emergency action plan - billings family ymcaemergency action plan billings family ymca 402 north...

EMERGENCY

ACTION PLAN

Billings Family YMCA 402 North 32nd Street

Billings, Montana 59101

406 248 1685

Billingsymca.org

Revised 11/2016

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TABLE OF CONTENTS Security Protocol…………………………………………………………………………. 3

Physical Security: Locks, Alarms, Cameras………………………………………… 4

Emergency Action Plans

Crisis Communication…………………………………………………………….. 5

Public Address System……………………………………………………………13

Violence/Lockdown………………………………………………………………..14

Code Red: Building Evacuation Procedures………………………………… 17

Fire Specific Procedure…………………………………………………. 21

Medical Emergency: Sudden IllnesorInjuryProcedures……………….. 24

Code Adam: Missing Child Procedure………………………………………… 25

Code Yellow: Severe Weather/Tornado Warning Procedure………..... 27

Power Outage………………………………………………………………………. 29

Bloodborne Pathogen Procedure……………………………………………… 31

Accident/Incident Reporting Procedures……………………………………………. 32

Incident Report……………………………………………………………………………… 33

Montana State Fund Employee Accident Form……………………………........... 34

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Security Protocol

The Billings Family YMCA is dedicated to creating and

maintaining a culture and awareness of safety and security

among all members, guests and staff. Responsibility for safe

practices while on the job lie with each individual as well as

pointing out hazards and making necessary corrections and

safeguards.

Controlled Access

1. Access into the facility is allowed at the Front Membership Desk (Main Entrance) or

the Back Membership Desk (West Entrance) during hours of operation, ONLY.

2. Access is gained through:

a. Scanned membership card, or

b. Guest pass policy procedure, or

c. Met and escorted into facility by necessary management staff, or

d. Signing visitor notebook. (Non-member program participants and observers)

3. Children in YMCA programs enter and exit facility in a controlled, staff sandwich

fashion, under constant supervision.

Natural Surveillance

Everyone working at the Billings Family YMCA is expected to assist in providing a safe

environment by being alert to suspicious behavior and promptly reporting the situation to

their Supervisor.

1. Staff Awareness

a. Staff are required to wear a nametag and designated identifiable staff attire.

b. Staff must be knowledgeable of all access points, both exterior (facility) and

interior (department specific ie. Pool access, child care areas, locker rooms).

c. When unfamiliar faces gain access, a well-timed, well-executed intervention

can prevent harm and increase security. For example, “How may I help you?”

will be a more effective approach than “Who are you?”. Continued

engagement in a conversational tone will further assist to determine

intentions.

d. Be aware of potential hiding places, normally locked areas, limited usage

areas, limited usage hallways and stairways, low lighting areas if applicable,

visual obstacles, normal program routines and traffic flow, etc.

e. Trust your instincts. If something doesn’t seem right, it probably isn’t.

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2. Member and Guest Awareness

a. If approached by a member or guest with a safety or security concern, it

must be taken seriously, and investigated.

Physical Security: Locks, Alarms, Cameras Locked Access

1. Good locks are the first line of defense. Be aware of and ensure that doors and

areas that are meant to be locked remain locked. Verify security at every

opportunity. Notify facility personnel immediately upon discovery of malfunction.

Do not assume it has already been reported.

2. Verify correct operation of scanner access at every opportunity, and be prepared to

intervene in conversational tone if unauthorized access has occurred.

3. Be aware of malfunctioning lighting occurrence. Notify facility personnel

immediately. Be prepared to lock down these areas if applicable until repairs can be

made.

4. Ensure that lockable restrooms and changing rooms etc., are key accessible from the

outside for emergency purposes.

Alarms

1. Immediately investigate any alarm occurrence.

2. All facility perimeter exit doors are alarmed.

3. Pool area exit doors are alarmed for child safety reasons.

4. There are emergency call devices on the pool deck.

5. Facility Staff will ensure that all alarms are functioning and tested regularly.

Security Cameras

1. The facility is equipped with security cameras covering many of the program access

hallways and general use areas. The cameras run continually and footage can be

accessed by management personnel should the need arise.

Security Lighting

1. The facility is equipped with security lighting features that remain lighted 24 hours

a day. Facility staff will ensure that these features are functioning and tested

regularly.

2. The facility is equipped with temporary emergency lighting fixtures throughout the

facility that provide 15 to 20 minutes of emergency lighting.

Public Address System

1. The facility employs a public address system that is used for Emergency

Communication purposes. The system is accessible by any employee and operates

from any of the phone units throughout the facility. To access the overhead public

address system, lift the handset and dial 1098, and speak clearly and calmly.

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EMERGENCY ACTION PLAN Crisis Communication

Background

A crisis can happen at any moment. It can threaten the reputation and the integrity of the

Billings Family YMCA in the form of adverse or negative media attention.

