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Lansing Board of Water & Light Emergency Action Plan

2014

Hometown People. Hometown Power.

Susan Devon Assistant General Manager & C F O 517-702-6256

October 28, 2013

To: A l l BWL employees

Attached is a copy of the 2013 BWL Emergency Action Plan (EAP). This EAP is intended to provide the critical first steps taken by employees in an emergency and as such, all employees should be intimately familiar with it. Safety and security are the responsibility of each and every employee at the BWL. Please keep this important document readily accessible in case of an emergency. An electronic copy of this and other emergency plans can be found at Q:\_Emergency Plans. Please take time to familiarize yourself with these other plans as well. I would like to thank everyone for the great deal of effort and interdepartmental cooperation that was put into making this document. This document replaces the July 2012 BWL EAP; therefore, please discard all copies of that document.

Thank you for taking the time to be prepared.

Susan Devon Assistant General Manager/CFO

1232 Haco Drive | PO Box 13007 | Lansing, Ml | 48901-3007 | 517-702-6000 | www.lbwl.com

LANSING BOARD OF WATER & LIGHT EMERGENCY ACTION PLAN

Hometown People. Hometown Power.

1RF

Approved by J . Peter Lark General Manager Effective December 1,2013

This document is subject to periodic changes and updates, and will be published and distributed as required. Every effort has been made to make the information contained within this document as accurate as possible, however; it still may contain errors. Please provide any corrections or changes to the Manager of Enterprise Risk Management. Specific departmental emergency procedures and/or emergency instructions from BWL management supersede this document. Any directive from any law enforcement or emergency response personnel during an emergency or incident must be followed. The latest version of this document will be posted on the BWL Intranet web-site.

The information within this EMERGENCY ACTION PLAN document is CONFIDENTIAL.

Table of Contents
1: Introduction to the BWL EAP 2: Purpose of the BWL EAP 3: Employee Responsibilities 4: BWL Emergency Phone Numbers 5: Injury
A. B. Employee Public 9 11

5 6 6 7 9

6: Evacuations
A. B. C. D. General Information Fire Emergency Natural Gas Leak Bomb Threat 12 13 13 14

12

7: Inclement Weather Conditions


A. B. C. General Tornado or Major Storm Flooding 16 17 19

16

8: Environmental Threats
A. B. C. D. Chemical Spill or Release Asbestos Release Fugitive Dust Dam Breaks 21 21 22 22

21

9: Sabotage & Vandalism


A. B. C. Electric Generation Drinking Water Natural Gas 23 24 25

23

10: Active Shooter


A. B. How To Respond When An Active Shooter Is In Your Vicinity How To Respond When Law Enforcement Arrives On The Scene 26 27

26

11: Receipt of a Suspicious Package


A. B. Procedure Identification of Suspicious Mail/Packages 28 28

28

12: Emergency Communications and Loss of Radio Communications


A. B. C. D. Responsibility For Emergency Communications Emergency Communications Procedures BWL Radio System Emergency Use Loss of BWL Radio System 30 30 30 31

30

13: Catastrophic Event Coordination


A. B. C. Catastrophic event causing mass casualties and loss of BWL facilities BWL Command And Communication Center (CCC) City of Lansings Emergency Operations Center (EOC) 33 34 34

33

14: Electrical Unscheduled Outages


A. B. Areas of Responsibility Contact Phone Numbers 36 36

36

15: Maximum Emergency Generation Event 16: Personal Planning


A. B. Introduction Personal Plan Elements 38 38

37 38

17: Definitions 18: Record of Revisions to the BWL EAP

40 41

1: Introduction to the BWL EAP


The Lansing Board of Water & Lights (BWL) Emergency Action Plan (EAP), has been prepared from information and guidance of BWL personnel who will be responsible to act during emergency situations. It is intended to provide information and guidance of initial actions and/or contact information to employees who may be assigned special duties to provide the most orderly handling of emergencies. Every possible combination of conditions causing some type of emergency and response cannot be predicted however, it is the intent of this document to provide basic response triggers and actions for most emergencies including electric, drinking water, and weather related. Section 2 provides the purpose of this document. Section 3 provides responsibilities of all BWL employees. Section 4 provides a sample of the BWL EMERGENCY RESPONSE CALL LIST. This list is found on the BWL intranet site (4th button on the left side) and is updated for each weekend. Section 5 provides guidance for injuries. Section 6 explains general evacuation procedures. Each BWL facility will have specific evacuation procedures posted. Section 7 describes actions to be taken during inclement weather situations. Section 8 describes procedures to follow in the event of environmental spills or threats. Section 9 is to provide a quick reference to the "Lansing Board of Water & Light Sabotage Reporting Procedure"; deals with water contamination and/or sabotage events directed toward the BWL water supply system. It is also to establish guidelines to be followed when reporting these events. Section 10 provides directions for dealing with an active shooter situation. Section 11 provides directions for dealing with suspicious packages or items delivered or found on BWL property. Section 12 provides details and procedures for emergency communications and loss of radio communications. Section 13 provides information for catastrophic event coordination, including activation of the BWL Command and Communication Center (CCC), and coordination with the City of Lansings Emergency Operations Center (EOC). Section 14 provides guidance on unscheduled electrical outages. Section 15 is to make employees aware that during certain situations the BWL may be called on to implement measures to mitigate a Maximum Emergency Generation Event. Section 16 provides suggestions for personal planning of emergency situations. Section 17 provides definitions for words, phrases, and acronyms used in this document. Section 18 will be an ongoing record of revisions to this document.
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2: Purpose of the BWL EAP


The purpose of the BWL EAP is to provide information and guidance of initial actions and/or contact information to employees who may be assigned special duties to provide the most orderly handling of emergencies

3: Employee Responsibilities
It is the responsibility of all BWL employees to A. Report any type of emergency to the Employee-in-Charge for the safety and protection of BWL employees, customers and facilities. Examples of emergencies include, but are not limited to, natural disasters, fire emergencies, chemical spill or release, catastrophic event, bomb threat, inclement weather conditions, etc. B. Periodically review this document and department specific documents for appropriate responses in case of an emergency. C. Conduct periodic drills in each BWL department or area for fire, adverse weather conditions and/or other emergency response actions. D. Obtain specific instructions from the Employee-in-Charge of their area or their supervisor for emergency situations not covered in this document before proceeding with work. An electronic copy of this and other emergency plans can be found at Q:\_Emergency Plans. Please take time to familiarize yourself with these other plans as well.

