emergency response framework rev 1.1

Emergency Response Framework


Draft Rev 1.1

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Content1. Introduction

2. Scope

3. Information Terminal

4. Emergency Scenario’s

5. Level of Emergencies

6. Notification and Escalation

7. Alarmsa. Type of alarmsb. When to raise alarmc. Actions when alarm is raisedd. When to announce “All clear”e. Actions when “All clear” alarm is sounded

8. Organisation

9. Roles and Responsibilities

10. Communication

11. Evacuation

12. Training of personnel

13. Testing of the plan

14. Review and Update of the Emergency plan

15. Emergency Equipment and Fire Fighting Equipment

16. Media and Press Response Arrangements

17. Checklists per emergency:a. Fire and Explosionb. Spillage OnShore

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c. Spillage Off Shored. Gas or Vapour Releasee. Personal Accidentf. Confined Space Incidentg. Shipping Emergencyh. Incident with Fall Harnassi. Bomb/Terrorist Threatj. Incident at neighbouring facilityk. Severe Weather event (hurricane, flooding, earthquake)l. Power Failure

18. Attachments:a. Roleb. Drawingsc. Telephone lists

i. Internalii. External

d. Contact information personnele. Log file

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1. Introduction

An emergency or crisis situation may arise from a number of causes or a combination of causes and its effect on the terminal will depend on the situation prevailing at that time. The objective of an emergency plan is to describe the tasks and responsibilities of employees within the organisation so that if an emergency occurs, this can be overcome as efficiently as possible due to the fact that the allocation of responsibilities is evident and the communication lines are clear.

This plan was set up to help terminals when setting up an Emergency Response Plan. It should therefore be seen as a guideline and it is not an obligation to use. This plan is a framework and can be adjusted to meet the needs of your terminal. It should be translated to the local language. When text is written in “italic”, it means you have to delete the “italic” text and add your own text there. Standard text can remain in the document. Since terminals are different and authorities might require other reporting, you have to adjust this framework such, that it fully meets local legislative requirements as well.

2. ScopeThe purpose of this Emergency Response Plan is to provide a clear and concise reference of the important actions for a number of emergency situations that may arise in the terminal. It is therefore a must for all key personnel in the emergency response organization or emergency coordination organization, to be familiar with the contents of this plan and to have full knowledge of their duties and responsibilities in the respective organization. This manual is intended as an action guide and reference document to respond to serious emergencies on the terminal.

In short, the objectives of this plan are to; Define lines of communication both internal & external Define responsibilities to personnel who are in position of leadership and /or

are required to take specific actions Make all personnel knowledgeable of the actions they must take in the event

of an emergency Provide essential information on the hazards, emergency handling

equipment, locality etc. Communication guidelines and a key contact summary.

In dealing with the emergency, the ultimate objectives are: Protect and rescue human life Minimize damage to company property and the environment

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Containment of the emergency to prevent escalation Render, safe the affected areas Eliminate threat Provide authoritative information to the media Preserve relevant records and equipment for the subsequent inquiry into the

cause and circumstances of the emergency Restore normal operating conditions Protect the interest of the company

The Emergency Coordination Team has three key roles: To provide strategic input and direction to the overall response efforts, to

ensure protection of the company’s image and performance. To handle high level communications with key stakeholders including media,

authorities and the local community. To ensure all necessary support is available for site emergency response

team including resources, funds, technical inputs and specialist advice.

Though training and regular practice under simulated conditions, it is expected that this plan will enable the organization to respond effectively to emergencies.

3. Information TerminalThe terminal is located at:Add address terminal

Add description terminal (number of tanks, capacity, products, jetties, loadingstations etc.)

See map:Add small map of terminal and surroundings (neighbouring companies, communities)

4. Emergency Scenario’sThere are several emergencies possible at a terminal, which can occur separately or in parallel. In this plan the following scenario’s are taken in account:a. Fire and Explosionb. Spillage OnShorec. Spillage Off Shored. Gas or Vapour Releasee. Personal Accident

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f. Confined Space Incidentg. Shipping Emergencyh. Incident with Fall Harnassi. Bomb/Terrorist Threatj. Incident at neighbouring facilityk. Severe Weather event (hurricane, flooding, earthquake)l. Power FailureNote: Add scenario’s that are specific for your location (e.g. spillage of very toxic product on your site etc.) Also it is possible to delete one of above scenario’s if that scenario cannot happen at your location.

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5. Level of EmergenciesThis plan is based on four levels of emergencies:

Level Nature

LEVEL 1

Minor incident.Has no potential risk to lives or property or the environment.Within the capability of a site employee to handle.Limited reporting internally.e.g.

Minor product release, which can be easily isolated, contained and cleaned up and does not threaten surface water or drains

Minor on site injury, First aid case or Medical Treatment Case.

LEVEL 2

Considered serious in natureStill within the capability of the terminal to handle.But has potential risk to life or property or the environment.External emergency services may be requested..E.g.

Fire or restricted dimensions (separate from terminal installation e.g. container, vehicle, generator)

Serious personal accident (serious personal injury/fatality) Serious Spill Health effects on or off-site (Distressing exposure) Local News Coverage

LEVEL 3

Major and serious in nature, with (potential) extended duration.Siren alarm is sounded, followed by ceasing of all contractor and operational activities and followed by evacuation of terminal.Assistance from external emergency services is required.e.g.

Significant health effects on or off site Fire requiring fire fighting attendance Spillage or release with localized contamination of waterway, local gas or smoke

cloud Gas cloud in or outside terminal boundaries Incident at neighbouring company requiring terminal to evacuate Major spillage of product National News coverage

LEVEL 4

Catastrophic in nature, with (potential) extended duration. Beyond the capability of the terminal to handle.Siren alarm is sounded, followed by ceasing of all contractor and operational activities and followed by evacuation of terminal.Implications are serious, warranting the activation of the Emergency Co-ordination Centre.Assistance from external emergency services is required.e.g. Major fire of terminal facilities like tank, pump room, loading station Fatalities/disabling injuries on site, any off site injury resulting from t terminal incident Siginificant acute health effect on or off site Spillage or release with major contamination of waterway, large gas or smoke cloud. Prohibition of entire or partial operation International News coverage Gas cloud in or outside terminal boundaries Incident at neighbouring company requiring terminal to evacuate• Major spillage of product

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6. Notification and Escalation

Operational Emergency Reponse Organisation

7. Alarms

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Event

Fire, Explosion, Gas Release, Spill, Personal Accident

Reporter (person who observes above)

Report event to the CCR using radio, telephone (number), or fire alarm manual call point

Incident Command Centre (ICC)

Incident Controller:

Start up Emergency Plan Sound siren alarm if needed Start up Emergency Response Team Inform external emergency services

if needed Start up Emergency Coordination

Centre if needed Announce “all clear” at end of

emergency

Emergency Coordination Centre (ECC)

Emergency Coordination Team:

Link all internal/external communication (authorities, hospital, media, customers, division, corporate)

Contact employees’ families as required

Emergency Response Team (ERT)

On Site Incident Responder + Team members:

Control the incident Achieve isolation Fight the fire Carry out rescue and perform First

Aid Search for missing persons

Crisis Team Division

See crisis management plan

Only for level 3+4

External Emergency Services

Fight Fire Medical Assistance Secure area outside terminal

Level 2+3+4

Level 2+3 +4

Level 4


When an emergency arises, it is necessary that communication is effective for those with a role in the emergency plan and for all others present on the terrain. It must be clear to everyone what is expected from them.