The most effective way to keep a crisis from spinning out of control is to be proactive

rather than reactive. When we do this, we minimize the damage and maintain the public’s

respect for our organization. It may seem difficult to plan for a crisis when we’re unsure as

to when it will happen, where it will happen and who it will impact. However, crises

generally fall into two main categories: 1.) overt acts and acts of omission and 2.)

Incompetence, or lack thereof, in matters of public perception.

With that in mind, this general crisis communication plan has been developed to address

these two categories. It’s a step-by-step plan that enables us to work with the media to tell

the facts, rather than play catch-up by responding to inaccuracies, misstatements and

insinuations.

Goals

The Y’s goals during a crisis situation include the following:

Show compassion and understanding

Accurately reflect YMCA actions

Position the Y as a good citizen, responsive and a credible source of information

Report and interpret the crisis – put damaging information or charges in perspective

Maintain contact with priority audiences

Achieve a quick resolution

Gain knowledge for future prevention strategies

Crisis Communication Team

The job of the Crisis Communication Team is to determine details that fit the needs of the

specific crisis, including crafting key messages, identifying and maintaining a single

spokesperson and positioning the spokesperson’s statement. The team will include:

CEO

Associate Executive Director

Department Directors

Department Coordinators

Legal Counsel

First Things First

1. Answer all calls from the media promptly. As soon as possible a prepared statement

should be provided to staff who may be answering phones: “Facts are still being gathered, but we’re planning on having a news conference at XX a.m. Please give me

your name and number, and we will call you back with more details.” Or “All media

calls are being handled by our CEO, let me get your name, number, the media outlet

you are with and they will get back to you as soon as we have more information.”

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2. Tell it all, tell it fast and tell the truth: The Communication Team’s goal is to

determine the appropriate positioning or message to address the emergency. This

also means admitting any wrongdoing/mistakes upfront then doing whatever is

possible to re-establish credibility and confidence with your audiences (including

having board members speak about their experiences at the Y, if necessary).

3. Protect the integrity of the Y.

4. An ignored situation will only get worse.

The Plan

A Call to Arms

1. Immediately direct all media calls to the CEO or most senior staff available. No Y staff

talks to the media other than the CEO/Identified Spokesperson.

2. Contact Crisis Communication Team and Board members with initial information and

established media process.

Severity of accident?

Speak with victim’s family to ensure their needs are met.

Potential crisis counselor(s)/chaplain on site for eye witnesses.

Media may go to site to try to engage members for eye witness accounts.

Try to be as proactive with the media as possible so they do not turn to

members/volunteers. (CEO/Spokesperson is readily available to them,

providing them with initial facts and details of when additional info will be

available).

Severity of accident?

Need for news conference? If news conference, identify site (remembering

this will be the background for any news shot). If you don’t identify the site,

media will go to the accident site.

What facts can be released? Protect confidentiality.

Development of positioning statements/key points.

Designating a Spokesperson

The next step is to designate a spokesperson. The most effective communication technique

is to have the CEO act as the spokesperson or the facilitator of the media event. This

person will be the “face” of the Y throughout the crisis, making official media statements

and answering media inquiries. A secondary spokesperson (field expert) should also be

identified to answer site-specific/activity-specific questions fielded by the CEO.

Additionally, credible witnesses should be designated. These resources might include a

financial expert, a board member or risk management personnel.

It can also be anticipated that other parties involved in the situation will have a

spokesperson (school district, police, fire department, health officials, etc.). It is important

to obtain the identity of that individual as early as possible so that all statements and

contacts with the media can be coordinated among these individuals and their

organizations.

These people should be comfortable with both print and TV reporters. They should be

skilled in the various methods of sharing key messages.

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PUBLIC ADDRESS SYSTEM Emergency Announcements

There are six main emergencies that will require the use of the Public Address, overhead

paging system:

1. Code Red: is a Building Evacuation situation, and is associated with a Fire Event,

Bomb Threat, Terrorism, Chemical Spills, Gas Leaks, Power Outage situations, etc.

2. Medical Emergency : is associated with a Medical Emergency, where 911 is called

and Emergency Personnel are needed. Any Medical Emergency page must include

the location of the emergency.

3. Code Adam: is associated with a Missing Child and the Code Adam page must

include a description of the child. All available staff will react immediately, covering

facility exits and beginning a search.

4. Code Yellow: is associated with a Severe Weather Warning or Tornado Warning.

5. Announcement for Staff Needing Assistance: The public address system may be

used anytime staff needs help or assistance, such as a physical altercation.

Announce staff assistance needed and the location.

6. Extreme Violence, typically associated with an “Active Shooter”: any type of

situation or threat of this nature will be announced over the public address system

in a clear, concise manner, with location and as much detail as available. Staff will

use their best judgment and react accordingly.

To use the overhead paging system:

Go to any phone in the Billings Family YMCA and hit 1098 SEND . Begin speaking

immediately following.

