amegy Bank (MIS help desk and system monitor)
League City Administration
Texas City Clinic
Angleton Clinic
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6. Galveston Clinic
7. Children’s clinic Anchor Point
8. All others
Once the hurricane emergency has passed, the Center’s Director Information Technology or
his/her designee will proceed to the League City –Amegy Bank facility to determine the status of
the building, electrical power, DS3, T1’s and all other mission critical network equipment.
Once safe entrance is determined or possible, the first task is to determine if electrical power
remains intact. An inspection of the building and server room will be conducted. If standing
water or flooding is noted, no electrical or network equipment will be started until the water has
receded and the area is dry.
It is the responsibility of the Center’s Director Information
Technology or his/her designee to determine when it is dry enough to start the equipment.
If the area is dry and electrical power remains, normal re-start procedures of all servers and
phone systems will be initiated. Re-start will be in accordance with the technical guidelines
established for each server (SCO box, Exchange server, Bui servers, etc.).
Once the main location of the servers and equipment are back on line, the Center’s Director
Information Technology or his/her designee will contact the designated hurricane readiness team
member at each additional Center facility by cell phone. The call will result in a status report on
each building, its server, and computer equipment. Those locations reporting no damage and no
loss of power will be given the “ok” to begin restart of their server. Each facility will be brought
up only at the designated time and under the specific direction of the Center’s Director
Information Technology or his/her designee. All will be coordinated via each facility’s
designated cell phone. Locations reporting a questionable server status will have a Center MIS
Department staff person dispatched. This staff person will make a closer inspection and
determine whether the server and associated equipment can be re-started.
Once the servers are back on line, each facility will be given the “ok” to begin reconnecting
computers and all peripheral equipment. The designated staffs from the hurricane readiness
teams will assure that equipment is brought back on line slowly since power surges are likely
after such emergencies. This also includes the re-start of all network printers. Each facility will
report to the Center’s Director Information Technology or his/her designee when all equipment is
reconnected and back on line. The Center’s Director Information Technology or his/her designee
will review each LAN and the WAN to assure connectivity of the T1’s and the DS3. Any T1’s
appearing out shall be immediately reported to SBC for repair scheduling.
If any one of the priority clinic sites is unable to achieve connectivity with the WAN, the
Center’s MIS Department will dispatch laptop computers equipped with aerial internet cards to
be utilized until such time that normal connectivity can be established. It will be the
responsibility of the Center’s Director Information Technology or his/her designee to detail,
report, track, and follow-up on all network connectivity related repairs.
Each facility’s designated hurricane readiness team member will complete a form identifying the
number and problems noted with any PC’s or peripheral equipment during the reconnect and
restart procedures. These forms can be faxed or emailed to the Center’s MIS Department helpPage 21 of 34
desk for initiating the proper action. Priority will be given to computers designated as essential
to clinic operations. It will be the responsibility of the Center’s MIS Department personnel to
provide a replacement computer, for use, until the priority computer can be repaired or replaced.
No Electrical Power To Server’s
If it is determined electrical service is not intact at the MIS main facility, the Center’s Director
Information Technology or his/her designee will attempt to determine the length of time before
service is restored. The Center’s Asset Management Director will provide consultation with the
Center’s Director Information Technology or his/her designee with regards to power related
issues; and act as primary contact with the power company. If it appears that service cannot be
restored within 1-2 hours, the Center’s Director Information Technology or his/her designee will
give the call to begin start-up of the supplemental generator. It is the responsibility of the
designated Center MIS Department generator team to get the generator started and provide
oversight of its safe operation during the entire time it is needed. The Center’s MIS Department
staff will take shifts as necessary along with other designated staff to keep it running.
Only equipment necessary to bring up the servers and support the Alvin clinic will run with
generator power. Non-essential equipment will not be powered up during the generator’s
operation. The Center’s Director Information Technology or his/her designee will determine
which equipment is priority following determination consultation with the Center’s Director
Legal Services, Asset Management Director, and/or Chief Operating Officer.
Once power is provided to the building via the generator, normal system start-up procedures of
the Alvin servers will commence. While generator power is in place, only priority sites will be
brought back on line to limit the activity to this equipment. Priority sites will be contacted for
status and each will be given the command to initiate start up procedures. In the event a remote
site has an inoperable server, or is unable to achieve connectivity, the site will utilize laptops
with aerial internet to connect with CMHC and other internet based applications necessary to
clinic operations.
Disaster/Recovery Purposes
The Center’s MIS Department will maintain and post a Center MIS Disaster/Recovery Plan. The
Center’s MIS Disaster/Recovery Plan will be separate and apart from hurricane emergency
procedures; and cover catastrophic loss of Center equipment and/or damage to Center facilities
preventing proper re-start or MIS operations. As related to hurricane emergencies and the
Center’s post-hurricane emergency response as related to MIS services, if determined there is
significant enough damage to the building and servers at the Alvin facility that the WAN cannot
be properly and completely restored, MIS Disaster/Recovery procedures will be initiated. This
will be at the direction of the Center’s Director Information Technology or his/her designee
following determination consultation with the Center’s Director Legal Services, Asset
Management Director, and/or Chief Operating Officer. The pre-storm back up will be taken to
the designated Non-Center site per the Center’s MIS Disaster/Recovery Plan and loaded on
alternate SCO box. Designated Center facilities and programs will achieve connectivity with
CMHC via VPN connections to the designated disaster site.
Purchase, and/or repair of the affected equipment will then be initiated in accordance with the
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Center’s MIS Disaster/Recovery Plan. Once the equipment is repaired/replaced, normal network
startup will be initiated.
3.5.11
Service Operations
All Center services will review and develop Individual Disaster Plans specifically for their
service area; addressing pre-, during, and post hurricane operations. Consideration should be
given to the following:

