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Home My WebLink About20203213.tiffRESOLUTION RE: APPROVE REQUEST TO REMOVE SECTION 9.000 EMERGENCY AND SAFETY PROCEDURES FROM THE DEPARTMENT OF HUMAN SERVICES POLICIES AND GUIDELINES MANUAL WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a request to remove Section 9.000 Emergency and Safety Procedures from the Department of Human Services Policies and Guidelines Manual, and WHEREAS, after review, the Board deems it advisable to approve the removal of Section 9.000, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the request to remove Section 9.000 Emergency and Safety Procedures from the Department of Human Services Policies and Guidelines Manual, be, and hereby is, approved. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 28th day of October, A.D., 2020. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: ditif44)C `e'luo•oe Weld County Clerk to the Board BY: APP C. unty Attorney Date of signature: Mike Freeman, Chair Kevin D. Ross Steve reno, Pro-Tem Scott\IC. James «: HSD 11/03/20 2020-3213 HR0092 PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: October 20, 2020 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: Removal of Department of Human Services (DHS) Policy, Section 9.000, Emergency and Safety Procedures Please review and indicate if you would like a work session prior to placing this item on the Board's agenda. Request Board Approval to Remove the Department of Human Services (DHS) Policy, Section 9.000, Emergency and Safety Procedures (Tyler #2015-1164). The purpose of the removal is to update DHS Policy and transition it to Emergency and Safety Procedures which will direct staff in emergency situations within the Department. I do not recommend a Work Session. I recommend approval of this request. Mike Freeman, Chair Scott James Barbara Kirkmeyer Steve Moreno, Pro-Tem Kevin Ross Approve Recommendation Work Session Schedule Y`nF t9(vi Other/Comments: Pass -Around Memorandum; October 20, 2020 — Not in CMS 2020-3213 Icta klgoog2 SECTION 9.000 EMERGENCY AND SAFETY PROCEDURES Emergency and Safety Procedures Table of Contents SECTION: TITLE: 9.000 Emergency and Safety Procedures 9.001 General Description 9.002 Internal Emergency Procedures 9.003 Employee Identification 9.004 Guests and/or Visitors 9.005 Escorting of Clients 9.006 Missing Child 9.007 Bomb Threats 9.008 Hostage 9.009 HostileNiolent Client Procedures 9.010 Medical Emergencies 9.011 Storm Warnings 9.012 Severe Weather 9.013 Power Failures 9.014 Fire/Smoke 9.015 Hazardous Materials Spills 9.016 Lock Down 9.017 Continuity of Operations Plan (link to document) 9.018 Weld County Emergency Response Guide (link to document) 2 Emergency and Safety Procedures 9.000 Emergency and Safety Procedures 9.001 General Description The Emergency and Safety Procedures were developed as guidelines for the Department's employees to aid in making reasonable decisions. Each employee involved in a specific situation should exercise a common sense approach in resolving the situation and ensuring the employee's and client's safety. 9.002 Internal Emergency Procedures The following procedures are to be followed by all employees in the case of emergencies: A. New employee orientation will include Emergency and Safety procedures. B. Evacuation procedures are posted throughout the buildings. Evacuation will be conducted in accordance with these plans. C. Emergency drills will be conducted quarterly or as deemed necessary. D. First aid kits are available in the break room of each building and basic first aid supplies are maintained by Building Maintenance. 9.003 Employee Identification A. The provision of paragraph 7.003.4, (Employee Identification Badges) of this Operations Manual, shall apply. B. It is the personal responsibility of each employee to ensure that his or her Weld County identification is clearly visible on their person while at work. C. It is the responsibility of the employee's supervisor to ensure that this policy is adhered to and to take corrective action as necessary. 3 Emergency and Safety Procedures 9.004 Guests and/or Visitors A. Guests and/or visitors are defined as any non -current employee of the Department, who may be visiting a current employee. Former employees are defined as guests or visitors. B. All guests or visitors will check in with the Customer Navigator, at which time they will be issued a visitor's pass. The host employee will be notified and will meet the guest in the reception area. For large groups, each division will be given visitor badges. C. It is the personal responsibility of each employee host to ensure that the guest is accompanied throughout the individual's visit. This includes escorting the individual to the lobby area when the visit is over. Non -business related visits will be confined to the break room. 9.005 Escorting of Customers A. Customers will not be allowed to enter the building prior to working hours without an employee escort. B. All customers will be escorted while in the building. C. Customers will be met in the lobby by the responding employee and escorted to the work area. D. It is the personal responsibility of the employee to ensure that customers are properly escorted during their visit. At the conclusion of their business, the client will be escorted to the reception area. E. Customers will not be allowed to enter elevators or stairwells without an employee escort. The responsible employee will escort the client to the reception area. F. It is the responsibility of the employee's supervisor to ensure that this policy is adhered to and to take corrective action as necessary. 4 Emergency and Safety Procedures 9.006 Missing Child A. If a child is noted as missing or abducted within the building, the person who first observes or is notified of the missing child should: 1. Notify local law enforcement by calling 9-911 and give location where child was last seen. Briefly give description of child such as age, gender, and clothing worn. 2. Send the emergency email form to Human Services and request all available to search. B. All available staff within the building should search the entire building; rooms, exits, stairways, bathrooms, hallways, etc. Looking for anyone who is: 1. Behaving suspicious 2. Carrying a bag that could contain an infant 3. Rushing with an infant/child C. If possible keep everyone in the building, do not allow anyone to exit. Explain in a non -threatening manner that the facility is on alert for a missing child and we are asking everyone to remain in the building. If you are unsuccessful in preventing someone from leaving the building, do not physically touch them or do anything that could possibly endanger yourself or the child. D. Other staff should look out windows and observe anyone leaving the building or any cars leaving the parking area, and if possible note the color, make, and model and license plate of the car. Also note the route of exit and direction of travel. Notify Human Resources at extension 4234. 5 Emergency and Safety Procedures 9.007 Bomb Threats A. If the employee receives a bomb threat during a telephone call, the employee is to: 1. Remain calm. 2. Push the panic button, if one is available. 3. If possible, let coworker know to call 9-911. 4. Ask the caller to repeat the message and listen carefully. 5. Try to ask the caller: • When is the bomb going to explode? • Where is the bomb? • What does the bomb look like? 6. Write down: • Time of call. • Exact words used in call with particular emphasis on location, type of bomb, and the time the bomb is scheduled to go off. 7. Notify the Police Department (9-911) immediately. 8. Email the emergency email form to HS -Management of the bomb threat. 9. A supervisor should email Human Services to calmly vacate the premises and pull the fire alarm. B. The Director/Division Head or assigned designee will: 1. Meet responding Police Officer at scene to assess credibility of caller. 2. Determine alternatives. C. Search of Premises for suspicious package: 1. Employees should not touch anything suspicious or unusual. 2. Employees should not alter room conditions, i.e. turning lights, fans, heaters, etc. on or off. 3. If a device is found, the officer will: • Assume responsibility to secure the scene. • Ensure that windows and doors are to be opened. • Electrical switches will not be turned on or off 6 Emergency and Safety Procedures 9.008 Hostage A. If a hostage situation occurs, the employee is to: 1. Remain calm and obey instructions from the hostage taker. 2. Do not attempt to stop or apprehend the hostage taker. 3. Carefully note the physical description and dress of the hostage taker (include any distinguishing characteristics, i.e. scars, glasses, facial hair, speech, tattoos, etc.) B. The employee's personal safety is of primary importance in a hostage situation. The employee is not to do anything that might jeopardize his or her safety. C. If the employee is near a panic button, that can he pushed. D. If the hostage taker leaves the building, the employee observing is to: 1. If possible, watch through a window to identify the escape vehicle and to write down the description and license number of the vehicle. 2. All locations notify the police department (9-911). 3. Email the emergency email form to HS -Management of the situation. 4. Write down the physical description of the hostage taker. E. In dialing 9-911, the employee will advise the Police Department of: I. I Iis or her location 2. Any injuries 3. Number of suspects 4. Description, to include race, sex, height, weight, clothing, weapons, vehicles, scars, tattoos, glasses, etc., direction of travel by vehicle or by foot, and location of evidence. F. The employee will assist the Police Department by: 1. Protecting and preserving crime scene and evidence. 2. Organizational Integrity Manager or designee will lock the front doors to prevent reentry of the hostage taker. 3. Identifying witnesses, recording their names, addresses and phone numbers. 4. Do not discuss witness statements amongst each other. 5. Refer media questions to the police, Weld County Information Specialist or Department of Human Services Director on the scene. 7 Emergency and Safety Procedures 9.009 Department of Human Services Hostile and/or Violent Client Procedure Reception A. If a client becomes hostile or violent at the lobby window, attempt to calm the client. B. Hostile clients should not be taken beyond the reception area. If a client's behavior continues to escalate in the reception area, seek assistance immediately. Call the program supervisor or designee. If that person is not available call the Organizational Integrity (OI) Manager. If they are not available call Investigations Supervisor or the Assistance Payments Administrator. If the client's behavior continues to escalate in the lobby area, push the panic button and local law enforcement should be notified immediately. Panic Buttons are located in the following areas: Greeley: Building A: Reception 15` Floor 15` Floor Lobby 3 Interview rooms Building B: Reception 1st Floor Building C: Reception and EBT 15t Floor I5` Floor Lobby Resource Room 15` Floor all interview cubicles & offices Fort Lupton: Reception Employment Services' Room Del Camino: Reception C. Organizational Integrity staff will report any potential hostile/violent customers to the Supervisor or Division Ilcad. This will include verbal or physical threats received in person, in writing, or by phone. The supervisor and the worker will determine if the proper authorities need to be notified. D. If at any time the worker feels he/she is in personal danger a 9-911 call should be made. 8 Emergency and Safety Procedures Interview Rooms E. The employee should always sit by the door of the interview room. Although the door may be shut during the interview for confidentiality purposes, the window blinds will be open. F. If the client to be interviewed is known to be hostile and/or violent, ensure that another person is present at the interview. 1. If the client becomes hostile or threatening, and the employee is unable to calm the individual down, the interview will be terminated. 2. The employee will notify the hostile individual that he or she needs to leave the premises and local law enforcement will be notified. 3. If an employee is in the interview room when a client becomes hostile or threatening and the employee is unable to leave the room, the employee will push the panic button in the interview room. 4. If the client cannot be escorted out of the building, law enforcement is to be called immediately using 9-911. Interviews in the Community G. Ensure that the supervisor is aware of interviews outside of the workplace. 1. Staff is encouraged to seek assistance from local law enforcement prior to entering a home with a history of violence, or drug activity. However, law enforcement may not be responsive immediately to all requests. 2. If a client becomes hostile while an employee is in the home, the employee shall leave the home immediately. Do not try to reason with the individual. If the home is located in an area where the employee is not comfortable, seek local law enforcement assistance. 3. Staff is encouraged to provide written notices of potentially dangerous situations in the Trails system or in the case file. Classroom or Work Sessions H. 1. If a customer becomes hostile or violent, attempt to calm the customer. 2. Staff will ask the customer to leave the premises. 3. Staff will seek supervisor intervention should the customer refuse to leave. 4. If the customer cannot be escorted out of the building. law enforcement is to be called immediately using 9-911. 9 Emergency and Safety Procedures 9.010 Medical Emergencies A. If a customer or coworker needs medical attention: 1. Dial9-911 2. Email the medical emergency email form to HS -Management 3. Begin ABC's of CPR per American Heart Association guidelines. Initiate CPR if needed. 4. Direct AED retrieval from: AED's are located near the elevators in each building 5. Notify Human Resources at extension 4234. 6. Once the emergency situation has been resolved, employees witnessing the emergency situation will complete the "General Notice of Occurrence" found on the Intranet Property Incident Forms and email directly to Michelle Raimer. Front Office Staff: 1. Direct ambulance/fire crew. 2. Keep unnecessary people away from area and keep hallways clear. 9.011 Storm Warnings Winter storm warnings are issued for communities that are likely to be severely affected by heavy snow, blowing snow, and/or freezing rain. A. The Weld County Board of Commissioners will notify the department should severe weather warrant the closure of county operations. B. Upon notification of the closure of County operations, administration will notify the Department heads. Employees will be released by their supervisors. If the County is not going to open the following day, the Board of County Commissioners will notify KUNG FM191.5 and KFKA AM 1310, who will periodically broadcast that message. Also a notice will be posted on the Weld County website, www.weldgov.com. C. A broadcast message will be left on the incoming call line and each employee can check their messages for information regarding closures. D. The Director or designee will call the managers in the Fort Lupton and Del Camino offices. 10 Emergency and Safety Procedures 9.012 Severe Weather A. Early warning weather radios are located in the lobby of Building A, in the Business Office of Building B, in the AAA Manager's Office, Child Support Accounting desk and the Mailroom of Building C and the Administration Annex, which will be monitored during business hours. The radios are set to receive and automatically play local weather warning broadcast by the National Weather Service. B. A TORNADO WATCH indicates that under the weather conditions that exist, there is a potential for tornadoes to develop. If a tornado watch is declared, the Office Services and Access Coordinator or their designee(s) should make sure the early warning radio is monitored. C. A TORNADO WARNING indicates that a tornado has been sighted. If the facility is in danger, the Office Services and Access Coordinator or their designee(s) must notify staff that, "The National Weather Service has issued a Tornado Warning for this immediate area. We strongly suggest that you calmly move to any interior hallway, or interior office on the lower floor until the all -clear is given." D Supervisors are responsible to assure their staff is accounted for. E. Customer Navigators are responsible to lead customers to safety in restrooms, do not lock doors. F. Anyone may leave at anytime. All Buildings: • Stay away from windows • Don't use the elevators • Move to restrooms or interior hallway Greeley Office: Interior areas in Building A are: • Under main floor stairs- north end, center, and south end of main building. • 1st floor restrooms • Hallway between lobby and restrooms. • Interior offices without windows • Under desks. 11 Emergency and Safety Procedures Interior areas in Building B are: • Both first floor conference rooms. • l st floor restrooms. • Interior rooms on 1s' floor. • Interior rooms and hallways. Interior areas in Building C are: • Training Rooms A and B • 1 s` floor interior hallways • 1st floor restrooms • 1st floor Imaging Room 918 101h Street: • Restrooms • Interior of building without windows Fort Lupton Office: • Men and Women's restroom in Assistance Payments • Basement- Access through hall • Hall between Child Welfare and Clerk & Recorder's Office Del Camino Office: • Restrooms • Interior small Conference Room. Parent Education Center: • Basement Mailroom in the center of the building G. Flood- Official emergency warning(s) will be received and distributed by the Department Manager as indicated in the general instructions — page one. Email, the telephone, Emergency Enterprise Notification system or face to face communication will be used to notify other divisions and departments if the alerts indicate flooding is likely in the area surrounding the 915 10th street Centennial Center Complex building. All radios should be tuned to KUNC 91.5 FM or KFKA AM 1310 if weather alerts and/or conditions suggest that flash floods are possible. All employees should be directed to the nearest high ground that is safe from floodwater should flash flood occur. 12 Emergency and Safety Procedures H. Earthquake- If an earthquake occurs the following actions should be taken: • Move away from the windows and out from under suspended light fixtures. • Take cover under heavy furniture; table, desk, bench; or within a doorway. • Wait for quake or tremor to subside. • For small quakes and tremors with NO apparent damage, return to normal activities. • If damage appears heavy, evacuate the building and proceed to designated evacuation location beyond the building as far as necessary. • Managers should take roll and assure that everyone is out of the building. Once the building is empty, no one should return until the building is considered structurally sale. • Avoid any electrical wires that may have fallen. • Do not strike a match or use a lighter in case of ruptured gas lines. • Render first aid if necessary. 9.013 Power Failures In case of power failure, all power to the building will be lost, there are emergency lights located in each building, which are battery powered. There are no emergency generators in any of the Department's buildings. A. Flashlights arc located in key positions throughout the buildings: Building A: • 1st Floor in Lobby • 2„d Floor in Break room Building B: • 2" Floor North Conference Room Building C: • 1't Floor Coffee Bar • 2nd Floor Coffee Bar • 3'd Floor Coffee Bar • Restrooms • Shredder Room • Imaging Room • Training Rooms A and B 13 Emergency and Safety Procedures Fort Lupton: • Restroom • Break room -cabinet under microwave • Lobby Del Camino: • Break room -under the sink • Lobby B. If the elevator "gets stuck" call 9-911 and Buildings and Grounds @ 2020 — Fire personnel and Buildings and Grounds will open elevator. C. If the power is not restored within a reasonable time, evacuation of the building may be necessary. Evacuation will be accomplished in accordance with the established evacuation procedures. 9.014 Fire/Smoke A. If you discover fire: 1. Activate the fire alarm system, if not automatically activated, and immediately email the emergency email form to Human Services about the fire. 2. Call 9-911, via cell phone during evacuation. 3. Confine the fire or smoke by closing doors as you leave. 4. Evacuate the area immediately. 5. Do not fight the fire! Evacuate the area and do not reenter the building area. B. Upon hearing the fire alarm, the Management Team will make sure: 1. A general announcement is made that due to emergency, customers and employees are to evacuate the building. 2. Exits are clear. 3. Someone is assigned to meet and direct fire fighters to the fire. 4. All people are out of the buildings - do not make room -by -room searches. This may cause you to be trapped by flame or smoke. C. Evacuation Locations -Greeley Campus Building A: Evacuate to C Street, North parking lot East side Building B: Evacuate to C Street, North parking lot West side Building C: Evacuate to A Street. South parking lot as follows: 1st floor and OIG to West side of parking lot 2"d floor to East side of South parking lot 3`d floor to Southern most middle parking lot C. 91810th Street: Upon evacuating the building, encourage customers and employees to remain calm and proceed to the designated areas outside the 14 Emergency and Safety Procedures building. Have Supervisors or their designees stationed at all exits for security purposes. Evacuation Locations -Fort Lupton Campus Evacuate to the far Southeast space of the South parking lot. Evacuation Locations -Del Camino Campus Meet on the North side of the parking lot near the big tree. Evacuation Locations -Parent Education Center Exit the Southeast entrance and meet in the parking lot. D. Supervisor or his/her designee are to proceed to designated areas and: 1. Calm customers and employees. 2. Secure all areas. 3. Clear and guard all exits. 4. Prevent customers and employees from entering the building until the all clear is given by the fire department. 5. Roll call. Note: Continuity of Operation Plan —link to organizational chart 1. Administration and Business Office Division Procedures — Exhibit A 2. Area Agency on Aging — Exhibit B 3. Assistance Payments Division Procedures —Exhibit C 4. Child Support Division Procedures — Exhibit D 5. Child Welfare Division Procedures — Exhibit E 6. Organizational Integrity Division Procedures — Exhibit F 7. Del Camino Office Procedures — Exhibit G 8. Employment Services Division Procedures — Exhibit II 9. Fort Lupton Office Procedures — Exhibit I 10. Investigations Unit Procedures — Exhibit J 15 Emergency and Safety Procedures 9.015 HAZARDOUS MATERIALS SPILL: A. If the location of the spill is INSIDE the building: 1. Dial 9-911 and send the emergency email form to IIS-Management. 2. 9-911 Operators should be advised as fully as possible of nature of incident. (Location on ground, injuries, fire, smoke, etc.) Give specific directions to the site. 3. Contact Human Resources at x4234. B. If the location of the spill is OUTSIDE the building: 1. UNKNOWN CHEMICAL • If the spill of an unknown chemical occurs, staff members will be advised to stay in the building until appropriate experts are able to determine the risk. • Management will direct all activities surrounding any hazardous spill until the chemical(s) has been identified. • Low hazard routes of exit will be used to allow employees and customers to leave the building if deemed appropriate by the Department Manager or other designated individual. 2. KNOWN CHEMICAL If the spill of a known chemical occurs, staff should consult a MSDS (Material Safety Data Sheets) information guide for appropriate safety measures in dealing with a chemical spill of a known element/product. If the location of the spill is INSIDE the building: • If a dangerous spill of an unknown chemical occurs inside the building, follow evacuation routes that will minimize exposure to employees or clients. • If a spill of a known chemical occurs, staff must consult the MSDS information guide for appropriate safety measures in dealing with a chemical spill of a known element/product. MSDS SHEETS: An MSDS sheet identifies chemicals, etc. used in assigned work tasks. The MSDS can be obtained at the MSDS website, http://siri.uvm.edu. Employees should use this website for any known chemical. 16 Emergency and Safety Procedures 9.016 Lock Down A. In the event of a situation in which the safety and security of a County building, its surroundings, and/or employees/clientele are threatened the following steps shall be followed: 1. When an employee observes or receives a report of something that could pose an immediate threat to the safety and security of the facility, that employee is to immediately send the emergency email form and/or call 9-911. 2. When the Supervisor is notified of the incident by the employee, the Supervisor is to immediately notify Administration and/or 9-911. 3. The following actions will be taken immediately: • Administration will lock front outside (public access) doors and post signs indicating building is under a lock down and are not permitted to allow entrance to unauthorized personnel from the outside. The Weld County Sheriff's Office may be requested to post security at the various entry points, depending on the situation. • Department Managers/Supervisors will secure all department access doors and communicate with neighboring departments to confirm. Key carded outside doors are to remain closed and locked. Doors are NOT to be opened to admit unauthorized personnel or to allow anyone to exit until the building all -clear has been sounded. • A message sent by Email, telephone and/or Emergency Event Notification System will indicate that the building is under a Lock Down. Employees, guests, and customers are to remain in the building until the need for the lock down situation has been cleared by the Department Manager or his Designee. The following message