FORT WALTON BEACH HOUSING AUTHORITY
FORT WALTON BEACH, FLORIDA
EMERGENCY/DISASTER
MANAGEMENT PLAN
PROCEDURE
December, 2013
APPROVALS:
Name and Title
Signature
Date
Gail Sansbury, Executive Director
Frederick Thomas, Board Chairperson
Rev. Earl Tyler, Board Commissioner
Bernard Johnson, Board Vice Chairperson
Lin Mack, Board Commissioner
James Robbins, Board Commissioner
Linnette Wagers, Board Commissioner
Emergency/Disaster Management Plan
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TABLE OF CONTENTS
CHAPTER 1 ........................................................................................................................................................................ 1
OVERVIEW ................................................................................................................................................................... 1
1.1
PURPOSE ........................................................................................................................................................ 1
1.2
SCOPE .............................................................................................................................................................. 1
1.3
EDM PLANNING COORDINATOR ............................................................................................................ 1
1.4
ASSUMPTIONS .............................................................................................................................................. 1
1.4.1
Range of Events ............................................................................................................................................ 1
1.4.2
Priorities ....................................................................................................................................................... 2
1.4.3
Support Assumptions..................................................................................................................................... 2
1.5
QUICK GUIDE TO EMERGENCY RESPONSE ........................................................................................ 2
CHAPTER 2 ........................................................................................................................................................................ 3
ASSIGNMENTS AND RESPONSIBILITIES ............................................................................................................. 3
2.1
PERSONNEL CATEGORIES ....................................................................................................................... 3
2.1.1
Assignments .................................................................................................................................................. 3
2.1.2
Responsibilities ............................................................................................................................................. 3
2.2
EVACUATION MONITORS ......................................................................................................................... 5
2.2.1
Assignments .................................................................................................................................................. 5
2.2.2
Responsibilities ............................................................................................................................................. 5
CHAPTER 3 ........................................................................................................................................................................ 7
AWARENESS, PREVENTION AND PREPAREDNESS .......................................................................................... 7
3.1
STAFF TRAINING AND AWARENESS ...................................................................................................... 7
3.1.1
EDM Plan Review ......................................................................................................................................... 7
3.2
PREVENTION AND PREPARDNESS ......................................................................................................... 9
3.2.1
Aids ............................................................................................................................................................. 10
3.3
INFORMATION RESOURCES DIVISION ............................................................................................... 11
3.3.1
Disaster Prevention Aids ............................................................................................................................ 11
3.3.2
Computer/Server Rooms Access ................................................................................................................. 11
3.3.3
Systems Backup ........................................................................................................................................... 11
CHAPTER 4 ...................................................................................................................................................................... 14
EMERGENCY RESPONSE ....................................................................................................................................... 14
4.1
STRATEGIES................................................................................................................................................ 14
4.1.1
Fires - (see also Appendix E) ...................................................................................................................... 14
4.1.2
Hurricanes - (see also Appendix F) ............................................................................................................ 14
4.1.3
Tornadoes - (see also Appendix G) ............................................................................................................. 15
4.1.4
Bomb Threats - (see also Appendix H) ....................................................................................................... 16
4.2
BUILDING EVACUATION ......................................................................................................................... 16
4.2.1
Fire Alarm. ................................................................................................................................................. 16
4.2.2
Evacuation Routes - (see Appendix E for maps) ........................................................................................ 18
CHAPTER 5 ...................................................................................................................................................................... 21
BUSINESS RECOVERY/RESUMPTION ................................................................................................................ 20
5.1
DIRECTION .................................................................................................................................................. 20
5.2
STRATEGIES................................................................................................................................................ 21
5.2.1
Assumption - Loss of equipment, service, inventory: .................................................................................. 21
5.2.2
Assumption - Minimal or no loss: ............................................................................................................... 21
5.3
PROCEDURES.............................................................................................................................................. 22
APPENDIX A – EMERGENCY RESPONSE TEAMS AND RECOVERY INFORMATION................................. 23
APPENDIX B – VENDORS AND SUPPLIES LIST ..................................................................................................... 33
APPENDIX C: DEPARTMENT EMERGENCY INFORMATION AND EQUIPMENT ....................................... 42
APPENDIX D - EMERGENCY FUNCTIONS/RESPONSIBILITIES, AND VITAL RECORDS/SALVAGE
PRIORITY ........................................................................................................................................................................ 53
APPENDIX E – FIRES: STANDARD OPERATING PROCEDURES (SOP) ........................................................... 54
APPENDIX F - HURRICANES : STANDARD OPERATING PROCEDURES (SOP) ............................................ 57
APPENDIX G - TORNADO: STANDARD OPERATING PROCEDURES (SOP) ................................................... 60
APPENDIX H – BOMB THREAT: STANDARD OPERATING PROCEDURE (SOP) ........................................... 61
APPENDIX I - COMPUTER SYSTEMS FAILURE: STANDARD OPERATING PROCEDURES (SOP) ........... 64
APPENDIX J – EMERGENCY CONTACT LIST AND EMPLOYEE CONTACT LIST ………….……………..65
APPENDIX K – INFORMATION SOURCES……………………………………………………………………….. 66
APPENDIX L – MODEL FAMILY DISASTER PLAN FOR RESIDENTS………………… .................................. 67
CHAPTER 1
OVERVIEW
1.1 PURPOSE
The Emergency/Disaster Management (EDM) Plan is written to provide operating procedures to
be used by The Fort Walton Beach Housing Authority in the event of a declared emergency.
The plan has been designed to educate employees and suggest preventative and reactive actions
in case of a disaster. The plan has also been designed to deal in a rational manner with the issues
relating to disaster planning and good office management. The purpose of implementing and
maintaining the plan is threefold:

To attempt to prevent personal injuries in emergency or disastrous events.

To avoid asset destruction and minimize other negative effects of an emergency or
disaster.

To resume providing services to the Tenants of The Fort Walton Beach Housing Authority
as soon as possible after an emergency or disaster.
1.2 SCOPE
The EDM plan is intended to reduce the number of decisions that must be made before, during
and after a disaster and to provide procedures to help The Fort Walton Beach Housing Authority
recover from a disaster as quickly and efficiently as possible. This plan is a dynamic, ongoing
activity which presents to staff information regarding disaster preparedness and suggested
recommendations regarding prevention of partial or total disaster. The plan involves the staff's
participation in recovery teams with each member having specific duties and responsibilities.
It is not the intention nor is it possible for this plan to answer all questions or address all disaster
scenarios that might occur.
1.3 EDM PLANNING COORDINATOR
The Fort Walton Beach Housing Authority has very specific and definite responsibilities, and as
such, needs to be prepared for any emergency. Preparation and knowledge can prevent most
types of destruction and loss due to disasters.
To be effective, the EDM plan needs to be kept up-to-date. The coordination effort needed to
update the plan shall be the responsibility of the EDM Planning Coordinator with assistance
from all departments. The EDM Planning Coordinator for the Fort Walton Beach Housing
Authority is Deborah Johnson.
1.4 ASSUMPTIONS
1.4.1 Range of Events
This plan is designed to meet the needs of all locations and departments of The Fort
Walton Beach Housing Authority, unless otherwise noted.
The plan covers emergencies up to and including a total loss at any or all locations. In the
extreme case, temporary facilities need to be identified and utilized until permanent
facilities can be completely rebuilt, at the present or a different location.
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1.4.2 Priorities
The main priorities are to:
A. Save lives in the event of an emergency (e.g., evacuate).
B. Eliminate the emergency (e.g., put out fire).
C. Restore functions to operational status.
To restore operations to their full capacity may take time. Therefore, some functions may
not be processed on as timely a basis as prior to the emergency. This necessitates that
departments establish functional priorities. The priorities will be adjusted at the time of
the emergency, critical services first, and based on such factors as the current day of the
week, day of the month, or month of the year. The management team (see Appendix A)
will be responsible for adjusting and establishing priorities after damages have been
assessed.
1.4.3 Support Assumptions
This plan assumes that the following support functions will be available in the given time
frames. It is the responsibility of the management team to develop plans to ensure these
items.
A. There will be office space available to house displaced employees and/or functional
departments. This could include other rented space in the area.
B. A skeletal equipment configuration will be available in seven (7) workdays. This can
be equipment listed in Appendix C or its compatible counterpart.
C. Each department/function has identified its vital records/files and has appropriate
backup records/files.
D. Office equipment (desk, chairs, tables, cabinets, etc.) and supplies will be purchased
locally within seven (7) workdays (see Appendix B).
E. The phone company will provide at least minimal communication lines (e.g., thirty
lines) within 10 workdays if at all possible.
F.
A minimum quantity of critical supplies (Appendix B and C) will be available
immediately.
1.5 QUICK GUIDE TO EMERGENCY RESPONSE
The following provides a list of disasters and other key emergency occurrences addressed in this
plan, and a navigation guide to the Standard Operating Procedures (SOP) for each:
A.
Fires - Standard Operating Procedures (SOP)
APPENDIX E
B.
Hurricanes - Standard Operating Procedures (SOP)
APPENDIX F
C.
Tornadoes - Standard Operating Procedures (SOP)
APPENDIX G
D.
Bomb Threats - Standard Operating Procedures (SOP)
APPENDIX H
E.
Computer Systems Failure-Standard Operating Procedures (SOP) APPENDIX I
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CHAPTER 2
ASSIGNMENTS AND RESPONSIBILITIES
Involvement from all Fort Walton Beach Housing Authority employees is required to implement this
plan. However, in order to facilitate efficient plan management and execution, employees have been
placed into designated categories according to their current and assumed responsibilities on an ongoing basis, as well as during and after a declared emergency. Specific assignments and
responsibilities are provided as follows:
2.1 PERSONNEL CATEGORIES
Department managers and supervisors must group their staff, if applicable, into Category 1 and
Category 2 according to their responsibilities following a disaster. Generally, Category 1
personnel consist of the supervisors and key support staff. Category 2 personnel consist of all
other staff members.