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4: BWL Emergency Phone Numbers


The purpose of this Section is to provide a sample of the BWL EMERGENCY RESPONSE CALL LIST. This list is found on the BWL intranet site (4th button on the left side) and is updated for each weekend. Facilities and personnel designated to receive and evaluate emergency calls and plan a course of action are located at the Brush Electric System Operations Center (BESOC). BESOC is staffed 24 hours a day, 7 days a week, 365 days a year, and can assist in directing after hours calls during an emergency. BWLs upper management may also be involved depending on the type of emergency. A revised EMERGENCY RESPONSE CALL LIST document is issued by the Executive Administrative Staff each week to provide contact numbers for emergencies. This document provides names and numbers of individuals who can be contacted, along with a list of upper management/executives that are available. The EMERGENCY REPSONSE CALL LIST is critical and should be made available to all employees that would need it. At a minimum, all Managers, Leaders and Supervisors should receive this list; however, any BWL employee can receive this list by contacting the Executive Administrative Staff. This list is also posted weekly on the BWL Intranet website.

SAMPLE of the Emergency Call List

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Flood Emergency Response Plan Experts


NAME - Title Mike Collins - Enterprise Risk Management Department Manager Jane Schueller Central Maintenance and Construction Manager Debi Allen Erickson Station Manager Roberto Hodge REO Town Manager Tom Dickinson Eckert Station Manager Ray Moore - Customer Projects & Development Manager Lynn McKinstry - System Operations Manager Scott Hamelink Water Production Manager Patrick Hanes - Electric Transmission & Distribution Manager Dan MacLennan - Purchasing, Warehousing & Fleet Services Manager Mark Matus Environmental Services Manager Tom Gray Human Resources Manager Mike McCarty - Eckert Station Operations Supervisor John Thomas Jr. - Facilities & Materials Management Supervisor Randy Sinko Water & Steam Construction & Maintenance Lead Supervisor Jessica Harbitz Environmental Regulatory Compliance Specialist Information Technology Department Home Phone Cell Phone Pager

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5: Injury
The purpose of this Section is to provide a quick reference to the BWL Safety Manual Sections 107 Injury Reporting and Investigation and 109 Public Injury. A. Employee1 For any injury that involves a BWL employee and is the result of a work-place accident, an Employee Incident / Injury Report form must be completed and submitted to the Safety Department.

Purpose
Procedure and Phone Checklist for Serious Injury Notification Safety Manual Section 107 Injury Reporting and Investigation 107.1 107.2 All injuries shall be reported to the Employee-in-Charge. Injury Response Actions. A. Immediate medical treatment of injured persons; including calling 911 if required. B. Secure and stabilize the accident site shut down equipment or power sources if necessary. Cordon off the area. C. Immediately communicate (verbal/ voice mail, cell phone) all serious injuries involving medical treatment, emergency response or medical transport to the Employee-in-Charge, Safety Department, and Human Resources. D. Identify possible witnesses. E. Notify Environmental Services if a release of hazardous materials is suspected. 107.3 107.4 Safety Department or Human Resources shall make all regulatory required contacts and reporting. The employee shall complete the BWL Injury Report Form. If the employee is unable to complete the form within 24 hours due to the nature or extent of the injuries, the Employee-in-Charge shall complete as much of the form as possible.

This is the Serious Injury Notification Procedure which includes excerpts from the BW L Safety Manual Section 107 Injury Reporting and Investigation

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Injury Communication Procedure


1. Immediately notify a representative from the Safety Department. The Safety representative will assist with all further notifications. 2. Under No Circumstances should you talk to the media. Refer all calls to the BWL Director of Communications. 3. Family Notification A. NEVER inform the family over the phone that death has occurred. Contact Human Resources for immediate assistance. B. When employees are transported for medical treatment family members should be immediately notified. 1. If the employee is unable to provide emergency contact information contact Human Resources for assistance. 2. Human Resources will coordinate additional family contacts.

Injury Communication Phone List


Office Safety Department
Bruce Cook Director Oscar Rodriguez-Franco

Cell

Home

Time Called

(Only one contact call needed)

Human Resources
Thomas Gray Darold Oxender

Security
Dan Barnes

Department Manager, Director, Executive Director IBEW


Mike Stanley Ron Byrnes

Communication Director
Stephen Serkaian

OnLine Employment Services - Tami Paddock

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Information Collection
1. Who is calling? Phone number? 2. Department 3. Time of call 4. Who was injured? 5. When did the injury occur? 6. Exact location 7. Has the injured employee been taken for medical treatment? Where? 8. Describe what happened 9. Photos taken by

B. Public2 If a non-BWL employee is injured on BWL property, contact the area manager and the BWL Security Coordinator. 1. In the event of a public injury, the area manager and the BWL Security Coordinator shall be immediately notified. 2. All available information about the incident shall be promptly gathered. The names, addresses, and telephone numbers of the aggrieved, injured, and all witnesses shall be obtained and recorded. Complete the BWL The BWL General Public Incident Report form (available in the Safety intranet website) and forward it shall be completed and forwarded to the Enterprise Risk Management and Safety Departments If the incident involves a vehicle owned, leased or rented by the BWL or a personal vehicle used for BWL business, the BWL Vehicle and& Equipment Accident Report form shall be completed. The instructions on the back of the form shall be followed. 3. The Vehicle & form shall be routed to Enterprise Risk Management , Fleet Services and Safety Departments. 4. All motor vehicle accidents shall be reported to the appropriate police agency.
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BW L Safety Manual Section 109 Public Injury

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6: Evacuations
The purpose of this Section is to explain general evacuation procedures. Each BWL facility will have specific evacuation procedures posted.

A. GeneralInformation 1. All departments are required to create and regularly review/update department specific plans for evacuation and inclement weather. The plans shall include, but are not limited to: o o o o o o o Department maps which illustrate evacuation routes with meeting areas and Take Shelter areas The identification of the Incident Commander and the alternate Employee checklist Location of First Aid supplies, AED, evacuation/inclement weather supplies to take with the group (blankets, National Weather Service radio, flashlights, etc) Location fire extinguishers and an explanation of how to use them and what to do with them after use Procedures for declaring the All Clear A list of the types of alarms in your department and a description of them. For example, Fire alarm: continuous bell sound with flashing red strobe light.

