Emerald Dolphin’s
Hurricane Preparedness Plan
Emerald Dolphin’s Hurricane Preparations begin before and after a hurricane is first projected to enter the Gulf of Mexico. Section 1 covers actions to be taken prior to Hurricane Season. Section 2 covers actions to be taken when a hurricane is first projected to enter the Gulf of Mexico (not when the hurricane actually enters the Gulf). Section 3 covers actions to be taken as soon as Pensacola is projected, by the National Hurricane Center, to be within a hurricane’s cone for potential landfall. Section 4 & 5 cover actions to be taken once a Hurricane Watch and Hurricane Warning have been issued for Pensacola Beach. Section 6 covers actions to be taken after the storm has passed.
Section 1 – Pre-Hurricane Season Preparations
The Board of Directors should:
- Execute annually an agreement with Phoenix Coatings, Inc.
- Request Phoenix Coatings, Inc. to provide the operating, fueling and servicing (at the required intervals) of a 500KW mobile generator.
- Request Phoenix Coatings to bring diesel fuel out to the sight to be used in the 500KW generator. Initial load of 600 gallons is recommended.
- Request that Phoenix Coatings, Inc. provide labor for fueling the generator and the equipment to do so.
- Request that Phoenix Coatings, Inc. perform the electrical load switching, as specified in the “Steps For Providing Emergency Generator Power To Emerald Dolphin’s Individual Condominium Units” (attached).
- Have Phoenix Coatings, Inc. call a licensed electrical company (Barnes Electric is preferred) to connect the 500KW mobile generator to the electrical feed box (located in the electrical room on 2 behind the trash room) which provides power to the individual units.
- Maintain an agreement with an engineer, to serve as Emerald Dolphin’s Engineer of Record, to provide advice throughout the pre and post hurricane emergency. The Engineer would be vital in working with Insurance agencies and government officials during the post hurricane restoration.
- Make other assignments of critical steps for staff and contractors as determined necessary.
Board of Directors authorizes the Community Association Manager (CAM) to:
- Annually, update the notification regarding the General Contractor and Engineering Companies of record to SRIA, Escambia County Sheriff’s Office, and the Fire Department. This should be provided on Emerald Dolphin’s letterhead.
- Annually, provide SRIA with authorization for re-entry decals for all staff (and contractors if needed). This authorization must be on Emerald Dolphin letterhead. Employees (and contractors) must take the letter to the SRIA for decal.
- Around April, provide the Owners’ Hurricane Preparation List and the Owners’ Preparedness Checklist to unit owners and rental agents (both attached).
- Let Owners know Pig Socks are available for purchase from the manufacturer. Note: Pig socks (model 233) are absorbent tubes (3” by 48”) that absorb up to 1½ gallons of water (single use only). Owners are strongly advised to order (and utilize) the pig socks at the following web address: http://www.newpig.com/webapp/wcs/stores/servlet/Product8_10651_10151_140619_-1_116978_106085_106976_.
- Update, if necessary, the various forms attached:
- Hurricane Possibility Posting
- Hurricane Warning Posting
- Next of Kin Notification Form (for any unit occupants remaining in the building during a storm)
- Owners’ Hurricane Preparation list
- Owners’ Hurricane Preparedness Checklist
- Steps For Providing Emergency Generator Power To Emerald Dolphin’s Individual Condominium Units
- Designate someone out of the storm’s path to be the Communications Facilitator (_____________). This person should have the following information:
- List of Owners with addresses and telephone numbers.
- Emergency Contact information for Contractors, Engineers, Electrical Company, Board of Directors, Staff, etc.
- Instructions to update Emerald Dolphin’s web site.
- Steps required to establish voice mail on 850-934-6401.
CAM and Maintenance Engineer (ME) duties:
- Acquire supplies needed for hurricane preparation.
- Pig Socks for use in common areas, including inside and behind the doors in each cart storage room on floors 5 through 16.
- Heavy-duty trash bags (for use in emptying fridges).
- Rebar Staples to secure the gates to the ground (if needed).
- Space Bags to seal up Building Drawings.
