Emergency Procedures Manual - The Market Place · The Market Place Emergency Procedures Manual has...

Emergency Procedures Manual

Emergency Procedures

Manual (For market site only , to be read in conjunction with the

UCOL emergency management policy version

16.1 )


Contents

1.0 Introduction

2.0 Types of Emergencies

3.0 The Emergency Control Team (ECT)

4.0 Duties of the ECT Members

5.0 Emergency Procedures

6.0 Safety and Preventative Measures

7.0 Bomb Threat

8.0 Civil Disturbance

9.0 Evacuation Drills

10.0 Training

11.0 Warden Register

12.0 Bomb Threat Checklist


1.0 Introduction

The Market Place Emergency Procedures Manual has been prepared specifically for the tenants of the

The Market Place Palmerston North for the purpose of adopting and maintaining uniform procedures

for tenants and their staff to follow in the event of an emergency situation arising in accordance with

the Building Fire Safety Regulations (2008), Fire and Rescue Services Act (1990), Disaster

Management Act (2003), The Market Place Regulations and Health & Safety at Work Act 2015 (HSWA)

Manual.

The initial response to a crisis is critical. What occurs during the first few minutes provides the best

opportunity for the control of the situation with the success of handling an incident dependent upon the

actions taken by those persons within its immediate vicinity.

The manual provides the framework that establishes parameters of responsibility and authority for crisis

and emergency situations at the Brisbane Markets. The manual does not replace common sense,

rational decision-making and concern for the safety of any person within the Market. The protection of

life and property is of primary concern.

In this context, the manual offers the minimal essential procedures and must not be interpreted as all-inclusive.

The focus is confined to the management of traumatic incidents and the crisis and post crisis stage.

All staff should receive a copy of this manual prior to commencing employment.

2.0 Types of Emergencies

Either a partial or full evacuation may be ordered as a result of any of the following emergency

situations where there is a real or potential risk to safety:

Fire or explosion;

Chemical spill either with or without fire or fumes/ toxic emission;

Gas or fuel leak;

Bomb threat or package or container suspected to contain a bomb;

Flood

Earthquake

Terrorism

Fire arms being discharged;

Structural fault/ instability;

Service failure;

Civil disturbance;

Air conditioning contamination;

At the Direction of Emergency Authorities (e.g. Fire Brigade, Police);

At the Direction of Macorro Properties Ltd T/A the market place

Authorised Officers;

Building invasion/ Armed intrusion;

Cyclone / Severe Weather


Hazardous substance incident;

Medical Emergency;

Serious transport accident.

Included with this manual are:


Evacuation Procedures Guide to be displayed in a prominent area accessible for all staff;

Evacuation Plan of the site indicating the designated Assembly Points.

3.0 The Emergency Control Team

Each Tenant is to appoint an Emergency Control Team

Each tenant is advised to appoint a nominated Fire Warden in accordance with the Building Fire Safety

Regulations (2008) person, (or number of wardens and/ or fire safety advisors dependent upon the size

of the business), to act as an Emergency Control Team (ECT). It will be the responsibility of the ECT to

ensure that these procedures are followed in an emergency.

These procedures have been developed to minimise the risk to people and property by encouraging

prompt and prepared action by the ECT. It is a statutory requirement of the Building Fire Safety

Regulations (2008) and Fire and Rescue Service Act (1990) that all members of each tenant’s ECT

familiarise themselves with these procedures and ensures that this manual is maintained and kept in a

readily available location.

Tenants have a duty to ensure that their staff receives appropriate instruction and training in emergency

procedures. The procedures are recommended for the safety of people during an emergency situation,

they should be regarded as flexible guidelines which can be adapted to cope with any unanticipated

emergency situation. Ongoing emergency training will be offered to tenants on site at a fee, other

training providers can be sought through the NZ Fire and Rescue Service

The primary role of ECT is to facilitate the planned orderly evacuation from tenant’s premises of all

occupants and visitors in the event of an emergency.

A list of members of the ECT (Fire Warden/s/ Fire Safety Advisors) is required to be prominently

displayed in your workplace.