2. Occupants of BWL buildings shall be given instructions on building evacuation procedures. o o o The Employee-in-Charge shall instruct employees on area evacuation procedures. Building or area evacuation procedures shall be reviewed with new employees at their initial departmental orientation and periodically. Building or area evacuation procedures shall be posted.

3. Periodic drills shall be held in each BWL department or area for fire, adverse weather conditions and/or other emergency response actions. 4. Do not collect personal belongings before you exit. 5. Shut down any machinery that you can safely shut down. 6. Walk do not run as you leave your building. 7. Proceed to the evacuation assembly area for your facility. 8. Follow any directives given from an Emergency Coordinator or floor monitor. 9. Follow any other specific instructions relating to the Evacuation Procedures for your facility.
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B. FireEmergency 1. If a fire breaks out within your area or facility (waste-basket, etc.), you may attempt to control it with fire extinguishers, if you can do so safely. You must announce or yell Fire! so that anyone in the immediate area will be aware and can assist if needed. All fires shall be reported to the Safety Department, the Security Coordinator and/or Building Maintenance and the Manager responsible for the area. 2. In the event the fire cannot be controlled or you have a general fire emergency, shout or page to employees in your area for their own safety (use fire alarm pull stations if so equipped), and call the Fire Department by dialing 911(4-911 on BWL VoIP lines) on the telephone to give them the specific area. 3. EVACUATE - Each BWL facility should have specific fire detection, notification, alarm and evacuation procedures that are to be followed. The process to confirm that all employees, vendors, customers and guests have been safely evacuated MUST BE FOLLOWED. Directions from the Incident Commander or the floor monitor must be followed. 4. All BWL departments and facilities shall have an emergency action plan for fires that complies with BWL policy and other governmental regulations3. C. NaturalGasLeak4 Natural Gas is a colorless, tasteless, odorless and non-toxic substance. The rotten odor smell is added to make it easier to recognize a leak. Natural Gas can not burn by itself; it must be mixed with air and have an ignition source like a pilot light or an electric arc. If the gas does ignite let it burn because burning gas will not explode. Natural Gas is NOT a liquid petroleum gas such as propane. Liquid petroleum gases are heavier than air and therefore settle near the ground and in low places. Natural Gas however is lighter than air so it rises. If you think you have a natural gas emergency, go to a safe location and call the REO Town Control Room. Knowing how to recognize, react to and report natural gas emergencies can eliminate or minimize their consequences. 1. Recognize Signs of a natural gas leak include: o o
3

A "rotten egg" odor A blowing or hissing sound

Such as the BWL Safety Manual Sections 105 Fire Control & Prevention, 106 Emergency Plan and 119 Adverse Weather Conditions, Michigan Occupational Safety and Health (MIOSHA) Standard 1107, Part 6, Fire Exits; and MIOSHA Standard 1314, Part 18, Fire Protection and Prevention.

From the Consumers Energy website Gas Leaks and Safety Tips and modified for BW L

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o o o o 2. React

Dead or discolored vegetation in an otherwise green area Flames, if a leak has ignited Dirt or dust blowing from a hole in the ground Bubbling in wet or flooded areas

If you suspect a natural gas leak, follow these steps o o o o o o o 3. Report It is important that natural gas emergencies are reported. o o If you think there is a natural gas emergency go to a safe location and call the REO Town Control Room. If you see any unusual activity near the natural gas pipeline or facility, and call the REO Town Control Room. Go to a safe location and call the REO Town Control Room, and follow the instructions given. Do not use any electrical device, such as light switches, telephones or appliances such as garage door openers. They could spark and ignite the gas. Do not use an open flame, matches or lighters Do not try to locate the source of the leak Do not try to shut off any gas valves or appliances Do not start vehicles If the natural gas ignites, let it burn. Do not put out the flame; burning gas will not explode.

Calls can be made 24 hours a day, 7 days a week.

D. Bomb Threat The person receiving the call or threat should be alert so that they can carefully and accurately remember what the caller said and to answer the following questions: 1. What time was the threat received? 2. When is the bomb going to explode? 3. What does it look like? 4. What kind of bomb is it?

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5. What will cause it to explode? 6. Has the bomb been placed? Where? 7. Where is the caller calling from? 8. Male or female voice? 9. Anything unusual about the callers voice or choice of words? 10. Did you recognize the voice? 11. Is there any unusual background noises (machinery, vehicles, music, street noise, etc.)? 12. If a threat is made by letter or document, handle carefully to preserve fingerprints. The person receiving the call should contact the following: 1. 911(4-911 on BWL VoIP line) to get the proper authorities en route as quickly as possible. 2. Employee-in-Charge. The Employee-in-Charge will make the following notifications: o o o o o Security Coordinator Department Manager Assistant General Manager Any available Executive Director or Director Human Resources

If evacuation is ordered by either local law enforcement or any of the individuals above, please follow the evacuation procedures for your specific facility. No Attempt Should Be Made By The BWL Employee To Locate The Bomb.

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7: Inclement Weather Conditions


The purpose of this Section is to describe the actions to be taken during inclement weather situations and provide some basic guidelines for determining employee exposure while working in the immediate vicinity of inclement weather (except during emergency restoration procedures). The Employee-in-Charge shall determine weather conditions by referencing the following information. Inclement Weather Conditions (per MIOSHA) Thunderstorms, high winds, snowstorms, ice storms or any other weather situation that has the potential to make work hazardous. NOTE: Work shall be discontinued/altered at any time when adverse weather conditions make work hazardous Employees should take extra care to assist any disabled employee, and to instruct contractors, vendors, customers and other guests within the area that are unaware of the procedures for that facility.