should be communicated: "Your attention please; this building is now under a lock down. Employees and guests are to move to a secure area and remain there until an all clear is announced." • Message updates will be communicated periodically. Specific instructions for employees may also be given at this time regarding where they are to remain, the use of telephones, etc. • Examples of events that may cause the building to be locked down include, but are not limited to: • Hazardous materials incident that is in close proximity to the building • An armed assailant outside the building • An armed intruder inside the building • Bomb Threat • An act of workplace violence • An unarmed violent intruder inside or outside in close proximity to the building • Any other incident or event that is deemed to be a threat to the safety and security of the building 17 Emergency and Safety Procedures 9.017 Continuity of Operations link —being revised currently 9.018 Weld County Emergency Response Guide link —being developed currently SECTION 9.000 EMERGENCY AND SAFETY PROCE DURES Emergency and Safety Procedures Table of Contents SECTION: TITLE: 9.000 Emergency and Safety Procedures 9.001 General Description 9.0(02 Internal Emergency' Procedures 9.003 Enip103 cc Identification 9.004 Guests and/or Visitors 9.00 ► Escort -in of Clients I 9.006 Missing Child 9.007 Bomb Threats 9.008 Hostage 9.009 tiostileAtiolent Client Procedures 9.910 Medical Emergencies 9.011 Storm Warnings 9M 1 2 Severe 'Weather 9.013 Power Failures 9.014 Fire/Smoke 9.015 Hazardous Materials Spills 9.016 Lock Donn n 9.017 Continuity of Operations Plan (link to document) 9.018 Weld County Emergency Response Guide (link to document) Emergency and Safety Procedures 9.000 Emergency and Safety Procedures 9.001 General Description The Emergency and Safety Procedures were developed as guidelines for the Department's employees to aid in making reasonable decisions. Each employee involved in a specific situation should exercise a common sense approachin resolving the situation and ensuring the employee's and client's safety. 9.002 Internal Emergency Procedures The following procedures are to be followed by allemployees in the case of emergencies: A. New employee orientation will include Emergency and Safety procedures. B. Evacuation procedures are posted throughout the buildings. Evacuation will be conducted in accordance with these plans C. Emergency drills will be conducted quarterly or as deemed necessary. D. First aid kits are available in the break room of each building and basic first aid supplies are maintained by Building Maintenance. 9.003 Employee Identification The provision of paragraph 7.003.4, (Employee Identification Badges) of this Operations Manual, shall apply. E. It is the personal responsibility of each employee to ensure that his or her Weld County identification is clearly visible on their person while at work. C. It is the responsibility of the employee's supervisor to ensure that this policy is adhered to and to take corrective action as necessary. 3 Emergency and Safety Procedures 9.004 Guests and/or Visitors A. Guests and/or visitors are defined as any non -current employee of the Department, who may be visiting a current employee. Former employees are defined as guests or visitors. B. All guests or visitors will check in with the Customer Navigator, at which time they will be issued a visitor's pass. The host employee will be notified and will meet the guest in the reception area. For large gioups, each divisionwill be given visitor badges. C. It is the personal responsibility of each etnployee host to ensure that the guest is accompanied throughout the individual's visit. . • • r.�,cludes escorting the individual to the lobby area when the visit is over. •1',business related visits will be confined to the break room. 9.005 Escotting of Customers A. Customers will not be allowed to enter the building prior to working hours without an employee escort. B. All customers will be escorted while in the building. C. Customers will be metin the lobby by the responding employee andescorted to the work area. .t to person, responsibility of theemployee to ensure that customers are ro • .escorted' their visit. At the conclusion of client � � duringtheir business, the client will be escorted to the reception area. F. Customers will not be allowed to enter elevators or stairwells without an employee escort. The responsible employee will escort the client to the reception area. F. It is the revopsibility of the employee's supervisor to ensure that this policy is adhered to and to take corrective action as necessary. 4 Emergency and Safety Procedures 1 9.006 Missing Child A. If a child is noted as missing or abducted within the building, the person who first observes or is notified of the missing child should: 1. Notify local law enforcement by calling 9-911 and give location where child. was last seen. Briefly give description of child such as age, gender, and clothing worn. 2. Send the emergency email form to Human Services and request all available to search. B. All available staff within the building should search the entire building: rooms, exits, stairways, bathrooms, hallways, etc. Looking for anyone who is: 1. Behaving suspicious . Carrying a bag that could contaiman infant 3. Rushing with an infant/child if possible keep everyone in the building, do not allow anyone to exit. Explain in a non -threatening manner that the facility is on alert for a missing child and we are asking everyone to remain in the building. If you are unsuccessful in preventing someone from leaving the buildig, do not physically touch them or do anything that could possibly endanger yourself or the child. Other staff should look out windows and observe anyone leaving the building or any cars leaving the parking area, and ifposs:ble note the color, make, and model and license plate of the car. Also note the route of exit and direction of travel. Notify Human Resources at extension 4234. 5 Emergency and Safety Procedures 9.007 Bomb Threats A. If the employee receives a bomb threat during a telephone call, the employee is to: 1. Remain calm. 2. Push the panic button, if one is available. 3. if possible, let coworker know to call -911. 4. Ask the caller to repeat the message and listen carefully. 5. Try to ask the caller: • When is the bomb going to explode? • Where is the bomb? • What does the bomb look like? 6. Write down: • Time of call. • Exact words used in call \A i th particular emphasis can location, type of bomb, and the time the bomb is scheduled to go off.. 7. Notify the Police Department (9--911) immediately. 