Bartle Scout Reservation

Storm Shelter Operations Plan

June 1, 2017

Prepared & Maintained

by

Risk Management & Properties Committees

Table of Contents

I.Introduction3

II. Definitions – Shelter and Storm4

III.Procedures – Weather Warning and Watch5

IV.Shelter Management Team & Responsibilities6-10

V.Appendices

A. Emergency Call List11

B. Inspection & Maintenance12

C. Severe Weather ReportEvent Checklist13

D. Command Flowchart14
INTRODUCTION

The purpose of the storm shelters is to protect all Scouts, unit leaders,and staff attending camp in the event of a severe weather event. The storm shelters were built in partnership with the Federal Emergency Management Agency (FEMA), Missouri State Emergency Management Agency (SEMA), St. Clair County Emergency Management, and the Heart of America Council (HOAC). The structures are built in accordance with FEMA 361 building standards for storm shelters, meaning that it will sustain up to 250 mph winds and withstand flying debris striking the exterior during a tornado event.

This document explains the circumstances that warrant the Storm Shelter Operations Plan (hereafter referred to as the Plan) implementation, and clearly defines the actions to be taken. When weather conditions warrant implementing the Plan there will be no time for questions. Specific personnel have been assigned to the Storm Shelter Management Team and are charged with various tasks and responsibilities. Each team member must be able to take on multiple assignments or roles and perform all assigned tasks effectively before, during, and after a severe weather event.

Preparedness is paramount in ensuring individual safety. The emergency notification system in every camp building, signage throughout the Reservation, and regular emergency drills strongly support the movement of persons to safety in an expeditious manner. Key personnel receive detailed training on loading and locking down the storm shelters. The storm shelters are in a constant ready mode.

DEFINITIONS

STORM SHELTER – A facility designed to meet FEMA 361 building standards for the protection of individuals in the event of a severe weather event, such as a tornado. This facility has been constructed to withstand winds up to 250 MPH.

SECONDARY SHELTER AREA – Areas identified within buildings, other than the storm shelters, which offer some level of safety. The areas offering the greatest protection are located on the lowest level in the center of a building with no exterior walls, outside windows, or skylights. Areas such as thePiercing Arrow Dining Hall Kitchen and Bathroom, Sawmill Dining Hall Kitchen and Bathroom, Lone Star Dining Hall Kitchen and Bathroom, Piercing Arrow Shower House, Sawmill Shower House, Lone Star Shower House, and Reservation Headquarters offer some protection. These areas have been identified for use only when time and/or weather conditions do not allow persons to travel to the storm shelters.

STORM SHELTER MANAGEMENT TEAM – Employees responsible for providing personnel and other resources to protect camp occupants in the event of a weather emergency. The team is responsible for implementing the Plan. The Storm Shelter Management Team consists of: Reservation Ranger, Reservation Director, Assistant Reservation Director (Administration),Assistant Reservation Director (Facilities)Assistant Reservation Director (Program),Assistant Reservation Director (Food Service), and Camp Directors. (Appendix D)

SEVERE WEATHER– The term severe weather refers to dangerous meteorological or hydro-meteorological phenomena, of varying duration, with risk of causing damage, and injury to or loss of human life, requiring measures for minimizing loss, mitigation and avoidance, and requiring detailed information about the phenomena (location, area or region affected, time, duration, intensity and evolution) to be distributed as soon as possible to the Storm Shelter Management Team and campers.

WEATHER WATCH – A watch is issued by the National Weather Service (NWS) when conditions are favorable for the development of severe weather in the area and indicates the possibility of a tornado occurrence.

WEATHER PRE-WARNING – A Pre-warning is issued by the Reservation Director, when current data is received from the Assistant Reservation Director (Facilities), that favorable conditions for severe weather is in the area as determined by the Threshold, on page 5.

WEATHER WARNING – A warning is issued by the National Weather Service (NWS) or the Reservation Director when severe weather conditions are in the area and/or a tornado has been sighted or is strongly indicated by weather radar and the Thresholds are reached.

TORNADO WATCH – A watch is issued by the National Weather Service (NWS) when conditions are favorable for the development of Tornado weather in the area and indicates the possibility of a tornado occurrence.