Contrary to what is often assumed, an emergency plan does not commence when a siren alarm is sounded. The emergency plan actually starts when the person in the CCR who receives the notification of the incident decides to start it up.

a. Type alarms

Describe the alarms on the terminal.

At least two siren alarms, which can be distinguished from each other, should be available on the terrain. One of the alarms will function as an attention signal for the purpose of evacuation and the other alarm will be used to indicate that the situation is safe. They can be described in text and graphically e.g.

Alarm:

All Clear Alarm:

Some terminals might have a separate gas alarm as well with a separate all clear gas alarm.

Describe if intercom system is used to inform all present on terminal as well.

b. When to raise alarm

The alarm is a sign to stop all activities and evacuate and should be used for all level 3 + 4 incidents.

c. Actions when alarm is raised

In the case of a siren alarm, the following actions should be started:

All operational activities will be ceased and ships will set loose from their mooring

All contractor activities will be stopped and all permits will be handed over in the CCR

Office personnel, Visitors, drivers and contractors will assemble at the assembly point

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Other operational personnel will report to the control room to receive further instructions

d. When to announce “All clear”

The “all clear” can be activated if the emergency situation is over and in case of fire, this can only take place after consultation with the Chief of the Fire Fighting Service.

e. Actions when “All clear” alarm is sounded

Actions following an “All Clear” Signal: • Operational work activities will commence under supervision of the Internal Operator CCR• Work permits will be re-issued according to procedure (note: please ensure that this is part of the work permit procedure)

8. Organisation

An assumption of this emergency plan is that it must be able to function independently, outside of normal working hours, until external services could reach site. No difference is made between night or daytime situations. No account is taken, therefore, of extra employees during office hours. Hierarchical relationships are discounted during an emergency situation during office hours

Managers of employees within the emergency organisation are expected, insofar as they do not fulfill a specific role in the emergency plan, to offer assistance without contravening the agreed tasks and responsibilities. Intervening in or taking over tasks and responsibilities is not considered to be desirable in any situation at all.

For a terminal, which is not open 24/7 special arrangements are needed and have to be described for an emergency outside working hours.

In this framework general function names have been used when naming the roles. Please adjust and use the correct function name for your terminal. For instance the Incident Controller can be compared with the function of shiftleader or can be at some locations the CCR Panel Operator.

The Vopak Way Standard “Emergency Planning” contains the role of Site Controller. The role in this plan is spread over a few roles. In a small

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organization, all roles apart from the incident controller will have to be combined in the role of Site controller.

This framework is based on the Operational Emergency Response Organisation which deals with the emergency itself and the Emergency Coordination Centre which deals with communication to external groups, division and corporate. This to ensure that the Emergency Response Organization can focus on dealing with the incident itself. The Emergency Response Organisation should limit external communication as much as possible (limited to external emergency services + few other).

The Incident Command Centre will often be the control room of the terminal.

The Incident Command Centre should contain the following: Hardcopy of the Emergency Plan On site communications equipment (e.g. radio to ensure communication

with incident responders on site) Off site communications equipment (telephone, fax, etc) Up to date inventory plan listing the contents of each tank

A hardcopy of the emergency plan should also be kept available at the entrance to the site, either in the security building or in a locked, clearly marked emergency information cabinet. The key to the locked cabinet should be available to emergency services using a break glass type container.

If the Incident Command Centre cannot be used as a result of the incident, or becomes too dangerous to occupy during an incident, the alternative location is:Please describe what the alternative location is. This location should be off the terminal and could be e.g. in a head office building or at a nearby company.All information is available at the alternative location as well.

Ensure roles can be filled and ensure there are alternative persons appointed in case of illness/holidays etc.

Ensure that persons with role in emergency response for contact of external services are identifiable as the point of contact for external emergency services (vest, helmet).

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Organisation is schematically as follows:

9. Roles and Responsibilities

Please adjust names of roles to those used at your terminal and adjust roles/responsibilities where appropriate. E.g. if you do not have your own fire services, you can delete 9a en 9b.

9a. Internal Fire Services (IFS)– Officer

If a terminal has his own internal fire brigade, then the Officer of the Internal Fire service acts as On site responder. He is responsible for the preliminary actions when combating the incident, organising the search for missing persons and determining the necessity of complete evacuation up to the arrival of the external emergency services, who then assume command. The Officer communicates with the Incident Controller for calling up any extra personnel necessary (First Aid, operational personnel, collection of mobile extinguishing equipment).

His role is to: Assume command in fighting the fire, with the following priorities:

Securing the safety of those present Limiting the damage to the environment, property and installations

as much as possible Delegate actions to the Internal Fire Service Responders

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Terminal Management

Incident ControllerGatekeeper Security

External Emergency Services

Emergency Coordination Centre Members

On Site Incident Responder + Team

Guide operator

Evacuation Supervisor Office


Determine further actions to be taken in agreement with the Incident Controller, including shutting down the plant and any evacuations necessary.

Determine the necessity of a complete evacuation (provide: evacuation scenario, assembly points, evacuation if necessary)

Organise search for missing persons Secure any traces to be used as evidence

Ensure that evidence which can be used at a later date to make the investigation into the cause and circumstances of the accident easier remains intact.

Report all relevant information regularly to the Incident Controller. Provide the external emergency services with all required information and

advice (ensure that you have all relevant information regarding the terrain: map, list of tanks, product information)

Ensure good handover to External Fire Services (If External Fire Services arrive, they will take over the incident).

Determine when the incident is over and inform Incident Controller of this fact.

Ensure that Officer is identifiable as the point of contact for external emergency services by wearing a special vest and/or helmet with function in emergency response plan role on it.