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EMERGENCY ACTION PLAN Violence

Verbal Conflict:

1. Approach the individuals and attempt to help resolve the conflict.

2. If necessary, ask individuals to go to separate areas.

3. If the conflict is resolved, step back and keep an eye on the situation.

4. Complete Incident Report Form and notify your supervisor.

Physical Conflict

1. Attempt to calm individuals and instruct them to discontinue any altercation.

Do not attempt to step between the two individuals involved in any physical

altercation. Staff may ask participants to leave the facility at any time.

2. If the altercation continues inform them that you are calling 911. Do not

hesitate to call the police in any situation, particularly if you are unsure about

the outcome, error on the side of caution.

3. If you are successful in separating participants, take the individuals to

different locations to complete the Incident Report Form. Escort them out of

the building if necessary.

4. Complete Incident Report Form and notify your supervisor as soon as

possible.

Physical Harassment

1. Attempt to calm victim.

2. Gather descriptions, pertinent information and brief description of the

incident. Call 911 if necessary, and notify parents, if the victim is a child.

3. File an Incident Report Form and notify your supervisor as soon as possible.

Extreme Violence-Internal or External Threat

Facility Intrusion or Event Outside the Facility

The YMCA has adopted the following guidelines in preparation

for a dangerous or life threatening event. These guidelines will

focus on a worst case scenario, “Active Shooter”, however

there are other potential circumstances where following these

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guidelines will involve discretion. You must be prepared to use

your best judgment in response to this type of event.

Notification of a facility intrusion or dangerous event occurring outside the facility

will be through the Emergency Announcements as outlined in the Public Address

System section of this plan.

The premise of these guidelines will focus on a simple 3 step approach in sequential

order.

1. Run

2. Hide

3. Fight

Run. The first response under any scenario should always be to get yourself and/or any

groups under your care and/or any members in your general area, away from the location

and out of the facility. As staff, it is your responsibility to make reasonable effort to alert

anyone around you and your program or usage areas of the possible danger. Once outside

the facility, to the best of your ability, keep your groups and/or others together and

relocate to any available nearby shelter. For example, the Trane offices to the west of the

west entrance, the Transwestern buildings to the east of the facility, etc. Attempt to

establish contact with your supervisor, available staff at the YMCA, or emergency

personnel. Remain outside the facility until instructed.

Hide. If you cannot get away from the location of the incident inside the facility in a safe

and timely manner, your response is to hide, cover or conceal yourself or groups under your

care, by any means available. Evacuate from any of the gyms or large open areas including

Racquetball courts and group exercise areas. Use an available adjacent room, such as the

craft room in the youth rally area, any room that offers a solid closeable and preferably

lockable door. Make any attempt to eliminate being visible. Use any means available as a

barricade to impair or hinder access to your location. Under this scenario, you must be

aware of the difference between cover and concealment. Cover means shelter under a desk

or anything available that would stop or deflect a bullet. Concealment or hiding does not

offer this protection.

Under this scenario, it is critical that you be aware of your surroundings and search for any

object or material that you could use as a weapon. You must prepare to defend yourself

and others in your care.

In general, staff will alert and sweep their program or facility usage areas. Fitness floor

staff or any available staff will sweep the racquetball court areas.

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An “Active Shooter” or other dangerous event could occur outside the facility and should be

announced as such in the same manner. Under this scenario, also defined as shelter in

place, seek shelter for yourself and/or groups and general members within the facility, away

from windows and open areas to the best of your ability. Do not activate the fire alarm as

that signals a building evacuation. This guideline is designed to keep people inside the

building. Keep in mind that others from the outside may also be trying to get inside and

may need direction.

Be aware that during certain emergency situations, chemical, biological or radioactive

material releases, some weather emergencies, or the threat of imminent danger, you may be

directed to shelter in place rather than evacuate the building.

Fight. If you are unable to run or hide, the last means of defense is to fight, or use

anything readily available that would serve as a weapon to alter the intruder’s course of

action. Under this scenario it is important to understand that your survival will depend on

you and what actions you choose to take.

In all situations of this nature it is assumed that staff are called on to make their own

judgments as to what is an appropriate action to take in their special circumstances.

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EMERGENCY ACTION PLAN-CODE RED Building Evacuation Procedures In the event that a building evacuation is necessary, each department will work together in

securing the safety of the members, participants, guests, and staff.

Evacuations may be ordered for the following reasons: Fire, power outage, bomb

threat/terrorism, chemical spills/gas leaks, other life threatening emergencies.

Membership

If an evacuation is ordered:

1. Notify the entire building, if possible, by using the public address system (P.A.).

2. If P.A. system is not available, send other staff to make announcements. Do not

send anyone into a dangerous area.

3. Get flashlights out if needed.

4. Keep a staff member posted at the front door, the turnstile and handicap door, at

the main lobby hallway doors. Any additional staff can be used in the main lobby.