2.1.1 Assignments
A. Category 1 personnel are primary employees having specific responsibilities and
procedures to follow, prior to and immediately following a disaster. If the emergency
situation allows, this group will ensure that preparatory procedures are followed, and
instruct employees in their designated areas on how to respond to the emergency.
This group is divided into the Management and Management Support Teams. A
current listing of evacuation monitors assignments is provided in Appendix A.
B. Category 2 personnel, once excused to leave the work place, are requested to stay at
home and await further instructions from Management.
2.1.2 Responsibilities
A. The Management Team is responsible for directing and coordinating the recovery
effort. It ensures that services, on an emergency basis, are restored within 24 hours
after a disaster. It is then responsible for restoring normal services.
1) On an on-going basis, the Management Team must:
a)
Ensure the disaster plan is kept current.
b) Maintain a copy of the disaster plan at home and in the office.
c)
Maintain a current copy of the employee emergency contact list with each
copy of the disaster plan. Each month, The Receptionist provides an
updated copy of the list and sends it to the EDM Coordinator for distribution
to the Management Team.
d) Make decisions about overall recovery strategy and coordinate with the
Management Support Team and personnel.
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2) In a disaster, the Management Team:
a)
Declares a disaster and initiates the plan.
b) Reviews damage.
c)
Establishes Emergency Command Center (ECC).
d) Ensures vital records are secured.
e)
Establishes priorities.
f)
Provides leadership for all disaster teams.
g) Ensures adequate disaster staffing.
h) Provides employee contact information to the Management Support Team.
The list is used to contact employees and/or notify next-of-kin in case of
casualties resulting from an emergency situation or disaster.
i)
Maintains morale.
j)
Provides for communication services and communicates with the news
media if necessary and the Resident Advisory Board.
B. Management Support Team is responsible for assisting the Management Team and
coordinating the recovery effort for their respective departments.
1) On an on-going basis, the Management Support Team:
a)
Maintains a copy of the disaster plan in the office.
b) Defines and maintains a list of vital records, their location and backups.
c)
Defines and maintains a list of emergency supply requirements and their
location.
d) Assists in keeping all aspects of the plan up-to-date.
2) In a disaster, with direction from their respective Supervisors, the Management
Support Team:
a)
Ensures the safety of vital records.
b) Provides vital records, supplies and equipment for emergency operations.
c)
Works with management team to prepare working space for emergency
operations.
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d) Works with Management Team to provide staffing in a disaster, e.g.,
contacts category 2 personnel.
e)
Helps establish normal operations after a disaster, e.g., develop schedules.
f)
Helps provide security functions at the emergency site.
g) Identifies what can be salvaged.
h) Documents what has been destroyed.
i)
Contacts appropriate vendors for restoration and replacement.
j)
Coordinates transportation of personnel, records, supplies, and equipment to
temporary facilities.
k) Keeps the Management Team updated.
2.2 EVACUATION MONITORS
Evacuation monitors are volunteer employees who are assigned to a designated emergency exit
and/or department(s) depending on the location of their workstation or office. They are
responsible for policing the evacuation process. Evacuation monitors ensure that employees in
their assigned area move quickly to the emergency exits and exit the building. They then
quickly exit the building once they have verified that all employees in their assigned area have
left their work areas, are in the stair wells, if applicable, heading out of the building or are
actually outside the building. Once outside of the building, evacuation monitors are responsible
for ensuring that all employees in their assigned area of responsibility are accounted for.
2.2.1 Assignments
Evacuation monitors are assigned as Primary, Secondary and Alternate. Primary and
Secondary evacuation monitors work as a team to ensure that all employees are out of the
building and accounted for. A current listing of personnel assignments is found in
Appendix A.
2.2.2 Responsibilities
Once the building fire alarm is activated and/or an order has been issued to evacuate,
monitors will perform the following tasks, in addition to tasks which must be performed
by all employees.
A. Primary Evacuation Monitor. Begin exiting the building following your designated
path, while verifying that employees along the way are headed for the exit. Ensure
that there are no delays or circumstances which will cause delay. You may remind
employees to take their car keys, handbags, purses, if easily accessible. Once
everyone on your designated path has left the area, join the secondary evacuation
monitor at the exit and leave the building.
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B. Secondary Evacuation Monitor. Take EDM plan, pen/pencil, and an employee
phone listing and immediately proceed to your designated exit. Hold the door ajar,
while employees are entering the exit, and wait for the primary evacuation monitor to
join you. Then close the door behind you as you both leave the building.
C. Alternate Evacuation Monitor. Assume responsibilities of secondary or primary
monitor in their absence. In order to assume these responsibilities you must
familiarize yourself with responsibilities of both the Primary and Secondary
Evacuation Monitors.
Once evacuation has been completed, both Primary and Secondary Monitors must work
together with supervisors in all areas to perform a head count, using the employee phone
listing as a check off list. The Supervisor in each area are responsible for reporting to the
evacuation monitors any information regarding absent and/or missing employees. When
the evacuation monitors are satisfied that everyone in their designated area(s) has been
accounted for, they must direct employees to proceed to the COMMAND POINT, located
in the northwest of the Executive Director’s parking lot of the main office building, to
await further instructions. Primary or Secondary monitors must immediately report
information regarding any missing employee(s) to one of the fire officials. Do not attempt
to re-enter the building!
Employees who work in buildings other than the one which is being evacuated must
identify themselves to the evacuation monitors immediately following the evacuation and
prior to checking in with their immediate supervisors.
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CHAPTER 3
AWARENESS, PREVENTION AND PREPAREDNESS
Staff training and awareness, as well as disaster prevention and preparedness are vital to the
successful implementation of this plan. It is the responsibility of department supervisors to orient
new employees on the contents of this plan, and ensure that procedures contained herein are
followed. This will allow all Housing Authority employees to be prepared to act correctly in an
emergency, and to minimize the negative and harmful effects of a disaster.
3.1
STAFF TRAINING AND AWARENESS







Hurricane and tornado preparedness at work and at home.
Cardiopulmonary resuscitation (CPR) training.
Basic first aid training.
Proper use of fire extinguishing equipment.
Knowledge of disaster prevention methods.
Building evacuation procedures.
Review and test of emergency procedures.
3.1.1 EDM Plan Review
All employees are required to become familiar with the contents of this plan. New
employees must review the plan and sign off for having done so, as part of their
orientation to the Housing Authority. Supervisors are responsible for ensuring that this
requirement is satisfied. All other employees must review the plan, in accordance with
the following schedule, and sign off for having done so. An EDM Plan Review-Calendar
and EDM Plan Review-Sign-off Sheet are provided in Appendix A.
A. Semi-Annually
1) Supervisors will review the plan (primarily information in the appendices) and
forward any changes in personnel and responsibilities to the EDM Planning
Coordinator. This task may be included in the Housing Authorities regular staff
meetings.
2) Supervisors will review and update emergency operating supplies.
3) The EDM Planning Coordinator will update the plan with these changes.
4) Supervisors will provide EDM Planning Coordinator with a list of employees in
their respective division who have not had a physical walk-through of the building
evacuation route.
5) EDM Planning Coordinator will coordinate and schedule a building evacuation
walk-through, if needed.
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6) Supervisors will provide necessary personnel resources to test contingency and
disaster recovery equipment.
7) EDM Planning Coordinator will coordinate a test of the contingency and disaster
recovery equipment.
8) Supervisors will review and update stock of emergency supplies and forward
updated listing to the EDM Planning Coordinator.
B. Annually
1) EDMC will update the EDM plan, obtain management approval/sign-offs, and
publish the plan.
2) EDMC will review plan changes and conduct an awareness/training program with
Supervisors for dissemination to their staff.
3) Supervisors will review with their staff the following:
a) The location of fire extinguishers in and around work areas, evacuation routes
and meeting areas.
b) The location and content of emergency preparedness and recovery supplies
See Appendix B.
c) The location and content of first aid kits (See Section 3.2.1.)
d) The location and content of emergency operating supplies, e.g., forms, rubber
stamps, seals, checks, reports See Appendix C.
e) Department offline procedures, i.e., how to perform operations without the use
of computer services.
f) Good housekeeping rules:
(1) Place cups with hot or cold liquids away from electronic keyboards.
(2) Clean spills immediately to eliminate potential fire and slip hazards.
(3) Remove or report all trip hazards.
g) Information security rules:
(1) Secure critical files/information prior to leaving for the day.
(2) Log off your PC's prior to leaving for the day.
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(3) Perform frequent backups of critical information to eliminate potential
loss or verify that this function is being done on your behalf.
(4) Do not leave your work area with sensitive information visible, or logged
in to confidential files/programs.
h) Physical security rules:
(1) Report any suspicious activity by any person(s) or any suspicious items or
packages to the Security Specialist.
(2) Do not allow non-employees to enter the building through the designated
employee entrance.
(3) To alert security of a suspicious person who may be attempting to enter
the building with you, enter your assigned security code with the last digit
one number plus or minus difference.
(4) Lock all cabinets or drawers containing critical/confidential information.
4) Internal Audit will randomly review/audit each department's compliance with
regard to emergency backup procedures, off-site storage requirements, and any
other emergency functions.
3.2
PREVENTION AND PREPAREDNESS
Disaster prevention and preparedness are considered the first line of defense. Some disasters
cannot be prevented, nor can we prepare for every type of disaster. However, if we identify
hazards and risks that may threaten our work and home environments, and plan and implement
preventative measures, we will inevitably minimize our risks of total devastation. The types of
disasters that can affect the Housing Authority are numerous. Some examples are as follows:
 Fire destroying any one of the buildings which house the Housing Authority causing loss of
communications or building access.
 Hurricanes, tornados, electrical storms and related floods causing destruction of records and
machinery, and requiring possible evacuation.
 Gas leak or chemical spill causing evacuation of the building for a short or considerable
length of time.
 Terrorism, vandalism and looting causing possible personal injury and destruction of
property.
 Power outages, telecommunications outages, construction related problems, and equipment
failure.
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The impact these hazards may have on employees and continued operations must be
calculated. The results of these evaluations coupled with the severity of the disaster will
dictate the extent to which this plan is implemented.