A. General 1. When major life threatening weather or a natural disaster is approaching the BWL service territory, appropriate alarms and sirens should be activated. The National Weather Service5 will also broadcast an alert. When BESOC is notified, they will provide radio communication to field crews to take shelter. The Employee-in-Charge shall make the determination whether adverse weather conditions have the potential to make field or outdoor work hazardous6. 2. All departments are required to create and regularly review/update department specific plans for evacuation and inclement weather. The plans shall include, but are not limited to: o o o o o o o Department maps which illustrate evacuation routes with meeting areas and Take Shelter areas The identification of the Incident Commander and the alternate Employee checklist Location of First Aid supplies, AED, evacuation/inclement weather supplies to take with the group (blankets, National Weather Service radio, flashlights, etc) Location fire extinguishers and an explanation of how to use them and what to do with them after use Procedures for declaring the All Clear A list of the types of alarms in your department and a description of them. For example, Fire alarm: continuous bell sound with flashing red strobe light.

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National Weather Service 24-hour Forecasters Desk BWL Safety Manual Section 119 Adverse Weather Conditions

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3. Occupants of BWL buildings shall be given instructions on building evacuation and inclement weather procedures. o o o The Employee-in-Charge shall instruct employees on area evacuation and inclement weather procedures. Building or area evacuation and inclement weather procedures shall be reviewed with new employees at their initial departmental orientation and periodically. Building or area evacuation and inclement weather procedures shall be posted.

Periodic drills shall be held in each BWL department or area for fire, adverse weather conditions and/or other emergency response actions.

B. Tornado orMajorStorm 1. If an employee sees an approaching funnel cloud, they should call BESOC immediately so the appropriate individuals can be notified3. 2. If the employee is in a BWL facility, some means of alerting all the facility employees should also be taken immediately3. 3. Outdoor or field work shall be discontinued or altered in the presence of adverse weather conditions, except in the case of emergency restoration3. 4. Outdoor work shall not be permitted when thunderstorms are in the immediate vicinity and for ten minutes after lightning ceases3. 5. Work involving the possibility of electrical shock shall not be permitted during heavy precipitation, except in the case of emergency restoration3. 6. Outdoor work on equipment such as bucket trucks, aerial lifts, etc., shall be performed in accordance with manufacturers guidelines for high wind conditions3. 7. At no time shall outdoor elevated work be permitted in the presence of winds at or exceeding 40 miles per hour3. 8. Employees working outdoors shall identify Take Shelter areas when receiving notification of adverse weather conditions7. o Employees exposed to adverse weather conditions in a shelter area should try and maintain communications with the Employee-in-Charge and with BESOC to update their situation periodically. Employees should go to identified shelter area as soon as possible. BWL Facilities Shelter areas may change, and specific instructions and maps for your facility should be followed.
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BWL Safety Manual Section 119 Adverse Weather Conditions

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Electric Substations It is strongly recommended that you do not take shelter in an electric substation or substation yard, especially for most storm/tornado conditions. You should leave the substation and/or yard immediately, and either take shelter at the lowest point possible (away from transmission and distribution electric lines), or get into your vehicle and drive to the nearest shelter; or drive away from the tornados path.

Field Personnel NOTE: BESOC will make every attempt to notify field crews of approaching severe weather. Additionally, BESOC is not responsible for the declaration or the all clear notification of a severe weather alert. If you are caught outdoors, seek shelter in a basement, shelter or sturdy building. The safest place to be is underground. If no underground shelter or safe room is available, a small, windowless interior room or hallway on the lowest level of a sturdy building is the safest alternative. Construction trailers (mobile offices, office trailers or mobile homes) are not safe during tornadoes or other severe winds. If you cannot quickly walk to a shelter immediately get into a vehicle, buckle your seat belt and try to drive to the closest sturdy shelter. o If flying debris occurs while you are driving, pull over and park. Now you have the following options as a last resort: Stay in the car with the seat belt on. Put your head down below the windows, covering with your hands and a blanket if possible; If you can safely get noticeably lower than the level of the roadway, exit your car and lie in that area, covering your head with your hands; Your choice should be driven by your specific circumstances.

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C. Flooding8 Periodic updates on flood water conditions should be issued to the heads of the potentially affected BWL Departments. Refer to the EMERGENCY RESPONSE CALL LIST. These updates should come from designated Flood Emergency Response Plan Experts in the areas affected. It is possible that the extent of the flooding will be sufficient to cause the Lansing Emergency Operations Center9 to be activated. Buildings located within the floodplain should be marked with elevation markings and checked periodically to determine if and when they may become impacted. Several facilities have Site specific Flood Emergency Response Plans which identify when and what actions to be taken. Some examples of these actions include: 1. Move Equipment to higher ground 2. Fill and place sand bags 3. Make arrangements for alternative fuel supplies 4. Contacting BESOC or other qualified personnel to assist in de-energizing equipment and areas Contact your Supervisor to see if your facility has a Flood Emergency Response Plan. The following conditions will warrant the facilities in the table below to be watched closely for possible flooding: 1. Red Cedar Monitoring Station reaches 830.00', (1.39' below stage). 2. Sycamore Creek Bridge Gauge reads 820.00'. 3. Moores Park Dam Tailwater reads 821.00'. 4. North Lansing Dam Headwater reads 820.00'.

National Weather Service 24-hour Forecasters Desk The National Weather Service Advanced Hydrologic Prediction Service (AHPS) forecasts flooding in certain areas http://water.weather.gov/ahps2/index.php?wfo=grr The USGS site for current river data: http://waterdata.usgs.gov/mi/nwis/current/?type=flow scroll down to the Grand River Basin and select a location. 9 For additional information regarding the City of Lansings Emergency Operations Center (EOC) refer to Section 13B of this document.

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Facility

Elevation (Feet amsl)

100 Year Flood (Feet amsl)


833 830.5 835 836.5 835.8

500 Year Flood (Feet amsl)


837 834.9 839 839 838.8

Eckert/Moores Park Complex Dye Water Conditioning Complex Penn-Hazel Complex Haco BESOC Diesel Room Top of berm on east side of building Substations Frandor Magnolia Howard

820 828 824 830-840 836.13 835.62 839.4

832.4 833.3 838

836.5 836 836 839.5

Other important information to be aware of during a flood is what roads and routes will be impacted. Below is a table of common road closures.

Road
E. Grand River Oakland Saginaw Michigan Kalamazoo Kalamazoo I-496 E & W Mt. Hope Ave Cavanaugh Jolly Rd. Tecumseh River Dr. Tecumseh River Dr. Willow Cedar Cedar Larch Larch S. Pennsylvania Aurelius Rd. Aurelius Rd.