9b. Internal Fire Services – Responders

The Internal Fire Fighting Responders are responsible for execution of the preliminary actions to combat an incident. They report to the Officer Internal Fire Service.

The role of a responder is: Admit as few people as possible to the danger zone. Have the necessary intervention equipment brought to the location. Fight the fire When assistance is provided by tugs/fire vessels, arrange that these be

guided to the specified location. Designate a communication location and secure a connection to the

crisis team by radio or messenger.

9c External Fire Services (EFS)

The External Fire Services (often Harbour area Fire services) should be on the location within 10 minutes following an alarm call. De officer-in-charge of the EFS will assume command of controlling the incident, organise searches for missing persons and make any decision about complete evacuation.

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The Officer-in-charge of the EFS will receive any relevant information about the terminal from the Guide-operator when he arrives at the security gate. Such information should be available at the gate (map terminal, products stored on terminal per tank at that day).

A guide-operator will bring the EFS to the location of the incident.

The Officer-in-charge of the EFS will contact the On Site Incident Responder on the location of the incident. The On Site Incident Responder acts as a contact point for any questions the officer-in-charge of the EFS may have while he is on location of the incident and takes care of all communication between the officer-in-charge of the EFS and the Vopak organisation.

His role is:• Assume command in fighting the fire (after handover from Internal Fire Services Officer if terminal has one), with the following priorities:• Securing the safety of those present• Limiting the damage to the environment, property and installations as much as possible• Delegate actions to the External Fire Service Responders• Determine further actions to be taken in agreement with the On Site Incident Responder/Internal Fire Services Officer, including shutting down the plant and any evacuations necessary.

• Determine the necessity of a complete evacuation (provide: evacuation scenario, assembly points, evacuation if necessary)• Organise search for missing persons

• Ensure that evidence which can be used at a later date to make the investigation into the cause and circumstances of the accident easier remains intact.• Determine when the incident is over and to inform the On Site Incident Responder/ Internal Fire Services Officer of this fact.

9d. Incident Controller

The Incident Controller is located in de CCR and is responsible from this location for starting up the necessary actions regarding communication, security and, if necessary, the evacuation of activities around the location of the incident.

He must have an overview of the valid permits, especially “hot work”, must have an overview of the current operational activities and must have excellent product knowledge and knowledge of the terminal (drains etc.).

His role is to: Categorise incident and decide what is needed Inform On Site Incident Responder and team members

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Inform Internal Fire Sevices Call external emergency services when needed (ambulance, fire

services, police) Inform Gatekeeper Security Sound siren alarm to start evacuation Inform neighbouring companies Ensure communication with the On Site Responder/Officer IFS Call up extra personnel in co-operation with the On Site

Responder/Officer IFS Keep up to date with incident information via On Site Incident

Responder/Officer IFS/evacuation information Ensure that there is a good registration of all personnel on the terrain and

to give this to person in charge of evacuation Give the “all clear” and does this in agreement with the officer-in-charge

of the external/internal Fire Service and/or the On Site Responder.

Note: If a terminal can be reached via multiple entry gates, it is preferable to use one fixed point of entry during a calamity and to communicate this with the external emergency services. If use is made of a number of entry points, it is the responsibility of the Incident Controller to communicate the correct gate to the external emergency services. The On Site Incident Responder must also be aware of which gate is being used so that the guide operator receives the correct instructions.

9e. On Site Responder (could be Internal Fire Services Officer if terminal has one)

The On Site Responder appoints the responders and the guide operator. The On Site Responder communicates with the Incident Controller for calling up any extra personnel necessary (First Aid, operational personnel, collection of mobile extinguishing equipment).

The On Site Responder proceeds to the location of the incident in order to determine the nature and scope of the incident. The On Site Responder is responsible for stopping the relevant actions and securing the immediate area, starting the preliminary efforts and determining the necessity of immediate evacuation of buildings in the direct area. The On Site Responder meets and accompanies the External Fire Services and ambulances.

If the company has an Internal Fire Service, the Officer of the Internal Fire Service also fulfills the tasks of the On Site Responder.

The On Site Incident Responder must have an overview of current operational activities and must have excellent product knowledge and knowledge of the terminal (drains etc.)

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His role is to: Appoint response team members to operate stationary extinguishing

equipment Appoint Guide operator to go to gate to guide external services to location

of incident Arrange collection of extinguishing equipment (operate according to fire

scenarios) Accompany External Fire Services on location Meet and accompany ambulances on location Supervise response team members with regard to evacuation of

buildings/personnel terrain Signal, on the authority of the officer-in-charge External Fire Service, the

end of the emergency situation to the Incident Controller

Ensure that Officer is identifiable as the point of contact for external emergency services by wearing a special vest and/or helmet with function in emergency response plan role on it.

9f. Response Team Members

The person who discovers/reports the fire or serious accident is also the person who initiates the preliminary actions:- securing his operational activities- alert Incident Controller- start intervention – only in the case of fire (for instance, starting the fire pumps and bringing the system up to pressure, depending on the fire scenario’s in the safety report.)He reports to the On Site Incident Responder.

He needs to be aware of the fire scenario’s on the terminal and is able to operate the relevant systems and equipment (incl. starting the fire pumps, bringing the system up to pressure, collecting and connecting the mobile extinguishing systems, positioning foam extinguishing system).

His role is to: Alert Incident Controller if he is the first to notice incident Secure operational activities Start fire pumps and bring the extinguishing system up to pressure Start to cool the threatened tanks Start foam extinguishing

9g. Evacuation Supervisor Office Building

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In the case of an evacuation, the evacuation supervisor office building is responsible for the evacuation of the office, making an inventory of the missing persons and directing the personnel to a safe assembly point.

The Incident Controller issues the order to evacuate.

The Evacuation Supervisor Office Building is an employee who is located in the office for their normal work activities and can be contacted easily. For the training of evacuation supervisors, the in-house emergency and first-aid service training can be used (evacuation, small fire-extinguishing equipment, limited First Aid).

His role is to: Close down ventilation system Have someone close the windows Have someone close down the air conditioning system Depending on the emergency and wind direction at the exit routes,

visitors will be kept in the office building. Supervise the evacuation In the case of an evacuation, check for anyone left behind Have someone make an inventory of those present at the assembly point Make a list of the missing persons and send this to the Incident Controller

9h. Record keeperDuring an emergency at level 2, 3 and 4, it will be important to log all information to keep track of all actions. This log book can then be used during the incident investigation and during the evaluation of the emergency response.

The Incident controller will appoint the record keeper.