- Acquire supplies needed for clean up after the storm. Store In 3rd or 7th floor storage rooms. Adjustments to these supplies can be determined by CAM and ME.
- Power extension cords
- Dust masks
- Latex gloves
- Leather work gloves
- Cotton work gloves
- Rain suits
- Caution tape
- Flat pry bar “18”
- Flat bladed shovel
- Garden shovel
- Pig Socks for common areas
- Gasoline for small generator
- “24” push broom
- Straw sweep broom
- Fix-a-flat
- Duct tape
- Digital camera with lots of batteries and memory cards.
- Bottled Water for drinking and non-perishable food.
- Sun screen and bug spray.
- Names, Addresses and Telephone numbers for unit owners.
- First Aid Kit.
- Flashlights and batteries.
- Hand Sanitizer
- Keep inventory of all “personal” property, of the Association, for insurance purposes, along with purchase prices (e.g., lobby and meeting room furniture, tools, lawn care equipment, pool equipment and furniture, etc.). Store in Safe Deposit Box.
- Review and provide necessary keys to the General Contractor (Ground floor entrances, stairwells, Generator rooms, Pump Room, Roof, all electrical rooms (make sure Barnes Electric Co. has access to the 2nd floor electrical room behind trash room).
- Provide General contractor with map of sprinkler heads and well heads.
- Make sure our generator’s fuel tank is full. During hurricane season, top off tank each month.
- Personally maintain a complete list of all possible contractors and vendors that may need to be called during and after a hurricane.
Section 2 – Hurricane has been projected to enter Gulf of Mexico (not when the hurricane actually enters the Gulf). This is usually 5-7 days before potential landfall.
CAM and ME will perform the following:
- Contact members of the Hurricane Preparedness Committee.
- Ensure our Emergency Generator is in working order and the fuel tank is full. Consider ordering additional diesel. (Could be brought by the contractor that brings spare diesel for emergency 500KW back-up generator).
- Make back-ups of all computer files and store in the Safe Deposit Box.
- Inventory which units are occupied. (Worksheet attached)
Section 3 - Pensacola Beach is projected within a hurricane’s cone for potential landfall. This will typically be 1-2 days prior to a Hurricane Watch (approx 3-4 days before landfall).
CAM
- Notify Rental Agents to begin securing their units:
- JME (Susan Kennedy) 932-0775
- Pensacola Beach Properties (Tracey Land) 934-0099
- RMI (Yoko Jimison) 932-5376
- America’s Top Realty (Julie Brill) 934-1373
CAM and ME:
- Announce on intercom and post notice (FIRST ALERT) (attached) in the lobby that Emerald Dolphin is in hurricane preparation mode.
- Call Phoenix Coatings, Buddy Stanford, (850/857-4740) or George Atkinson (850/554-1943) for the following actions:
- RESERVE 500KW GENERATOR (this should be around 48 to 72 hours before expected landfall)
- Reserve Port-o-lets
- Stockpile fuel for generator
- Stock up on dehumidifiers if determined needed with or without a 500KW generator
- Call A-1 Fence, George Black at 850-438-2222 to remove front drive-in gate electronics. We expect to pay for this service even if the hurricane never reaches Pensacola Beach. Store the electronics in an electrical room such as the ones on floors 9, 10, 12, 13 or 17.
- Remove Drive-in front Gates and store them in the parking garage.
- Put all pool furniture, trashcan lids and pool equipment (nets, hook) in the pool equipment room.
- Move pool chemicals to a higher floor for storage.
- Bring in all other trashcan lids.
- Lock Pool bathrooms.
- Put pig socks just inside and behind doors of all cart rooms on floors 5 - 16.
- Lock all doors on 4th floor and block securely.
- Seal Building Drawings in Space Bags or water-tight cylinders and store in safe place.
Section 4 – Hurricane Watch posted (36 hours before landfall)
NOTE: At the discretion of the on-site Board members and the CAM and ME, activities may be initiated sooner or later than has been shown here. Bottom line, each hurricane situation is fluid. Owners and staff may also have to secure their homes, in addition to Emerald Dolphin, in adequate time for the storm.
CAM and ME:
- Tape a copy of the “FIRST ALERT” notice, Owners’ Hurricane Preparation list (attached) and Owners’ Hurricane Preparedness Checklist (attached) on each unit’s door. Leave trash bags in Lobby for owners’ use to empty fridge. Owners must leave checklist on their entry door when they leave. Units known to be unoccupied can be secured at this time.
- Establish voice mail service at 850-___ ____. Record greeting and message.
- Inventory Units in building to determine if units are empty.
- Knock on every door that does not have a completed checklist. If someone plans to stay, have him or her fill out the form for next of kin notice (attached).
- Enter every unit, even if checklist is shown complete, and make sure every slider is locked.
- If checklist is not completed, enter unit and take necessary required actions.
CAM and ME:
- Announce on intercom and post notice “FINAL ALERT” (attached) in lobby and elevators when Hurricane Watch is issued for Pensacola Beach. Notify unit owners that the building will be in shut down mode and there will be no power, AC, water or elevator service.
- All Master Keys and all other keys should be boxed and moved to a safe level if necessary. Keys for Phoenix Coatings, Inc. should have already been delivered to them.
- Deposit all cash and checks in bank.
- Notify the Escambia County Emergency Management Center (471-6600) if anyone (or no one) plans to stay in the building.
- Post information for Search and Rescue if anyone (or no one) stayed in the building. Post inside (high up) on the office window and the sliding doors. Also post on the stairwell side of BOTH stairwell doors to the 1st floor and in the 1st floor elevator area.
- Raise Elevators to 9th floor and power down.
- Determine the need for pumping some water out of the pool and spa (6 to 10 inches) and adding extra chlorine and bromine respectively.
- Shut off power supply and water supply to pool and spa and consider removing pumps and storing them in parking garage storage on floors 2 or 3.
- Shut off propane tank to spa.
- All luggage carts should be stored in the 3rd floor cart storage room.
- Any cars remaining should be moved to the 2nd and 3rd floors if possible.
- Any Association items on the 4th floor patios (common areas) or the garden decks should be stored inside the reception area on 4.
- Store lobby and elevator rugs.
- Place pig socks around all doors and windows on the 4th floor and behind all doors to the cart rooms on floors 5 – 16 if not already done.
- Trash room roll-up door should be left open and tools and equipment in the trash room should be moved to the 3rd floor maintenance room.
- Remove automatic doors on floors 1 – 3 and store in parking garage storage areas on level 2 or 3.
- Disconnect elevators from the emergency generator power.
- Lock Trash Chute Openings.
- Turn off irrigation system.
- Turn breakers off on the outside generator so it will not try to start and run during the hurricane when power is lost.
- Disconnect the cable television line where it enters the building to prevent lightning damage to amplifier, cable box and TVs.
- Turn off power to the building. ALSO FOLLOW “Steps For Providing Emergency Generator Power To Emerald Dolphin’s Individual Condominium Units” (attached)
- Turn off domestic water to the building.
- Turn off fire sprinkler system and water to the system.
- Make sure the door to the roof, the door to the elevator room on the roof, and the door just below the elevator equipment room (behind the big fan blowers) are all closed.
- Make sure all stairwell doors and trash room doors are securely closed.
- Make sure all storage room doors are securely closed, including the ones on the east and west outside ends of the building.
- Consider having trash service contractor pick up spare dumpsters.
- Consider removing and storing signs on fences, including the pool area.
- Consider removing and storing pool clock.
NOTE: Determine if shutting off all power, domestic water, fire sprinkler system, etc., violates any codes, ordinances, insurance requirements or fire marshall regulations.
Section 5 – Hurricane Warning Posted (24 hours before landfall)
CAM and ME:
- Wrap up any open issues and secure to a safe location.
- Notify all Board Members of your locations and phone numbers where you can be reached.
Section 6 - Post Storm Action
- All communications from individuals staying in the storm area should be to the Communication Coordinator. Remember, it will be much easier for folks to call out of the area than for others to call into the damaged area.