3.2.1 Aids
In addition to the periodic review of physical and information security rules, and good
housekeeping rules, the Housing Authority has implemented the following prevention
and preparedness aids.
A. First Aid Kits
1) Location. First aid kits containing emergency items are located in all buildings of
the Housing Authority.
a) One kit is located in the Conference Room and is maintained by the
Administrative Assistant.
b) One kit is located in the Break/kitchen Area and is maintained by the Director
of Housing.
c) One kit is located in each vehicle and is maintained by the main driver of that
vehicle. (See Appendix A, VI)
d) One kit is located in the maintenance building and is maintained by the
Maintenance Supervisor.
2) Maintenance. The items in these kits are available for use by all employees on
an as needed basis. Personnel responsible for maintaining these kits must ensure
that depleted supplies are promptly replaced. See Appendix A for persons
responsible for maintaining first aid kits.
B. Emergency Operating Supplies (Appendix C)
1) Lists. Supervisors have identified and prepared listings of their department's
emergency supplies. See Appendix C. The supplies have been placed in labeled
storage boxes and are stored 117 Ed Brown st. the maintenance storage. Blank
operating checks are stored in a dual-access fire resistant cabinet located in the
Finance Office.
2) Maintenance. Each department is responsible for identifying and maintaining a
72-hour supply of emergency operating materials. Changes/update to forms must
be reviewed in accordance with the EDM Plan Review Calendar. See Appendix
A. These materials must be rotated, but the supply should never be depleted
except during a declared emergency. For long lead-time items, (e.g., pre-printed
forms), sufficient quantity should be maintained to cover the order lead-time.
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3) Audit. Internal Audit will perform random audits of Emergency Operating
Supplies, as listed for each department in Appendix C. Audit of Emergency
Preparedness/Recovery Supplies will also be performed.
C. Emergency/Recovery Supplies (Appendix B)
1) Vendor List. A listing of local and out-of-state vendors, their products, and
contact information is provided in Appendix B.
2) Supplies List. Basic supplies have been purchased and stored at the maintenance
warehouse. These items are used to prepare for disasters, such as, hurricanes and
tornados, and/or for disaster recovery purposes. The supplies are stored in labeled,
covered, plastic storage containers. A complete list, location, and other relative
information are provided in Appendix B.
3) Maintenance. Supervisors are responsible for rotating items in accordance with
their respective shelf life.
3.3
INFORMATION RESOURCES
3.3.1 Disaster Prevention Aids
There is a computer/server room located in the Main Office on the Housing Side of the
building. Should there be a power interruption; automatic switch over to a battery
system provides power to the Server and Phone Equipment for a minimum of 2 hours.
Temperature and humidity levels in the server/computer rooms should be maintained at
Fahrenheit 68 degrees and 30 degrees humidity.
3.3.2 Computer/Server Rooms Access
Access to the computer rooms is controlled by a locked door. Only authorized personnel
should have access to the server room. The Computer Operator, Development and
Technical Support staff has extended hours or 24-hour access to the rooms.
3.3.3 Systems Backup
Systems are backed up in real time on the Cloud offsite server. The IT specialist will
periodically check to make sure the system is backing up properly. Tenmast, the current
software also backups the Tenmast software.
A. Recovery/Image backups
1) Server. If a major system failure or condition causes the Server computer to
become inoperable, a restore of systems files would be performed followed by a
restore of user/data files obtained from a most recent system backup. The
Operating System CDs are stored in the Server Room. These CDs and/or a
special backup of the system disk will be used to perform system recovery.
2) Workstations. All workstation data files are stored on the Server and are
backed-up accordingly. Should a workstation become inoperable, the operating
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system and all needed software will be reinstalled. The Operating System CDs are
stored in the Server Room.
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CHAPTER 4
EMERGENCY RESPONSE
Emergency response procedures provide assigned responsibilities for immediate business "survival"
operations. Each department/function is responsible for formulating plans which will allow business
operations for at least a seventy-two (72) hour period. Critical functions and the resources needed to
perform those functions must be determined and vital records and salvage priority of those records
must be defined.
The following factors must also be considered during the emergency response phase:
A. Possible loss of electricity.
B. Temporary loss of data processing functions, requiring work to be done manually.
C. Possible loss of communications (voice and data).
D. Possible loss of some staff due to immediate termination, trauma, family responsibilities, death,
sickness, and the inability to locate an individual.
E. Different types of events (e.g., fires, bombs, hurricane, tornado, economic crisis) that can occur.
4.1 STRATEGIES
4.1.1 Fires - (see also Appendix E)
A. Normal work hours. Normal working hours is defined as 7:30 am to 5:30 pm on any
business day of the week. If a fire is detected or you are notified of a fire in the
building follow procedures outlined in Appendix F, Fires - Standard Operating
Procedures.
B. After normal work hours. After normal working hours is defined as any time after
5:30 pm and before 7:30am on any business day of the week, or anytime on a Friday,
Saturday or Sunday. If a fire is detected or you are notified of a fire in the building
follow procedures outlined in Appendix E, Fires - Standard Operating Procedures,
where possible.
4.1.2 Hurricanes - (see also Appendix F)
A. Hurricane Watch. Hurricane watch is issued by U.S. National Hurricane Center 36
hours before hurricane is expected. If issued, the Housing Authority will notify
tenants by teaming up with volunteers from the tenants to knock on doors and hand
out fliers. If no one answers the door the flier will be taped to the front door.
B. Preparation. The Supervisors will determine what preparation will be made and
when and if the following should be initiated:

Off-site storage of vital records, information, backups of electronic data, etc.
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





On-site storage of files, records, documentation, publications, etc., must be
secured in fire proof cabinets, desks/tables (covered with Visqueen and secured
with duct tape).
All electronic equipment must be powered down and covered with Visqueen or
large garbage bags and secured with duct tape.
Paper supplies must be lifted off the floor and covered with Visqueen.
Items should be stored in a way to minimize wind damage.
All windows and non-emergency exits must be secured (closed).
All employees (Category 2 personnel) must be released when deemed necessary
by the Executive Director/Supervisor.
C. Hurricane Warning. Hurricane warning is issued by U.S National Hurricane Center
24 hours before hurricane is expected.




Remaining doors secured.
Blinds closed.
All A/C equipment, main power and water turned off.
Remaining personnel released.
D. Other - Emergency Response
The Executive Director will assemble the Management Team as outlined in Appendix
A. They will:


Assess the situation and determine action to be taken.
If the situation warrants, activate the appropriate recovery teams and ensure their
duties are performed.
4.1.3 Tornadoes - (see also Appendix G)
A. Tornado Watch. A tornado watch means that weather conditions are favorable for
tornadoes to develop. If such conditions exist in our area, the County's Emergency
Management division will provide notification via the Automated Notification
System.
B. Preparation. If you are at work and a tornado watch is issued, the Executive
Director/Supervisor will determine and advise if and when the following should be
initiated:





On-site storage of files, records, documentation, publications, etc., must be
secured in fire proof cabinets, desks/tables (covered with Visqueen and secured
with duct tape).
All electronic equipment must be powered down and covered with Visqueen or
large garbage bags and secured with duct tape.
Paper supplies must be lifted off the floor and covered with Visqueen.
Items should be stored in a way to minimize wind damage.
All windows and non-emergency exits must be secured (closed).
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
Be alert for changing weather. Tornadoes often, but not always, occur in
conjunction with severe thunderstorm producing hail. If you have any indication
that a tornado is approaching, take immediate cover. DO NOT WAIT FOR A
WARNING TO BE ISSUED.
C. Tornado Warning. A tornado warning means that a tornado has been actually
sighted. If a tornado warning is issued for our area, seek shelter immediately! If time
permits, move to the innermost areas of the building, such as, bathrooms, stairwells,
hallways, etc., away from any glass windows or doors. Otherwise, get under heavy
furniture and cover your head with your arms.
D. When a tornado has been sighted:
√ Take immediate cover and stay away from windows, doors and outside walls.
√ Protect your head from falling objects or flying debris.
√ If in vehicle, get out immediately and seek refuge in a more substantial structure.
√ If there is no shelter, lie flat in the nearest ditch, ravine or culvert shielding your
head with your hands.
√ Do not attempt to flee a tornado in a car or other vehicle.
4.1.4 Bomb Threats - (see also Appendix H)
Bomb threats can be received by anyone in a department. If one is received follow
procedures outlined in Appendix H, Bomb Threats - Standard Operating Procedures.
4.2 BUILDING EVACUATION
Evacuation procedures inform employees of the sequence of events that will occur during a fire
drill or building evacuation due to a real emergency; and instruct them how to evacuate the
building in the most orderly manner. Fire drills provide an opportunity to practice and evaluate
the effectiveness of these procedures. It is imperative that employees become familiar with the
evacuation routes for the building/area in which they work.
4.2.1 Fire Alarm.
During a fire drill or real emergency, a smoke detector (audible) will be activated and a
brief announcement advising everyone to immediately evacuate the building may be
made on the phone pager by pressing the page button. The announcement will advise of
any route(s) which may be need to be avoided during the evacuation, or any other
pertinent information After the brief announcement the following procedures are to be
implemented:
B. Main Office
1) During Work Hours
a) If you are in the building during work hours and a smoke detector is activated,
immediately evacuate the building while listening for any announcement
which may be helpful in the actual evacuation process such as, areas in the
building that may need to be avoided
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b) Respond immediately to the evacuation command following routes as outlined
in Housing Authority EDM plan, Appendix E, Figures E-1 unless otherwise
advised.
2) After Work Hours (including Weekends)
a) If you are in the building after work hours, including weekends, and a smoke
detector is activated, immediately leave your work area and proceed to
evacuate the building. If a smoke detector was activated for test purposes an
announcement will be issued to this effect.
C. Maintenance Office 117 Ed Brown Street
1) During Work Hours
a) If you are in the building during work hours and a smoke detector is activated,
immediately leave your work area and proceed to evacuate the building.
2) After Work Hours (including Weekends)
a) If you are in the building after work hours, including weekends, and a smoke
detector is activated, immediately leave your work area and proceed to
evacuate the building.
D. Tasks to be Performed Prior to Evacuation. Some emergency situations provide
us with little or no advance warning and therefore require immediate action on our
part. During an emergency situation of this nature (e.g., fire, gas leak, bomb threat,
etc.) everyone's goal is to take personal belongings such as, handbags, car keys, etc.,
and vacate the building as quickly and as safely as possible in an orderly fashion. At
a minimum, applicable personnel should make an effort to perform the following
tasks prior to evacuating the building but without jeopardizing their safety. Good
sense should always be used.
1) Secure payment and payment drawer. If you are in the process of performing a
transaction, determine if the payment can be quickly receipted. If it can be
quickly receipted, do so and place the payment in the payment drawer. If the
transaction cannot be completed return payment/paperwork to client with a brief
explanation of the situation.
2) Deposits in process. If the bank deposit is being prepared.
a) End of Day Processing
(1) Receptionist is to make sure all payments are in the bag and given to a
manager.
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E. Close and secure the Filing cabinets. If time permits, as under the Hurricane SOP,
close, lock and cover cabinets. Otherwise simply close the cabinets.
F. Do not shut down computers. Employees are not required to close applications and
shut down their computers prior to evacuating the building in case of fire or short
term evacuations.
G. Know building evacuation routes. It is important that employees are familiar with
all evacuation routes because employees must use the designated evacuation route for
the department where they are located at the time the evacuation command is issued.
Upon completion of the minimum tasks, where applicable, employees must walk
quickly, not run, to the designated emergency exits.
H. Account for all employees. After exiting the building, employees should
immediately proceed to the area designated for the department in which they work in
order for a head count to be performed by the Evacuation monitors. The Evacuation
monitors will report any persons unaccounted for to the Fire Services personnel. The
first priority for rescue personnel upon entering the building will be to locate and
assist handicapped persons and persons unaccounted for out of the building. No one
will be allowed to re-enter the building until an "all-clear" is given by the Fire
Services or the Executive Director/Supervisor.
I. Handicapped Members of the Public must await the assistance of the volunteer
employees, or Fire Services personnel to exit the building if they are unable to exit
themselves.
4.2.2 Evacuation Routes - (see Appendix E for maps)
A. Main Office - (see Appendix E, Figures 1). The Main Office has Three emergency
exits. These exits are referenced as –E.D. DOOR, EMPLOYEE ENTRANCE, and
LOBBY EXIT DOORS in this document to simplify descriptions.
1) One primary and one secondary evacuation monitor have been assigned to The
E.D. Door. One primary and One secondary evacuation monitors have been
assigned to Lobby Exit Doors. One primary and One secondary evacuation
monitors have been assigned to the Employee Entrance. One of the evacuation
monitors who has already left the building will inform the Fire Services personnel
of any handicapped person(s) in the Building. See Appendix A, for names of
evacuation monitors and their designated areas/paths.
2) E.D. Door is located in the North West side of the building. Evacuees using this
exit will leave the building through the Executive Director’s office. Upon exiting
the building, proceed to the Front parking lot to the designated command point
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where the evacuation monitors will completed the head count (see map in
Appendix E).
3) Lobby Exit Doors are located on the West side of the building (Main Entrance).
Evacuees using this exit will leave the building through the exit doors. Upon
exiting the building, proceed to the parking lot where the evacuation monitors will
completed the head count. (see map in Appendix E)
4) Employee Entrance Doors are located on the South side of the building.
Evacuees using this exit will leave the building through the exit doors. Upon
exiting the building, proceed to the Front parking lot where the evacuation
monitors will completed the head count. (see map in Appendix E)
5) EMPLOYEES IN MAINTENANCE BUILDING.
a) Maintenance Employees will evacuate through the nearest door into the
parking lot in front of the building. The maintenance mechanic will ensure
that a head count is conducted.
4.3 ALERT/NOTIFICATION
The emergency alert process provides a standardized method of maintaining open
communication among all staff during a disaster affecting normal business operations. To
facilitate this notification, it is critical that employees' telephone/cell phone and address
information be maintained and kept current at all times.
Supervisors are responsible for maintaining accurate phone numbers and addresses for their staff
and to report any additions, changes or deletions to the Receptionist and the EDM Planning
Coordinator..
4.3.1 Management Team
The Emergency Alert/Notification process for the Housing Authority will be activated
only by the Management Team, which consists of the Executive Director, Administrative
Assistant, Director of Housing, Maintenance Supervisor, and the EDM Planning
Coordinator. The team will assemble at an Emergency Command Center (ECC) to
implement appropriate Management Support Team and action plans. This
communication effort will be coordinated using cell phones. Location of the ECC will be
at the Admin building located at 27 Robinwood. Dr. SW, Fort Walton Beach, FL 32548.
4.3.2 Management Support Teams
To implement recovery teams and action plans, the Executive Director will contact the
Department Supervisors. These managers and supervisors will in turn contact Category 1
personnel in their respective departments.
4.3.3 Employee Emergency Information/Contact List
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A current list of emergency information for all employees is maintained by the
Receptionist. At the end of every month, the Receptionist provides a current list to the
EDM Planning Coordinator who in turn distributes the list to each member of the
Management Team. Each Management Team member is responsible for filing a copy of
the list with each copy of the EDM plan. One copy of the EDM plan is kept at the office,
and the other is kept at home. The contact list will be used by the Recovery Teams to
facilitate contact of personnel during an emergency or disaster.
4.4 EMERGENCY COMMAND CENTER (ECC)
The Housing Authority Emergency Command Center will be located at 27 Robinwood Dr. S.W.
or 117 Ed Brown if the primary location is unavailable. If neither location is accessible for the
initial assembly, the Management Team will meet at a location to be determined by the
Executive Director. The following information provide staffing accommodation at each location
of the Housing Authority. Substantial equipment housed at this location is provided in Appendix
A.
A. Primary location – Main Office at 27 Robinwood Drive S.W.
The Main Office houses the Executive Director’s Office and support staff, The
Finance and Personnel’s office, the Director of Housing’s office and Support staff
and Contract Administration. Also located in the Main Office is one computer room.
The building is equipped with hand-held fire extinguishers and First Aid Kits. The
computer room has a dedicated Uninterruptible Power Supply (UPS) system. All
Workstations are equipped with Uninterruptible Power Supply (UPS) system.
B. Secondary location – 117 ED Brown Street, 2nd Floor
The Model Home will house the emergency equipment for each department and
emergency forms for each department
The building is equipped with a generator, hand-held fire extinguishers and first aid
kits.
Computer Equipment will be moved to this location as necessary.
CHAPTER 5
BUSINESS RECOVERY/RESUMPTION
Business recovery and resumption procedures provide specific tasks and assigned responsibilities
to return all business functions to normal once emergency operations are working smoothly. The
implementation of these business procedures will depend on the nature of the emergency or
disaster.
5.1 DIRECTION
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The Management Team will provide general direction for business resumption. They will work
with the Management Support Teams to implement business resumption strategies.
5.2 STRATEGIES
The following strategies address two extreme scenarios. Firstly, there has been loss of
equipment, service, inventory. Secondly, there has been minimal or no loss such as, a building
evacuation due to a bomb scare or contained fire. Emergency situations which fall between these
two 'extremes' will be handled as deemed necessary by Management.
5.2.1 Assumption - Loss of equipment, service, inventory:
A. Determine where departments will temporarily relocate until permanent facilities are
operable.
1) Arrange for furniture and equipment needs (Appendix C).
2) Arrange for telephone communication and power supply.
3) Instruct personnel to return to work.
B. Obtain emergency supplies from off-site, organize salvaged records, materials, etc.,
for use.
1) List salvaged records for later inventory.
2) Obtain computer backups from off-site storage.
3) Obtain emergency office forms/supplies from storage (Appendix C).
C. Obtain vendor assistance for supplies, equipment, salvage operations.
1) Use Vendor's List (Appendix B).
2) Arrange for salvage operations.
3) Arrange for delivery from purchase from local vendor.
D. Review schedule for access to the computer system.
1) Determine work load for data entry.
2) Determine how information and services will be provided to clients.
E. If necessary, implement operations on an emergency basis.
1) If data processing is not available, implement manual operations.
2) To the degree data processing is available, implement normal operations.
3) Call in Category 1/Category 2 personnel. Other personnel should be called in as
needed.
5.2.2 Assumption - Minimal or no loss:
In this scenario, the building has been evacuated due to bomb scare, smoke or fire in
contained area, etc. It assumes that employees are allowed back into the building and
must resume operations. Once the "all-clear" is received by the Fire Services personnel,
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only employees must be allowed back into the building. Management will inform the
Evacuation monitors when employees are back at their stations ready to service the
public. The Evacuation monitors will facilitate allowing the public back into the
building.
5.3 PROCEDURES
A. Fire Recovery. The Executive Director will assemble the Management Team
outlined in Appendix A. They will:





Review and assess damage.
Activate the appropriate support teams based on the damage assessment and
ensure their duties are performed as outlined in Appendix D.
Coordinate and direct recovery teams.
Relocate tenants if fire was to a dwelling structure.
Finance Department will contact the insurance company and all other required
companies.
B. Hurricane Recovery. The Executive Director will assemble the Management Team
outlined in Appendix A. They will:






Survey the damage.
Activate the appropriate recovery teams and ensure their duties are performed.
Direct salvage operations.
Begin notifying personnel when return to work will be possible.
Develop an employee phone tree.
Finance Department will contact the insurance company and all other required
companies.
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APPENDIX A
EMERGENCY RESPONSE TEAMS AND RECOVERY INFORMATION
I. MANAGEMENT TEAM ........................................................................................................... 25
II. MANAGEMENT SUPPORT TEAM ......................................................................................... 26
III. EVACUATION MONITORS .................................................................................................... 27
IV. VOLUNTEERS .......................................................................................................................... 28
V. CELL PHONES AND POSSESSORS ....................................................................................... 29
VI. FIRST AID KITS MAINTENANCE ......................................................................................... 29
VII. KEY CUSTODIANS (FOR EMERGENCY CHECKS SUPPLY) .............................................. 29
VIII. EDM PLAN REVIEW CALENDAR ......................................................................................... 30
IX. EDM PLAN REVIEW - SIGN OFF SHEET ............................................................................. 31
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APPENDIX A – EMERGENCY RESPONSE TEAMS AND RECOVERY INFORMATION
I.
MANAGEMENT TEAM
This team is responsible for directing and coordinating the recovery effort. It is the team’s
responsibility to ensure that services, on an emergency basis, are restored within 24 hours after a
disaster. The team is responsible for restoring normal services.
A.
The Management Team is made up of:
Title
Executive Director
Administrative Assistant
Director of Housing Programs
Maintenance Supervisor
-
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II. MANAGEMENT SUPPORT TEAM
The Management Support Team is responsible for assisting the Management Team and
coordinating and organizing the recovery effort for their respective departments.
A.
The Management Support Team is made up of:
1.
Finance Department:
Title
Finance Assistant
2.
Section 8 Department:
Title
Section 8 Case Worker (2)
3.
Public Housing Department:
Title
Public Housing Worker
Receptionist
4.
Maintenance Department:
Title
Maintenance Supervisor
Maintenance Mechanic
Maintenance Mechanic
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III. EVACUATION MONITORS
The following is a list of evacuation monitors and their assigned emergency exits. For area(s) of
responsibility see Appendix E, pages E-2 through E-7.
E.D. Door
(Path #1)
Primary:
Executive Director
Note: Evacuation monitors assigned to E.D. Door, must account for employees located on the
North Side of the Building.
Primary:
Secondary:
Lobby Exit Doors
Receptionist
Public Housing Worker
Third:
Inspector
Fourth:
Contract Admin.
Fifth:
Admin. Assistant
Note: Evacuation monitors assigned to Lobby Exit Doors, must account for employees and
Clients located in the Lobby, Lobby Restrooms and Conference Room.
Employee Entrance Doors
Primary:
Housing Director
Secondary:
Sec. 8 Case Workers
Third:
Financial Assistant
Fourth:
Public Housing Worker
Note: Evacuation monitors assigned to Employee Entrance Door, must account for employees
and Clients located in the Southside of the building and Employee Restrooms.
Primary:
Secondary:
117 Ed Brown Street
Maintenance
Maintenance
Note: Evacuation monitors assigned to 117 Ed Brown Street must account for employees and
Contractors located in the unit.
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IV. VOLUNTEERS FOR ASSISTING HANDICAPPED/DISABLED EMPLOYEE(S):
The following employees to assist with the evacuation of handicapped/disabled people in the Main
Office:
Receptionist
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V. CELL PHONES AND POSSESSORS
Cell phones will be used to assure backup capabilities.
VI. FIRST AID KITS CUSTODIANS
The following personnel are the assigned custodians for the First Aid kits. They are responsible
for securing and maintaining the kits:
A.
B.
Main Office:
Conference Room
Break/Kitchen Area
-
Administrative Assistant
Housing Director
Vehicles
Section 8/ PH Vehicle Envoy
Section 8 Vehicles Camry
Section 8 Vehicle 2
Maintenance Van
-
Housing Director
Housing Director
Housing Director
Maintenance Supervisor
VII. KEY CUSTODIANS for emergency checks supply
The following personnel are current custodians of keys to the fire resistant cabinet which is
located in the Finance Director’s office on the administration side of the main office. The
cabinet contains an emergency supply of operating checks, and deposit slips. Custodians are
responsible for rotating the emergency checks supply in accordance with their internal
division’s policies:
A.
One (1) key each is held by:
Executive Director
Administrative Assistant
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VIII.
FORT WALTON BEACH HOUSING AUTHORITY
EDM PLAN REVIEW CALENDAR
COMPLETION DUE DATES
TASKS
June
Sept
Dec
Mar
QUARTERLY
1.
Receptionist – Generate up-to-date employee emergency info listing
30
30
31
31
2.
Supervisors – Review plan with employees and submit changes
30
30
31
31
3.
Supervisors – Review/update emergency office supplies
30
30
31
31
SEMI-ANNUAL
1.
EDMC – Review evacuation process/schedule walkthrough with employees
30
31
2.
IR – Random test by IT specialist to ensure the server backup system is working.
30
31
3.
EDMC – Schedule test (Hands-on & Stress) of contingency systems and sign-offs
30
31
4.
Supervisors – Review plan and submit changes
30
31
5.
Supervisors – Review/update and rotate stock of emergency supplies
30
31
ANNUAL
1.
EDMC – Review evacuation procedures
(done in conjunction with the distribution of the revised EDM plan)
30
2.
EDMC – Review each department’s compliance with off-site storage
30
3.
EDMC – Review staff emergency training/awareness procedures
(done in conjunction with the distribution of the revised EDM plan)
30
4.
EDMC – Update plan, obtain approval/sign-offs, publish and distribute
30
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IX. THE FORT WALTON BEACH HOUSING AUTHORITY ANNUAL REVIEW OF THE
EMERGENCY/DISASTER MANAGEMENT (EDM) PLAN SIGN-OFF SHEET
I/we hereby confirm that I/we reviewed the Fort Walton Beach Housing Authority EDM Plan, and have
provided any changes/updates to my/our division’s supervisor and or the EDM Planning Coordinator.
ADMINISTRATIVE ASSISTANT/EDM COORDINATOR: _______________________/______________
DATE
EXECUTIVE DIRECTOR SIGNATURE: ___________________________/______________
DATE
EMPLOYEES’ SIGNATURES:
_______________________
_______________________
______________________
_______________________
_______________________
______________________
_______________________
_______________________
______________________
_______________________
_______________________
______________________
_______________________
_______________________
______________________
_______________________
_______________________
______________________
_______________________
_______________________
______________________
_______________________
_______________________
______________________
_______________________
_______________________
______________________
_______________________
_______________________
______________________
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APPENDIX B
VENDORS AND SUPPLIES LISTS
I.
II.
III.
IV.
VENDOR LIST FOR RESTORING/RECOVERING PAPER AND MICROFILM RECORDS .......................................... 35
CONTRACTORS…………………………………………………………………………………...………………………..36
VENDOR LIST FOR EMERGENCY OFFICE SUPPLIES AND EQUIPMENT ................................................................. 37
EMERGENCY PREPAREDNESS/RECOVERY SUPPLIES LIST ...................................................................................... 39
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APPENDIX B – VENDORS AND SUPPLIES LIST
I.
VENDOR LIST FOR RESTORING/RECOVERING PAPER RECORDS
A.
Freezer and Cold Storage
Professional Records Imaging Management – Debbie Carlson
921 Skipper Ave.
Fort Walton Beach, Florida 32547
B.
C.
Equipment and Supplies
Home Depot
414 Mary Esther Cut Off N.W.
Fort Walton Beach, Florida 32548
(850)301-0450
Lowe’s of Fort Walton Beach
774 Beal Parkway
Fort Walton Beach, Florida 32547
(850)863-0900
Sun Belt Rentals
772 Beal Parkway N.W.
Fort Walton Beach, Florida 32547
(850)862-3406
Hygienist
ATC Associates Inc
1048 Stanton Road, Suite D
Daphne, Alabama 36526
D.
E.
(850)864-1303
Office (251)447-0944
Mold Remediators
Servpro
8668 Navarre Parkway, #322
Navarre, FL 32566
Office (850) 939-4700
Preferred Environmental Solutions, Inc
2524 Island View Dr.
Panama City, FL 32405
Office (850) 235-0270
Contractors
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E.B. Morris General Contractors
7011 Business Park Blvd. N
Jacksonville, FL 32256
Office (904) 998-9584
Distributor Appliance
105 Hughes Street N.E.
Fort Walton Beach, Florida
Office (850)244-9446
Woodworth
1656 Tidewater Lane
Navarre, FL 32566
Cell (407)947-4997
Office (850)939-8086
Cell (850) 855-1518
Four Seasons Electrical Contractors
116 4th Street. Suite A
Fort Walton Beach Florida 32548
(850)244-6600
(850)423-1125
Elite Electrical Contractors
5543 Flatwoods Dr.
Crestview, FL 32536
Mary Esther Plumbing
1050 Bryn Mawr Blvd
Mary Esther, FL 32569
Four Seasons Air
35 Tupelo Ave SE
Fort Walton Beach, FL 32548
(850)243-0846
(850)243-2655
Allied Waste
110 Ready Avenue Northwest
Fort Walton Beach, Florida 32548
(850) 301-9101
Vincent Jones Roofing
447A South Central Dr.
Fort Walton Beach, Florida 32547
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II.
VENDOR LIST FOR EMERGENCY OFFICE SUPPLIES AND EQUIPMENT
VENDOR NAMES
Office Depot
Tech Advanced
Computers
Ben Marshall Locksmith
City Glass
Gatlin Lumber
Glass Doctor
Home Depot
KMS communications
Keller’s Tire Center
Okaloosa Gas District
Tenmast Software
Sherwin-Williams
ADDRESS
PHONE
MAIN PRODUCT
419 Mary Esther Blvd.
Mary Esther, Florida
32569
99 Eglin Parkway, 5B
Fort Walton Beach,
Florida 32548
(850)243-5488
(850)301-0881
Office Supplies / Office
Furniture / Office
Equipment
Computer Equipment
6 Comet Street S.E.
Fort Walton Beach,
Florida 32548
16 Hollywood Blvd. S.E.
Fort Walton Beach,
Florida 32548
57 Beal Pkwy N.E.
Fort Walton Beach,
Florida 32548
405 E. John Sims Pkwy
Niceville, Florida 32578
414 Mary Esther Cut Off
Fort Walton Beach,
Florida 32548
3010 E Cervantes
Street Pensacola, FL
32503
100 Hollywood Blvd. S.W.
Fort Walton Beach,
Florida 32548
P. O. Box 548
Valparaiso, Florida 32580
132 Venture Court, Suite 1
Lexington, KY 40511
86 Eglin Parkway
Northeast
Fort Walton Beach, FL
32548
(850)243-6918
Locksmith
(850)243-8167
Glass Repair
(850)243-9102
Lumber & Hardware
(850) 678-9600
Glass Repair
(850)301-0450
Maintenance Materials
(850) 433-1131
Telephone Services
(850)244-0724
Auto & Tire Repair
(850)729-4700
Gas Utility
(877)359-5492
Housing Software
(850)244-5041
Paint Supplies
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VENDOR NAMES
ADDRESS
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PHONE
MAIN PRODUCT
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III.