His role is to: Log all events, actions and decisions in the log file (start of fire pumps,

arrival emergency services, leaving of emergency services, call to authority etc.)

9i. Gatekeeper Security

During an emergency, the Gatekeeper Security should prevent employees/visitors whose presence is not necessary from entering the terrain. It is his responsibility to ensure that personnel/services whose presence is required are directed to the correct place on the terminal. He maintains a register of all persons leaving the terrain.As part of his task of preventing members of the press from entering the terminal, he will be confronted with questions about the incident. He should

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refrain from making any comment to the press, with regard to any subject whatsoever.

His role is to: Prevent persons from entering the terminal Keep entrance clear for arrival emergency services Inform the Incident Controller by telephone of the presence of the

Emergency Services Give information (map terminal/tank list with product per tank) to Guide

Operator Send authorities and press over to (define location) Maintaining register of all persons leaving/entering the premises

9j. Emergency Coordination Centre Members

This will often be the local terminal/OpCo management team. They will be informed when the company emergency plan has been put into operation. Theyare responsible for informing internal and external functionaries about the emergency.

Their role is to: Inform Management Team Business Unit/Division Communicate with authorities, hospital, media, customers, contractors,

division, corporate and keep them up to date Contact employees’ families as required Organise internal specialists (SHE, HR, Sales) Inform insurance company (Corporate Risk Management & Insurance) Organise catering

9k. SHEQ Manager

The SHEQ manager has no role in the emergency itself, but is responsible for the training and testing of the plan and keeping it up to date.

10. Communication

Please describe the means of communication you have available on site. Think about:

Radio Telephone Fax Mobile phones (note: you cannot rely on mobile phones. In a major

emergency the network can become quickly overwhelmed and unusable)

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11. Evacuation

If the alarm is sounded, it automatically means that work needs to be stopped and everyone assembles at the assembling points. Operators, which do not have a role as On Site responder team member (which have to go to location of incident and report to On Site Responder) have to report to the controlroom, where they can be asked to do other jobs (record keeper etc.).

Contractors, other third parties and own personnel must assemble at the assembling point and there attendance has to be checked to find out if there are any missing persons.

Gate security must be able to give a list of everyone on the location.

If there are Office Buildings of a reasonable size at the location, a separate emergency plan (what to do when a minor fire breaks out, serious accident) and evacuation plan should be made for the Office Building. This should include who is responsible per part of the office building to check if everyone has left the location. Responsible persons in case of an evacuation should be easily recognisable by means of a vest/helmet and should have the communication means in order to communicate with each other. They should receive a list of persons which are on site (e.g. via security) in order to check who is missing.

The Incident Controller must be able to contact the Evacuation Supervisor in the office organisation, so that the evacuation of the office can be organised separately.

12. Training of personnel and external fire fighters/emergency responders

Local emergency responders, fire fighters and medical personnel should be invited and encouraged to visit the facility on a routine basis. It is the responsibility of the SHEQ Manager to ensure they are familiar.

13. Testing of the plan

Testing of the emergency plan takes place to: Get experience in handling an emergency Check the content of the plan Exercise coordination and interaction between the various internal and

external organisations and departments

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It is the responsibility of the SHEQ Manager to ensure the testing of the plan takes place.

If alarms are to be tested and exercises are undertaken, the following authorities and neighbouring companies have to be informed at least one hour in advance:• List names and telephone number of authorities/neighbouring companies that need to be informed

Routine alarm testingThe routine alarm testing of the terminal will take place the first Monday of the month at 12:00 hrs (please adjust for your location)

Evacuation TestThe evacuation is tested at least once per year. If the results of this test are showing concern, the frequency has to be increased until the evacuation is going smoothly.

Table top exerciseThe table top exercise ( that is a talk through exercise of some incidents to identify problems with the plan) takes place at least once per year with involvement of each shift.

On site testing and exerciseEach year at least each shift should be involved in an exercise involving own staff and fire fighting responders. These can be planned exercises.On top of this, a major unexpected exercise should take place one per year as well.

The exercises have to be planned and executed as realistically as possible without taking unnecessary risks. A scenario will be set up for each exercise. For all exercises and evacuations, a review meeting will be held afterwards and results of the exercise will be documented and actions for improvement determined.

The following training will take place (please adjust for your terminal):

Role TrainingPersons with role in the Emergency Coordination Centre

Simulation course once every three years

On site incident responders Fire fighting course (more extensive in case company has Internal Fire Service), Emergency response simulation course, search and rescue, first aid, SCBA , etc.

Others On site – content and operation of the planEvacuation Supervisor Building evacuation, small fire-extinguishing equipment,

limited First Aid.Persons who may be required to issue statements to the media

Media training

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All persons with specific rolesTo be determined by training review against the plan

Items such asSearch and rescueHandling hazardous materialsFirst AidSCBA

14. Review and Update of the Emergency planThe Emergency Response plan is set up and maintained by the SHEQ Manager of the location and authorized by the Managing Director of the company. The plan has to be reviewed:

At least once per year. When changes on the terminal or within the organization take place, the

plan has to be updated as well, Think of organizational changes, changes of telephone numbers, changes in hardware of the terminal etc.

If the evaluation carried out after each test and after each real emergency, shows the plan has to be adjusted.

15. Emergency Equipment and Fire Fighting EquipmentList here first all emergency equipment like:Location of first aid room and content of first aid cabinet.Location of emergency showersLocation of first aid kitsEmergency kits for special products (e.g. phenol, aniline) Kits for spillsResponse material for confined space resueEtc.

List here all Fire Fighting Equipment:Description of system and linesFirewaterpumps location and information regarding the pumpsDescription and location of monitorsFoam locationLocation to connect fire-floatFire Fighting truck etc.

List not only the hardware, but also how to start/operate it.

If you have your own fire services, you have to set up plans per scenario how to fight the fire.

16. Media and Press Response Arrangements

Important: Only the Managing Director or his designate and after consultation of Corporate Communication & Investor Relations, can authorize the issue of news

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releases/statements and can speak to the media.

G e n e r a l G u i de l i ne s ( D o s a n d D on ’ t s ) :

Know the media - Get to know how the various types of media work: recognize and understand their deadlines: if possible build positive, professional, personal relationships with key journalists

Be Honest, Helpful and Positive: Give them all the facts that can be released, and help provide them with the information they require to write their copy. In providing the information, stress the positive aspects e.g. about the company’s policy, standards, track record, response actions etc.

Don’t Lie, Mislead, or Cover Up: When all the facts eventually come out, the press could have a field-day demonstrating the company’s duplicity if there was any cover-up.