TORNADO PRE-WARNING – A Pre-warning is issued by the Reservation Director, when current data is received from the Assistant Reservation Director (Facilities), that favorable conditions for Tornado weather is in the area as determined by the Threshold, on page 5.

TORNADO WARNING – A warning is issued by the National Weather Service (NWS) or the Reservation Director when Tornado weather conditions are in the area and/or a tornado has been sighted or is strongly indicated by weather radar and the Thresholds are reached.

PROCEDURES – Weather WATCH, Weather Pre-Warningand Weather WARNING

The Reservation Security Team will monitor weather conditions via weather radios, Internet (weather underground) and local programming.

The Reservation will receive storm watch/warning alert from St. Clair Emergency Operations Centers (EOC) or St Clair County Fire Dispatch on local government Radio and Fire Paging Systems.

WEATHER WATCH – Once a severe weather watch has been issued,the following actions are to be taken:

  • Start Report.
  • Reservation Security Team Leader will notify the Assistant Reservation Director (Facilities), who will then notify the Reservation Ranger and the Reservation Director, as well as the Camp Directors by phone, the backup is Radio. Camp Commissioner with Maintenance commissioners will unlock all storm shelters.
  • The Storm Shelter Management Team is placed on alert and prepared to take action should a warning be issued.

WEATHER PRE – WARNING –Prior to a severe weather warning being issued or if conditions otherwise warrant it, the following actions are to be taken:

  • Reservation Director authorizes the following actions;
  • The Threshold for movement of all Campers to their Campsites will be notification from the National Weather Service or one or more of the following, damaging hail, heavy rain, super cells.That is within the 50-mile radius and 50mph winds.
  • The Reservation Storm Shelter Management Team will go to the Command Center.
  • Move all parties with impaired mobility to Storm Shelters.
  • Staff Camp Site Hosts go to their assigned Storm Shelters.
  • A Text message will be sent to, Ken Miller, Scout Executive and Rick Ledgerwood, Superintendent of Properties by the Assistant Reservation Director (Facilities). Informing them that we are under a Pre-Warning.

WEATHER WARNING –Once a severe weather Warning has been issued, the following actions are to be taken:

  • Reservation Storm Shelter Management Team will monitor the Internet, radios and televisions local news or weather station and closely monitorNational Weather Service (NWS) for weather conditions, and report to the incident commander.
  • The Threshold for movement of all Campers to their Storm Shelters will be notification from the National Weather Service or one or more of the following, damaging hail, heavy rain, super cells. That is within the 5-mile radius and 50mph winds.
  • Reservation Director will activate the Storm-Warning Plan to notify the camp occupants to proceed to and assemble in the storm shelters. The following message will be released over the reservation wide PA system and VHF radios, “Attention Bartle Scout Reservation: We are preparing for severe weather, move to your designated shelter areas immediately. We are preparing for severe weather, move to your designated shelter areas immediately.”
  • A Text message will be sent to Ken Miller, Scout Executive and Rick Ledgerwood, Superintendent of Properties by the Assistant Reservation Director (Facilities). Informing them that we are under a Warning.

STORM SHELTER RULES

  • No Smoking
  • No Alcohol
  • No Pets
  • No Profanity
  • No Weapons
  • No Illicit Drugs
  • Each person will be responsible for keeping shelter clean
  • Noise should be kept to a minimum
  • Each person in shelter is expected to conduct themselves in a manner that does not interfere, or cause problems, for the other occupants.
  • Any problems inside the shelter should be reported to the shelter host immediately.
  • All occupants will obey shelter hosts instructions while inside shelter.
  • Nothing is to be stored in storm shelters except emergency supplies.
  • Maximum occupancy for each shelter is 110 people.

STORM SHELTER MANAGEMENT TEAM

Specific personnel have been assigned to carry out the Plan. They are responsible for various tasks BEFORE, DURING, and AFTER a severe weather event. The Storm Shelter Management Team consists of: Reservation Ranger, Reservation Director,Assistant Reservation Directorsand Camp Directors. (Appendix D)

Each team member must be able to take on multiple assignments or roles and perform all assigned tasks effectively and be responsible for overseeing the Plan.

RESPONSIBILITIES

RESERVATION RANGER– Has oversight responsibility for preparing the Plan and for providing the resources necessary to implement the Plan.