Direction
East East East East East East East East East East East East East South South South South South South South

From
Capitol Ave N. Grand River N. Grand River Kipling Grand Fairview Grand Harding Tranter Tranter Kuerbitz Darby Seymour Monroe Kalamazoo Monroe Kalamazoo Hazel Walsh Worden

To
Center Cedar Pennsylvania City Limits Cedar City Limits Larch Ramp City Limits Aurelius Rd. Dunkel Rd. Northwest Edgebrook The River Shiawassee Baker Erie Baker Pershing Wabash Miller

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8: Environmental Threats
The purpose of this Section is to describe the procedures to follow in the event of environmental spills or threats.

A. ChemicalSpillorRelease Contact the Environmental Services Department On-Call, Employee-in-Charge of the area, and the area supervisor immediately use the EMERGENCY RESPONSE CALL LIST. Please use extreme caution and keep a distance between the spill or release and you, other employees and the public. It is recommended that you remain on-site to keep others away and until assistance arrives, unless the hazard requires you to leave the area. The person responding from Environmental Services Department will need the following information, if known: 1. Exact location of spill or release (address, landmark, section of river, etc.). 2. Type of spill or release along with any related Chemical Safety Data Sheet (SDS) or other handling instructions available. 3. Source of spill or release. 4. Approximate amount or area covered by spill or release. 5. Name and contact information of person reporting spill or release. 6. Name of any exposed personnel. 7. Weather conditions. ONLY PROPERLY TRAINED INDIVIDUALS should attempt to control and/or remedy the spill or release.

B. AsbestosRelease Asbestos containing materials are located throughout the BWL. Asbestos is used as thermal insulating material and commonly found in many BWL facilities. 1. Using the EMERGENCY RESPONSE CALL LIST: o o o Notify Central Maintenance and Construction Notify Environmental Services Department Notify Safety Department

2. Request air monitoring pumps and cassettes from either the Environmental Services or the Safety Departments.

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3. The Environmental Services Department will assume Incident Command. ONLY PROPERLY TRAINED INDIVIDUALS SHALL: 1. Isolate hazard area, close doors and/or windows that may cause the asbestos to blow around to a larger area. 2. If breathing protection such as respirators or SCBA (Self Contained Breathing Apparatus) is available, everyone in the area of contamination should put them on while isolating the area. Leave the area as soon as possible when it is secured. 3. Barricade area with Asbestos Hazard or Caution tape to warn others.

C. FugitiveDust Fugitive dust: Michigan defines fugitive dust under R 336.1106(k) of the Michigan Air Pollution Control Rules as "particulate matter which can originate from indoor or outdoor industrial or commercial processes, activities, or operations and is emitted into the outer air through building openings and general exhaust ventilation." Dust is also characterized as "fugitive" when it originates from unintended activities such as soil disturbances by wind or from human activities such as walking or driving through an unpaved parking lot. Emissions that are discharged from building stacks are not defined as fugitive dust, nor is fugitive dust considered to be a byproduct of open burning activities. Examples of fugitive dust include dust blown off of storage piles, road dust, and emissions leaking from sides of buildings or open areas in buildings. In the event of Fugitive Dust contact the Environmental Services Department.

D. DamBreaks The BWL owns and operates 3 dams: the North Lansing Dam in Old Town, the Moores Park Dam at the Eckert Station, and the Erickson Dam (a.k.a. Ash Pond) at the Erickson Station. In the event of a dam break or potential failure involving the North Lansing Dam or the Moores Park Dam, contact the Eckert Control Room. Explain the situation to the Operator as accurately and quickly as possible. In the event of a dam break or potential failure involving the Erickson Dam (a.k.a. Ash Pond) contact the Erickson Control Room. Explain the situation to the Operator as accurately and quickly as possible.

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9: Sabotage & Vandalism


A. ElectricGeneration10 The purpose of this Section is to provide a quick reference to the "Lansing Board of Water & Light Sabotage Reporting Procedure". All BWL employees are required to annually certify by signature that they have read and understand the procedure and are required to follow the procedure. The Sabotage Reporting Procedure is an important component of the BWL's regulatory compliance requirements with the North American Electric Reliability Corporation (NERC). 1. General Any confirmed and/or suspected sabotage to any Lansing Board of Water and Light (LBWL) facility (i.e. power plants, substations, office buildings, etc.) shall be immediately reported to the Transmission and Distribution Supervisor at BESOC. It will be imperative to be able to distinguish the difference between sabotage, vandalism, or an equipment failure. These definitions will be provided below. 2. Safety Concerns As normal, should any of the above situations occur, all personnel will conform to all LBWL safety policies and procedures. No employees will at any time place themselves in harms way during a sabotage or vandalism situation. 3. Definitions Sabotage Intent; premeditated coordinated acts to achieve a particular outcome. Sabotage is a deliberate act of destruction or disruption in which equipment is damaged intentionally. Note: Equipment damage or failure at more than one facility at the same time occurring on a light generation load day during mild weather conditions could be a reason to suspect sabotage. Vandalism Malicious destruction of property with no intended outcome. Note: Breaking windows on buildings or shooting transformer insulators would be considered acts of vandalism.

10

Erickson, Eckert, and REO Town have site specific Sabotage and Vandalism procedures. Please review these documents for more detailed site specific information.

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4. Procedures If there are reasons to believe that a sabotage event has occurred on LBWL property, the T&D Supervisor at BESOC shall be contacted immediately. Also notify your immediate supervisor and Security Personnel. Note: Sabotage can involve computer systems, phone lines, communication devices, and other devices as well as physical structures. The affected area of sabotage is to be caution taped off to protect the employees and the scene for investigation. DO NOT ATTEMPT TO REMOVE, MODIFY, AND/OR CONTAMINATE THE SABOTAGE SCENE UNLESS THERE IS SOMEONE IN HARMS WAY When contacting BESOC, state the following: 1. Your name, department, and job title 2. Reason for your call 3. Phone number(s) where you can be contacted 4. A detailed explanation of what transpired up to this point The BESOC T&D Supervisor or Designate shall be responsible for making the necessary phone calls. As soon as the proper notifications have been made and the situation is under control, all parties involved shall sit down and write up incident reports. These reports need to be concise with dates, times, outside communications (possible dialects, background noises, etc.)

