YMCA Buffalo Niagara

Emergency Procedures

Revised June 2013

All YMCA staff are responsible for the safety of our members, program participants and guests while they are in our building or participating in our programs at various sites throughout the community. It is important that the appropriate action be taken IMMEDIATELY when an emergency exists. All staff need to read and become familiar with these procedures to be prepared in case of an emergency.

No two emergencies are the same. While the information and steps outlined in these procedures represent the Y’s guidelines, your own good judgment should be the final authority until you are able to contact assistance.

All staff members are given a copy of these procedures and trained at New Employee Orientation. Supervisors review branch specific emergency procedures with new employees when they are hired, and with all employees at staff meetings.

IMPORTANT PHONE NUMBERS

911 FOR EMERGENCIES

Branch Phone Number
Branch Duty Officer
YMCA Association Office / (716) 565-6000
Association Duty Officer / (716) 301-7047
Local Police Department
Local Fire Department
President/CEO
Olin "Buddy" Campbell / (716) 545-6147
VP – Finance/CFO
Matt Shriver / (716) 289-5088
VP – Operations
Will Gallagher / (716) 545-6718

GENERAL GUIDELINES IN AN EMERGENCY SITUATION

  • Establish who is in charge.
  • Provide necessary CPR/First Aid and rescue.
  • Establish supervision and control for uninvolved participants.
  • Send for help.
  • Make list of persons involved. Identify treatment locations if necessary.
  • Refer media to President/CEO. If President/CEO is not available, then VP-Finance/CFO.
  • Give facts only to police – do not speculate.
  • Complete an accident/incident report and write a narrative within 24 hours. Submit report to branch executive director and association office property manager.

COMMUNICATIONS

Media

When the Y experiences an accident, drowning, death – anything unexpected and detrimental – chances are that staff will have to handle the initial contact with media. Follow these procedures:

  1. DO NOT make any statements regarding the incident. DO NOT respond with “no comment”.

SAY THIS: “Buddy Campbell, the YMCA’s President/CEO is able to speak on behalf of the Y. He will have all the current information related to the incident and will be able to more effectively respond to your questions.”

WRITE DOWN the reporter’s name, station or newspaper, and the telephone number. Be courteous and helpful to the media if they need assistance in contacting the spokesperson.

CONTACT: Association Duty Officer, who will contact Buddy Campbell to inform them of the media’s request for information.

  1. All program participants and spectators should be kept away from the scene of the incident/accident.

HOW TO DEAL WITH SITUATIONS

Accident/Illness

  1. If a person is injured, the staff person in charge should make him/her as comfortable as possible.
  2. In the event of a sudden or serious illness, isolate the person involved and try to determine the nature and cause of the illness.
  3. If you are not certified in first aid and/or CPR and it is required, find someone who is certified immediately.
  4. If certified in first aid and CPR, begin immediately if required and continue until the paramedics arrive and take over. Keep the person warm and comfortable. Do not attempt to move the person. Always use a pocket mask and rubber gloves.
  5. Call the supervisor or duty officer immediately.
  6. Have a second person clear the area and secure the name(s), address(es), and phone number(s) of all witnesses. Clearly establish the sequence of events around the incident.
  7. The area where the situation took place should be secured to prevent others from walking onto the scene and disrupting any care, frightening anyone, or contaminating the area (stepping into blood). The area should be properly cleaned if there is any blood or other bodily fluids. (See Bloodborne Pathogens section for details on cleanup.) All broken items should be collected and kept in case they are needed later in the investigation.
  8. If the injured or ill person is a minor, call the parent or guardian immediately. If the parent or guardian cannot be reached, check the emergency authorization for instructions on treatment of the child. If the child needs to go to the hospital, take the health history form and the emergency treatment authorization with the child or send them with the paramedics. Send a staff person along with the child.
  9. If the illness is contagious, ask the doctor about symptoms and means of protection for those who may have been exposed. The branch executive director will prepare written instructions to be distributed.
  10. See that a family member or friend escorts the injured/ill person safely home when he/she can be moved after first aid. Inform them of the nearest medical center and/or hospital. Do not recommend any doctors, just inform them of the locations available.
  11. The branch executive director will follow up with the injured/ill or their parents, either in person or by phone.
  12. Complete an accident report and write a narrative within 24 hours. Submit to branch executive director and association office property manager.

Blood borne Pathogens

OSHA’s standard for reducing exposure to bloodborne pathogens is based on the adoption of these universal precautions as a method of infection control. Hazards can be minimized or eliminated using a combination of engineering and work practice controls, personal protective clothing and equipment, training, signs and labels, Hepatitis B vaccination, and other provisions. Universal precautions are based on the assumption that all human blood and bodily fluids are potentially infectious for Human Immunodeficiency Virus (HIV), Hepatitis B Virus(HBV), and other bloodborne pathogens.