  • Organizing, Implementing, and Coordinating the Plan.
  • Identify each team member’s task and responsibilities
  • Identify alternates for each team member
  • Ensure Personnel are in place to facilitate the Plan.
  • Ensure all aspects of the Plan are implemented.
  • Establish and maintain an emergency notification system.
  • Develop Training programs for all Storm Shelter Management Team members.
  • Develop and direct training programs for all employees to include, at a minimum:
  • The various warning signals used, what they mean, and what responses are required
  • What to do in an emergency (e.g. where to report)
  • The identification, location, and use of common emergency equipment (e.g. pull stations and fire extinguishers)
  • Shutdown and startup procedures (generator, ventilation, and lighting)
  • Sheltering procedures (e.g. drills using routes to storm shelters)
  • Provide information to new staff members and substitutes.
  • Set up first aid teams.
  • Coordinate meetings to discuss emergency planning to include assessment of special needs, health, and medical conditions of individuals who may need assistance to the storm shelters.
  • Determine signage and maps – signage for storm shelters must be clearly posted and direct person through any campus building or from building to building in the fastest and safest manner possible.
  • Ensure the Plan is reviewed by Council Risk Management & Properties Committees and updated annually in January. The Plan should also be updated as needed after drills, upon personnel changes, etc. Updates are to be made immediately and the Plan redistributed.
  • AED’s will be checked by the Ranger monthly.
  • During a Weather Pre-Warning when camp is in session the Ranger will be sure that the Maintenance Team is ready to respond after any event with Gators, Chain Saws, Backhoes and any other items necessary to help with clean up.

rESERVATION DIRECTOR– Responsibilities include the following:

  • Assume duties of the Reservation Ranger or designee when he/she is off site or unable to carry out such duties
  • Conduct Storm Shelter Drills (each session). After dinner night 1, Host will conduct a Storm Shelter Drill before taking the campsite to Campfire.
  • Coordinate withthe Council and local government officials.

ASSISTANT RESERVATION DIRECTOR OF FACILITIES– Public Safety and Facility Services personnel – The outlined duties and responsibilities will be carried out cooperatively. Checklists will be used to: 1) ensure that the storm shelters are always in a state of readiness; and 2) to implement the Plan in the event of a weather emergency.

  • Assess shelter accessibility and readiness
  • AED will be checked after each event.
  • Schedule regular maintenance and monthly inspections of storm shelters
  • Understand and be able to operate all shelter equipment (including communications, lightning, safety, and closure of shelter openings)
  • Maintain inventory of supplies – replacing outdated items and replenishing supplies to pre-established levels following storm shelter usage by the Camp Commissioner and the Maintenance Commissioner.
  • Complete Severe Weather ReportPost-Event Checklist (Appendix C) after each storm shelter usage
  • Signage
  • Post Signage, route maps and signposts throughout the camp
  • Periodically check signage for theft, defacement, or deterioration and repair or replace as necessary
  • Create and maintain an emergency phone number list. This list is to be distributed to each Storm Shelter Management Team member and also be placed in the Storm Shelter.

HOST “A”--Primary Campsite Host (Staff/Commissioner) on check-in day

  • Will receive Campsite Unit Roster from the Unit Leader.
  • Unit Leader Will take roll,
  • Host A will contact the camp director byradio when called upon for information.

HOST “B”– Secondary Campsite Host (Staff/Commissioner) not involved in check-in day

  • Will turn on generator. Check that the Radio is turned on. Check all tents, instruct all remaining scouts and unit leaders to move to their Campsite’s Storm Weather Shelter,

Orientation and Drills

  • Upon arrival at your assigned camp your campsite host will give instruction to all Troop Leaders and Scouts on what to-do in case of severe weather.
  • There will be an emergency Storm Shelter drill conducted prior to the evening meal on day 1 in your campsite.
  • Campsite Scoutmaster should have a complete roster of everyone in camp and bring this roster with you when entering the storm shelter.
  • During This drill you will be instructed in Storm Shelter procedures you will need in case of severe weather. You will then be moved inside the storm shelter and then given the ALL CLEAR to return to normal activities.
  • During your stay at camp, reservation administration will monitor weather and other potentially dangerous conditions and will provide a warning announcement via the public address system.
  • Upon hearing the declaration of a camp emergency, please proceed to your assigned group formation area.
  • Upon arriving at your group formation area unit leaders should be prepared to take a head count of youth and leaders
  • When directed by your campsite host, go immediately to your emergency shelter.
  • When the “All Clear” announcement is made, you may return to regularly scheduled activities.