Adequate computer equipment to support needs, and provide access to forms.
Alternative options should be considered; such as availability of hard copies of
key forms, file folders, pens and pencils, paper, and storage containers.

Caseload listings; including basic consumer contact information
 MapQuest of consumer addresses (sorted by zip code)

Contract listings; including basic contact information

Staff responsibilities and expectations

Staff contact information

Respite services for consumers and families

Key program needs; including medications, lab services
3.5.12
Mental Health Medication Services Preparation
Mental Health Medication Services Hurricane Emergency Procedure Purpose:
-
-
To secure and safeguard medications
To provide guidelines for assembling medications and other items necessary for medical
clinic operations
To identify options for medication provision in the event of an evacuation and/or
significant site damage
To identify those individuals most dependent on the Center for medication treatment and
promote a means to maintain that treatment in the event of an evacuation and/or site
damage
To identify a process to inform clients of Center procedures in the event of an evacuation
and/or significant site damage
To identify an out of area contact for each client
I. Pre-Evacuation
A.
Medication Inventories during Hurricane Season
1.
Each county will maintain Crisis Medications in a container suitable for
transport
2.
An inventory binder will be placed in the transport container that provides
for a perpetual inventory upon distribution of the medications
3.
Crisis Medication Inventories will include at least the following:
ORAL Medications
Abilify
Amitriptyline 25 mg
IM Medications
Lorazepam IM or IV
(M-CSC, SB-CSC)
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Buspirone 15 mg
Cogentin Ampule 1 mg 2cc
Citalopram 20 mg
(M-CSC, SB-CSC)
Lexapro (samples)
Diphenhydramine 50 mg IM
Lithium carb 300 mg
(M-CSC, SB-CSC)
Prozac (fluoxetine) 20 mg
Risperdal Consta 25 mg & 50 mg
Risperdal (risperidone) 2 mg
Haloperidol decanoate
Seroquel XR 300 (samples)
Fluphenazine decanoate
Trazodone 100 mg
Zoloft (sertraline) 100mg
Benztropine 1 mg
Clonazepam 1 mg
Diphenhydramine 25 mg (M-CSC, SB-CSC)
Hydroxyzine 25 mg
B. The following supplies necessary to support the operation of a mobile medication
clinic will be placed in the Emergency Vehicle with a secondary supply at Southern
Brazoria CSC:
1. Gulf Coast Center prescription forms, 1 package
2. ETBHN prescription forms, #50
3. Medication Distribution sheets, #50
4. Disposable gloves, 1 box
5. Return Appointment/clinic business cards, #100
6. Alcohol preps, #50
7. Band aids, #50
8. AIMS forms, #20
9. Nursing progress notes (blank), #50
10. Injection Records, #25
11. Clozaril forms (1-2 week supply)
12. Ink pens, black, #10
13. Stapler, mini
14. Tape dispenser, mini
15. Paper clips, 1 box
16. Legal pads, #2
17. Post It notes
18. 10 manila folders
19. 10 pocket folders
20. Hand Sanitizer, waterless
21. Paper towels, 1 package
22. Spray disinfectant
23. 2011 calendar
24. Brown lunch bags, 1 package
25. Zip-lock bags, 1 box
26. Medication Consent Forms, #25
27. Lab requisitions, #25
28. Syringes (two week supply)
29. Vacu-tainers (#25)
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30. Tourniquet
31. Stethoscope
32. Sphygmomanometer
33. Thermometer with disposable covers
34. Stock bottle Diphenhydramine, #400
35. OTC analgesic (ex: Tylenol or Advil)
36. Mini brown envelopes
37. Sharps container, small
38. Bio-hazard bags
39. Flashlight with extra batteries
40. Physicians’ Desk Reference (PDR) in electronic format
41. Medication Services Manual
42. Scissors
43. First Aid Kit
44. Disposable masks
45. Insect Repellant
46. Sun Screen Lotion
47. Local Community Resources (food/shelter/emergency assistance)
B.
Risperdal Consta
1.
Each clinic shall keep in reserve an insulated container adequate to
transport the clinic inventory of Risperdal Consta
2.
Four packets of gel ice-substitute will be kept frozen at each clinic for the
transport of Risperdal Consta
3.
