V.K. BSC Emergency Preparedness Plan
V.K.1. POLICY DESCRIPTION
This policy creates a process to reduce the chance of harm inflicted onto the members of the BSC in the event of an emergency. To this end, the policy will
- 1. Define the numbers of members that must be trained for each house, and state explicitly the responsibility of the house-level management to be trained. The areas of training shall include, but are not restricted to first aid, emergency communication, command center management and fire suppression.
- 2. Define the inventory process for the emergency response kit (ERK). The content of this kit shall be reviewed by House/Assistant Managers under the supervision of the Member Resource Coordinator (MRC) every semester, with a planned review and circulation of expired materials to occur every Spring.
- 3. Established a regular meeting for major stakeholders in the BSC emergency plan so they can review existing plans and consider modifications.
- 4. Define the amount (at least 2 members/unit) of certified emergency medical service (EMS/EMT) individuals the BSC should have on retainer.
V.K.2. THE INVENTORY PROCESS
• As a part of the requirements of the position, the House/Assistant Managers will become responsible for taking inventory of the ERKs at each house. The House/Assistant Manager is required to take the inventory of and order necessary supplies for all units’ ERKs once per semester which will be done in collaboration with the MRC. The Member Resources Coordinator will reach out to initiate proceedings.
• Annually, the Cloyne Facilities Manager, Rochdale Facilities Manager, Member Resource Coordinator and any other interested or affected parties will review the readiness plan, current state of supplies, inventory and note sites for resupply. It is strongly recommended that the Executive Director and Operations Manager attend these meetings as well.
• To make the process more efficient, the House/Assistant Manager should use assistant(s) to take inventories. This assistant can be a House President or any member from the house. Any assistant who helps take inventory will receive HI or workshift compensation for their time (as determined by their house management).
• By week 6, House/Assistant Managers must locate their respective ERK and must place a copy of their house Emergency Preparedness plan there, along with emergency contact information of house members. In addition, a copy of the house Emergency Preparedness plan must be made available to all house members for their personal review. By week 11, they are required to provide the Member Resource Coordinator with an inventory of the ERK.
• The House/Facilities Managers or (if no HM is elected/hired) the Member Resource Coordinator is required to order any supplies needed to adequately stock the ERKs (per the Emergency Kit Necessary Materials list), ordering as many supplies as is possible through CFS, and notify House/Assistant Managers of the approximate date of arrival of supplies, as well as provide them with a detailed bill of all items ordered and the cost of each.
• Units are responsible for financing the restocking of their ERK, determining with the accountant for the BSC and the Member Resource Coordinator where they would like the supplies to come from.
• House Managers, or alternatively a member designated by the House Manager will be responsible for refilling the water barrels by the end of the second week of each Fall semester. Workshift credit or HI hours can be given to the designated member, as determined by their house management.
• The Required Emergency Kit Materials list shall be changed to include only the amount of supplies that are necessary to adequately serve the house in the case of an emergency, eliminating superfluous supplies. The Member Resources Coordinator maintains a list of these supplies.
V.K.3. THE MEMBER'S TRAINING PROCESS
Community Emergency Response Team (CERT) Trainings
1. Each house must send three managers, five for larger units (CLO, CZ, Rochdale) to at least one CERT Training held by the Berkeley Fire Department. All members/managers can fulfill this requirement; House(/Assistant) Presidents, House Managers and Maintenance Managers are required to attend if volunteers cannot be solicited. All managers are encouraged to attend. It is strongly recommended that managers evenly attend Search and Rescue, Disaster First Aid and Fire Suppression.
2. The Member Resource Coordinator is responsible for, at the beginning of the semester, reminding House/Assistant Managers of the minimum member training requirements of their house and directing them to the site where training dates are posted.
3. The House/Assistant Manager will become responsible for ensuring that their minimum member requirement is met and will themselves send in registration requests to the Berkeley Fire Department, copying the email to the Member Resource Coordinator.
4. CERT trainings are counted towards each unit’s training requirement for up to one year after the training (i.e. each CERT training is valid for one calendar year). Units must be in compliance with CERT training requirements and verify with the MRC by the 11th week of each semester.
5. Managers/members who register for training and cannot attend must find a replacement from their house to attend in their place or notify the Berkeley Fire Dept in advance that they will not be making it. They must also notify the MRC of any changes made. The Berkeley Fire Dept will provide the MRC with a list of those co-op members who did not attend the trainings that they registered for. Any members who did not arrange for a replacement or give the Fire Dept advanced notice that they wouldn’t be making it will be fined. The Member Resources Coordinator will fine units $25 for each no show, and House/Assistant Managers may choose whether or not to levy the fines to the individual member who did not attend.
6. All House Presidents, House/Assistant Managers and Maintenance Managers who do not complete their CERT training requirement (attending at least one training annually) shall be fined according to the central level manager oversight policy of a fixed $50 compensation loss for each manager that does not complete the CERT training, as determined by the Member Resources Coordinator.
7. The House/Assistant Manager is to supply the names of the trained people to C.O. and C.O. is to keep an active list of trained people in each unit.
- i. A major manager must review the full house emergency plan and delegate any needed roles to house members by Week 5 of each semester, with HI hours available to volunteers. This plan is then printed and stored with the ERK along with an accurate roster. This review is also a time to solicit house members to attend a CERT training in advance of the Week 11 deadline.
Member Training Video
• The MRC is responsible for showing the video to managers at managers training.
• All BSC members need to watch the video at least once during their membership.
• The MRC is responsible for providing emergency information to members that is specific to the cooperative community during the showing of the video to make it more appropriate to the BSC.
• It is recommended that the MRC conduct inventories in tandem with the Habitability Inspections process (Contact the Operations Assistant for more info).
Emergency Evacuation Drill
Units are required to complete an emergency evacuation drill by the 7th week of each semester, to be led by a member chosen at council (House President being the default drill leader unless an alternate is selected) in collaboration with other managers and the Member Resources Coordinator. The drill shall include:
- 1. A presentation at a house council preceding the drill, including the following information: fire and earthquake response procedures; the locations of all exits, fire escapes, evacuation routes, fire extinguishers and fire alarms; the location of the e-kit, water barrels, and food cache; the location of the emergency assembly area; a review of the roles and responsibilities assigned in the Unit Emergency Plan.
- 2. A drill which simulates an emergency evacuation. Separate fire and earthquake drills can be held or they can be incorporated into one drill. Aspects to be included in the drill are: how to respond to an earthquake; all possible evacuation routes; a run-through of the roles assigned in the Unit Emergency Plan; house assembly at the emergency assembly area. The drill must include practice of plans for disabled persons in all units (for both wheelchair and non-wheelchair accessible units; this include plans for members who are deaf/hard-of-hearing or blind/low-vision). Optional: The use of mock injured persons during the drill to simulate a real earthquake and multi house drills utilizing the disaster caches.
- 3. Participate in a co-op-wide emergency drill whose date and nature is decided by ETCom.
Directive for Central Level Moving Forward
• Central Level has determined that we shall create 3 locations to house food supplies to be used for the entire membership in the event of a large-scale emergency. Food will be stored in a shed in a parking spot at Northside Apartments, in a parking structure at Oscar Wilde, and in a shed at Rochdale. There will be enough food (2000 calories per day) for every member for 3 days. The food will be inventoried and rotated by central warehouse staff annually.
• Annually, the Member Resource Coordinator will be responsible for designating a BSC on-call or other employee to review the contents of the food caches in question and will arrange their replenishment according to need, in collaboration with CFS, who will order the supplies. Soon-to-be-expired food will be redistributed and billed to the units.
V.K.4. PROTOCOLS CONCERNING MEMBER DEATH
1. Upon the death of a BSC Member, the Cooperative Experience Manager or the Executive Director, or a designee will contact those listed on the member’s emergency contacts informing them of the member’s death
2. The Cooperative Experience Manager, or Executive Director will inform the Cabinet and the Board Representative(s) of the member’s unit.
3. The Executive Director or a designee upon consultation with the VPEA, Board Rep(s) and/or those Designated on the Emergency Contacts list will coordinate any public announcements or communications to external entities as necessary.
4. The Cooperative Experience Manager or a designee from the Cooperative Experience Department will reach out to the members of the unit in which the member has passed away and/or is a member of with resources that include low cost, if not free, confidential counseling services.
[Added on 4/15/2022]