Back membership desk should be posted at the west exit doors.

5. Shut main lobby hallway doors. Do not lock, and assist those coming through.

6. Shut back entrance double doors. Do not lock, and assist those coming through.

7. Do not allow the use of the elevator.

8. Keep calm, and reassure all that you are in contact with.

9. Maintain entrance/exits presence until relieved by Admin, Maintenance or

Emergency personnel.

Fitness Staff


1. Evacuate program participants to nearest exits.


3. Fitness Floor – assist participants down the stairway to the Admin Lobby doors.

Your secondary route will be out through the upper workout room and down to the

South Exit(Flanagan Gym) doors.

4. Warn the Racquetball court areas and assist to Admin Lobby doors or to the South

Exit(Flanagan Gym) doors.

5. Warn the Skytop room and assist to the South Exit(Flanagan Gym) doors or to the

Admin Lobby doors.

6. After evacuating all participants, shut any doors on your way.

Maintenance Staff


1. Anyone not involved in fire and enunciator panel/search activities in case of fire, go

to the front desk and help with any communication or member logistic needs.


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3. Ensure all locker rooms have been checked. Do not send, or go into, any dangerous

area.

4. Tour the building, if safe, and with senior staff approval, secure building.

Aquatic Staff


1. Immediately clear the pool, if not already clear. Do not allow anyone back into the

pool!

2. Maintain a lifeguard station until all pool access doors are locked.


4. Assist participants of both pools through the Front doors. Secondary route is

through the Admin Lobby doors, or North Exit doors.

Child Watch Staff


1. Secure the Child Watch area. Close the outer doors and doors to the basement.


3. Evacuate out of side door to parking lot. Secondary route is out West Exit doors.

4. Take sign-out sheets with children. Only sign children out when everyone is fully

evacuated and someone is available solely for sign-outs.

Afterschool Staff


1. Exit all children up the south stairway to the Child Watch area and out the Side door

to parking lot. Secondary route is out the North stairway and out the West Exit

doors.



Preschool Staff


1. Secure the preschool. Close the outer door.


3. Evacuate to the South Exit(Flanagan Gym) doors. Secondary route is out the West

Exit doors.



Administration Staff


1. Assistance with small child programs is always the priority, assist with any

immediate evacuation needs at Admin Lobby doors, South Exit(Flanagan Gym) doors

or West Exit doors.


3. Check immediate area, including board room, men’s and women’s restrooms, and

Administration office.

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Primary and Secondary Evacuation Routes

Thomas Kids Gym

Evacuate to South Exit(Flanagan Gym) doors or Admin Lobby doors.

Flanagan Gym and Administrative Offices

Evacuate to South Exit(Flanagan Gym) doors or Admin Lobby doors.

Fortin Gyms

Evacuate to Fortin Gym Exit doors or West Exit doors.

Get Started Room

Evacuate to the Admin Lobby doors or the Front Lobby doors.

Free Weight Room

Evacuate to the North Hallway Exit doors or Front Lobby doors.

Atwell Link Cardio Studio

Evacuate to the North Hallway Exit doors or Front Lobby doors.

Men’s Locker Room

Evacuate through the back hallway to the stairway, then out the North Hallway doors.

Secondary is the Front Lobby doors.

Women’s Locker Room

Evacuate through the North Hallway Exit doors and Front Lobby doors.

Membership

Evacuate though the Front doors or the North Exit doors.

Back membership desk out West Exit doors, or Admin Lobby doors.

Family Locker Room

Evacuate to the Admin Lobby doors or the West Exit doors.

Administration Office

Evacuate to the Admin Lobby doors or to the South Exit(Flanagan Gym) doors.

Fitness Floor and Racquetball Courts

Evacuate to the stairway and to the Admin Lobby doors. Secondary route is to the South

Exit(Flanagan Gym) doors.

Skytop

Evacuate down the stairway to the South Exit (Flanagan Gym) doors. Secondary route is

through the Skytop’s back exit, North, down the old staircase, to the track staircase, and

then to the playground or West Exit doors.

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Track

Evacuate down the south stairway, and through the South Exit(Flanagan Gym) doors.

Secondary route is through the Track exit door on the west side of the track, down the

stairway, and then to the playground or West Exit doors.

Rock Climbing Wall

Evacuate down the south stairway, and through the South Exit(Flanagan Gym) doors.

Secondary route is through the Track exit door on the west side of the track, down the

stairway, and then to the playground or West Exit doors.

Health Studio and Crippen Wellness Center

Evacuate to the North Stairway, and down to the North Exit Doors. Secondary route is

down the main stairway and through the Front Doors.

Preschool

Evacuate to the South Exit (Flanagan Gym) doors. Secondary route is out the West Exit

doors.

Child Watch

Evacuate out of side door to parking lot. Secondary route is out West Exit doors or

through the playground exit.