B. DrinkingWater The purpose of this Section is to deal with water sabotage, vandalism, and/or contamination events directed toward the BWL water supply system. This system includes the production and distribution of water to, through, and from the Dye and Wise Water Conditioning facilities and satellite facilities. This Section also establishes guidelines to be followed when reporting these events. 1. Procedure In the event an employee observes an individual in the act of committing vandalism or sabotage that is an immediate threat to personal safety or BWL property contact 911 (4-911 on BWL VoIP line) immediately. In all other cases of suspicious activity, immediately contact the on-call Water Production Supervisor. The on-call Water Production Supervisor will be responsible for making all necessary phone calls, including contacting the Security Coordinator. No employees will at any time place themselves in harms way during a vandalism or sabotage situation.

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2. Warning signs of potential sabotage / contamination event: o o o Someone in the act of suspicious and / or destructive behavior Something looks suspicious or out of place BWL property has been damaged or destroyed

The Water Utility Emergency Response Plan will be utilized by the appropriate individuals to determine what actions need to be taken to resolve the issue at hand. This plan spells out step-bystep what is to be done and specifies all agencies that are to be contacted. As soon as the emergency has been addressed and some type of action is put into motion, the BWL Security Coordinator will contact the City of Lansing Police Department and initiate an investigation in an attempt to identify responsible parties.

C. NaturalGas The purpose of this Section is to deal with natural gas sabotage and vandalism If there are reasons to believe that a sabotage or vandalism event has occurred on BWL property, the T&D Supervisor at BESOC shall be contacted immediately. Also notify your immediate supervisor, the Security Coordinator, and the REO Town Control Room.

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10: Active Shooter


The purpose of this Section is to provide directions for dealing with an active shooter. An Active Shooter is an individual actively engaged in killing or attempting to kill people in a confined and populated area, typically through the use of firearms. (Department of Homeland Security) A. How ToRespondWhenAnActiveShooterIsInYourVicinity 1. Quickly determine the most reasonable way to protect your own life. Customers and clients are likely to follow the lead of employees and managers during an active shooter situation. o Evacuate - If possible evacuate the area/building where the shooter is located o Have an escape route in mind Leave your belongings behind Keep your hands visible Evacuate building if a safe route is available

Hide out If no safe evacuation route is available, take shelter in a safe area Hide in an area out of the active shooters view Block entry to your hiding place and lock the doors

As a last resort Take action If no safe route to exit or no good hiding place is available, prepare to take action Only if your life is in imminent danger Attempt to incapacitate the active shooter Act with physical aggression and throw items at the active shooter

2. Call 911(4-911 on BWL VoIP line) When It Is Safe To Do So o Information You Should Provide To Law Enforcement or 911 Operator Location of the active shooter Number of shooters, if more than one Physical description of shooter/s Number and type of weapons held by shooter/s Number of potential victims at the location

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B. How ToRespondWhenLawEnforcementArrivesOnTheScene 1. Remain calm, and follow officers instructions 2. Immediately raise hands and spread fingers 3. Keep hands visible at all times 4. Avoid making quick movements towards officers such as attempting to hold onto them for safety 5. Avoid pointing screaming and/or yelling 6. Do not stop to ask officers for help or direction when evacuating, just proceed in the direction from which officers are entering the premises

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11: Receipt of a Suspicious Package


The purpose of this Section is to provide directions for dealing with suspicious packages or items delivered or found on BWL property. The employee who knows of the item or package should be sure there is no contact with the package. If there was contact, the employee(s) should immediately disinfect hands by whatever means available in the employees area (antibacterial product if available).

A. Procedure 1. Refrain from touching, opening, shaking, or handling the package. 2. Refrain from touching, smelling or attempting to clean up any spill or discharge from the package. 3. Contact your immediate Supervisor or Manager as well as BWL. The Supervisor / Manager will contact the Security Coordinator. Call 911 (4-911 on BWL VoIP line). 4. Employees should leave the immediate area and warn other employees to do the same. 5. Contact Building Maintenance to let them determine if building ventilation and HVAC should be immediately turned off. 6. Anyone else that may have had contact with the package should be isolated until Emergency Medical Responders arrive.

B. IdentificationofSuspiciousMail/Packages 1. No return address, a strange or unexpected return address. 2. Postmark that does not match the return address. 3. Addressed to a person who no longer works or never worked for the BWL. 4. Marked Fragile, Use Caution, Do Not Crush, etc. 5. Marked Personal or Confidential or some other restrictive term. 6. Use of excessive postage. 7. Foreign post marks. 8. Addressed to a Title only, i.e. Director, Manager, etc. 9. Package is extremely bulky, lopsided, uneven packaging, etc. 10. Items with strange odors, stains, discoloration, leaking substance, etc. 11. Protruding wires. 12. Excessive tape.
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13. Threatening comments on the envelope or if opened, inside the package. Stay calm and follow the directions provided by the responders.

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12: Emergency Communications and Loss of Radio Communications


The purpose of this Section is to provide details and procedures for emergency communications and the loss of radio communications.

A. ResponsibilityForEmergencyCommunications 1. Notification of appropriate personnel should be made using the EMERGENCY RESPONSE CALL LIST. If no other contact is available contact BESOC. 2. The Director of Communications will coordinate emergency communications to BWL customers, outside agencies, and any other news media. Media communications will be the responsibility of the General Manager or their designee in the absence of the Communications Director; until an official BWL spokesperson is named.

B. EmergencyCommunicationsProcedures 1. The Communications Department will immediately inform the Customer Service Call Center and BESOC of the initial emergency and subsequent updates. 2. Routing of Emergency Calls General Emergencies to BWL Call Center (517) 702-6006 - daytime (calls routed to PowerLine and voice mail after-hours; monitored by Customer Service on call staff).

C. BWLRadioSystemEmergencyUse All employees and crews who have access to a BWL radio can communicate any emergency on channels 1A or 1B; both channels are monitored by BESOC personnel 24 hours a day, 7 days a week, 365 days a year. 1A is the designated Emergency Channel as most radios have the capability to lock onto 1A during an emergency and override any current communications. All employees should be aware of this emergency procedure, and how to use each basic type of radio. However, if unsure of the radios specific operation, the transmit button should be activated and the words Emergency, Emergency stated over the radio. When the dispatcher responds, the specifics of the emergency should be provided so assistance can be started as soon as possible.