Don’t Say “No Comment”: If you can’t give out certain information, e.g. because it’s commercially sensitive or confidential, or the information is not yet confirmed e.g. injuries, explain why you can’t give them the news and if possible, when you are able to do so.

Do Not Admit Liability: Even if it seems at the moment that the company may have been at fault, do not admit this. There may well be facts which aren’t known to you which show the company to be innocent, and besides, legal liability is something for your legal team to worry about at a later date. Responsibility, rather than liability, however, is another matter, and if appropriate you should be proactive in accepting responsibility for rectifying matters, with the appropriate provisions.

Don’t Speculate or Go “Off the Record”: There is no such thing in practice as “off the record”. Never speculate about the causes, stick to the facts.

Do Respond Quickly: Give out such information as you can, as quickly as possible, but ensure the news is confirmed.

Don’t Blame Others: Stick to just the facts and consistently communicate – this is what happened, these are the actions we are taking and investigation is in progress.

Do Keep a Record of All Media Communications This will allow cross-checking against published or broadcast reports and will facilitate follow-up remedial actions if needed.

Th e m ed i a r e l ea s e s h ou l d :

give the facts, and offset any potentially damaging false rumours. indicate the actions being taken to control or rectify the situation, and

prevent a recurrence. convey Vopak’s concern or regret

The release should be pro-active when media interest is imminent and reactive when

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the risk of media knowledge is limited.

Press conference:

When media interest is high, a press conference can be organized. Ensure rehearsal of the statement to be made during the conference.

The key elements of a successful media conference include:

controlling the process - introducing the team, setting the ground rules, controlling questions, have FAQ’s prepared, closing the meeting after a pre-set period

following an agreed format – introductions, reading a prepared statement, inviting and taking questions through the “moderator”, making use of reference material (as relevant)

Ensure room (can be at local hotel) has the facilities you need (microphone, coffee/tea, Vopak flag etc.)

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I n terv i e w s b y t h e Pr e s s

While it is generally acceptable to decline interviews with print media during a crisis, the broadcast media (particularly TV) will expect to get some “sound bites” from Vopak following the media conference.

Basic guidelines for handling interviews include:

remain calm and showing sympathy or regret. provide information, but selecting words carefully. avoid speculation and jumping to conclusions rebutt false and misleading statements and avoid an admission of liability. emphasize key messages taking care with tone and manner, dress / appearance and mannerisms have someone making notes

17. Checklists per emergency:

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a. Fire and Explosion

Actionlist - Fire and Explosion

Time V Action and Actionholder Name Telephone number

Mobile Number

Incident ControllerCategorise incidentInform On Site Responder + TeamRaise Emergency AlarmInform Internal and/or External Fire ServiceCall external emergency services like Ambulance, police when neededInform Gatekeeper SecurityInform vessels on jettiesInform neighbouring companiesInform Emergency Coordination Centre membersInform On site Responder if evacuation shows there are missing personsGive all clear alarm after consultation with On Site Responder/Internal Fire Service Officer

On Site Responder/Internal Fire Services OfficerGo to location incidentAppoint response team members to start fire water pumps and start stationary extinguishing equipmentAppoint Guide operator to go to Gate and guide emergency services to location incidentArrange collection of mobile extinguishing equipmentAccompany emergency services and handover incident to External Fire BrigadeLook for missing personsSignal on the authority of Officer External Fire Service the all clear to the Incident Controller once incident is under control

On Site RespondersStop operational activitiesStart fire water pumpsStart intervention or act as guide operator on request of On Site Responder/Internal Fire Services Officer

Guide OperatorGo to gateCollect information at Gate (map terminal, list of tanks with products)Guide emergency services to location incident

External Fire ServicesStart interventionSignal the all clear to the Incident Controller, one incident is under control

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Evacuation SupervisorHave someone close the windowsHave someone close down the air conditioning system and ventilation systemDepending on the emergency and wind direction at the exit routes, visitors will be kept in the office building.Check for anyone left behindHave someone make an inventory of those present at the assembly pointMake a list of the missing persons and send this to the Incident Controller

Gatekeeper SecurityPrevent persons from entering the terminalKeep entrance clear for arrival emergency servicesInform the Incident Controller by telephone of the presence of the Emergency ServicesGive information (map terminal/tank list with product per tank) to Guide OperatorSend authorities and press over to (define location)Maintaining register of all persons leaving/entering the premises

Record KeeperLog all events/actions/decisions in log file

Emergency Coordination Centre MembersInforms Management Team Business Unit/DivisionCommunicate with authorities, hospital, media, customers, contractors, division, corporate and keep them up to dateContact employees’ families as requiredOrganise internal specialists (SHE, HR, Sales)Inform insurance company (Corporate Risk Management & Insurance)Organise catering

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b. Spillage On Shore

Actionlist - Spillage On Shore


Mobile Number

Incident ControllerCategorise incidentInform On Site Responder + TeamRaise Emergency AlarmStop all motorized vehicles on site until situation is clearCall external emergency services like Ambulance, police when neededInform Gatekeeper SecurityInform vessels on jettiesInform neighbouring companiesInform Emergency Coordination Centre membersInform On site Responder if evacuation shows there are missing personsCall in for clean up (own or via salvage company)Give all clear alarm after consultation with On Site Responder/Internal Fire Service Officer

On Site Responder/Internal Fire Services OfficerGo to location incident – note wind directionEnsure correct PPE are worn by all in vicinity incidentCarry out gas measurements (toxicity to determine area incident and LEL to determine flammability) and repeat this during incidentClose off area of incident based on toxicity/flammabilitySwitch off all sources of ignition within incident area if product is flammable (use at least 50 metres as radius)Appoint response team members to prepare covering spill (if toxic, flammable and/or stench product) with foamAppoint Guide operator to go to Gate and guide emergency services to location incidentAccompany emergency services and handover incident to External Fire BrigadeLook for missing personsSignal the all clear to the Incident Controller once incident is under control (If Fire Services are on site, only after consulting them)

On Site RespondersStop spillStop operational activitiesStart intervention or act as guide operator on request of On Site Responder/Internal Fire Services Officer

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c. Spillage Off Shore

Actionlist - Spillage Off Shore


Mobile Number

Incident ControllerCategorise incidentInform On Site Responder + TeamRaise Emergency AlarmCall external emergency services like Ambulance, police when neededInform Gatekeeper SecurityInform vessels on jettiesInform neighbouring companiesInform Emergency Coordination Centre membersCall in for clean up if done externally (e.g via harbor authorities or salvage company etc.)Give all clear alarm after consultation with On Site Responder/Internal Fire Service Officer