An inventory log shall be maintained for placement with the Risperdal
Consta if transport is necessary
D. Pharmacy Services
1. East Texas Behavioral Health Network (ETBHN) Pharmacy
a. Phone:
800.564.6701
b. Fax:
800.564.7591
c. Address:
2704 Homer Alto Road
Lufkin, TX 75904
d. Emergency contact: 936-240-5808, cell # Laura Steelman
e. Commercial carriers (ex. FED EX) will likely refuse to enter Galveston
and Brazoria Counties after the issuance of a Hurricane Warning or
Evacuation Order (even a Voluntary Evacuation Order). At such time,
Gulf Coast Center shipments may be directed to a Harris County address,
as appropriate for delivery and distribution by Center personnel
2. Clients will be instructed to take Rx bottles with them in the event of an
evacuation, regardless of the quantity remaining in bottle (if a significant
hurricane impact occurs, pharmacies will likely honor the refill of prescription
when presented with intact orders on a pharmacy bottle). In the event that clients,
dependent on the Center for medication provision (have no pharmacy benefits)
needs refills during an emergency situation and the Center is not able to provide
the medications, the Center will provide reimbursement for client purchased
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medications according to the following guidelines:
a. Only formulary medications prescribed by a Center physician’s current
order
b. Legible pharmacy receipt is presented to clinic staff, itemizing
medications (Center to keep original and return a copy to client)
c. An initial 2 week supply will be reimbursed; if Center operations are
compromised for a longer period of time, additional quantities will be
considered as warranted
d. Reimbursement amount not to exceed $500 per person
e. Lost medications will not be reimbursed
f. The guidelines in this section will be made available to clients as
appropriate (ex: attachment #1 provided at time of clinic visit & also
posted in clinics)
E. Medication Evacuation Bags
1. To be distributed to all MH Adult clients at the beginning of Hurricane Season
2. Quart or gallon size zip-lock freezer bags, with the following attached on 3” x
4” mailing (waterproof) label:
NAME:
ADDRESS:
___________________________________
___________________________________
___________________________________
EMERGENCY CONTACT & #:____________________
___________________________________
PHYSICIAN: ___________________________________
THE GULF COAST CENTER
(fill in clinic #)
EMERGENCY MED LINE: 281.585.7300
ALLERGIES: ___________________________________
Place all medications in original bottles in this bag. Also, consumers should
be reminded to bring a picture ID.
3. Designated clinic personnel will fill in the appropriate information in the label
blanks, explain the Medication Services Hurricane Procedures (per attachment
#1) to each client and place a copy of attachment #1 in the client’s Medication
Evacuation Bag, advising the client to keep the bag in an accessible location
G. Identification of an Out of Area Contact
Each client will be asked to identify an Out of Area Contact by name and phone
number. This information will be listed on a printed label and will be adhered to
the inside front cover of the chart binder.
H. Individuals most dependent on Center for Medication Treatment-During Hurricane Season, the clinics will maintain a folder with copies of the most
current physician orders and an inclusive listing/spreadsheet for:
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1.
2.
3.
4.
5.
Risperdal Consta
Invega Sustenna
Haldol (haloperidol) Decanoate
Prolixin (fluphenazine) Decanoate
Clozaril/Fazaclo/clozapine
II. Evacuation
The Medication Assistance Director and Staff (as identified by the Director Adult Mental Health
Services) will be responsible for the evacuation of medications and medical supplies in the 4
clinics, as appropriate, depending on the particular circumstances.
Two individuals of this
group will have access to each clinic so as to provide back up if an after hours / weekend