8. Email the emergency email form to HS -Management of the bomb threat. 9. A superior should email Human Services to taimly vacate the premises and pull. + lireaJ rm. B. The Direct ivisi n Head or assigned designee will: 1. Meet responding Police Officer at scene to assess credibility of caller. 2. Determine alternatives. C. Search. of Premises for suspicious package: 1. Employees should not touch anything suspicious or unusual. 2. Employees should not alter room conditions, i.e. turning lights, fans, heaters, etc. on or off. 3. If a device is found, the officer will: • Assume responsibility to secure the scene. • Ensure thatwindows and doors are to be opened. • Electrical switches will not be turned on or off. Emergency and Sale Procedures 9.008 Hostage A. If a hostage situation occurs, the employee is to: 1 . Remain calland obey instructions from the hostage taker. 2. Do not attempt to stop or apprehend the hostage taker. 3. Carefully note the physical description and dress of the hostage taker (include any distinguishing characteristics, i.e. scars, glasses, facial hair. speech, tattoos, etc.) The employees personal safety is of primary importance in a hostage situation. The employee is not to do anything that might jeopardize his or her safety. C. If the employee is near a panic button, that can be pushed. If the hostage taker leaves the building, the employee observing is to: I. If possible, watch through a window to identify, the escape vehicle and to write down the descriptionand license number of the vehicle. 2. All locations notify the police department (9-911). 3. Email the emergency email form to HS -Management of the situation. 4. Write down the physical description of the hostage taker. E. in dialing 9-911, the employee willadvise the Police Department of: I. His or her location 2. Any injuries 3. Number of suspects 4. Description, to include race, sex, height, weight, clothing, weapons, vehicles, scars, tattoos, glasses, etc., direction of travel by vehicle or by foot, and location of evidence. F. The employee will assist the Police Department by: 1. Protecting and preserving crime scene and evidence. Organizational Integrity Manager or designee will lock the front doors to prevent reentry of the hostage taker. 3. Identifying witnesses, recording their names, addresses and phone numbers. 4. Do not discuss witness statements amongst each other. D. Refer media questions to the police, Weld County Information Specialist or Department of Human. Services Director on the scene. Emergency and Safety Procedures 9.009 Department of Human Services Hostile and/or Violent client Procedure Reception A. I r a. client becomes hostile or violent at the lobby window, attempt to calm the client. B. Hostile clients should not be taken beyond the reception area. If a client's behavior continues to escalate in the reception area, seek assistance immediately. Call the program supervisor or designee. If that person is not available call the Organizational Integrity (O1) Manager. If they are not available call Investigations Supervisor or the Assistance Payments Administrator. If the client's behavior continues to escalate in the lobby area, push the panic button and local law enforcement should be notified immediately. Panic Buttons are located i.n the following areas: t: reeler: Building A: Reception I St Floor I St Floor Lobby 3 Interview rooms Building B: Reception 1st Floor Building C: Reception and EBT I St Floor 1st Floor Lobby Resource Room 1St Floor all interview cubicles & offices Fort Lupton: eception Employment Services` Room Del (amino: Reception C. Organizational integrity staff will report any potential hostile/violent customers to the Supervisor or Division Head. This will include verbal or physical threats received in person, in writing, or by phone. The supervisor and the worker will. determine i f the proper authorities need to be notified. D. [fat any time the worker feels he/she is in personal danger a 9-91 1 call should be made. S Emergency and Safety Procedures Interview Rooms L. The employee should always sit by the door of the interview room. Although the door may be shut during the interview fbr confidentiality purposes, the window blinds willbe open. If the client to be interviewed is known to be hostile and/or violent, ensure that another person is present at the interview. I. If the client becomes hostile or threatening, and the employee is unable to cairn the individual down, the interview will be terminated. 2, The employee will notify the hostile individual that he or she needs to leave the premises and local law enforcement will be notified. 3. If an employee is in the interview room when a client becomes hostile or threatening and the employee is unable to leave the room, the employee will pushthe panic button in, the interview room. 4. If the client cannot be escorted out of the building, law enforcement is to be called immediately using. 9-911. 0nte - -icws in the Community, G. Ensure that the supervisor is aware of interviews outside of the workplace. 1. Staff is encouraged to seek assistance from local law enforcement prior to entering a home with a history of violence, or drug activity. However, law enforcement may not be responsive immediately to all requests. 2. If a client becomeshostile while anemployee is in the home, the employee shall leave the home immediately. Do not try to reason with the individual. If the home is locatedin an area where the employee is not comfortable, seek local law enforcement assistance. Staff is encouragedto provide written notices of potentially dangerous situations in the Trails system or in the case file. Classroom or Work Sessions 1. If a customer becomes hostile or violent, attempt to cairn the customer. 2. Staff will ask the customer to leave the premises. 3. Staff will seek supervisor intervention should the customer refuse to leave. 4. If the customer cannot be escorted out of the building, law enforcement is to be called immediately using 9-911. 9 Emergency anti Safety Procedures 9.010 Medical Emergencies A. If a customer or coworker needs medical attention: 1. Dial 9-911 2. Email the medical emergency email form to HSaManagement 3. Begin ABCs of CPR per American Heart Association guidelines. Initiate CPR if needed. 4. Direct AED retrieval from: AED's are locatednear the elevators in each building Notify 1 _ luman Resources at extension 4234. 