The same person could perform one or more of the positions on the ECT so long as there are sufficient

personal available to implement the fire and evacuation procedures.

ECT members need to be easily identified when an emergency situation arises. They can do this by

wearing the appropriate coloured hat, vest or armbands. These positions (Fire Warden/s/ Fire Safety

Advisors) with their colour identification can include the following:

Chief Warden; (White hard hat)

Deputy Chief Warden; (White hard hat)

Communications Officer (White hard hat); (This role may be assumed by the Deputy Chief Warden)

Area Wardens;(Yellow hard hat)

Wardens; (Red hard hat)

First Aid Officer (White Hard Hat with First Aid Logo)

The responsibilities of the ECT during an emergency are as follows:

To oversee the safe and orderly evacuation of the premises until the arrival of emergency

authorities. BML should be notified immediately of any emergency situation.

To inform the responding emergency authorities of the situation on their arrival and assist as required

and/or directed.


To operate portable fire fighting equipment installed in the premises only if safe to do so, and

only if proper training in the correct use of portable fire fighting equipment has been

received.


Important Note:

It must be clearly understood that the primary duty of ECT members is not to combat emergencies, but

to ensure, as far as practicable, the safety of occupants and their orderly evacuation from the danger

area.

Definitions

According to the Queensland Fire and Rescue Service (2008) (http://www.fire.qld.gov.au) a Fire Safety

Advisor is a person who is responsible for knowing all aspect of fire safety, provide advice to occupiers to

ensure appropriate emergency planning has been undertaken and provide advice. Where as they outline the

Fire Wardens as the official responsible for managing and protecting, identifying and implementing ECT

selection and process, emergency and evacuation policies and procedures and overseeing and have a

comprehensive understanding of the fire safety installation within the building/s.

4.0 ECT Roles and Responsibilities

4.1 Chief Warden

On becoming aware of an alarm or emergency situation, the Chief Warden is to be responsible

for the co-ordination for the overall evacuation and on becoming aware of an emergency shall:

o Ascertain the nature of the emergency and determine appropriate action

o Telephone the Emergency Services (Ph. 111)

o Advise the Markets Security

o Ensure that Floor or Area Wardens are advised of the situation.

o Initiate the Emergency Evacuation Procedure

o Brief the arriving Emergency Service’s Officers and Macorro Properties Ltd ( MPL) staff

on the type and location

of the emergency and act upon the officer’s instructions.

The Chief Warden is a MPL operational staff member (i.e. MPL Market Officer).

4.2 Deputy Chief Warden

The role of the Deputy Chief Warden is to report to and assist the Chief Warden as required

and/or directed by the Chief Warden. The Deputy Chief Warden will assume the role of Chief

Warden in that person’s absence.

4.3 Communications Officer

The role of the Communications Officer is to

o Notify the appropriate ECT personnel,

o Confirm Emergency services have been notified,

notify UCOL security

o Act on the Chief Warden’s instructions

http://www.fire.qld.gov.au/


o Record log of events between the Chief Warden and Floor Wardens.


Document Number: Document Date:

CH5-017 20/11/09

Brisbane Markets Limited ACN 064 983 017

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4.4 Wardens

The role of the Wardens is to assist the Floor or Area Wardens. The number of Wardens

required will depend on the size and number of occupants in the building.

Generally there should be one (1) warden for every twenty (20) persons on the floor or in

the area.

4.5 MPL Area Wardens

MPL Authorised Officers (Market Officers) also coordinate with other Wardens in acting roles of

Area Wardens. They are appointed to assist tenants to control, and oversee the emergency

procedures during an ordered evacuation or building emergency.

Under normal circumstances, an evacuation of the premises would be directed by the Chief

Warden; however, MPL Area Wardens have the authority to evacuate an area if they consider

an emergency situation to be dangerous and therefore would assume control of the situation.

Area Wardens should be aware of:

o The employment of any mobility impaired persons;

o Manual Call Points (MCP);

o Emergency exits and alternate evacuation routes;

o Fire fighting equipment (and its operation);

o Obscure areas where people may be located;

o External emergency assembly points.