evacuation is necessary. Additional staff may be asked to assist as appropriate, depending on the
particular circumstances.
III. Post-Evacuation
The Medication Assistance Director and Staff (as identified by the Director Adult Mental Health
Services) will assist in coordination of the delivery of medications and supplies to a determined
rendezvous site if clinics are not operational.
3.5.13
Consumer Support Services Preparations
The following outlines the primary steps that would be taken in the event of a hurricane
emergency by the Center’s Consumer Support Services. Consumer Support Services (CSS) has
primary responsibility for the maintenance, coordination, and oversight of consumer related
funding and emergency support opportunities; including consumer payee bank accounts, and
available flexible funds. All confidential records within and related to CSS will be properly
secured in metal locked cabinets.
Hurricane Threat Develops
Consumer Accounts
 Per CSS Consumer Accounts procedures, payee consumers will have emergency
funds budgeted during the hurricane season, June through October each year.
 Consumers will be provided their budgeted emergency funds at the initial phase of the
emergency alert
 CSS Consumer Accounts staff will distribute consumer emergency funds to each
clinic and identified case management staff will distribute to consumers.
 Computers and Printers will be covered and all equipment removed from the floor
and covered as instructed by the Center’s MIS Department.
 Checks will be secured in a locked box and removed from the facility by the CSS
Specialist; as approved by the Center’s Executive Director or his/her designee.
 As instructed by the Center’s MIS Department, the Cfm and Cfm2 program files
(CSS software system) will be backed up as required and downloaded on to an
approved portable data storage device for transport and maintenance by the CSS
Program Director.
Post Hurricane
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Consumer Accounts
 The CSS Specialist will be available at the identified location, or GCC mobile clinic
units for consumer account assistance if Center network is inaccessible.
 Using the portable data storage device back-up for maintaining the Cfm and Cfm2
programs, accounts are verified and consumer checks are manually issued as needed.
 All disbursements will be posted manually to a spreadsheet for future transfer to
program system.
3.5.14
Mental Health Children’s Hurricane Procedures
Purpose
The intent of this hurricane procedure is to describe the process Child & Adolescent Mental
Health Services will follow in the event a local disaster of any kind leads to the inability to
operate the respective clinics as usual. Disaster impacting the local community yet not resulting
in significant structural damage to the operation’s assigned facilities may result in a response
from Child & Adolescent Mental Health Services as requested and directed. An organized
response to a disaster is subject to change in legislation and redefinition by state committee and
therefore may be revised in the event of a disaster as required or necessary. Child & Adolescent
Mental Health Services will follow Procedure: 3.00.04 Hurricane Emergency Procedures as the
overall governing policy for step by step procedures set below.
Definitions
Essential Staff – Refers primarily to Children Leadership Staff.
Emergency Supplies – One plastic tub per clinic location consisting of the following:
 Prescription tablets including triplicates #1 package;
 Disposable gloves #2 boxes;
 Return appointment/clinic business cards #100;
 Hand gel #4 bottles;
 AIMS Form #10;
 Black ink pens #1 box;
 Mini stapler #1 and staples #1 box;
 Tape dispenser and tape #1;
 Paper clips #1 box;
 Regular note paper #4 tablets;
 Post-it notes #1 package;
 Manila folders #1 box;
 Paper towels #1 package;
 Spray disinfectant #1 bottle;
 Current calendar #1;
 First aid kit #1;
 Stethoscope #1;
 Pediatric and adult blood pressure cuffs #1 each;
 Flash light with extra batteries #1;
 Current PDR #1;
 Current DSM #1;
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