Bloodborne pathogens are identified as certain pathogenic microorganisms found in the blood of infected individuals which may be transmitted to other individuals by blood or certain other bodily fluids such as semen, saliva, and in any body fluid that is visibly contaminated with blood, and in all body fluids where it is difficult or impossible to differentiate between body fluids. Feces, nasal secretions, sputum, sweat, tears, urine, and vomit are not infectious unless they contain visible blood.

OSHA gives primary attention to the two most significant bloodborne pathogens; Hepatitis B Virus (HBV) and Human Immunodeficiency Virus (HIV), the virus that causes AIDS.

Paper towels, disinfectant (universal disinfectant is 10 parts water to one part bleach) and specially designed garbage bags (red) for disposal are also to be located in strategic areas and available for cleanup. You may be confronted with a medical emergency and/or the handling of blood contaminated materials or equipment or the cleaning up of blood or blood contaminated fluid/items from building surfaces. You need to do the following:

  1. If you are administering first aid, always wear disposable rubber gloves. If you are administering CPR, always use a disposable resuscitation mask and disposable rubber gloves.
  2. Always use disposable rubber gloves, lay down paper towels on the spill to prevent splashing and apply disinfectant to the paper towels when cleaning up a blood spill.
  3. Dispose of the blood contaminated materials in a specially marked plastic bag (red) for hazardous waste.
  4. Immediately wash your hands after the incident with soap and water. If soap and water is not available, use the disinfectant and wipes from the first aid kit.
  5. Do not touch your face, eyes, or other parts of your skin while wearing rubber gloves.
  6. If you are exposed, wash the exposed area immediately with soap and water and report the contamination exposure to your supervisor. Your supervisor will ask you to go to a physician for a blood test, a vaccination for Hepatitis B (HBV), and counseling. If possible, your supervisor will have the source blood tested and the results made available to you.
  7. You and your supervisor must make documentation of the exposure and the circumstances related to the incident on a report. This form must meet OSHA standards for bloodborne pathogen exposure.

It is the intent of the Y to comply with legal protections for disabled individuals and to exercise reasonable care for the safety of all its members, participants, and employees. Because of the technical nature of this area, employees are required to seek additional guidance in accommodating individuals (e.g. members or program participants with known or suspected physical or mental disabilities of contagious conditions) who seek to participate in YMCA programs or activities.

A contagious condition is one that may be spread form one person to another by direct contact (such as head lice), or as a result of germs being spread by coughing or sneezing, or by allowing germs to get onto dishes, bedclothes, toys, towels, cots, etc.

Contagious conditions may also include life-threatening diseases such as AIDS and AIDS Related Complex (ARC) which are caused by the Human Immunodeficiency Virus (HIV). Semen, vaginal fluids, urine, feces, and blood of an infected person may transmit AIDS, ARC, and HIV. Because AIDS is a bloodborne disease, it can be transmitted by mothers to their infants before, during, and shortly after birth.

Bomb Threats/Terrorism

Although most bomb threats turn out to be a prank, the small percentage that is real could have disastrous results. ALL bomb threats should be treated as though they are real.

  1. The source of the threat, usually a phone caller, should be encouraged to give as many details of the bomb and its location as possible. Questions to ask include:
  • When is the bomb going to explode?
  • Where is it right now?
  • What does it look like?
  1. Make sure to write down the exact wording of the threat. Document all details of the incident in written form including all times, the person who took the call, what the caller said, the call to the police, the police report number, the people you called to report the incident, and the outcome of the situation.
  2. CALL 911 or other proper authorities.
  3. Call the branch executive director and appropriate association office staff.
  4. Evacuate the building if advised to do so. The police and/or the branch executive director should be the person to determine whether or not to close the building.
  5. If you find the bomb, or anything you think may be a bomb, DO NOT TOUCH the object. Inform the police of your suspicion.
  6. Institute a search of the building with the police. If a specific area was mentioned, tell the police.

Chemicals or Gases

Chemicals and toxic substances have become part of everyday life. These include chlorine and other pool, cleaning, and boiler chemicals, some paints and solvents, and printer and copier chemicals. The building fuel system may use natural gas, propane, or oil. Construction materials used in buildings may become hazardous if damaged. Gasoline and other fuels used in vehicles may also become dangerous if improperly inhaled.

Material Safety Data Sheets (MSDS) on all chemicals used in the building or on YMCA property are to be kept in a book at the front desk. In addition, MSDS sheets need to be posted (or stored) where the chemicals are handled (e.g. chlorine station in the filter room).