On Site Responder/Internal Fire Services OfficerGo to location incident– note wind directionEnsure correct PPE are worn by all in vicinity incidentCarry out gas measurements (toxicity to determine area incident and LEL to determine flammability) and repeat this during incidentClose off area of incident based on toxicity/flammabilitySwitch off all sources of ignition within incident area if product is flammable (use at least 50 metres as radius)Appoint response team members to prepare oil boomAppoint Guide operator to go to Gate and guide emergency services to location incidentAccompany emergency services and handover incident to External Fire BrigadeLook for missing personsSignal the all clear to the Incident Controller once incident is under control (If Fire Services are on site, only after consulting them)

On Site RespondersStop spillStop operational activitiesStart intervention or act as guide operator on request of On Site Responder/Internal Fire Services Officer

Guide OperatorGo to gateCollect information at Gate (map terminal, list of

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tanks with products)Guide emergency services to location incident






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d. Gas or Vapour Release

Actionlist - Gas or Vapour Release


Mobile Number

Incident ControllerCategorise incidentInform On Site Responder + TeamRaise Emergency AlarmInform Internal and/or External Fire ServiceCall external emergency services like Ambulance, police when neededInform Gatekeeper SecurityInform vessels on jettiesInform neighbouring companiesInform Emergency Coordination Centre membersInform On site Responder if evacuation shows there are missing personsGive all clear alarm after consultation with On Site Responder/Internal Fire Service Officer

On Site Responder/Internal Fire Services OfficerGo to location incident – note wind directionEnsure correct PPE are worn by all in vicinity incidentCarry out gas measurements (toxicity to determine area incident and LEL to determine flammability) and repeat this during incidentClose off area of incident based on toxicity/flammabilitySwitch off all sources of ignition within incident area if product is flammable (use at least 50 metres as radius)Appoint Guide operator to go to Gate and guide emergency services to location incidentAccompany emergency services and handover incident to External Fire BrigadeLook for missing personsSignal on the authority of Officer External Fire Service the all clear to the Incident Controller once incident is under control

On Site RespondersStop operational activitiesStart intervention or act as guide operator on request of On Site Responder/Internal Fire Services Officer


External Fire Services

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Start interventionSignal the all clear to the Incident Controller, one incident is under control

Evacuation SupervisorHave someone close the windowsHave someone close down the air conditioning system and ventilation systemDepending on the emergency and wind direction at the exit routes, visitors will be kept in the office building.Check for anyone left behindHave someone make an inventory of those present at the assembly point (note: assembly pint must be a safe location)Make a list of the missing persons and send this to the Incident Controller




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e. Personal Accident

Actionlist - Personal Accident


Mobile Number

Incident ControllerCall in First Aiders and direct hem to location incident. First Aider determines the seriousness of the incident and determines if ambulance is needed.Inform On Site Responder + TeamCall Ambulance on request First AiderInform Gatekeeper SecurityOutside Office hours: inform family of victim if victim is aVopak employee if victim is not seriously injured. Inform foreman contractor if victim is contractor.In office hours: Inform Emergency Coordination Centre (in practice Terminal Manager or HR)Inform Emergency Coordination Centre members

On Site Responder/Internal Fire Services OfficerGo to location incidentAppoint Guide operator to go to Gate and guide ambulance to location incidentAccompany ambulance and handover victim to ambulance

Guide OperatorGo to gateCollect information at Gate (map terminal)Guide emergency services to location incident

Gatekeeper SecurityKeep entrance clear for arrival emergency servicesInform the Incident Controller by telephone of the presence of the AmbulanceGive information (map terminal/tank list with product per tank) to Guide Operator

Emergency Coordination Centre MembersInforms Management Team Business Unit/DivisionCommunicate with hospitalContact employees’ families as required

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f. Confined Space Incident

Actionlist - Confined Space Incident


Mobile Number

Incident ControllerCall in First Aiders and direct hem to location incident.Inform On Site Responder + TeamCall FireServicesCall AmbulanceInform Gatekeeper SecurityOutside Office hours: inform family of victim if victim is aVopak employee if victim is not seriously injured. Inform foreman contractor if victim is contractor.Inform Emergency Coordination Centre (in practice Terminal Manager or HR)

On Site Responder/Internal Fire Services OfficerGo to location incidentAssume confined space is unsafe, unless all checks are carried out to show situation is safe. Only allow first aid inside confined space if:

All electrical equipment is switched off – ensure there are pockettorches available.

Gasmeasurements have shown that confined space is safe

Manholewatch is available There is no danger to any of the first

aiders/rescuersFirst aiders will assess and help victim.Arrange to get victim out the confined space by lifeline or by special rescue team of e.g. Fire Services. Ensure correct PPE are worn (breathing apparatus etc.)Appoint Guide operator to go to Gate and guide ambulance to location incidentAccompany ambulance and handover victim to ambulance


Gatekeeper SecurityKeep entrance clear for arrival emergency servicesInform the Incident Controller by telephone of the presence of the AmbulanceGive information (map terminal/tank list with product per tank) to Guide Operator

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g. Shipping Emergency

Actionlist - Shipping Emergency


Mobile Number

Incident ControllerContact vessel and ask for informationCategorise incidentInform On Site Responder + TeamRaise Emergency AlarmInform Internal and/or External Fire ServiceCall external emergency services like Ambulance, police when neededInform Gatekeeper SecurityInform other vessels on jettiesInform neighbouring companiesInform Emergency Coordination Centre membersInform vessels agent and ask for product list per tank on board vesselInform On site Responder if evacuation shows there are missing personsGive all clear alarm after consultation with On Site Responder/Internal Fire Service Officer

On Site Responder/Internal Fire Services OfficerGo to location incident – note wind directionClose off area of incident based on toxicity/flammabilityEnsure correct PPE are worn by all in vicinity incidentCarry out gas measurements (toxicity to determine area incident and LEL to determine flammability) and repeat this during incidentSwitch off all sources of ignition within incident area if product is flammable (use at least 50 metres as radius)Appoint response team members to start fire water pumps and start stationary extinguishing equipmentAppoint Guide operator to go to Gate and guide emergency services to location incidentArrange collection of mobile extinguishing equipmentAccompany emergency services and handover incident to External Fire BrigadeLook for missing personsSignal on the authority of Officer External Fire Service the all clear to the Incident Controller once incident is under control

On Site RespondersStop operational activitiesStart fire water pumps

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Start intervention or act as guide operator on request of On Site Responder/Internal Fire Services Officer







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h. Incident with Fall Harnass

Actionlist - Incident with Fall Harnass


Mobile Number

Incident ControllerInform On Site Responder + TeamCall Ambulance, inform then it is “suspension trauma”Inform Gatekeeper SecurityOutside Office hours: inform family of victim if victim is a Vopak employee if victim is not seriously injured. Inform foreman contractor if victim is contractor.Inform Emergency Coordination Centre (in practice Terminal Manager or HR)

On Site Responder/Internal Fire Services OfficerGo to location incidentIf victim is conscious:

Ask victim to move his legs as much as possible

If not possible, ask him to get knees as high as possible, preferably above hips

If victim is uncouscious: Victim can die in 10 minutes time, so

rescuing operations needs to be speeded up

Before someone can start working with harnass, a rescue plan needs to be prepared. Note :

Victim should be held in vertical position during and the first 30 minutes after rescue.