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D. LossofBWLRadioSystem 1. Notification If there is a loss of radio communications contact the following o o Communications Technician for the BWL Radio system. Call the Information Technology Department.

2. Procedures If there is a loss of the BWL radio system, contact the appropriate support personnel as instructed above. Radio communications between BESOC and many field crews will not be available until the radio system is back up and running. ALL SWITCHING ACTIVITIES SHALL BE STOPPED UNTIL RADIO COMMUNICATIONS ARE RESTORED OR AN ALTERNATIVE COMMUNICATION METHOD IS PROVIDED. If a T&D crew leader or Supervisor has a cell phone they should attempt to contact their Supervisor, Manager, or BESOC if they suspect the radio system is down. The operator should attempt to contact field crews who have cell phones to inform them that the radio system is not available. o During normal business hours, the operator or their designate will contact the following areas via land line or cellular to inform them that the radio system is down: Manager of System Operations Manager of Electric T&D Manager of Electric System Integrity Manager of Water Distribution Manager of Customer Service Safety and Training for T&D Erickson Station Eckert-Moores Park Station REO Town Plant

The Managers will be responsible to pass the information onto their supervisors and crews. o In the event of a loss of the radio system after-hours; the operator will contact the following areas via land line or cellular to inform them that the radio system is down:

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Water Department Station Operator Eckert Station Control Room Operator Erickson Control Room Operator REO Town Control Room Penn/Hazel Security Guard Any known field crew personnel that are out in the system

If a major catastrophic or storm event has occurred, and field crews cannot contact or locate anyone within their department or facility, including their respective supervision and management: Contact BESOC by phone at any of the numbers listed below. These numbers are for emergency operations only and shall not be given out to the general public or other NON-BWL persons: System Control Supervisor

Bulk Power Controller

BESOC On-call personnel (refer to Emergency On-call List for phone and pager numbers) If no other form of communication is available, field crews shall proceed to their respective supervisor or home office locations; or as a last resort the BESOC facility for verbal communications and instructions. If BESOC is not available, refer to Part A and Part B of this Section and proceed to the announced evacuation site for BWL employees, as instructed over public communications by the BWL Communications Director or General Manager.

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13: Catastrophic Event Coordination


The purpose of this Section is to provide information for catastrophic event coordination, including activation of the BWL Command and Communication Center (CCC), and coordination with the City of Lansings Emergency Operations Center (EOC).

A. CatastrophiceventcausingmasscasualtiesandlossofBWLfacilities In the event that a catastrophic event occurs involving the loss of BWL facilities and personnel, the following steps should be taken. 1. First person on the scene shall call o o 911 (4-911 on BWL VoIP line) all members of the BWL Unified Command Team

2. The Unified Command Team will report to the BWL Command and Communications Center (CCC) and follow the procedures presented below in Section 13B BWL Command and Communication Center. If the CCC has been damaged, the Unified Command Team will choose an alternate location and notify all pertinent parties. 3. All equipment and materials needed for the CCC should be stored and maintained by the BWL Information Technology Department. This will help ensure that when it is needed it will be accessible. 4. Initially, personnel should use BWL radios for communications11 (assuming the BWL radio tower is undamaged) since telephone land lines and cellular phones may not function for a short term following a catastrophic event. 5. Personnel involved in post-catastrophe operations should wear appropriate personal protective equipment. 6. All emergency communications to the public shall be made by the Director of Communications12 or designee. 7. If casualties/fatalities have occurred, contact Human Resources. They will implement the appropriate identification and notification procedures. At a minimum, Human Resources will follow the Serious Injury Notification Procedure created by the Safety Department.

11 12

For further details on the Emergency Communications and Loss of Radio Communications refer to Section 12 of this document. Refer to Section 12A Responsibility for Emergency Communications and 12B Emergency Communications Procedures for more information.

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B. BWLCommand AndCommunicationCenter(CCC) 1. Location REO Town Training Room13, 2nd floor REO Town office building, room 208. 2. Purpose Executive and support staff use this as a central location for gathering and disseminating information during a catastrophic event. 3. Procedure In a catastrophic event, the Unified Command Team14, charged with managing the BWLs emergency response, will determine whether or not the situation warrants activation of the CCC. The purpose of the CCC is to assess the catastrophic event, determine what steps need to be taken to restore electrical and / or water distribution to the citizens of Lansing while ensuring their safety, and coordinate the activities required to achieve this. The first Director at the CCC will act as the lead individual until relieved by a member of the Unified Command Team. This individual will notify other appropriate departments to report to the CCC and will assign a Communications Officer. The CCCs Communications Officer will act as the primary contact for, and the liaison between, both the BESOC Communications Officer15 and the BWL Public Information Officer16. The BESOC Communications Officer primary responsibility for the duration of the emergency will be to coordinate information with the CCC. The BWL Public Information Officer will be responsible for disseminating information to the public and BWL employees as needed. In the event the City of Lansings Emergency Operations Center is activated (See Part B of this Section), the Public Information Officer will typically be located there and not at the CCC. All communications between BESOC, the CCC, and the City of Lansings Emergency Operations Center will be coordinated through the respective Communications Officer / Public Information Officer. C. CityofLansing sEmergencyOperationsCenter(EOC) The City of Lansing, as mandated by the State of Michigan, has established the Lansing Emergency Operations Center (EOC) located in the basement of Fire Station #8 at Marshall Street and Grand River Ave. The Emergency Program Coordinator (a.k.a. Emergency Management Chief) is the official contact person for the Lansing EOC. The Lansing EOC incident management structure is organized by the National Incident Management System (NIMS) Incident Command System (ICS) to establish effective management of agencies and their incident response functions. This structure is referred to as the Multi-Agency Coordination (MAC) Group. The BWL is part of the MAC Group. On-scene/field operations use the ICS as required for managing tactical operations. The appropriate responding agency will assume incident command or a unified command may be established depending on the incident and capabilities.
13

The BWL CCC will continue to be located at the ITD Training Room at Haco until January 1, 2014 when it will be relocated to the REO Town Training Room. 14 Unified Command Team: General Manager, Assistant General Manager, and the Manager of Enterprise Risk Management 15 The Manager of System Operations or designate. This individual is a high level employee in BWL with technical knowledge of the electric system and its operations. 16 The Director of Communications or his designate.