In the event of a chemical or toxic substance emergency:

  1. Evacuate the program participants and staff from the area as quickly as possible.
  2. Call the building director/maintenance supervisor and the branch executive director.
  3. If you believe that there is immediate danger, call 911 and give the details of the emergency, what kinds of chemicals are involved, and what you have done about it to this point.
  4. Spills should be contained to the extent possible. Leaks should be stopped immediately if possible. The Building Emergencies section has details regarding the emergency shut-off of gas, water, and electricity.
  5. Submit a detailed written report as soon as possible to your supervisor giving details of the incident including names and addresses of all witnesses.

Drowning or Near Drowning

1.Get the person out of the water and start resuscitation without delay. HAVE SWIMMING AREA CLEARED AT ONCE.

2.Direct someone to dial 911.

3.Continue resuscitation for at least two hours.

4. If breathing is restored, keep person warm and comfortable. Treat for shock. Stimulate with coffee if possible.

5.Direct someone to notify the nearest relative - - on a face-to-face basis if possible.

6.Notify branch executive director and appropriate association office staff.

7.Cooperate with all law enforcement officers. Refer media to:

President/CEO –Buddy Campbell

If President is not available, VP-Finance/CFO - Matthew Shriver

8.Be sure to get all names and addresses of witnesses and all pertinent data (especially on instructions given and precautions taken to avoid such a happening).

9.When incident is closed (person breathing or it is determined by a doctor or qualified authority that person is dead), inform other members of the group of the final results at an appropriate time.

Play it DOUBLY SAFE. If you even suspect that a person is having difficulty, make a rescue. Be safe rather than sorry.

Safety Precautions to Prevent Drowning

  1. Permit swimming only when a qualified lifeguard is present.
  2. The leaders in charge will determine by testing who the non-swimmers are and take necessary steps to give them extra protection.
  3. Leaders in charge of a group going swimming will be familiar with:
  • Rescue methods
  • Best resuscitation methods
  • All pool rules and regulations
  1. In case of doubt as to the safety of a swimming site – DON’T USE IT.
  2. Always use the buddy system when swimming in pools that are not publicly guarded and where the water is murky.
  3. The Y has a responsibility to add its leadership to that provided by the lifeguards at a public place where our youth are mixed in with others.
  4. Non-swimmers should not be permitted in boats.
  5. Avoid all swimming for one hour after a heavy meal (there is no conclusive evidence on this rule but it is better to play it safe).
  6. The YMCA must provide a qualified lifeguard at a swimming area at all times (other than at publicly guarded swim sites).
  7. Make sure all rules and regulations are spelled out in detail to all of the swimmers.

Fire/Evacuation

All facilities have their own fire safety and evacuation plan. Each staff member should be familiar with the contents of the plan. Your first priority is the safety of all persons. Do not leave any person unattended in a dangerous situation. If you are in an area where the fire is located, remember that smoke, as well as fire, KILLS.

If a staff member receives a verbal report of a fire:

  1. Immediately notify the front desk of the report and the need to begin emergency procedures.
  2. If possible, go and investigate so the report can be confirmed or refuted for the front desk, as they will have already begun the procedures outlined in the section “If the front desk receives a verbal report of fire.” This will fulfill the investigation of that section’s part 2.
  3. If there is a fire, go to the section “If you see smoke or fire.” You have already done the second portion of that section’s part 2.

If the front desk receives a verbal report of fire:

  1. Immediately notify the fire department that you have a fire, giving them the Y’s name and address, your name, and the specific location of the alleged fire in the facility (if available). You should stay on the phone to confirm or refute this initial report.
  2. As you call the fire department, dispatch someone to investigate the report. They are to verify or disprove the validity of the report and tell you immediately so you can apprise the fire department. If for some reason you are alone or cannot dispatch someone to check on the status, proceed as if the fire was confirmed (but explain the situation to the fire department).
  3. Notify the executive director or the duty officer (or whoever is in charge) of all aspects of the situation.
  4. If so directed by the executive director or the fire department, use the PA system to announce the evacuation. If the PA system cannot be used, begin a systematic notification of all areas of the building to be evacuated. Keep a written record of the areas contacted. Maintaining a calm, steady voice, deliver the following message:

“I am sorry to disturb your activity, but management has requested that everyone in your portion of the facility vacate the premises. Please close any open windows, shut off any fans, and close the doors as you leave. Please exit the building via the exit route posted just inside the doorway of your activity area. Thank you.”

  1. When all affected areas are alerted, make sure the safe is locked, take the master schedule book, and evacuate the premises yourself.

If a fire alarm signal (manual or automatic) is activated, the front desk should: