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Hurricanes are vast, long-lived weather systems capable of traveling several thousand miles. The preferable calm of the eye of the storm is up to 20 miles wide. Destructive bands of wind begin at the edge of the eye and extend outward 20 to 50 miles. The winds must be at least 74 miles per hour to classify the storm, as a hurricane but can be twice as strong. Wind speed is not connected to the amount of rain, since precipitation is determined by the traveling rate of the entire storm system. The whole storm system moves along at 15 to 50 miles per hour, and the destructive winds along its path may lash out over an area of 40 to 100 miles and 1,500 miles long. A hurricane gathers its strength only over water while slowly loses its force over land because of ground service resistance. More damage can be expected over flat land than hilly, since surface resistance reduces the wind speed. Hurricanes even more rapidly weaken when they turn inland towards the west. The hurricanes that strike North America start around the western Caribbean, Lesser Antilles and Gulf of Mexico, and usually occur from June through October. An average of seven hurricanes is generated per year. The average annual number reaching the U.S. Coast is approximately 2, although the exact number varies considerably from year to year. The Gulf States are most likely to be hit. Definitions Hurricane: A storm with sustained winds of at least 74 mph blowing counterclockwise around a calm center of low pressure. Wind gusts may exceed the sustained winds by 25-50%. Hurricanes are rated by their wind speed. Hurricanes can also generate tornadoes of 150-300 mph. Hurricane Intensities Category 1- Damage- Minimal Winds 74-95 MPH Category 2- Damage - Moderate- Winds 96-110 mph Category 3- damage extensive winds 111-130 mph Category 4 Damage Extreme- Winds 131-155 mph Category 5 damage catastrophic- Winds over 155 mph Hurricane Warning means that a hurricane is expected to strike within 24 hours. Hurricane Watch is declared when hurricane conditions are possible and may threaten an area within 36 hours. Storm Surge can be defined as an abnormal rise in water level caused by wind and pressure forces of a hurricane. The storm surge itself is caused by the wind and pressure “pushing” the water onto the continental shelf and onto the coastline. This is usually the major cause of damage from hurricanes. Tropical Depression is a low-pressure front with a rotary circulation of clouds and winds up to 39mph. Tropical Disturbance is a large area of rain and clouds with no circulating wind. Tropical Storm is a storm with a distinct rotation of winds around a center of low pressure with a barometric reading of 29.4 inches or lower. When sustained winds reach 39 mph or higher the storm is given a name by the National Hurricane Center. Be Prepared
Hurricanes are generally confined to certain geographical regions, which are usually alerted to a hurricane’s possible arrival well in advance. Sophisticated meteorological tracking and warning systems go into action as much as several days ahead, and so should your emergency plan. Even when the level of danger reaches a certain point, you can still close down in an orderly manner and take precautions to minimize the expected wind and water damage. However, some measures cannot be taken on short notice. Battening down openings, putting shutters in place, or anchoring tall chimneys or signs are measures that may take a lot of time and therefore should be undertaken as soon as possible. Hurricane emergency plans should also take into account the fact that state and local emergency services may well be overtaxed and unable to respond to an individual’s particular call. A company should be prepared to handle attendant damage or emergencies with its own resources.
**Hurricane Checklist
In the event of an impending Hurricane the safety of Staff, Tenants and all persons is the first concern. The length of time available to complete a safe and effective facility shut down will vary based on the situation. When you become aware that there may be an impending hurricane, begin to prepare at the earliest warning. Remember- In an emergency situation the state and local emergency services may well be overtaxed and unable to respond to all needs. The best defense is a good offense- good preparation. If you are in a Hurricane prone area, talk to your Regional Manager about getting plywood to cover the office and other windows. Some windows cannot be covered because they are not easily accessible. Cut the wood and have it marked for each window well before the storm hits so that there is a minimal amount time used. Determine how you will fasten the wood and have the tools and materials needed handy. Create a diagram of the windows keep it in the Answer book. Follow the processes outlined below to help ensure the most thorough shut down the facility. Before the storm: - Listen to weather forecasts and any available information regarding the weather regularly.
- Remember that weather can be unpredictable. Begin by anticipating the worst and being prepared to complete all the tasks for a safe and successful shut down and evacuation.
- Contact your Regional Manager and inform them of the situation. Request direction from them regarding securing the bank deposits and petty cash in the event you must close the facility.
- Locate the tools and equipment that may be needed and assemble it at a central location. Those items should include but are not limited to: Flashlights, Batteries, Tarps, hand tools, cordless drill, any other items that may be helpful.