Youth Rally Room (Youth Center Basement)

Exit all children up the stairway to the Child Watch area, exit out side door to parking lot.

Secondary route is out the North stairway and out the West Exit doors.

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EMERGENCY ACTION PLAN-CODE RED Fire

To encourage a safe and calm response to any fire warning, and to allow time to investigate

possible false alarms, follow the responses below. In the event of any warning, all staff

should prepare to evacuate.

In the event of a Fire Alarm:

Go to the Enunciator Panels located behind the front desk or at the back desk. This panel

will tell you what type and where the alarm was generated.

If Smoke or heat detection: Evacuate the Building.

If Pull Station: Facility staff will investigate the source of the alarm, assist as

necessary.

DO NOT SILENCE THE ALARM UNTIL IT HAS BEEN DETERMINED TO BE A FALSE

ALARM. If it is a false alarm, assist the facility staff to reset the system after the

pull station has been reset.

If Membership receives a verbal report of a fire:

1. Call 911. Immediately notify the fire department that you have a report of a fire.

Give the Y’s name and address, your name, and specific location of alleged fire in

the facility. Stay on the phone to confirm or refute this initial report.

2. As you call the fire department, send someone to investigate the report. If staff

discovers a fire, pull nearest pull alarm station. Wait only 5 minutes for a

confirmation. If you are alone, proceed as if fire was confirmed.

3. Upon verification, if alarm is false, announce “all clear, false alarm” on PA system.

4. If alarm is real, proceed with evacuation procedures. Announce “CODE RED, Please

evacuate building”

If a staff member receives a verbal report of fire:

1. Pull nearest pull fire station immediately.

2. Go and investigate to confirm.

3. Notify membership of your findings.

If a fire pull station is activated (Membership Response):

1. You will be contacted by Kenco Security to confirm alarm. Confirm the alarm with

them, they will release emergency response. Stay on the phone.

2. Locate the source of the alarm on the enunciator panel located at the west

entrance service desk and the membership office.

3. Send facility staff to investigate the report. Wait only 5 minutes for a

confirmation. If you are alone, proceed as if fire was confirmed, and evacuate.

4. Upon verification, if alarm is false, silence the alarms and announce “all clear, false

alarm” on PA system.

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5. If alarm is real, proceed with evacuation procedures. Announce CODE RED, Please

evacuate building”

If a smoke, heat or sprinkler system detector is activated (Membership Response):

1. Kenco Security will contact the YMCA to confirm the alarm. This is an immediate

evacuation situation. We will always error on the side of caution

2. Evacuate the building immediately. Announce CODE RED, Please evacuate building!”

If you see smoke or fire:

1. Remain calm, activate the nearest manual pull alarm and call the membership desk.

Tell them the exact location and apparent extent of the fire or situation.

2. Membership will confirm with Kenco Security, emergency response will be notified

immediately.

3. All staff will then follow the evacuation procedures.

False alarms: All pull station alarms MUST be investigated before the alarm is silenced.

Once investigated:

1. Membership will declare “false alarm, all clear” on PA system.

2. Membership/Maintenance will reset enunciator panels and ensure system is

operational.

3. Membership will send staff, any available, to check the building for any problems

related to the alarm.

If you hear a fire alarm:

1. Remain alert and attend to your program participants and members.

2. If you are free: Report to either of the enunciator panels to determine the source

of the alarm. If it is a pull station alarm, assist in locating the source of the alarm,

determine if it is a false alarm and report to staff at the enunciator panel and assist

with system reset.

3. The fire department will be on scene within minutes. If false alarm is not declared,

or you see smoke or fire, evacuate immediately.

4. Aquatics will clear pools immediately and prepare for evacuation.

Kenco Security System

We are equipped with an automatic notification system to the City Fire Department in the event

we have a fire alarm. Our fire alarm system will send a radio signal to Kenco Security which in

turn will notify the fire department.

In the event of an alarm during regular business hours:

1. The city fire department will automatically be notified and dispatched to the YMCA.

2. Kenco Security will call the YMCA to alert us that they have received an alarm.

a. Whoever answers the phone will either confirm or deny that we have an alarm

going off.

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b. We will follow all normal fire alarm procedures, reading the enunciator panel and

sending facility staff to determine the nature and location of the alarm.

c. If, and ONLY if, we know that it is a false alarm, that person can give the

password to Kenco Security, and the trucks can be cancelled. This is unlikely as

it will take approximately 3 minutes for the fire department to respond and it

will most likely take longer than that to determine the nature of the alarm.

d. The password is the mechanism for Kenco Security to know they are talking to

an authorized YMCA employee.

e. Once the alarm has been cleared by our system, it will automatically reset at

Kenco Security. If it doesn’t reset, they will call the YMCA or then go to the call

list until they talk to an authorized person.

In the event of an alarm outside of regular business hours:

1. If there is no answer at the YMCA, they will start calling the folks on the call list until it

reaches someone, again to alert the YMCA that an alarm has been detected.