DURING AN EVENT

IN THE EVENT OF A STORM WARNING:

  • The Reservation Headquarters will sound the alarm over the Reservation’s PA system(using the “All Call” feature) and the Reservation’s radios.
  • The Ranger or Asst. Reservation Director will activate the Storm Siren.
  • All non-emergency radio traffic will cease.
  • Reservation Headquarters, Piercing Arrow Camp Director, Sawmill Camp Director and the Lone Star CampDirectorwill report total roster count for each campsite and total staff count to the Assistant Reservation Director communicationsby radio.
  • Reservation Health Officer and Reservation Headquarters Staff will relocate with Jump Bag, AED, Health Forms and Rosters to their Storm Shelter.
  • All Scouts and unit leaders,will be directed to their Campsite’s Storm Weather Shelter by the Campsite Host “A”. Campsite Shelters are marked on Storm Weather Shelter Map posted on campsite bulletin boards.
  • Unit Leaders will take their unit’s emergency contact information with them during an evacuation.
  • If during program, Staff will send all scouts to their campsiteStorm Weather Shelter. Staff will then report immediately to the Camp Staff Storm Weather Shelter they have been assigned for further duties.
  • Campsite Host “A” will be sent to their campsite.
  • Campsite Host “B” will be sent to their Campsite’s Storm Weather Shelter (See Storm Weather Shelter Site).
  • Campsite Host “B” will turn on generator. Turn on the Radio.Check all tents, instruct all remaining scouts and unit leaders to move to their Campsite’s Storm Weather Shelter..
  • Campsite Host “A” will assist the unit leader.
  • All Camp Staff will report to their designated Storm shelter sites.
  • The Camp Directors will report Staff and Campsite numbers to the Assistant Reservation Director Communications by radio when called upon for information.
  • In the event of a missing person, each camp under the supervision of the Camp Director will enact their Sector Search & Rescue Team and report to the incident command.

IN THE EVENT OF A TORNADO WARNING

  • The Camp Rangeror Asst. Reservation Director will sound the Tornado Siren.
  • Lock Down will be given by the Incident Commander (Reservation Director).
  • Pre-Designated MaintenanceStaff will turn off propane valves at the 3 camp dining halls, the 3 camp swimming pools, the 3 camp Staff Villages and Reservation Headquarters / Health Lodge.
  • Reservation Headquarters will sound the alarm over the Reservation PA System.
  • Scouts and unit leaderswill be directed by their Campsite Hosts to move to their Storm Shelters
  • Maintenance Office, Family Circle, Reservation Headquarters, Reservation Health Lodge will move to their respective Storm Shelters.
  • Incident Commandwill monitor storm progress and give the “ALL CLEAR” when appropriate.

AFTER A SEVERE WEATHER EVENT

The following tasks are to be completed by the Ranger and Maintenance Team:

  • Pre-Designated Maintenance Staff will inspect and when safe, turn on propane valves at the 3 camp dining halls, the 3 camp swimming pools, the 3 camp Staff Villages and Reservation Headquarters / Health Lodge.
  • Fuel Shelter Generators
  • Lock Shelters
  • Inspect all shelter signage (replace if damaged or missing)
  • Inventory all equipment and supplies (replace, repair and restock as required)
  • Debrief Storm Shelter Management Team
  • Conduct a debriefing exercise after each drill or actual event to determine the adequacy and effectiveness of the Plan and the appropriateness of the response
  • Complete Severe Weather ReportPost-event Checklist (Appendix C) Post in file at camp and a copy sent to Director of Support Service, and Property Superintendent.
  • A Text message will be sent toKen Miller, Scout Executive, Mark Brayer, Director of Support Services and Rick Ledgerwood, Superintendent of Properties by the Assistant Reservation Director (Facilities). Informing them that we are (ALL CLEAR)

Appendix A