- Walk the facility and identify any items that can be secured or stored inside until the storm passes. Secure those items immediately; it is easier to pull them out again in clear weather if they have been secured early. This will save time if things become critical.
- Clear drains sand downspouts to reduce flooding. Turn off any automatic timers for sprinkler systems.
- Move any vehicles that may possibly prove to be in the way. If you have any boat/ RV parking, call those tenants to remind them to make sure their property is secure.
- Be aware that in the days prior to a storm, the power may go out frequently. Discuss limiting property access during this time to only when the office is open with your supervisor. This will prevent people from getting stuck on the lot or in the elevator in the event of a power outage.
- If you are aware of leaks or water problems set up trash cans and buckets wherever necessary.
- Check doors and windows. Secure any doors that may open in high winds.
- Print a Rent Roll, Vacant Unit Report, Access Code Report, and an Insured Roll report from Store and any other reports you think you need to work with in the event that the power is out for an extended period of time.
- Identify and collect important office documentation move the data to a location that is not vulnerable to the situation at hand.
- From the outlet, unplug the computer, fax, modem lines and any other electrical equipment in the office that is not needed for emergency information. Move equipment away from windows.
- Keep the telephone plugged in until you leave the facility. If the power is out, contact your Regional Manager with a cell phone if you have one and make sure they have the number. Make sure that someone has a way to reach you whenever possible. Make sure you have a copy of all current telephone numbers for corporate. Also include home phone numbers as well as cell phone numbers for fellow employees. Numbers of the employees of properties in your area should be included as well.
Facility Shut Down
In the event the storm reaches a critical situation it may be necessary to close the facility and possibly evacuate. - Contact your Regional Manager for guidance on closing the facility. Never place Staff or Tenants in harm’s way for the sake of the business. If instructed to evacuate by officials, you must do so immediately.
- Before closing the facility or evacuating it is imperative to ensure that all persons are off the premises. Quickly complete a thorough walk thru of all floors and all areas of the buildings and properties. Call out as you go to make sure that any people in the area hear you and understand that you are searching for people and closing the building. Anyone in the building must immediately leave the premises. Do not leave people in the building. They must leave with you or ahead of you.
- If evacuating, turn off the gate system. This will reduce the possibility of looters from getting on the property
- Secure bank deposits and petty cash as instructed by your Regional Manager.
- If state, local or emergency personnel on the scene, follow all direction as given by those officials.
After the Storm
Once it has been determined that it is safe to return to the facility after the storm has passed. Take the following steps: - Carefully walk the perimeter of the facility to look for damage from the storm. If possible do this in pairs. Keep away from downed power lines- they may still be live, report them immediately to the Utility company.
- Check all buildings for damage. Look for leaks, water spots and wind damage. Identify any potential units that may have been affected.
- Secure areas that are damaged and may be dangerous.
- Make temporary repairs to prevent further damage as you are able. Discuss additional repair needs with your Regional Manager.
- Restore the office equipment and report any damage.
- Restore sprinkler systems and other operations that were shut down due to the storm.
- Inspect fire protection equipment to be sure it is in service.
- Prepare an incident report complete with Photo’s to document any damage. Submit the incident report to the appropriate people as soon as it is complete. Save remnants of damaged or destroyed property for the Insurance Adjuster or until directed by the Regional Manager to dispose of the items
- Discuss the handling of Tenant unit issues with your Regional Manager.
- Be familiar with the Policies & Procedures Manual regarding the company position on dealing with inquiries from the media and others.
General Preparedness Always: - Keep the Company Inventory updated.
- Keep the Answer Book updated- specifically Emergency contacts, utility shut off information and Utility company phone numbers.
- Keep your first aid kit adequately stocked.
- Make note of evacuation routes and shelters in your area.
- If you live onsite, have a plan for your personal situation as well.
- Consider taking first aid classes from your local Red Cross chapter.
- Keep a personal checklist for yourself, family members and pets that includes a supply of food, water, batteries, medications and other items that may be needed.
When planning for a hurricane, a detailed checklist should be developed indicating the order in which processes are to shut down and the Property secured. The length of time needed -- expressed in hours or days -- to accomplish these tasks should be determined in advance so that appropriate actions can be initiated at the proper time. Then, as each task is completed during either a hurricane watch or hurricane warning, check it off and move on to the next one. See "Hurricane Checklist" **Please note that this document is a guide only and is not intended to become or replace your emergency procedures handbook.
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