EMERGENCY/RECOVERY SUPPLIES LIST
A.
Main Office – maintained by the EDM Planning Coordinator (for use by departments in this
building)
1.
To permit recovery work to begin immediately, the following supplies are stored in a
large plastic container in an upstairs room of 117 Ed Brown Street:




















2.
Copy of printed information regarding the recovery of water damaged
business records.
Nine (9 rolls of paper towels (for interleaving) - stored in box outside of
plastic garbage can.
One (1) box -30 count - 37 bushels contractors plastic bags
Six (6) waterproof marking pens
Two (2) utility knives with retractable blades
Ten (10) pairs latex (surgical) gloves
Five (5) pairs cotton (photographic) gloves
Three (3) rolls cotton rags
Two (2) boxes manila file folders:
- One (1) Letter size - 100 count
- One (1) Legal size - 100 count
Ten (10) Records Center boxes wrapped in plastic - stored next to plastic
container.
Three (3) rolls 4' x 50' Plastic Sheeting
Two (2) letter openers
Two (2) pairs scissors
Five (5) flashlights (includes 1 combo pack of 4)
- Three (3) need two (2) D batteries
- One (1) need two (2) C batteries
- One (1) need two (2) AA batteries
One (1) bag clothes pins- 36 count
One (1) clothesline - 100 ft.
One (1) 90' extension cord, heavy duty and 3-outlet top
Two (2) 4' (6-outlet) power strips
Four (4) Focal 35mm disposable Camera
Two (2) rolls duct tape
Two (2) rolls masking tape
Also stored at 117 Ed Brown Street are emergency preparedness supplies for
departments located in this building. Smaller supplies have been placed in labeled
plastic storage containers, one for use by each of the following departments:



Public Housing
Section 8
Finance
Contract Admin
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Supplies – One (1) each of the following supplies is stored in each container: Flash light,
scissors, duct tape, masking tape, plastic sheeting, and garbage bags.
Two (3) thermal blankets are stored with the emergency supplies to be used for emergencies
B.
MAINTENANCE BUILDING – maintained by Maintenance Supervisor
Supplies are located in the Inventory Supply Room. The supplies have been placed in a
labeled covered plastic storage container.






Fifty (50) – 48 gals. clear plastic garbage bags
Two (2) pairs scissors
Two (2) flashlights (with battery supply)
Two (2) rolls duct tape
Two (2) rolls masking tape
One (1) roll 16’ x 50’ Visqueen (to cover equipment such printers, copiers, etc.)
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APPENDIX C
DEPARTMENTS EMERGENCY INFORMATION AND EQUIPMENT
EXECUTIVE DIRECTOR ............................................................................................................................. 44
FINANCE ....................................................................................................................................................... 45
PUBLIC HOUSING ...................................................................................................................................... 46
SECTION 8 ..................................................................................................................................................... 47
SECURITY .................................................................................. ERROR! BOOKMARK NOT DEFINED.
ADMINISTRATIVE ASSISTANT ................................................................................................................ 49
MAINTENANCE ........................................................................................................................................... 50
ATTACHMENT A: INFORMATION RESOURCES SUPPLIES ................................................................ 51
ATTACHMENT B: GENERIC SUPPLIES FOR ALL DEPARTMENTS ................................................... 52
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APPENDIX C: DEPARTMENT EMERGENCY INFORMATION AND EQUIPMENT
DEPARTMENT:
Executive Director
LOCATION:
Main Office
EDM TEAM REPRESENTATIVE: Executive Director
PHONE:
850-259-5862
(NAME & TITLE) Gail Sansbury
NUMBER OF EMPLOYEES:
1
CATEGORY 1 PERSONNEL:
1
CATEGORY 2 PERSONNEL:
0
EMERGENCY FURNITURE:
DESKS:
TABLES:
CHAIRS:
PHONES:
CABINET/SHELVES:
EMERGENCY OFFICE EQUIPMENT:
FAX: N/A
OTHER:
PCs: 1
1 Laptop Computer
1 IPAD
PRINTERS: 1
TYPEWRITERS: 0
EMERGENCY OFFICE FORMS/SUPPLIES:
NUMBER OF BOXES: 1
1 –Housing Authority Seal
NOTE: Will obtain basic office supplies, such as, pen, pencils, staplers, etc., from Emergency Supply
Emergency/Disaster Management Plan
Fort Walton Beach Housing Authority
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APPENDIX C: DEPARTMENT EMERGENCY INFORMATION AND EQUIPMENT
DEPARTMENT:
Finance
LOCATION:
Main Office
EDM TEAM REPRESENTATIVE: Finance Assistant
PHONE:
850-830-6601
(NAME & TITLE) Finance Assistant
NUMBER OF EMPLOYEES:
1
CATEGORY 1 PERSONNEL:
1
CATEGORY 2 PERSONNEL:
1
EMERGENCY FURNITURE:
DESKS:
TABLES:
CHAIRS:
PHONES:
CABINET/SHELVES:
EMERGENCY OFFICE EQUIPMENT:
OTHER: 2 Calculators
FAX:
PCs: 2
PRINTERS: 2
TYPEWRITERS: 1
EMERGENCY OFFICE FORMS/SUPPLIES:
BOX 1:
10 – Workman’s Comp Claim Forms
200—S8 Blank Checks
100—PH Blank Checks
2—Calendar
1—Binder for S8 Reports
1— Utilization report
50— Blank Letterhead
10—Florida League of Cities Claim
Forms + Changes in Fixed Assets
Forms
10— Blank retirement forms from
Mutual of America
5— Blank Dental enrollment forms
5— Blank Life ins. Enrollment forms
1— Deposit book - S8
1— Deposit Book – PH
1— List of bank Acct. #’s
NUMBER OF BOXES: 1
10—Special Fund Blank
1—Blank payroll EFTPS Sheet
Checks
1—Blank payroll UTC-6
2 blank cassette tapes
2 Boxes—Envelopes
10 Legal size file folders
20—Large Envelopes
20—Letter size file folders
5—Fed Ex Envelopes
1— Copy of job descriptions
30— Blank Fax Sheet
10— Blank Insurance forms—BCBS of FL
5— Blank Evaluation Forms
5— Blank Payroll change repot forms
25— Blank time sheets
20— Blank leave sheets
10— Blank comp/OT sheets
1— Blank Utility Consumption register (Current Yr.)
1— Blank 941 payroll form
1— Blank LOCCS form
2— applications for employment
2— Personnel employee file (New hire blank forms)
NOTE: Will obtain basic office supplies, such as, pen, pencils, staplers, etc., from Emergency
Supply
Emergency/Disaster Management Plan
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APPENDIX C: DEPARTMENT EMERGENCY INFORMATION AND EQUIPMENT
DEPARTMENT:
Public Housing
LOCATION:
Main Office
EDM TEAM REPRESENTATIVE: Director of Housing Programs
PHONE:
850-685-6356
(NAME & TITLE) Housing Director
NUMBER OF EMPLOYEES:
2
CATEGORY 1 PERSONNEL:
1
CATEGORY 2 PERSONNEL:
1
EMERGENCY FURNITURE:
DESKS:
TABLES:
CHAIRS:
PHONES:
CABINET/SHELVES:
EMERGENCY OFFICE EQUIPMENT:
FAX: N/A
OTHER: Two (2) Portable Calculators
PCs: 1
PRINTERS: 1
TYPEWRITERS: 1
EMERGENCY OFFICE FORMS/SUPPLIES:
NUMBER OF BOXES: 2
BOX 1: Forms –
20— Annual/House – Keeping
10— Application
10— New admissions package
10— Lease Agreement
10— Informal Hearing Form
20— Annual Recertification
10— HRS shelter verification
10— Employment verification
10— Declaration 214
10— Termination of Employment
10— Worksheet
10— Family Expense Form
10— Family Obligations
Inspection Results Form
20— U.P.C.S. Dwelling Unit
Inspection Form
10— Child Support Forms
NOTE: Will obtain basic office supplies, such as, pen, pencils, staplers, etc., from Emergency Supply
* Notes
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Fort Walton Beach Housing Authority
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APPENDIX C: DEPARTMENT EMERGENCY INFORMATION AND EQUIPMENT
DEPARTMENT:
Section 8
LOCATION:
Main Office
EDM TEAM REPRESENTATIVE: Director of Housing Programs
PHONE:
850-685-6356
(NAME & TITLE) Housing Director
NUMBER OF EMPLOYEES:
3
CATEGORY 1 PERSONNEL:
1
CATEGORY 2 PERSONNEL:
2
EMERGENCY FURNITURE:
DESKS:
TABLES:
CHAIRS:
PHONES:
CABINET/SHELVES:
EMERGENCY OFFICE EQUIPMENT:
FAX: 0
OTHER:
PCs: 1
PRINTERS: 1
TYPEWRITERS: 0
EMERGENCY OFFICE FORMS/SUPPLIES:
NUMBER OF BOXES: 2 (shared)*
BOX 1: * Forms –
10— FWBHA Rent Comparability
10— Application
10— RTA’s
Schedule
10— Intake Package
10— Informal Hearing Form
10— Inspection Form HUD-52580-A
20— Annual Recertification
10— HRS shelter verification
10— Employment verification
10— Declaration 214
10— Termination of Employment
10— Worksheet
10— Family Expense Form
10— Family Obligations
10— Child Support Forms
NOTE: Will obtain basic office supplies, such as, pen, pencils, staplers, etc., from Emergency Supply
Emergency/Disaster Management Plan
Fort Walton Beach Housing Authority
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APPENDIX C: DEPARTMENT EMERGENCY INFORMATION AND EQUIPMENT
DEPARTMENT: Administrative Assistant
LOCATION:
Main Office
EDM TEAM REPRESENTATIVE: Administrative Assistant
PHONE:
850-533-9160
(NAME & TITLE) Contract Administrator
NUMBER OF EMPLOYEES:
1
CATEGORY 1 PERSONNEL:
1
CATEGORY 2 PERSONNEL:
0
EMERGENCY FURNITURE:
DESKS:
TABLES:
CHAIRS:
PHONES:
CABINET/SHELVES:
EMERGENCY OFFICE EQUIPMENT:
FAX: N/A
OTHER:
PCs: 1
1 (one) Tablet PC
PRINTERS: 1
1 Calculator
TYPEWRITERS: 0
1 IPAD
EMERGENCY OFFICE FORMS/SUPPLIES:
NUMBER OF BOXES: 3 (1 - shared)*
BOX 1:
10— Blank Award of Contract Forms
10— Blank not awarded contract form
10— Blank bid meeting attendance form
10— Blank bidders score sheet
10— HUD11 Record of Employee
Interview
10— Daily jobsite inspection sheet
10— Liquidated damages forms
10— Notice to proceed forms
10— Pre-bid meeting attendance sheet
10— License Requirements sheets
10— Change order Forms
10— Blank HUD WH347 Certified
Payroll Form
10— Blank HUD WH348
Statement of compliance
10— Blank Invitation to Bid
10— Drawings of Charlie Hill and
Germany Terrace
10— HUD 5369-A Instructions to
bidders
10— Statement of bidders
qualifications form
10— HUD 7530 Previous
participation certificate
10— HUD 152158 Maintenance
Wage Rate Determination
10— HUD WH1321 Notice to
Employees
10 — Certificate and Release
10— HUD SF24 Bid Bond
10— Non-Colusive Affidavit form
10— HUD 92010 Equal Opportunity
Certification Form
10— Section 3 Specification Clause
10— LR-93-01 Labor Standards
Compliance Letter
10— HUD 5370 General Conditions of
the contract for construction
10— Davis Bacon and Related Acts
10— Contractors Guide to Prevailing
Wage Requirements for federally
assisted construction Booklet
10— Insurance Requirements Sheets
10- Pre-construction Conference Info
Packets
NOTE: Will obtain basic office supplies, such as, pen, pencils, staplers, etc., from Emergency Supply
Emergency/Disaster Management Plan
Fort Walton Beach Housing Authority
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APPENDIX C: DEPARTMENT EMERGENCY INFORMATION AND EQUIPMENT
DEPARTMENT:
Maintenance
LOCATION:
Maintenance Building
EDM TEAM REPRESENTATIVE: Maintenance Supervisor
PHONE:
850-368-3331
(NAME & TITLE) Maintenance Supervisor
NUMBER OF EMPLOYEES:
1
CATEGORY 1 PERSONNEL:
1
CATEGORY 2 PERSONNEL:
1
EMERGENCY FURNITURE:
DESKS:
TABLES:
CHAIRS:
PHONES:
CABINET/SHELVES:
EMERGENCY OFFICE EQUIPMENT:
FAX: 1
OTHER:
PCs: 2
1 adding machine
1 Generator
PRINTERS: 2
1 Digital Camera
TYPEWRITERS: 0
EMERGENCY OFFICE FORMS/SUPPLIES:
BOX 1:
NUMBER OF BOXES: 2
3– batteries, flashlights
50– Blank Work Order Forms
50– Maintenance door hanger Notices
50– Work Order call-in sheets
20– Supply Request Forms
NOTE: Will obtain basic office supplies, such as, pen, pencils,
staplers, etc., from Emergency Supply
Emergency/Disaster Management Plan
Fort Walton Beach Housing Authority
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ATTACHMENT A
INFORMATION RESOURCES
BOX 1 OF 1
ITEMS
1
1
5
1
1
1 can
1 pkg
1 pkg
1 pkg
CD – Windows 2000 Server Operating System
Upgrade and Installation Manual - Operating Systems for PC Servers and applications
40G Backup Tapes
Power Supply extension cord
Extension chord (Heavy Duty)
PC duster
CDs
CD labels
CD covers
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ATTACHMENT B
GENERIC SUPPLIES
ALL DEPARTMENTS
BOX 1 OF 1
10- 3 x 5 self stick removable notes
10- 2 x 3 self stick removable notes
10 - 3 x 3 self stick removable notes
1 – Stapler
2 - White-Out
10 ea Pens, Red Pen, Paper Clips, Pencils
2 - Highlighting Markers
1- Envelope Opener
10 - Legal Pads
2 - Scissors
6 - Roll of Boxing Tape
Letterhead - approx 200 sheets
10 - Calculator Tape
1 - Phone Message Spiral Notebook
2 - Scotch Tape Dispenser
2 - Staple Remover
1 box - File Labels – blank
1 box - Manila envelope
9 2D-Cell Flashlights
4- 36 exposure disposable cameras
Emergency/Disaster Management Plan
Fort Walton Beach Housing Authority
Page 52
2 - Expando folders
10 - Comfort Mask
20 - Key Tags
2 - Toner Cartridges
2 – 12” rulers
1 - Wet Ones Moist Towelettes
1 - Spray Bottle
Copy Paper (1 Case of 2500 sheets)
10 rolls - Invisible Tape
1 Box of staples
2 Boxes - Folders (Blue)
2-Hole Punch
1 - Cash Box
Roll on Ink - 1 black, 1 red
Stamp Pads - 1 black, 1 red
2 - Clipboards
2 - Phone Books
1 box each - Envelopes (Plain & window)
36 D-cell alkaline batteries
2 – 36 pack of AA-alkaline batteries
Rev. June 2013
FWBHA.COM
APPENDIX D
EMERGENCY VITAL RECORDS/SALVAGE, PRIORITY
Will be determined by the EDM Team as necessary
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APPENDIX E – FIRES: STANDARD OPERATING PROCEDURES (SOP)
Most building fires are potentially life threatening. Employees must use common sense to determine
whether a fire extinguisher can be used to extinguish the fire (see step 3 below).
Procedures to follow in the event of a fire:
1.
Inform other employees in the immediate vicinity that there is a fire and seek their assistance in
performing the other steps in this procedure.
2.
Instruct someone (or multiple people) to:
a.
Alert the department’s supervisor.
b. Call the Fire Services Department at 911.
3.
Attempt to extinguish the fire only if the fire is contained, e.g., in a waste paper basket, or if it is
determined that the fire extinguisher will be useful. As a general rule, use the fire extinguisher only if
the fire is not bigger than a waste-paper basket. For locations of Fire Extinguishers, see the list of maps
below.
4.
Close doors, if applicable, to contain the fire.
5.
If ordered to do so, leave the building immediately according to the appropriate evacuation route. To
identify the Evacuation Routes, see the list of maps below.
6.
Fires in dwelling units: Tenants should have an evacuation route planned and should practice this plan
periodically. The housing Authority will invite the fire department to come and have a fire information
day to train tenants on evacuation and the proper use of a fire extinguisher.
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MAPS:
1. For the Main Office:
a.
Figure E-1 Main Office– Evacuation Routes, and Location Routes, and Location
of Fire Extinguishers.
Figure E-1. (Main Office) – Evacuation Routes, and Location of Fire
Extinguishers.
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APPENDIX F
HURRICANES – STANDARD OPERATING PROCEDURES (SOP)
Usually when a hurricane threatens, people will receive adequate warning to secure themselves and their
property. Depending on the intensity of the threats, and your current location, you may be faced with many
decisions. If you are at home, stay at home if your house is safe from potential flooding and able to
withstand high winds. Otherwise, follow emergency procedures provided by the appropriate county
emergency agencies. If you are at work, stay there. If time permits, you may be instructed to go home and
take care of your family, and to return or not return to work until further notice.
1.
If you are at work and time permits, perform the following:
a.
Ensure that your critical files are backed up.
i. If your PC is connected to a Local or Wide Area Network (LAN or WAN), your files will be
backed up by the Information Resources.
ii. If your PC is not connected to a LAN or WAN, you are responsible for backing up the files
from your hard drive.
b.
Prepare and cover your electronic equipment.
i. Secure workstations and other equipment, cash registers, printers, etc. See Figure F-1 for
procedures on how to secure your workstations.
ii. Use garbage bags and/or plastic sheeting to cover your electronic equipment. Hold
bags/plastic together with duct and/or masking tape obtained from previously stored
emergency supplies.
c.
Secure critical paperwork, files, cash, etc. in a vault or cabinets designated for that purpose.
d.
Secure small office items in desk drawers, file cabinets, lockers or other secure areas.
e.
Secure large items, such as chairs, tables and desks. These should be removed to rooms without
windows, or placed against an inside wall and covered with plastic which is taped in place.
f.
Close all window coverings.
g.
Move away from glass windows and doors and migrate to the innermost areas of the building,
such as stairwells, bathrooms, hallways and closets, or go to the area(s) designated by
management.
h.
In the event the Executive Director closes the office each employee will be paid their normal
salary while on disaster leave. If an employee fails to return to work according to the
schedule set forth by the Executive Director, the employee will be considered to be using
normal leave time.
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2.
Tenant Procedures
1. Notify Tenants by flier 48 hours before the hurricane is supposed to strike if possible.
2. Fliers will be handed to the tenant if possible and taped to the door if the tenant is not home.
3. Information on the flier should include whether there is a mandatory evacuation and if so where the
emergency shelters will be located.
4. Tenants should secure all outdoor items and take down the clothes line and put indoors. Garbage
cans should be removed from the street and secured in the rear of the building. If the garbage can
and clothes line is not secured and removed by the time allotted on the flier the housing authority
will do it for the tenant at the tenants expense with the exception of the elderly.
5. The back gate should be opened in case of emergency.
6. All tenants should evacuate in the event of a mandatory evacuation. It is not the responsibility
of the Housing Authority to enforce the evacuation.
7. After a hurricane tenants should not return until the all clear is given to allow for the assessment
teams to evaluate damages.
