City of Appleton City Hall Emergency Procedures : simplebooklet.com

City of Appleton City Hall Emergency Procedures Contents Introduction Emergency Phone Numbers and Internal Phone Paging Procedures Page 2 Medical Emergency Procedures Visitors and Staff Page 3 Fire Emergency Procedures Page 4 Telephone Threats Bomb Threats Page 5 Hazardous Substance Leaks Power Outages and Elevator Emergencies Page 6 Tornado Severe Weather Procedures and Behavioral Health Crisis Suicide Attempt Page 7 Building Lockout and Active Shooter Procedures Page 8 Procedures for Suspicious Mail or Packages Page 9 Nuclear Biological and Chemical Release Preparedness and Evacuation Procedures Page 10 Evacuation Procedures continued Reunification Site and City Hall Evacuation Maps Page 11 City Hall Evacuation Maps continued Page 12 City Hall Dept Evacuation Assembly Points Page 13 For more information contact City of Appleton Human Resources Department 100 N Appleton Street Appleton WI 54911 4799 March 2023 PH 920 832 6458 FAX 920 832 5845 www appleton org

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INTRODUCTION Establishing a safe and healthy working environment requires every employee supervisor and department head to make safety and health a top priority The City recognizes this and strives through a number of ongoing programs to keep employees safe and healthy This brochure was developed to guide City employees in handling a number of situations that may arise during the course of their workday To learn more about the various City programs such as the safety committees safety issues and work related claims contact the Human Resource Department at 920 8326458 EMERGENCY PHONE NUMBERS Fire Police Emergency 9 911 NOTE Do not hang up until released by the 911 operator even if you called 911 by accident Non Emergency 920 832 5500 Crisis Intervention Center 920 832 4646 Poison Control Center 1 800 222 1222 INTERNAL PAGING THROUGH PHONES Must page both groups to reach all lines in City Hall 1 Lift the handset and dial 37 Dial 3 for the primary City Hall group The phones in the primary group will make an audible tone Make the necessary announcement Return the handset to the phone cradle 2 Lift the handset and dial 37 Dial 4 for the secondary City Hall group The phones in the secondary group will make an audible tone Make the necessary announcement Return the handset to the phone cradle

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MEDICAL EMERGENCIES If you observe anyone who appears to be seriously ill or injured Call 9 911 Give the dispatcher your name describe the nature and severity of the medical problem and the location of the victim Do not hang up until released by the operator Obtain from the injured person if possible their name phone number address and brief description of what happened If conscious and oriented the victim has the right and responsibility to determine their own health care needs and the response to those needs This might include requesting or not requesting first aid or emergency medical care i e calling 9911 In circumstances involving a victim who is unconscious or is disoriented calling the 9 911 is the appropriate response Do not try to move the victim unless another emergency necessitates movement i e fire in the building etc Trained personnel may provide basic first aid CPR including the use of an automated external defibrillator or an AED Complete the appropriate City incident accident report forms as seen below These forms can be found here Send completed forms to the City Risk Manager

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FIRE EMERGENCIES If you discover a fire or if there is a large quantity of smoke in your immediate area use the acronym RACE as a guide for your actions R Rescue anyone in immediate danger A Alarm Pull the nearest fire alarm box if applicable Grab the handle and pull it down until it stops then release the handle If you cannot immediately access a fire alarm box call 9 911 C Close office doors but do not lock them confining the smoke and fire to the affected area Close and lock any main doors leading into your specific department though E Extinguish If the fire is small and you have received the appropriate training use a fire extinguisher to put it out using the PASS method Pull Aim Squeeze and Sweep Evacuate If you feel a fire extinguisher would not be effective or do not know how to properly operate one evacuate the building immediately using the north and south stairwells if on the 5th or 6th floor ensuring doors are closed upon evacuation When evacuating see page 10 for more information do not use the elevators and report to the appropriate designated assembly point see page 13 for more information Report to your supervisor so it can be determined that all personnel have safely evacuated the building Remain outside until competent authority i e Fire Department states that it is safe to re enter If a fire alarm sounds a complete evacuation is required Leave the building by the nearest available exit If possible close office doors but do not lock them Close and lock any main doors leading into your specific department See page 10 for more information on evacuation Do not use the elevators to evacuate If the stairway contains smoke try to use an alternate stairway exit The fire alarm may not sound continuously If the alarm stops continue the evacuation and warn others why may attempt to enter the building Report to the designated assembly point see page 13 for more information Remain outside until competent authority states it is safe to re enter