Important Note:

A mobility-impaired person in this sense is anyone with a physical, mental or sensory

impairment, either permanent of temporary, who may require assistance during an emergency.



CH5-017 20/11/09


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5.0 Emergency Procedures

5.1 Chief Warden and Deputy Chief Warden

On becoming aware of an emergency, the Chief Warden will:

Respond immediately by going to the Emergency Control Point;

Instruct the Deputy Chief Warden to ensure that UCOLSecurity

and the appropriate emergency authority (dial 111) has been advised;

Activate the Alert Tone if not already sounding;

Establish communications with the area of origin of the emergency situation by portable

communications (mobile telephone or two way radio) or by despatching a runner;

Run/drive to the main gate house and advise BML’s Market Officer on duty;

Instruct Wardens to initiate search procedures

Stand by to receive information from the Area Wardens and Wardens;

On receipt of advice of a confirmed emergency situation, sound the evacuation tone

instantly and instruct Area Warden’s to commence immediate evacuation of the premises;

Instruct the Deputy Chief Warden to ensure that all vehicular movement within the area of

the emergency situation ceases;

Await the arrival of Market Security Staff and/or emergency authorities;

On arrival of the Market Security Staff and/or emergency authorities, provide a briefing of

the situation, hand over control, and await further instructions.

Important Note:

If there is NO DOUBT that the situation is under control or that the event has been a false

alarm, and there is NO DANGER to any person only BML staff or Emergency Services staff are

permitted to:

Silence the Alert Tone;

Arrange to advise the occupants of the premises that the situation is under control and to

resume normal activities.

5.2 Area Wardens

On becoming aware of the ALERT TONE, All Wardens will:

Initiate a search procedure under the instruction of the Chief Warden ensuring all personnel

are aware of the alarm;

Look for visible signs of smoke, flame or incident and communicate their findings;

Maintain control of areas of their responsibility ;

Ensure that occupants of the premises do not evacuate until advised.



CH5-017 20/11/09


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On becoming aware of the EVACUATION TONE, or under the instructions of the Chief Warden,

all Wardens are to:

Instruct occupants of the premises to switch off all machinery (only if time permits);

Instruct all occupants and visitors to evacuate the premises and move to the emergency

assembly point; do not allow persons to retrieve their personal belongings;

Instruct Area Wardens to assist by guiding personnel through emergency exits to the

assembly point;

Ensure that all occupants and visitors are accounted for;

Instruct Area Wardens to check toilets, store rooms, offices, etc if accessible and report

back when all persons are evacuated;

Advise the Chief Warden when the premises are clear of all occupants and visitors,

including any mobility impaired persons;

Proceed to the emergency assembly point, remain in charge of evacuated personnel, and

await further instructions from the Chief Warden, Market Security or emergency authority.

On becoming aware of a FIRE, all Wardens will:

Give a verbal warning to all personnel in the immediate area;

Activate the alarm via the Manual Call Point if alarm is not already sounding;

Advise the Chief Warden and UCOL Security of the location of the fire;

Instruct Deputy Area Wardens to immediately evacuate the premises;

Organise a fire fighting party consisting of at least two properly trained personnel to attempt

to extinguish the fire (ONLY IF SAFE TO DO SO);

Instruct the withdrawal of the fire fighting party if the fire cannot be contained;

Close all doors and windows in the premises;

Move to the emergency assembly point and await further instructions from the BML Chief

Warden.

Important Note:

To assist mobility impaired persons, at the sounding of the alarm the Area Warden will:

Nominate two assistants to escort mobility impaired persons to the assembly point;

Advise the Chief Warden of their safe evacuation;

Ensure that the two assistants remain with the mobility impaired persons at the assembly

point until instructed otherwise;

Request the attendance of a first aid officer if required.

5.3 After Hours Evacuation

If an alarm is raised outside normal hours, any occupants within the buildings are to:

Immediately notify MPL Market Security;



CH5-017 20/11/09


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Commence an immediate evacuation of the premises;


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Move to the designated emergency assembly point and await further instructions from

Market Security and/or emergency authority.