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In the event the Lansing EOC is activated, the BWL personnel listed below will be notified, regardless of the time: 1. The BWL Security Coordinator 2. The BWL Manager, System Operations 3. The BWL Manager, Water Production Each of these individuals will contact other designated individuals, including but not limited to, the BWL CCC Unified Command Team and inform them of their need to report to the CCC17. Communication with the Lansing EOC will be by telephone or by radio. Directives and instructions by radio will be transmitted on the BWL channel. The channel being used will be determined at the time of the emergency.

17

For further details on the CCC refer to Section 13B of this document.

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14: Electrical Unscheduled Outages


The purpose of this Section is to provide guidance on unscheduled electrical outages. NOTE: Please limit all calls to BESOC to critical personnel and information only, since they will be very busy resolving the outage.

A. AreasofResponsibility During a major outage which impacts a substantial number of BWL customers, the following organizational structure will be implemented; 1. Executive Staff or the BWL CCC Coordinate restoration efforts from the BWL and maintain communication with the Lansing EOC. 2. BESOC - Manage the restoration efforts. 3. Line Department Provide resources as needed, both internal and supplemental. 4. Delivery Support/System Integrity When called upon or as needed, initiate the Spotter Room, provide engineering support or fulfill site Incident Command role. 5. Customer Service Take calls that are re-directed from Twenty First Century and, along with input from BESOC, update the All Caller phone system messages. 6. Director of Communications Handle all media requests and updates regarding the scope of the outages and restoration updates.

B. ContactPhoneNumbers Calls to BESOC for status updates during major system disturbances shall be made to the Manager of System Operations or Supervisor of System Operations. Current phone numbers for BESOC, Customer Service and the Toll-Free PowerLines Power Out are available on the EMERGENCY RESPONSE CALL LIST.

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15: Maximum Emergency Generation Event


The purpose of this Section is to make employees aware that during certain situations within the BWL generation, transmission, and distribution territory, and/or within the Midcontinent Independent System Operator (MISO) Bulk Electric System footprint, which the BWL is part of, the BWL may be called on to implement measures to mitigate a Maximum Emergency Generation Event. Procedures exist so as to dictate the BWLs response to Maximum Emergency Generation Events, as announced by MISO, when there is a serious generation/load issue on the electrical grid impacting the BWL service territory. The procedures are documented and will be followed by System Operations staff at BESOC. Additional notifications will be announced and/or broadcasted to BWL employees asking for immediate reduction and curtailment in electric loads. This includes, but is not limited to: o o Turning off non-essential PCs Turning off unnecessary lights but leaving enough for safety considerations.

Reduction or postponement of nonessential maintenance activities can reduce BWL electrical load requirements.

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16: Personal Planning


The purpose of this Section is to provide suggestions for the personal planning for emergency situations.

A. Introduction Disasters can strike at any time and may result in significant disruption of your daily routines. Some examples of disruptive events may include the following: o o o o Long term sheltering or quarantine Evacuation with the inability to access vehicles or personal belongings Injury Inability to travel

For this reason, it is important that each employee be o o Familiar with the contents of this plan, and Prepare a basic personal plan for disaster response.

B. PersonalPlanElements 1. Telephone Lists: o o o o o o Spouse or significant other Parents Children Day Care/Schools Doctors Neighbors

2. Common Check-In Points: o o o An out of the area/out of state relative An out of the area/out of state friend An out of the area/out of state affiliated office or business

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3. Personal Disaster Kit Contents: Prescribed essential medications, enough to cover 24 48 hours o o o o o o If you carry a cell phone, an extra charged battery A set of prescription glasses or contacts if required A small flashlight Pen/Pencil and paper Food; i.e. trail mix, crackers, candy, energy bars Water

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17: Definitions
Active Shooter: an individual actively engaged in killing or attempting to kill people in a confined and populated area, typically through the use of firearms BWL Unified Command Team: General Manager, Assistant General Manager, and the Manager of Enterprise Risk Management CCC: BWL Command and Communication Center. The CCC is where the BWL Unified Command Team and their support staff gathers during an incident EAP: Emergency Action Plan Employee-in-Charge or Supervisor: Any person, regardless of classification, who is directly in charge of a specific job or specific jobs. (Depending upon local classification, this person may be a leader, working supervisor, crew leader, acting crew leader, general supervisor, supervisor, or superintendent, manager, engineer, etc.) EOC: Emergency Operations Center. The EOC is where the City of Lansings Unified Command Team and support staff gather during an incident. Fugitive Dust: particulate matter which can originate from indoor or outdoor industrial or commercial processes, activities, or operations and is emitted into the outer air through building openings and general exhaust ventilation. Inclement Weather Conditions (per MIOSHA): Thunderstorms, high winds, snowstorms, ice storms or any other weather situation that has the potential to make work hazardous. Properly Trained Individual: BWL employees who have received training by an approved BWL training company or policy. The training includes presented objectives, measurable goals, and verification of acquired skills. Sabotage: Intent; premeditated coordinated acts to achieve a particular outcome. Sabotage is a deliberate act of destruction or disruption in which equipment is damaged intentionally. Vandalism: Malicious destruction of property with no intended outcome

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18: Record of Revisions to the BWL EAP


The purpose of this Section is to provide an ongoing record of revisions to this document.
Revision Date Description of Revision

May 2011

Original publication Reorganized and formated of the entire document. Updated: Sec 1 Purpose of the LBWL EAP; Sec 3 Catastrophoic Event Coordination; Sec 4 Personal Injury; Sec 7 Electrical Sabotage; Sec 8 Water Contamination / Sabotage; Sec 9 Incement Weather Conditions; added of Sec 10 C Dam Break procedures; and added of Sec 16 Record of Revisions. Reorganized the Sections based on frequency of use. Added information related to natural gas in Sections 6 Evacuation and 9 Sabotage & Vandalism Added Section 17: Definitions

July 2012

2013

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