2. This will also send a message to the fire department that an authorized person is on

the way to the YMCA.

Note:

1. The fire department will not be dispatched for a trouble or supervisory alarm, but they

will call the YMCA to alert us of the signal. Please notify Chaz Riewaldt, if not available,

Wayne Moller, Tina Postel, or a member of the senior staff team.

2. In the event that we test the alarms or run a fire drill, we must call Kenco Security and

be put in a “disregard” status. We will call them at the completion, and be put back in

“active” status.

Kenco Security : 245-4946 YMCA Password: 9622

(Confidential)

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EMERGENCY ACTION PLAN-Medical

Emergency Sudden Illness or Injury

Initial Responder: The initial response staff person will act based on conditions found. As

a general rule, we will always error on the side of caution. Responding staff may call a

Medical Emergency at any time if for any reason they are unsure of the severity of the

incident, regardless of parental or bystander feedback. There is no adverse effect to the

YMCA or to staff for choosing to call 911.

Minor non-life threatening emergencies:

Small cuts, bruises, bloody noses, etc., should be cared for and documented by a First

Aid/CPR certified staff member. An Incident Report must be thoroughly completed by

attending staff for any aid or supplies given; this should be done immediately. An Incident

Report form can be found in each First Aid Kit as well as supplied at the front and back

Member Service Desks, and Aquatics Office.

First Aid Kit Locations:

Front Desk

Fitness Floor Service Desk

Administration- by administration mail boxes

Pool – Large Kit on wall between Shallow and Deep Pool

Aquatics Office

Flanagan Gym- on wall just inside Fitness/Sports Office

Preschool- wall above Preschool teacher’s desk

After school – Radio Room wall

Back Desk

Maintenance- Laundry Area

Cardio Studio- wall by stereo system

ChildWatch- wall near Coordinator’s Office

In general, YMCA staff DO NOT dispense medication of any kind. Some exceptions can be

made with express written consent of a parent. Any such requests must be approved and

administered by the Youth Development Director. Medical Emergencies:

Broken bones, falls, diabetic emergencies, head and/or neck injuries, back injuries, severe

bleeding, heart attack, breathing emergencies, etc., must be cared for and documented by a

YMCA staff member. Any staff person has the ability to call a MEDICAL EMERGENCY using

any of the house phones by lifting the handset and dialing 1098 and touching send. You

will announce “Medical Emergency”, and give the location. Membership staff will call 911.

All available staff, with the exception of facility staff, will respond to the location.

Membership staff will remain on the phone with EMS until dismissed and direct EMS to the

scene upon arrival. Lifeguards will both begin blowing whistles and both pools will close

immediately and be cleared as soon as possible. The Shallow Pool Lifeguard will transport

the YMCA deck cell phone, AED and accompanying medical kit from its location outside of

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the emergency exit door in the lobby to the scene of the accident. The Deep Pool Lifeguard

will stay until pools are cleared and facility staff is present, and then report to the scene.

The responding lifeguard will take charge of the scene. The YMCA deck cell phone will be

used to contact 911 by a lifeguard, key staff member, or designated person on the scene.

It is imperative that communication with EMS is available on scene. If assistance is needed

in the locker rooms, announce yourself and enter.

In the event that a senior staff member and responding lifeguard determine the emergency

is minor in nature, and the senior staff member is willing to take responsibility for the

situation, the lifeguards may be released to reopen the pools.

An Incident report must be thoroughly completed for any aid or supplies given; this should

be done immediately. A member of Senior Management must be notified.

Emergencies in the pool area:

Aquatics will notify the Membership Desk by pressing the emergency buttons located

around the shallow pool. An alarm will sound at the Membership Desk. Membership staff

will investigate the source of the alarm to see if it is a life threatening emergency and if so

they will then announce a “Medical Emergency in corresponding pool”, then call 911.

Facility Departments response to all Medical Emergency situations: Everyone in the Facilities Department, which includes rovers, maintenance, and laundry staff

will report to the pool area during a Medical Emergency. They will immediately assist to

evacuate the pool and lock all pool entrance doors. If a facility staff member is the first

responder, they will report to the pool when any other staff or lifeguard arrives at the

accident scene.

How to call Medical Emergency : Call from any phone, 1098 SEND, announce on PA system “Medical Emergency” and then

give location.

20

EMERGENCY ACTION PLAN-CODE ADAM Missing Child

In the event that a child is missing, CODE ADAM will be called. Any phone with P.A.

capability can be used. It is imperative that ALL staff react immediately. Recruit members

as needed and instruct them on how to help. This quick and comprehensive response can

save a child.

If a missing child is reported:

Obtain a detailed description of the child:

1. Name, age, gender, and race

2. Weight, height, hair and eye color

3. Color of clothing and shoes

Page “CODE ADAM”, dialing 1098 and then touch SEND:

1. Describe what the child is wearing, specifically the color and type of clothing

including shoe color and style and child’s name.

2. If the child is old enough to understand an overhead page, ask them to find a YMCA

staff person in a red shirt.

3. If the child is 12 or older, page name prior to calling a CODE ADAM.

4. Escort the parent/guardian to the Front Desk to wait.

Staff will search the building:

1. All staff will react.

2. Lifeguards will clear the pool and keep patrons out of the pool.

3. Any staff immediately responsible for children in programs will maintain watch over

those children.

4. All other available staff will go immediately to nearest exits and monitor them. Do

not leave an exit unless someone else is there to monitor.

5. Monitor the front and back doors, prevent all exits and entrances. Explain the

nature of the code to members and ask them not to exit or enter.

6. Send a staff member outside, in the front and back, to look up and down the

sidewalk and through the parking lot.

7. Send members to exits if needed. Instruct them not to leave until alert is cancelled.

8. When all exits are covered, search all rooms in the building, including bathrooms and

locker rooms.

21

If child is not found after 5 minutes:

1. Call 911. Continue to secure exits.

If the child is found with someone other than parent or guardian:

1. Do not allow them to leave the YMCA, but do not put yourself or others at risk to

do so. Call 911.

2. Inform other staff, if possible, and describe the identity of the person accompanying

the child.

If the child is found alone:

1. Bring the child to the Front Desk.

2. Reunite the child with their parent or guardian.

3. Page “Cancel CODE ADAM, child has been found”.

4. Document the incident in standard Incident Report Form.

Low Staff Times

Covering all exits is the most important objective. Due to the large number of exits in the

building, staff will not be able to secure them alone.

Enlist the help of members to secure or search for missing children. Remember to document

the incident, including all names available.

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EMERGENCY ACTION PLAN-CODE YELLOW Severe Weather / Tornado Warning

In case of a Tornado Warning, implement these procedures:

Membership staff will use the public address system in place at the front desk, 1098.

Please read this slow and clear. “Attention Members, Guests and Staff, The National

Weather Service has issued a Tornado Warning, please calmly proceed to the Youth

Rally Room (Basement of the Youth Center)or the Family Locker Room. If you need

assistance or are unsure where the locker room is please allow a staff person to assist

you, This is not a drill , again this is not a drill, Thank You.”

Note: The entrance doors will remain open.

Staff calmly notify all members, program participants, and employees that the National

Weather Service sirens are running and we will begin the tornado safety procedures.

The designated YMCA Safe Zone will be the Family Locker Room and the

Youth Rally Room(Lower After School Area). These areas are the most heavily

constructed areas of the facility.

The Youth Rally Room(Lower After School Area) will be designated for all

youth programs, Child Watch users etc.. This area will be used as a holding

area for parents to locate their children, or until the warning is lifted. (Please

note: a YMCA staff person, i.e., front desk staff must supervise the room and

have communication via radio with membership staff).

The Family Locker Room is designated for any adults and families (please

note: A staff person needs to remain in the locker room with the members).

First Aid Kit, with a flashlight, radio and a clipboard for signatures of members or

guests that wish to leave will be located at the Front Membership Desk and transported

to the safe areas by available staff.

After clearing the pools, the lifeguards will lock the pool exit doors and

proceed to the locker room for supervision duties. All available staff will also

assist with supervision.

Any available Senior staff or Coordinators, should each proceed to the

separate safe areas and monitor conditions and further warnings.

Anyone wishing to leave the facility, should sign out on the tornado clipboard

saying that they are leaving on their own cognizance. Adults 18 and older

have every right to leave the building, but children 17 and under must be

signed out by a legal guardian or parent.

23

Please remember that the closest phone is located in the pool area or front desk.

Remember the priority is HUMAN LIFE!!!

24

EMERGENCY ACTION PLAN Power Outage

In the event of a power outage, calmly obtain your department flashlights and begin

assisting members.

Key Things to Remember:

Emergency lighting will last approx 15-20 minutes only. Departments should have

available access to stored and secured flashlights.

All available staff should grab flashlights and assist in locker rooms – getting people

dressed and showered.

Maintain communications with membership staff, any available staff not assisting in

locker rooms will rove the building with flashlights, monitoring for any critical or

safety situations.

Report the outage, try to determine if the outage is localized to the facility or

surrounding area, and if there is an approximate time to expect the power to be

back on.

Facility closure is a possibility, usually within 30 minutes depending on time of day

and natural light. A member of the senior staff will need to be contacted for

authority to close the YMCA.

Immediately begin moving members to the front lobby, naturally lighted areas, or to

the locker rooms. Begin to inform members coming in the door of the outage and

that facility closure is a possibility, those entering will not be allowed to change in

the locker rooms until power is restored.

Members and staff are not allowed to remain in the fitness areas, free weight room

Battery operated lighting only, under no circumstances are candles allowed for use

at this time.

All staff will stay at the YMCA until released by a member of senior management.

Department Specific Instructions

If not listed specifically, follow general protocol.

25

Aquatic Staff

If the power goes out:

1. Immediately clear the pool. Do not allow anyone back in the pool until power is

restored! Maintain a lifeguard station until pool is secure and all doors locked.

2. Move members to front lobby, or upstairs lobby. No members or staff should

remain in the fitness, free weight areas, gyms, or pool.

3. Do not allow children to leave until someone is available solely for sign-outs.

4. Send a staff member to check with the membership desk on the duration of the

outage and evacuation plans. Follow advice of the membership staff.

Child Watch, After School, Preschool and Youth Sports Staff

If the power goes out:

1. Secure the youth center, preschool or program areas and get flashlights. Close

outer doors, keep emergency exits closed. Contain children in main level with

constant supervision. Only allow parental pick-up when secure and someone is

available solely for sign-outs.

2. Send a staff member to check with the membership desk on the duration of the

outage and evacuation plans. Follow advice of the membership staff.

3. Notify parents if outage will be long or if evacuation may be issued.

4. Keep children contained to the youth center, preschool or program areas until

power is restored, or evacuation is issued.

5. Maintain records of check-out at any location used.

26

BLOODBORNE PATHOGENS PROCEDURE

The YMCA seeks to minimize the risk of exposure by training employees who

may encounter blood borne pathogens in the course of their work.

With a few simple precautions you can protect and prevent your exposure

to bloodborne pathogens.

1. Put on gloves.

2. Use your pocket mask for rescue breathing.

3. Learn to remove gloves properly and wash your hands again.

You must assume that ANY blood or bodily-fluid spill contains disease-causing

germs. Procedures:

1. Put up “Wet Floor” signs so patrons are not exposed to the spill.

2. Spray the spill – and any surrounding area where the spill might have

splattered with disinfectant.

3. Let disinfectant stand for at least 10 minutes

4. Sprinkle a powdered absorbent material evenly over the spill, starting

from the outer edges and working inward. Wait for the absorbent

material to combine with the spill to form a more solid or gel-like

substance. This may take several minutes. If there is some part of

the spill that does not gel, apply more absorbent until it is.

5. Once the spill is contained and absorbed, use a disposable spatula or

similar tool to scoop up the bulk of the spill and place it into one of

the Red, Hazardous Material disposable bags. Use disposable wipes

or clothes to absorb and remove any further spill residue, and place

them in the bag as well.

6. Spray the spill area again with the disinfectant and thoroughly clean

and disinfect in with disposable wipes.

7. Leave a light mist of disinfectant on the area and let it air dry for

about 10 minutes.

8. Clean any non disposable tools with disposable wipes and

disinfectant.

9. Remove your disposable gloves by pulling them, inside out, down your

arms and off your hands. Place all materials in the Red, Hazardous

Material disposable bag.

10. Disposal – Take all Red disposable bags to the Laundry area and

deposit in the clearly marked Hazardous Material container. Please

see and Facility staff for assistance.

11. After all steps are complete, wash your hands thoroughly.

27

ACCIDENT/INCIDENT REPORTING

Procedure Rule # 1: Any Accident or Incident must be written up on the standard YMCA Incident Report

Form, no matter how minor or insignificant it may seem.

Rule # 2: The Incident Report form Must be completed by YMCA Staff ONLY, and it must be

completed Immediately or no later than end of shift.

Rule # 3: Accident / Incident Report Forms and any accompanying documentation MUST be

processed up through the chain of command and submitted to the Associate Executive Director

within 24 Hours. In cases that require immediate notification, for example, serious injury,

incidents of a sexual nature, significant theft, contact a member of the senior staff via cell

phone. Incidents of a physical nature, fights, members or guests initiating a confrontation,

summon as many staff as possible to assist. ANYTIME YOU ARE IN AN UNCOMFORTABLE

SITUATION IN THIS REGARD, DO NOT HESITATE TO CALL THE POLICE, and have them removed

or escorted off property.

Rule #4: Employee Injury. Incidents or accidents involving employee injury must be reported on

the Montana State Fund employee accident form, no matter how minor or insignificant the

accident may seem. These forms will reside in the business office. Upon completion, the form

will be turned into the Payroll coordinator in the business office for further processing.

Upon Completion of these forms:

- Submit it to your Immediate Supervisor for review and debriefing.

- Supervisors will initial and submit documents to the Department Head for review and

debriefing.

- Department Heads will initial and submit documents to The Chief Operating Officer

for further processing.

- This process is Critical to the health of the YMCA Operation. Failure of staff to

adhere to these procedures will be considered a serious breach of responsibility to

conditions of employment and as such, be dealt with severely.

Please remember that these procedures are in place to protect you, the Members and the YMCA.

Attached are copies of the appropriate Incident Form and Employee Accident Form to be

completed in the situations outlined above.

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