13.01.02 - City Hall Emergency Evacuation
CITY OF BOYNTON BEACH, FLORIDA ADMINISTRATIVE POLICY MANUAL CHAPTER: 13 Information Technology Systems Policy No. 13.01.02 SECTION: 01 Telephone System Page: 1 of 3 SUBJECT: 02 City
Hall Emergency Evacuation Notification System PURPOSE: The purpose of this policy is to establish guidelines for the proper use, authorization and administrative support of the internal
ring down system of the Dialogic Emergency Notification System, referred to as The Communicator, and proper evacuation procedures for emergency notifications through the internal ring
down system. SCOPE: The primary use of this system is for all non-fire emergency notifications related to emergency evacuation of city employees from City Hall. CATEGORIES OF OCCURRENCES:
Emergency evacuation of City Hall facilities. TECHNICAL ADMINISTRATION/SUPPORT: The overall system and administration support including maintenance upgrade, network connectivity and
backup of The Communicator will be the responsibility of the City’s ITS support staff. Backup will be integrated into the ITS enterprise backup schedule. ITS support staff can be contacted
at 561.742.6070 during normal City business hours. Off-hour support is also available by contacting the primary ITS support staff via 911 Dispatch Operators. TESTING OF THE SYSTEM: In
the event that the system has not been used for emergency notifications, the system shall be tested weekly under the supervision of the system administrator to assure proper working
conditions and that designated personnel are able to operate the system. DATABASE MANAGEMENT: The ITS Director shall be responsible for assigning an operator of The Communicator to maintain
the telephone database used for this system. EVACUATION PROCEDURE: I. Emergency Evacuation Plan a. Definition of Emergency Evacuation: Emergency evacuation is a quick, orderly and safe
evacuation of the Building. i. Each occupant should walk quickly and directly to the designated evacuation exit and proceed quickly, calmly and safely outside. 1
ii. An emergency evacuation will take place whenever the Communicator internal ring down system is activated during a non-test situation. iii. Individuals will remain out of the office
or building until an all-clear announcement is made. II. Emergency Contact/Evacuation Procedure a. The Communications 911 Shift Supervisor is notified that there is an emergency situation
that requires immediate evacuation of the building. b. Authorization for activation of the Communicator internal ring down system must be received from one of the following: City Manager,
Assistant City Managers, Chief of Police, or Fire Chief. c. Designated Communications 911 staff will enter evacuation message into the Communicator system. d. All MAP (main answering
points) within the City Hall complex will be notified by phone of the need to evacuate the building. e. The MAP staff member will notify the other staff members within that department
of the need to evacuate. f. The MAP staff member will assure that all persons in the office are directed to the evacuation stairway or exit and also assure that no one attempts to use
the elevator and that disabled or handicapped occupants are assisted as needed. g. All persons will proceed to a safe area away from the building as designated by the Fire or Police
Department. III. Communications Personnel Evacuation a. The Shift Supervisor will delegate the following tasks as appropriate: 1. Notify Delray Beach (alternate PSAP) that Boynton Beach
9-1-1 calls will be forwarded to their agency. 2. Collect backup 9-1-1 cellular phones and batteries 3. Notify BellSouth personnel of Communications ETA. 4. Check contents of crash cart:
a. Time clock machine b. Case number machine c. Case and status cards for Police and Fire d. Resource manuals, i.e. phone number log, trouble logs, etc. e. Mobile radios for Police,
Fire and LGR 2
3 f. Portable radios and batteries/charger g. First aid kit h. Office supplies 5. Notify primary personnel of the alternate location and ETA 6. Transport equipment to the alternate facility.
b. In the event that the evacuation is due to hurricane, personnel will also transport to alternate facility: air mattress and enough water and food for each employee for three days.
(See Hurricane Plan). DEVELOPED BY: Carisse Weise, Safety Committee Chairperson EFFECTIVE DATE: August 26, 2002 Kurt Bressner Kurt Bressner, City Manager