8. Priority damage assessments of severely damaged housing will be done and notice will be given to
the tenant to evacuate with 24-48 hours. Emergency vouchers will be issued if another unit is
unavailable.
9. Emergency Officials will be contacted to assist in the tragedy.
10. When units suffer moisture damage, the housing authority will access if the tenants should be moved
to a different unit or be issued a housing voucher.
11. After hurricane, fliers will be handed to tenant if possible or taped to the door if tenant is not home.
12. Information on the flier will include necessary information and Place of Distribution (POD)
locations.
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13. Figure F - 1
Procedures for Securing Workstations
in Preparation for Severe Weather Conditions
Procedure for Desktop Workstations.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Emergency/Disaster Management Plan
Fort Walton Beach Housing Authority
Shutdown the workstation.
Shutdown all electrical equipment.
Shutdown the UPS (See Tech for Help if needed).
Unplug all electrical equipment from the electrical outlets located on
the wall, cubicle, or floor.
Unplug all wires from the back of the workstation tower (See Tech
for Help if needed).
Place “sticky note” with name on PC tower and monitor before
covering them with plastic.
Cover the monitor with a plastic bag.
Place a large trash bag inside of the plastic container that will be
provided to you. Place your tower, cables, keyboard, and mouse
inside the trash bag and secure it at the top.
Move the plastic bin and monitor to a secure location as directed by
your supervisor.
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APPENDIX G - TORNADOES: STANDARD OPERATING PROCEDURES (SOP)
When a tornado approaches, immediate action may save your life!
A tornado watch is issued when conditions which may produce tornadoes are expected to develop.
Continue normal activities during a watch unless directed by the Executive Director to initiate “preparation”
strategies; however, be aware that conditions may suddenly change and a tornado warning may be issued.
A tornado warning will be issued when a tornado has been detected. The warning will usually tell of the
last known location, and when known, its speed and direction of movement. If a tornado is moving in your
direction, sighted, or heard, take immediate action:
1.
If at work, the lowest floor of the building is safest.
a.
If time permits, use the evacuation routes to quickly get to the lowest floor and into a secured
interior location with no windows, closets or bathrooms.
b.
Do not remain close to glass windows or doors, and do not attempt to leave the building!
2.
Tenant Procedures
Due to the nature of tornados time would not permit notification by the Housing Authority.
After a tornado
a) Priority damage assessments of severely damaged housing will be done and notice will be given to
the tenant to evacuate with 24-48 hours. Emergency vouchers will be issued if another unit is
unavailable.
b) Emergency Officials will be contacted to assist in the tragedy.
c) When units suffer moisture damage, the housing authority will access if the tenants should be moved
to a different unit or be issued a housing voucher.
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APPENDIX H - BOMB THREATS: STANDARD OPERATING PROCEDURES (SOP)
Bomb threats can be received by anyone in a department. If one is received, perform the following:
1.
Remain calm and carefully record all information about the caller, such as, sex, cultural background,
accent, any background noises, etc. on the Bomb Threat Check List (see Figure I-1). A copy of the
check list shall be kept near each employee’s phone at all times.
2.
When the caller hangs up, inform your supervisor who will inform the Executive Director. If your
supervisor is not available, inform the next person in line of responsibility.
3.
If needed, a building evacuation order may be issued by the Executive Director. The Evacuation
Routes and Meeting Areas found in the Appendix E – FIRES – STANDARD OPERATING
PROCEDURES (SOP) should be followed in the event of an evacuation.
4.
Provide the completed Bomb Threat Check List to management and Court Services department.
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BOMB THREAT CHECKLIST
Figure H - 1
Exact time of call ________________________________________________________________________
Exact words of caller _____________________________________________________________________
_______________________________________________________________________________________
______________________________________________________________________________________
QUESTIONS TO ASK
1.
When is the bomb going to explode? ____________________________________________________
2.
Where is the bomb?__________________________________________________________________
3.
What does it look like? _______________________________________________________________
4.
What kind of bomb is it?______________________________________________________________
5.
What will cause it to explode?__________________________________________________________
6.
Did you place the bomb?______________________________________________________________
7.
Why?_____________________________________________________________________________
8.
Where are you calling from?___________________________________________________________
9.
What is your address?________________________________________________________________
10.
What is your name?__________________________________________________________________
CALLER’S VOICE (circle)
Calm
Stutter
Sincere Crying Loud
Excited Normal
Giggling
Angry
Stressed
Lisp
Disguised
Squeaky
Slow Deep Accent
Slurred
Broken
Nasal
Rapid
If voice is familiar, whom did it sound like? ___________________________________________________
Were there any background noises? _________________________________________________________
Remarks: ______________________________________________________________________________
______________________________________________________________________________________
Person receiving call: ____________________________________________________________________
Telephone number call received at: _________________________________________________________
Date: _________________________________________________________________________________
Report call immediately to: _______________________________________________________________
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APPENDIX I - COMPUTER SYSTEMS FAILURE: STANDARD OPERATING
PROCEDURES (SOP)
1.
In the event of hardware/software failure or destruction, the Systems Manager will coordinate the
following activities:
a.
If hardware has been damaged, appropriate vendors must be contacted for replacement
equipment and/or maintenance service. See Appendix B.
b.
If software has been damaged, appropriate backups must be obtained from off-site storage, as
applicable, and restored to the system.
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APPENDIX J – EMERGENCY CONTACT LIST
Police, Sheriff, Fire, Ambulance, Highway Patrol – 911
Utility Company (Gulf Power) – 800-225-5797
Natural Gas Company (Okaloosa Gas) – 850-729-4700
Waste Management – 850-862-7141
Health Department – 850-833-9245
Panhandle Animal Welfare Society – 850-244-0196
Mosquito Control – 850-651-7394
FEMA – 800-525-0321 or 800-660-8005
Red Cross – Fort Walton Beach 850-314-3016
Red Cross – Crestview 850-682-3356
FL Dept of Emergency Management – 850-413-9900
Citizen Information Line when EOC is activated – 850-651-7583
Okaloosa County Emergency Management – 850-6551-7560
EMPLOYEE CONTACT LIST
First Name
Gail
Rick
Heather
Last Name
Sansbury
Hanson
Dugas
Marisel
Larry
Rick
Jessica
Kathy
Kimberly
Joseph
Jennifer
Floater Phone
Armsted
Hanson
Walsh
Harpe
McBee
Black
Melanson
Welner
Emergency/Disaster Management Plan
Fort Walton Beach Housing Authority
Title
Executive Director
Acting Administrative Assist
Public Housing Case
Specialist
Director of Housing
Maintenance
Maintenance
Section 8 Case Manager L-Z
Section 8 Case Manager A-K
Finance Assistant
Maintenance Supervisor
Receptionist
Page 65
Cell
850-259-5862
850-533-9160
850-543-2629
850-685-6356
850-685-0496
850-461-7805
251-509-5029
850-685-6302
850-830-6601
850-368-3331
850-240-7725
850-685-6364
Rev. June 2013
FWBHA.COM
APPENDIX K – Information Sources
Okaloosa County Website:
www.co.okaloosa.fl.us
Ready Okaloosa:
www.co.okaloosa.fl.us/readyokaloosa.html
Daily Situation Report
www.co.okaloosa.fl.us/publicsafetydsr.asp
National Weather Service (NWS):
www.srh.noaa.gov/
County map book:
http://www.mapsource.com
American Red Cross – Crestview:
www.northwestflorida.redcross.org/
Good Weather info:
www.weatherunderground.com
Okaloosa County Sheriff site:
http://sheriff-okaloosa.org/
Citizencorps:
www.citizencorps.gov/cert/
Local CERT news & info:
http://www.okaloosa-cert-team.org/
Training Courses:
www.floridadisaster.org/TrainingCalendar/index.as
FEMA course list:
http://training.fema.gov/IS/crslist.asp
Emergency/Disaster Management Plan
Fort Walton Beach Housing Authority
Page 66
Rev. June 2013
FWBHA.COM
APPENDIX L – Model Family Disaster Plan for Residents
 Discuss the type of hazards that could affect your family. Know your home’s vulnerability to storm
surge, flooding and wind.
 Locate a safe room or the safest areas in your home for each hurricane hazard.
In certain circumstances the safest areas may not be your home but within your community.
 Determine escape routes from your home and places to meet. These should be measured in tens of
miles rather than hundreds of miles.
 Have an out-of-state friend as a family contact, so all your family members have a single point of
contact.
 Make a plan now for what to do with your pets if you need to evacuate.
 Post emergency telephone numbers by your phones and make sure your children know how and
when to call 911.
 Check your insurance coverage – flood damage is not usually covered by homeowners insurance.
 Stock non-perishable emergency supplies and a Disaster Supply Kit.
 Water – at least 1 gallon daily per person for 3 to 7 days
 Food – at least enough for 3 to 7 days
--- non-perishable packaged or canned food / juices
--- foods for infants or elderly
--- snack foods
--- non-electric can opener / cooking tools / fuel
--- paper plates / plastic utensils
 Blankets / Pillows, etc.
 Clothing – seasonal / rain gear / sturdy boots
 First Aid Kit / Medicines / Prescription Drugs
 Special Items – for babies and the elderly
 Toiletries / Hygiene items / Moisture wipes
 Flashlight / Batteries / Radio (battery operated and NOAA weather radio)
 Cash (with small bills) – Banks and ATMS may not be open or available for extended periods.
 Keys
 Toys, Books, Games
 Important documents – in a waterproof container or watertight resealable plastic bag
(insurance, medical records, bank account numbers, social security card etc.)
 Tools – keep a set with you during the storm
 Vehicle fuel tanks filled
 Pet care items – proper identification / immunization records / medications, a carrier or cage,
muzzle and leash, ample supply of water
 Take First Aid, CPR and disaster preparedness classes.
Emergency/Disaster Management Plan
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Fort Walton Beach Housing Authority
Rev. June 2013
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Emergency/Disaster Management Plan
Fort Walton Beach Housing Authority
Page 68
Rev. June 2013
FWBHA.COM
Emergency/Disaster Management Plan
Fort Walton Beach Housing Authority
Page 69
Rev. June 2013
FWBHA.COM