Consent for Treatment #1 package;
Mutual Exchange Verbal Consent #2 package;
Written Information Consent #2 package;
HIPAA Privacy Practice #1 package;
Printed Microsoft Word Template for manual documentation if needed #20;
Physician Team Medication Evaluation Form #20;
Printed Microsoft Word LPHA Admission Evaluation Template for manual
documentation if needed #20;
Printed Microsoft Word Financial Template for manual documentation if needed #20;
Coloring Books, Crayons, Reading Books, Story Books and puzzles as available and
appropriate.
Emergency Roster – Pyramid listing of all staff currently assigned to Child & Adolescent
Services.
Priority Staff – As defined by Center Hurricane Emergency Procedure 3.00.04.
Disaster Preparation Education Service – Assure the following key elements are reviewed with
families:
 Child’s medication function, dosage, side effects, and medical dangers associated with
abruptly stopping medication;
 Completion of a provided template allowing client’s medication name and dosage to be
listed including physician name, Center staff assigned, Center Crisis Hotline number and
Center address;
 Provide families with self adhesive name tags allowing guardians to write their child’s
name, address, parent name and cell phone to be attached to their child during actual
evacuation;
 Coping strategies and development of a plan of action for families specific to preparation
for hurricane evacuation.
Psychological First Aide – Evidence-informed modular approach for assisting children,
adolescents, adults, and families in the immediate aftermath of disaster and terrorism.
Center – The Gulf Coast Center
Hurricane – Severe tropical weather system as defined by the National Weather Service. For
these procedures, this may include any identified tropical weather activity such as tropical wave,
tropical depression, tropical storm, and/or hurricane.
Phase Down – Refers to the period and activities that will occur prior to the Center’s operations
being closed completely in response to a hurricane emergency. May include non-medical care
activities being discontinued, consumers being sent home or assisted with emergency
information, or staff being reassigned to critical service areas to assist and/or provide additional
support.
Responsibility
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It is the responsibility of the Director of Child & Adolescent Services to make certain that
procedures are practiced as indicated. Director of Child & Adolescent Services will identify key
staff to assist with implementation of procedures set forth.
Hurricane Threat Develops
 Essential Staff are put on alert;
 Review emergency supplies and re-stock as necessary;
 Review Service Area Emergency Roster;
 Vehicles reviewed, fueled and readied;
 Begin notifying consumers and families to prepare for emergency;
 Implement education service specific to disaster preparation for families;
 Attempt to coordinate and assist admitted families in the process of refilling or filling
prescribed medication to assure medication supply of 30 days for client;
 Identify any families without evacuation transportation or location to evacuate to in order
to provide referrals of resources as available – accessing emergency funds as available;
 Secure or clear all outside items, furniture, and equipment at each Child & Adolescent
Service Clinic location;
 Regular updates / status reports provided to all Child & Adolescent Staff.
Watch Declared
 Child & Adolescent Emergency telephone pyramid initiated;
 Assure all staff has the current Child & Adolescent Emergency Roster, Center Website
Address, Center and Service Area Disaster/Emergency Procedures;
 Alternate service sites finalized and discussed with all Child & Adolescent Staff;
 Assure staff have their assigned lap tops with note templates in Word;
 Instruct staff to evacuate with their assigned lap top;
 Three (3) Child & Adolescent Facilities secured;
 Desktop computers secured as required by Center policy;
 Essential staff identify staff to phase down as necessary within current situation;
 Phase down staff as possible and priority staff excused;
 Assure all families reached have access to 30 day supply of all prescribed medication for
client.
Warning Declared
 Vehicles secured at location required by Center policy;
 Services discontinued;
 Remaining staff dismissed;
 Essential staff to take emergency supplies off site in evacuation.
Post Storm
 Facilities assessed to determine availability of regular operation;
 Re-set facility to pre-storm operation;
 Participate in local emergency response and support;
 Coordinate services resuming under regular operation if no structural damage impeding
that operation is evident or under use of alternate service site;
 Assure all staff have their assigned lap tops;
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

Disaster resulting in working off line staff will utilize Word templates to document their
services provided until brought back on-line;
Initiate provision of Psychological First Aid to clients and families served as appropriate.
3.5.15
Attachments
1. Centerwide Emergency Telephone Listing (1) and Attachment (1A)
2. Consumer Evacuation Recommendation Form
3. Emergency Response Vehicle Operating Guidelines (Separate Attachment)
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ATTACHMENT #1 (3.5.15)
Centerwide Emergency Telephone Listing (1) and Attachment (1A)
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ATTACHMENT #2 (3.5.15)
Consumer Evacuation Recommendation Form
Page 33 of 34
ATTACHMENT #3 (3.5.15)
Emergency Response Vehicle Operating Guidelines (Separate Attachment)
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