6. Once the emergency situation has been resolved, employees witnessing the emergency situation will complete the "General Notice of Occurrence" found. on the Intranet Property Incident Forms and emaildirectly to Michelle Raimer. Front Office Staff: 1. Direct ambulance/fire crew. . Keep unnecessary people away from area an.d keep hallways clear. 9.011 Storm Warnings Winter storm warnings are issued for communities that are likely to be severely affected by heavy snow, blowing snow, and/or freezing rain. A. The Weld County Board of Commissioners will notify the department should. severe weather warrant the closure of county operations. B. Upon notification of the closure ofCounty operations, administration will notify the Department heads. Employees will be released by their supervisors. If the County is not going to open the following day, the Board of County Commissioners will notify KUNC FM 91.5 and KFICal AM 1310, who will periodically broadcast that message. Also a notice will be posted on the Weld County we sit , www.weldgov.com. C. A broadcast message will be left on the incoming call Fine and each employee can check their messages for information regarding closures. D. The Director or designee will call the managers in the Fort Lupton and Del Camino offices. 10 It,mer-nenc.i. and Safety'roced ures 9.012 Severe Weather A. Early warning weather radios are located in the lobby of Building A, in the Business Office of Building B. in the AAA Manager's Office, Child Support Accounting desk and the Mailroom of Building C and the Administration Annex, which will he monitored during business hours. The radios are set to receive and automatically play local weather warning broadcast by the National Weather Service. B. A TORNADO A l'CI indicates that under the weather conditions that exist, there is a potential for tornadoes to develop. If a tornado watch is declared, the Office Services and Access Coordinator or their designee(s) should make sure the early warning radio is monitored. C. A TORNADO Nip WARNING indicates that a tornado has been sighted. If the facility is in danger, the Office Services and Access Coordinator or their d.esi ,nee(s) must notify staff that,. "The National Weather Service Iran issued a Tornado Warning for this immediate area. We strongly suggest that you calf* nwi'e to any interior hallway, or interior office on the lower f` `oor until the all -clear is given." Supervisors are responsible to assure their staff is accounted for. E. Customer Navigators are responsible to lead customers to safety in restrooms, do not lock doors. F. Anyone may leave at anytime. All Buildings: • Stay away from windows • Don't use the elevators • Move to restrooms or interior hallway Greeley Office: Interior areas in Building A are: • Under main floor stairs- north end, center, and south end of main building. • I st floor restrooms • Hallway between lobby and restrooms. • interior offices without windows • Under desks. 11 Emergency and afetst Procedures Interior areas in Building B are: • Both first floor conference rooms. • 1st floor restroois. • Interior rooms on 1st floor. • Interior rooms and hallways. Interior areas in Building C are: • Training Rooms A and B • 1 St floor interior hallways • 1St floor restrooms • 1 st floor Imaging Room 91819th Street: • Restrooms • Interior of building without windows Fort Lupton Office: • Men and Women's restroom in Assistance Payments • Basement- Access through hail • Hall between Child Welfare and Clerk & Recorder's Office Del Camino Mike: • Restocking • Interior small Conference Room. Parent Education Center: • Basement Mailroom in the center of the building G. Flood- Official emergency warning(s) will be received and distributed by the Department Manager as indicated in the general instructions — page one. Email, the telephone, Emergency Enterprise Notification system or face to face communication vvill be used to notify other divisions and departments if the alerts indicate flooding is likely in the area surrounding the 915 10th street Centennial Center Complex building. All radios should be tuned to KUNC 91.5 FM or KF .A AM 1310 if weather alerts and/or conditions suggest that flashfloods are possible. All employees should be directed to the nearest high ground that is safe from floodwater should flash flood occur. in Emergency and Safety' Procedures H. Earthquakes if an earthquake occurs the following actions should be taken: • Move away from the windows and out from under suspended light fixtures. • Take cover under heavy furniture; table, desk, bench; or w,ithin a doorway. • Wait for quake or tremor to subside. • For small quakes and tremors with NO apparent damage, return to normal activities. • If damage appears heavy, evacuate the building andproceed to designated evacuation location beyond the building as far as necessary. • Managers should take roil and assure that everyone is out of the building. Once the building is empty, no one should return until the building is considered structurally safe. • Avoid any electrical wires that may have fallen. • Do not strike a match or use a lighter in case of ruptured gas lines. • Render first aid if necessary. 9.013 Power Failures In case of power failure, all power to the building will be lost, there are emergency lights located in each building, which are battery powered. There are no emergency generators in any of the Department's buildings. A. Flashlights are located in key positions throughout the buildings: Building. A: • 14 Floor in Lobby • " Floor in Break room Building B: • Ind Floor North Conference Room Building C: 1st Floor Coffee Bar • ?" Floor Coffee Bar • 3rd Floor Coffee Bar • Restrooms • Shredder Room • Imaging Room. • Training Rooms A and B 1.3 Emergency and Safety Procedures Fort Lupton: • Restroom • Break room -cabinet under microwave • Lobby Del Camino: • Break room -under the sink • Lobby B. If the elevator "gets stuck.' call 9-911 and Buildings and Grounds @ 2020 — Fire personnel and Buildings and Grounds will open elevator. C. if the power is not restored within a reasonable time. evacuation of the building may be necessary. Evacuation will be accomplished in accordance with the established evacuation procedures. 9.014 Fire/Smoke A. If you discover fire: 1. Activate the fire alarm system, if not automatically activated, and immediately email theemergency email form to Human Services about the fire. 2. Call 9.911, via cell phone during evacuation. 3. Confine the fire or smoke by closing doors as you leave. 4. Evacuate the area immediately. 