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TELEPHONE THREAT If you receive a telephone threat 1 Remain calm 2 Listen carefully Be polite and show interest in what the caller has to say Try to keep the caller talking so that you can gather more information 3 Write down as many details as you can remember If available use the Bomb Threat Checklist found here Police interviewers will need this information Check and write down the caller ID number that appears in your telephone display window 4 The applicable Department Director or designee will notify the Director or Deputy Director of Human Resources 5 Once the HR Director or HR Deputy Director have assessed the situation they will decide what steps to take 6 If evacuation is ordered follow the Employee Evacuation Procedure in this booklet 7 Complete the bomb threat checklist and give the completed form to law enforcement personnel investigating the incident BOMB THREAT If you receive a written threat or suspicious parcel or if you find a suspicious object on the premises 1 Keep others from handling it or going near it The object may be potentially dangerous In addition preservation of evidence is important for law enforcement 2 Call 9 911 3 Promptly write down everything you can remember about receiving the written threat or parcel or if you find a suspicious object Police interviewers will need this information Use the Bomb Threat Checklist as needed found here

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HAZARDOUS SUBSTANCE LEAK Many City facilities are located near railroad crossings and or major highways Hazardous substances are transported via both A leak or spill is a possibility and concern 1 If a leak or spill occurs the Appleton Fire Department and Outagamie Emergency Government will assess the situation 2 City personnel should remain inside city hall unless notified by the Appleton Fire Department or Outagamie Emergency Personnel 3 Human Resources will contact Facilities Management Facilities Management will work with Appleton Fire and Outagamie Emergency Government to secure the facility e g shut down HVAC equipment if necessary etc and communicate with staff POWER OUTAGE If a power outage should occur 1 2 3 4 Remain calm Contact the Facilities Management Department Provide assistance to visitors and staff in your immediate area If you are in an office that has no windows and no light proceed cautiously to an area that has emergency lights Many City buildings have lights that stay on during a power outage 5 If you are in the elevator refer to Elevator Emergency Section for specific information relating to the elevator ELEVATOR EMERGENCY In an emergency with the elevator such as a power failure 1 Remain calm If there is a power failure there is a light in the elevator powered by the generator 2 Do not try to force the elevator open 3 Open the telephone panel door located on the wall in the elevator 4 Press the button that alerts Otis Emergency Service It acts as a two way communication vehicle with their emergency staff The button also identifies where the elevator is located 5 When Otis Emergency Staff or answering service responds identify where you are and what is wrong They have the ability to hand crank the elevator to the next available floor Equipment is then utilized to evacuate those stranded in the elevator if needed

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TORNADO SEVERE WEATHER Definitions to Know TORNADO WATCH Issued to alert you that there is a possibility of a tornado developing in a specific area for a specific period of time TORNADO WARNING Issued when a tornado has actually been sighted or indicated by radar Procedures Employees are expected to be alert to changing weather situations and be prepared to take action if a tornado watch is upgraded to a tornado warning If a severe weather siren is sounding if you receive a tornado warning alert for the immediate area or if Human Resources pages an alert 1 Stay calm 2 Evacuate to the basement of City Hall using the North stairwell 3 If you are not able to move to the basement in time seek shelter in the most interior part of the building and on the lowest level possible Stay away from windows and areas with a large expanse of glass 4 Human Resources will monitor the weather situation and will notify staff when they may safely return to their work areas BEHAVIORAL HEALTH CRISIS SUICIDE ATTEMPT Stay calm Notify the police department call 9 911 Provide the following information your name exact location provide the full address observed symptoms of behavior and individual s name if known Until help arrives be pleasant considerate and understanding to avoid aggravating the situation Do not argue with the individual Employees are requested to remain in their respective areas and if possible control access to these areas If possible have someone meet police personnel at the entrance to the building and provide them with a status update If the individual is armed or physically violent leave the building immediately

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BUILDING LOCKOUT AND ACTIVE SHOOTER PROCEDURES Lockout threat of potential danger i e danger in nearby area building Run Hide Fight danger is imminent i e active shooter person with weapon Human Resources will use the paging system to announce the necessity for city hall departments to lockout or when able of an active shooter combative individual situation Lockout Procedures danger is possible Keep offices closed Close security gates e g city clerk area if equipped Stay away from windows and doors go to an interior office and stay calm Be prepared to stay in this mode for an extended period of time Do not allow staff to leave Alert staff members that are off site not to return until given an all clear Run Hide Fight Danger is Imminent Quickly determine the most reasonable way to protect your own life Remember that customers and clients are likely to follow the lead of employees during an active shooter situation Run If there is an accessible path attempt to evacuate the premises Have an escape route or plan in mind Evacuate regardless of whether others agree to follow Leave your belongings behind Help others escape if possible Hide If evacuation is not possible find a place to hide where the active shooter is less likely to find you Lock and or block doors if able Silence your phone Hide behind large items such as desks Remain quiet Fight As a last resort and only when your life is in imminent danger attempt to disrupt and or incapacitate the active shooter by acting as aggressively as possible throw items and use improvised weapons Yell at the shooter to try to disorient them Commit to your actions

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Procedures for Suspicious Mail or Packages Employees who encounter suspicious mail or packages should follow these guidelines It is suggested that all applicable employees review these procedures periodically If you encounter a piece of mail or package that appears irregular or suspicious LEAVE IT WHERE IT IS Do not disturb Do no try to clean up the substance NOTIFY a supervisor and CLEAR the immediate area of all persons Advise anyone who was in contact with the mail package or in the immediate vicinity of it to wash their hands with soap and water DO NOT allow the individuals who were in the immediate vicinity of the mail package to leave the building If a package or piece of mail is determined to be truly suspicious the supervisor should contact police The police will contact the supervisor and others to learn more details by phone If warranted police will respond to the scene to make a determination for further action Any person who handles mail can wear protective gloves The employee should let their supervisor know that their wish is to wear gloves and the supervisor will ensure that appropriate gloves are available for the employee

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NUCLEAR BIOLOGICAL AND CHEMICAL RELEASE PREPAREDNESS NUCLEAR MATERIALS Can enter the body by breathing in eating drinking or absorption through skin Extremely high doses over seconds or minutes may result in Burned reddened skin Nausea vomiting diarrhea Hair loss Convulsions Unconsciousness Unless you see a sign saying radioactive or witness a nuclear explosion it is unlikely you will know people have been exposed BIOLOGICAL MATERIALS Can enter the body by breathing in injection eating drinking or breaks in the skin Exposure may result in Coughing flu like symptoms Shortness of breath Weakness or fatigue Vomiting diarrhea Indicators of an attack include Unusual number of people displaying flu like symptoms or several people suffering food poisoning symptoms or unseasonable illness Unusual unscheduled spraying CHEMICAL MATERIALS Can enter the body by breathing in eating drinking or direct contact with skin and eyes Exposure may result in Pin pointed pupils and dimness of vision Red or irritated eyes or skin Choking coughing shortness of breath Vomiting and nausea Runny nose Dizziness or loss of consciousness Convulsions or seizures Indicators of an attack include Groups of people displaying unusual behavior and signs and symptoms of exposure Abandoned spraying devices Unusual fogs clouds or mists Pools of liquid with unusual unidentified source Complaints of abnormal odors An unusual amount of dead animals or insects HOW TO PROTECT YOURSELF Cover your nose and mouth with a cloth Take frequent shallow breaths Stay calm do not panic Don t Taste Eat Smell or Touch TEST Get away from the scene immediately to safety and wait for the emergency responders to arrive EMPLOYEE EVACUATION When you hear the evacuation alarm or are told to evacuate 1 Move quickly to the closest building exit or to the closest stairwell exit keep left single file in the stairwell Both fifth and sixth floors of City Hall have stairwells located at each end of the building Do not use elevators 2 Do not push or shove Use handrails when using stairs 3 Do not attempt to save personal items leave these items behind 4 Close your office door but do not lock it Close and lock any doors leading into your specific department though 5 Designated evacuation wardens will be responsible for checking offices meeting rooms bathrooms and other spaces before being the last person to exit an area to assure that everyone has safely evacuated the area Designated evacuation wardens will attempt to make arrangements to assist disabled individuals in the evacuation process Those individuals that cannot be safely evacuated from the building should be positioned in the closest stairwell Upon arrival of Fire and EMS personnel notification will be made to them as to the specific location of the disabled individual s 6 If smoke becomes heavy keep low Touch doors prior to opening them A hot door indicates fire on the opposite side and the door should not be opened 7 After you exit the building move immediately to the assembly point designated for your department See page 13 for more information Report check in with your department contact person Department Director or Designee

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EVACUATION PROCEDURES Department Director or Designated Employee Responsibilities 1 See that your employees evacuate in a timely and orderly manner Close inter department doors but do not lock Lock the department doors as you evacuate Employees should go to the assembly point by the library see the assembly point designations below for each department 2 Once at the assembly point immediately take roll call 3 Report to the Command Post that all are accounted for or if anyone is missing In your absence be sure to appoint another employee to follow through 4 In areas such as Finance or IT follow all designated procedures before evacuating City Hall Command Post Requirements 1 The Risk Manager or designee will be in charge of the Command Post 2 The Command Post will notify the Fire Department if any employees are unaccounted for 3 Once the all clear has been given by the Fire Department the Command Post or assigned person will inform all employees to return to their work areas CITY HALL EVACUATION ASSEMBLY DESIGNATION POINTS See page 13 of this guide for the location for the evacuation assembly designation points for each city hall department CITY HALL EVACUATION REUNIFICATION SITE If needed such as in an active shooter incident we have established the Hilton Paper Valley Hotel as our reunification site for city hall employees and guests to be re connected with their family members CITY HALL EVACUATION MAPS CONTINUED ON NEXT PAGE