Do not lay down victim in ambulance – should be kept in sitting position

Rescue preferably NOT by lifting person in harnass

Resue in line with rescue plan.Appoint Guide operator to go to Gate and guide ambulance to location incidentAccompany ambulance and handover victim to ambulance

On Site RespondersStart intervention in line with rescue plan


Gatekeeper SecurityKeep entrance clear for arrival emergency

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servicesInform the Incident Controller by telephone of the presence of the ambulancerGive information (map terminal) to Guide Operator


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i. Bomb/Terrorist Threat

Actionlist - Bomb/Terrorist Threat


Mobile Number

Incident Controller/Gatekeeper Security etc. – Person receiving the call or receiving suspect packageNote the notification of the call, see attached checklistCheck the package checklist, see attachedInform Incident Controller

Incident ControllerCall PoliceInform On Site Responder + TeamInform PFSOIncrease ISPS levelCall Emergency Coordination Centre Members (Terminal Manager etc.)Raise Emergency AlarmInform vessels on jetty to stay on boardInform Gatekeeper SecurityInform neighbouring companiesInform Emergency Coordination Centre members

On Site Responder/Internal Fire Services OfficerAppoint Guide operator to go to Gate and guide Police

Guide OperatorGo to gateCollect information at Gate (map terminal)Guide police on location

Gatekeeper SecurityKeep entrance clear for arrival PoliceInform the Incident Controller by telephone of the presence of the PoliceGive information (map terminal) to Guide Operator

Emergency Coordination Centre MembersInforms Management Team Business Unit/Division

Evacuation SupervisorCheck for anyone left behindHave someone make an inventory of those present at the assembly pointMake a list of the missing persons and send this to the Incident Controller

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Bomb Information Checklist

Time of receiving call: hourContent of message:

Ask on friendly tone:1 When will bomb explode?2 Where will bomb explode?3 What kind of bomb is it?4 How does it look? (package)5 What will make it explode?6 Why do you do this?7 Who are you?8 Who asked you to notify us?

Identify the messenger:1 Voice 0 man 0 woman 0 child

0 young 0 middle aged 0 old2 Speech 0 slow 0 normal 0 fast

0 calm 0 serious 0 excited/laughing0 stuttering 0 lisping 0 hoarse

3 Language 0 local language 0 foreign:4 Accent/Dialect:5 Details:

Background noises:0 silence 0 talking 0 laughing 0 kids0 office 0 workshop 0 outside0 traffic 0 train 0 airplanes0 other:

Comments:

Date: Time: Time call hang up:Message received by: Department: Tel. Nr:Message given to:

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Package checklist

Frequently seen devices include letter bombs, soft cover pocketbook bombs, hard cover book bombs, manila envelope bombs, and the cardboard box bombs. While many are delivered by mail, they may come by private courier or carrier. Be alert to recognize suspicious-looking items. The following conditions represent some of the possible suspicious characteristics:

Special handling marks (special delivery, air mail, registered, certified); Restrictive markings (personal, confidential, addressee only); Excessive postage; Handwritten or poorly typed address; Incorrect title or title but no names; Misspelling of common words; Oily stains or discolorations; No return address; Excessive weight; Lopsided, uneven, or ridged envelope; Protruding wires or tin foil; Excessive securing material (tape, string, etc.); Any evidence that the envelope has been reopened and reglued; or Mail item from a new or strange source.

If you have a suspicious-looking letter or package:

DO NOT TRY TO OPEN IT

Isolate it and evacuate to a safe distance.

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j. Incident at neighbouring facility

Actionlist - Incident at neighbouring facility


Mobile Number

Incident ControllerCategorise incidentInform On Site Responder + TeamRaise Emergency AlarmInform Gatekeeper SecurityInform vessels on jettiesInform Emergency Coordination Centre membersInform On site Responder if evacuation shows there are missing personsGive all clear alarm after consultation with On Site Responder/Internal Fire Service Officer

On Site Responder/Internal Fire Services OfficerCheck location incident – note wind directionEnsure correct PPE are worn by all in vicinity incidentCarry out gas measurements (toxicity to determine area incident and LEL to determine flammability) and repeat this during incidentClose off area at site in line with incident at neighbouring based on toxicity/flammabilitySwitch off all sources of ignition within area if product is flammable (use at least 50 metres as radius)Look for missing personsSignal the all clear to the Incident Controller once incident is under control

On Site RespondersStop operational activities

Evacuation SupervisorHave someone close the windowsHave someone close down the air conditioning system and ventilation systemDepending on the emergency and wind direction at the exit routes, visitors will be kept in the office building.Check for anyone left behindHave someone make an inventory of those present at the assembly point (note: assembly pint must be a safe location)Make a list of the missing persons and send this to the Incident Controller

Gatekeeper SecurityPrevent persons from entering the terminalMaintaining register of all persons leaving/entering the premises

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Emergency Coordination Centre MembersInforms Management Team Business Unit/DivisionCommunicate with hospital, customers, contractors, division, corporate and keep them up to dateContact employees’ families as requiredOrganise internal specialists (SHE, HR, Sales)Organise catering

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k. Severe Weather event (hurricane, flooding, earthquake)

Actionlist - Hurricane


Mobile Number

Emergency Coordination CentrePrior to hurricane

Conduct hurricane awareness training, which includes evacuation routes and asset hurricane procedures.Coordinate activities with authorities involved in hurricane preparationCommunicate recommended Community Evacuation routesEach location should maintain current photographs of facilities.

Months before start hurricane season Verify the availability of and procure

emergency supplies, as necessary: Portable radios Plywood, lumber, plastic sheeting, or

covering Drinking water First Aid Kits Flashlight and batteries Tools Emergency non-perishable food item

Ensure emergency generators and portable equipment is in good working order and sufficient fuel is available.

72 hours before eye of hurricane reaches landfallCancel all training and meetings requiring travel to affected areas.Designate location for temporary Communication CenterVerify contractor contacts and availabilityAll employees shall provide to their supervisor an evacuation location and contact number.Each location shall identify a radio frequency which broadcasts emergency weather information.Report facility status to Corporate Management

48 hours before eye of hurricane reaches landfallImplement flex-shift to allow employees to secure personal property.Ensure all storage tanks are stabilizedEnsure all below ground sumps have been pumped dry.Secure all critical documents including electronic data.Elevate electrical equipment, sensitive office equipment and documents in the event of high

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waterReport facility status to Corporate Management

36 hours before eye of hurricane reaches landfallCommunicate with suppliers and affected customersReport facility status to Corporate Management

24 hours before eye of hurricane reaches landfallBegin shutdown operationsRelease non-essential personnel.Report facility status to Corporate Management.

12 hours before eye of hurricane reaches landfallMan Communications Center continuouslyReport facility status to Corporate Management.

Post storm recovery procedureInitiate facility damage assessmentReport facility status to Corporate ManagementOnce access has been granted, the following processes should be surveyed for operational reliability prior to startup:

Electrical panels and motors Instrument air system Emergency Shutdown System Tank and Vessel foundation and support

(possible washouts) Check for dangerous wildlife and reptiles

Actionlist - Flooding


Mobile Number

Emergency Coordination CentreEstablish an evacuation planTake preliminary actions to secure the facility before flooding and mandatory evacuation.Consider having sandbags brought to sites that could be affected by the flooding.Consider obtaining portable pumps and hoses from local suppliers or from other petroleum service locations in the area.Remove product from underground storage tanks (i.e., sumps and separators, if applicable) and replace with water to prevent them from floating out of the ground.If additional new product is available fill each tank to the minimum level necessary to prevent buoyancy in the event of flooding (Rule of thumb

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is 30% of the safe fill height). If additional product is not available, transfer appropriate product among tanks to prevent buoyance. If minimum levels cannot be reached through product transfer, add water bottoms.Plug all rack drains and facility drains connected to the sump.Empty all dikes of water.Ensure that tank roof drains are working properly.Anchor all bulk additive tanks, fuel barrels, empty drums, and propane tanks (if applicable).Notify Supervisory Personnel/Management that the facility will be closed. Customer should be notified.Back up computer files.Remove assets such as files, computers, spare parts, and vehicles.Shut off high voltage power and natural gas lines.Close all valves on product and additive storage tanks.Before evacuation, know where all the employees will be residing and obtain phone numbers so they can be contacted if additional emergencies occur.Conduct a post-emergency evacuation and report

Actionlist - Earthquake


Mobile Number

Emergency Coordination CentrePrior to earthquake

Conduct earthquake awareness training, which includes evacuation routes and procedures.Coordinate activities with authoritiesEach location should maintain current photographs of facilitiesVerify the availability of and procure emergency supplies, as necessary:

Portable radios Plywood, lumber, plastic sheeting, or

covering Drinking water First Aid Kits Flashlight and batteries Tools Emergency non-perishable food item

Ensure emergency generators and portable equipment is in good working order and sufficient fuel is available.

Earthquake

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Stop all activities: Shutoff all gas utilities and secure all pipeline, tank-to-tank, and inter-facility transfers. Secure all open Block Valves. Check each tank structure for damage and leaks.Release non-essential personnel

RecoveryInitiate facility damage assessmentReport facility status to Corporate ManagementSet up start-up plan

All personnelDuring an earthquake, if indoors, stay there. Take cover under a sturdy piece of furniture or counter, or brace yourself against an inside wall. Protect your head and neck.If outdoors, move into the open, away from buildings, streetlights and utility wiresAfter an earthquake, stay away from windows, skylights and items that could fallDo not use the elevators. Use stairways to leave the building if it is determined that a building evacuation is necessary.Aftershocks may happen. Secure any lose or damaged equipment.

Earthquakes can seriously damage buildings and their contents; disrupt gas, electric and telephone services; and trigger landslides, avalanches, flash floods, fires and huge ocean waves called tsunamis. Aftershocks can occur for weeks following an earthquake. In many buildings, the greatest danger to people during an earthquake is when equipment and non-

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l. Power Failure

Actionlist - Power Failure


Mobile Number

Incident ControllerInform On Site Responder + TeamInform vessels on jetties an stop operationsCheck if power failure is only on terminal itself or if neighbours are effected as well.Inform Emergency Coordination Centre members

On Site Responder/Internal Fire Services OfficerEnsure emergency generator is/has been started up.

On Site RespondersSecure all non-essential operations by closing valves

Emergency Coordination CentreInforms Management Team Business Unit/DivisionCommunicate with authorities, media, customers, contractors, division, corporate and keep them up to dateInform insurance company (Corporate Risk Management & Insurance)

The effect of a power failure will vary per terminal. It is important to know how the emergency generator has to be started up. Further a site must know which equipment and utilities are connected to the emergency generator and if valves are e.g. fail safe or not. This will determine which actions are needed if power failure does happen.

So for each site list what will happen if power fails – which valves will close automatically, which equipment is connected to the emergency generator, how to start up the generator, what will happen to the boilers etc. This should be note in this emergency plan.

Think about products which require heating/cooling.

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Attachment 1 – Drawings

The following maps are part of the emergency plan:

Site maps and plans showing key parts of installation and access routes Map of site showing surrounding area highlighting population centres Firewater systems PID Drainage and waste system PIDs Electrical system drawings and isolation plans

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Attachment 2 – Telephone lists

Internal (Fill in table for your organization)

Function Name Office Number Home Number Mobile Number

External (Fill in table for your organization, Think about neighbouring companies, Fire brigade, Ambulance, authorities, media contacts, salvage companies, soil remediation companies etc.)

Company/Authority/Media Name Office Number Mobile Number

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Attachment 3 – Contact information personnel

In the event of a serious accident or injury to a person working at the terminal, it may be necessary to be able to contact close relatives as a matter of urgency. For this reason some key contact details will be needed in addition to the normal personnel records.

An easy method to use is to collect the information in a standard format and ask the employee to return the document in a sealed envelope marked with the name and date. The envelope would only need to be opened in the vent of a serious incident, and is other wise returned to the employee unopened, with a request to update the form and return it in a new envelope each year or two.

Ensure that personnel information are also kept at an alternative location in the event that a catastrophe occurs at the terminal.

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Attachment 4 – Log File

Time Event/Action/Decision

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emergency response framework rev 1.1

Documents