5. Do not fight the feel Evacuate the area and do not reenter the building area. Upon hearing the fire alarm, the Management Team will make sure: 1. A general announcement is made that due to emergency, customers and employees are to evacuate the building. 2. Exits are clear. 3. Someone is assigned to meet and direct fire fighters to the fire. 4. All people are out of the buildings - do not make room -by -room searches. This may cause you to be trapped by flame or smoke. C. Evacuation Locations -Greeley Campus Building A: Evacuate to C Street, North parking lot East side Building B: Evacuate to C Street, North parking lot West side Building C: Evacuate to A Street. South parking lot as follows: 1'' floor and O1i to West side of parking lot 2nd floor to East side of South parking lot 3rd floor to Southern most middle parking lot C. 918 l0xh Street: Upon evacuating the building, encourage customers and employees to remain cairn and proceed to the designated areas outside the 14 Emergency and Safety Procedures building. Have Supervisors or their designees stationed at all exits for security purposes. Evacuation Locations -Fort Lupton Campus Evacuate to the far Southeast space or the South !larking km Evacuation Locations -Del Camino Campus Meet on the North side of the parking lot near the big tree. Es acuation. Locations -Parent Education Center x it the Southeast entrance and meet in the parking lot. D. Supervisor or his/her designee are to proceed to designated areas and: 1. Calm customers and employees. Secure all areas. Clear and guard all exits. 4. Prevent customers and employees from entering the building until the all clear is given by the fire department. it. Roll call. Note: Continuity of Operation Plan link to organizational chart 1. Administration and Business Office Division Procedures - Exhibit A 2. Area Agency on Aging - Exhibit B 3.. Assistance Payments Division Procedures.— Exhibit C 4. Child Support Division Procedures — Exhibit D 5. Child Welfare Division Procedures — Exhibit E i. Organizational Integrity Division Procedures — Exhibit F 7. Del Camino Office Procedures -- Exhibit G 8. Employment Services Division Procedures — Exhibit H 9. Fort Lupton Office Procedures — Exhibit I I O. Investigations Unit Procedures — Exhibit J • Emergency and Safety Procedures 9.015 HAZARDOUS MATERIALS SPILL: A. I I` the location of the spill is INSIDE the building! 1. Dial 9-911 and send the emergency email form to HS -Management. 2. 9-911 Operators should be advised as fully as possible of nature of incident. (Location on ground, injuries, fire, smoke, etc.) Give specific directions to the site. 3. Contact Human Resources at x4234. t f the location of t e s p ill is OUTSIDE the building: (.LNKNOWNCHEMICAL • If the spill of an unknown chemical occurs, staff mmbers will be advised to stay in the building until appropriate experts are alt to determine the risk. Management will direct all activities surrounding any hazardous spill until the chemical(s) has been identified. Low hazard routes of exit will be used to allow employees and customers to leave the building if deemed appropriate by the Department Manager or other designated individual. 2. KNOWN CHEMICAL if the spill of a .known. chemical occurs, staff should consult a MSDS (Material S Data Sheets) information guide for appropriate safety measures in dealing g with a chemical spill of a known element/product. If the locatiOn of the spill is INSIDE the building: • If a dangerous spill of an unknown chemical occurs inside the building, follow evacuation routes that will minimize exposure to employees or clients. If a spill of a known chemical occurs, staff must consult the MSDS information guide for appropriate safety measures in dealing with a chemical spill of a known element/product, MSDS SHEETS: An MSDS sheet identifies chemicals, etc. used in assigned work tasks. The MSDS can be obtained at the MSDS website, http://siri.uvm.edu. Employees should use this website for any known chemical. 16 Emergency and Safety Procedures 9.016 Lock Down A. in the event of a situation in which the safety and security of a County building, its surroundings, andlor employees/clientele are threatened the following steps shall be followed: 1. When an employee observes or receives a report of something that could pose an immediate threat to the safety and security of the facility, that employee is to immediately send the emergency email formand/or call 9-911. ?. When the Supervisor is notified of the incident by the employee, the Supervisor i.s to immediately notify Administration and/or 9-911. 3. The following actions will be taken immediately: • Administration will lock front outside (.public access) doors and post signs indicating building is under a lock down and are not permitted to allow entrance to unauthorized personnel from the outside. The Weld County Sheriff's Office may be requested to post security at the various entry points, depending on the situation. • Department Managers/Supervisors wilt secure all department access doors and communicate with neighboring departments to confirm. Key carded outside doors are to remain closed and locked. Doors are NOT to be opened to admit unauthorized personnel or to allow anyone to exit until the building all -clear has been. sounded. • A message sent by Email, telephone and/or Emergency Event Notification System will indicate that the building is under a Lock Down. Employees, guests, and customers are to remain in the building until the need for the lock down situation has been cleared by the Department Manager or his Designee. The following message should be communicated: "Your attention please; this building is now under a lock down. Employees and guests are to move to a secure area and remain there until an all clear is announced." • Message updates will be communicated periodically. Specific instructions for employees may also be given at this time regarding where they are to remain, the use of telephones, etc. • Examples of events that may cause the building in be locked down include, but are not limited to: • Hazardous materials incident that is in close proximity to the building ■ An armed assailant outside the building • An armed intruder inside th.e building • Bomb Threat • An act of workplace violence • An unarmed violent intruder inside or outside in close proximity to the building • Any other incident or event that is deemed to be a threat to the safety and security of the building 17 i‘. Emergency and Safety Procedures 9.017 Continuity of Operations link being revised currently 9.018 Weld Countyy Emergenc Response Guide link --being developed currently Hello