6.0 Safety and Preventative Measures

Prevention of fire is as important as the development of an efficient means of fire fighting. Therefore all

members of the ECT and other occupants of premises must be acutely aware of the need to avoid

dangerous practices and the high level of risk to life and property in the event of a fire becoming out of

control.

Wardens should be diligent in taking note and bringing to the attention of the Chief Warden any potential fire

and safety hazards such as:

The increased fire hazard associated with insulated panel structures.

Note: Cold rooms are constructed of foam sandwich panel - Expanded Polystyrene or EPS – which is

highly flammable. Any damaged or exposed sandwich panel needs to be repaired or replaced as a

priority.

Accumulation of litter which may increase the risk of fire;

Incorrect methods or locations for the storage of flammable liquids or other substances;

The placement of any items which may impede access to emergency exits;

Fire doors which are wedged or fixed open;

Inoperative fire fighting equipment or unable to locate registered fire equipment.

All tenant’s staff should be encouraged to observe the highest standards of care in the use of matches,

lighters, electrical appliances and other possible sources or causes of ignition which may lead to an outbreak

of fire.

Work areas should be kept tidy and orderly. All staff should be instructed in the location and operation of

emergency alarms and key staff should be instructed in the proper use of fire fighting equipment.

All emergency equipment must be regularly inspected and tagged in accordance with Electrical Safety

regulations.

7.0 Bomb Threat

7.1 Introduction

All threats of this nature are to be taken seriously. It is important that those personnel

answering incoming telephone calls ensure that a bomb threat checklist is readily available at

all times. (see section 12.0) The following procedure is to be followed in the event of a bomb

threat being received:

Try to remain calm;

Obtain as much information from the caller as possible;

Discretely notify others of the call in progress;

Hold the caller in conversation as long as possible;

If possible, note the incoming telephone number;


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DO NOT HANG UP at the completion of the call as there may be the opportunity for the

emergency authority and/or police to trace the origin of the call through the open line.

7.2 Procedures for Wardens

On receiving notice of a bomb threat, the Chief Warden will:

Immediately notify the Police (dial 111) and MPL Market Security & Ucol onsite security ;

Instruct the Deputy Chief Warden to immediately initiate an evacuation of the premises;

Ensure that the operation of all two way radios, mobile telephones and paging systems

ceases immediately- excluding the communication tools required during an emergency;

Instruct the Deputy Chief Warden to cease all vehicular movement in the area;

When all personnel have been evacuated, move to the assembly point and await further

instructions from the Police and/or Market Security.

Important Note:

If a suspicious object is located or becomes evident, DO NOT TOUCH. Inform the Chief

Warden of all relevant details immediately.

8.0 Civil Disturbance

On becoming aware of a civil disturbance occurring within the Brisbane Markets, the Chief Warden will:

Immediately notify MPL Market Security;

Secure the premises;

Account for all staff members and ensure their immediate safety is maintained;

Await further instructions from the police and/or BML Market Security.

9.0 Practice Evacuations

At least one practice drill in conjunction with the Fire Service is required to ensure that procedures are

satisfactory. Once it is established that they are satisfactory and workable, a program of future

evacuation exercises is to be established on a regular basis or as required.

10.0 Training

It should be clearly understood and appreciated that the procedures and guidelines set out in this

manual may not provide for every possible emergency situation.

The Emergency Plan will only work effectively if everyone has had clear instructions and been provided

with the necessary training.

If you are unsure of your legislative requirement with regards Emergency Procedures, please contact

either Macorro properties ltd or UCOL for further advice.


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The use of common sense and a thorough knowledge of the emergency procedures by each tenant’s

nominated Emergency Control Team members will assist in ensuring the safe and orderly conduct

necessary to cope with an emergency situation.


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10.0 Warden Register

Name

Warden Position (Chief,

Deputy, Area, Deputy Area)

Contact Details

B/H Telephone No

A/H Telephone No

Mobile No


Page 14 of 20


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11.0 Bomb Threat Checklist

Keep Calm – Do Not Hang Up

QUESTIONS TO ASK

THREAT LANGUAGE

1. When is the bomb going to explode? Well Spoken:

2. Where did you put the bomb? Incoherent:

3. When did you put it there? Irrational:

4. What does the bomb look like? Taped:

5. What kind of bomb is it? Message read by caller:

6. What will make the bomb explode? Abusive:

7. Did you place the bomb? Other:

8. Why did you place the bomb? BACKGROUND NOISES

9. What is your name?

Street Noises

Aircraft

10. Where are you?

Voices

Music

11. What is your address?

Machinery

Other

Local Call

Long Distance/STD

EXACT WORDING OF THREAT

OTHER

Sex of Caller: Estimated Age:

ANY OTHER COMMENTS

CALLER’S VOICE

CALL TAKEN BY

Accent (specify): Name (print):

Any impediment (specify):

Voice (loud, soft, etc): Telephone No:

Speech (fast, slow, etc):

Diction (clear, muffled): Date & Time:

Manner (calm, emotional, etc):

Did you recognise the voice? Duration of Call:

If so, who do you think it was?

Was the caller familiar with the area?

Report call immediately to ** Police (Dial 111) and ** Market Security 021 517206


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EMERGENCY PROCEDURE GUIDE

The MARKET PLACE

.

IN THE EVENT OF FIRE BUILDING EMERGENCIES

1. Raise the alarm – break MCP glass alarm;

2. Alert other occupants; 3. Notify your Chief Warden or Area

Warden, and Market Security; 4. Evacuate the immediate danger area 5. Assemble as directed by your Wardens; 6. When instructed – EVACUATE.

Should the building fire alarm activate or you are advised that there is an emergency in the building – follow the directions of your Wardens. If there is a need to evacuate – follow the evacuation procedures.

EVACUATION PROCEDURES BOMB THREAT PROCEDURES

On hearing the Evacuation alarm (“WHOOP WHOOP”) or on being instructed to evacuate:

1. Move to the Emergency Assembly Point

as directed by your Wardens; 2. When instructed to evacuate, leave by

the designated Fire Exits;

3. Move quietly and calmly to the Emergency Assembly Point and remain in the company of staff from your tenancy.

1. Use the Bomb Threat Checklist if possible; 2. Record the exact wording of the threat; 3. Keep the caller talking – try to obtain as

much information as possible; 4. Report the call to:

a. Chief Warden b. Area Warden c. Police (Dial 000) d. BML Security (3915 4200)

5. Record details of the caller’s voice and any background noises;

6. Await further instructions from Wardens or other authorised persons.

DO NOT HANG UP

KNOW YOUR WARDENS AND EMERGENCY ASSEMBLY POINTS

The Emergency Assembly Points for the Market Place are marked at the site . Please ensure all Tenant Employees are familiar with the nearest or safest Emergency assembly point to their work location.


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Emergency Control Team

Chief Fire Warden

(Print Name)

(Position Held)

Deputy Chief Warden

(Print Name)

(Position Held)

Area Warden/s

Print Name

(Position Held)

Print Name

(Position Held)

Print Name

(Position Held)

Print Name

(Position Held)

Print Name

(Position Held)

Print Name

(Position Held)

Print Name

(Position Held)

Print Name

(Position Held)

Print Name

(Position Held)

Print Name

(Position Held)

Please note that the Chief Fire Warden can be a member of the MPL Operations team including a Market Officer.

The ECT are to ensure as far as practicable that safety and orderly evacuation of staff, visitors, contracts and others and not to contend with emergencies.

Safety is paramount please do not place yourself at risk.


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FLOW CHART ON ACTIONS

EMERGENCY SITUATION

ALERT OTHERS (occupants, persons in the

immediate area, etc)

Notify Chief Fire Warden and/or Area Warden and Market

Officers

Remove yourself from any danger.

Evacuate the immediate area

Follow directions from Warden and assemble as directed

Assemble at the closest

Emergency Assembly Point


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Review of Emergency Procedures Contained in this Manual

Date of Review Reviewed By

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

/ /

These emergency procedures should be reviewed and amended as required, but at least annually.

The date the review was conducted, the name and position of the reviewing officer should be recorded in the spaced provided above to maintain an accurate and up to date record.

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