- Name of Coordinator 850/___ ____
- The CAM, Engineer of Record, any Board Members present, and General Contractor should make contact to meet at the property for damage assessment.
- Photos must be taken of all damage to the building and units before any clean up or repair work may begin.
- Establish a form to record post hurricane work orders. All work must be recorded and filed with the proper paper work.
- Establish a work order completion form.
- Write a letter to the SRIA and to the Escambia County Sheriff and inform them of our recovery plans and ask for their cooperation.
- Unlock Trash Chute doors if they were locked prior to the storm.
- Put damage report and photos on web site.
- Inventory units in building to ensure all circuit breakers are off, except for the ones for the air-conditioning system (see Steps For Providing Emergency Generator Power To Emerald Dolphin’s Individual Condominium Units – attached), and ensure water is off. A completed checklist should still be on each door.
- Make sure water main remains off to the building. This may be in addition to ECUA turning off water to the property.
- Determine if Emerald Dolphin’s generator can be used temporarily for stairwell lighting and elevators.
- Make sure Phoenix Coatings, Inc. brings in the 500KW emergency generator.
- Make sure Phoenix Coatings, Inc. has notified Barnes Electric to connect the generator to the condo units power source in the second floor electrical room behind the trash room.
- Make sure Phoenix Coatings, Inc. has brought out a minimum of 600 to 700 gallons of diesel fuel.
- Make sure Phoenix Coatings, Inc. has been provided the “Steps For Providing Emergency Generator Power To Emerald Dolphin’s Individual Condominiums” (attached) at this time. Make sure they understand the importance of following these steps exactly as written.
- Check Building Systems prior to returning to service:
- Fire Alarm – Patrick Geise ph#850-232-2026
- Monitoring System – Simplex Grinnell ph# 888-746-7539, building ID TMP2062706
- Water Pumps – Bo McIntyre ph# 251-509-6749
- Fire Pumps – Triple “A” Fire ph# 251-649-2037
- Electrical Panels – Barnes Electric ph# 850-438-1715, John’s Cell 777-9521.
- Elevators – Otis ph# 800-233-6847, building ID TMP453211
- Generator – Thompson Tractor, Cluis Howell ph# 251-626-5100 office, 251-331-6451 cell.
- Fuel Tank – T-Gill Fuels ph# 850-438-3835
- The General Contractor will remove sand and debris from our property and place it on the right of way outside the gate. It can be staged inside on the northeast corner of the parking lot and moved to the right of way as it becomes available.
- The General Contractor will remove storm debris using dumpsters.
- Fire Sprinkler System – ensure no visible damage before testing.
- Before water can be turned back on to the building, lines must be flushed of sand.
- At the appropriate time, call A-1 Fence, George Black at ph# 850-438-2222 to reinstall front drive gate electronics.
- NOTE: Only after the CAM, ME and Board Members on hand have reviewed the structural damage to the building and units and determined them to be safe, will the owners be allowed to re-enter.
NOTES
- Our Engineer of Record, the President or Vice-President and the CAM must be present when the Flood Insurance Adjuster and the Windstorm Insurance Adjuster come to Emerald Dolphin for their claim review.
- The following will be required before the county will issue a certificate of occupancy: working emergency generator, fire alarm system, sprinkler system, stand pipes and fire pump.
- If the roof air-conditioning condenser units are compromised, the Association will purchase replacements for the non-repairable air conditioner condensers. Our air-conditioning contractor will perform a visual inspection to determine which condenser units appear to be non-repairable. The status of all others will be determined when electricity is available and when they are put under load. The Association will have the air-conditioner contractor place a bulk order for replacement units.
Useful Web Sites and Telephone Numbers
Escambia County Emergency Management Information Line 471-6600
www.escambiaemergency.com
Santa Rosa Island Authority 932-2257 or 932-2259
www.sria-fla.com
Escambia Sheriff’s Office 436-9630
Pensacola Beach (not always manned) 932-9211
www.escambiaso.com
Pensacola Beach Fire Department 932-3131
City of Gulf Breeze Police 934-5121
www.cityofgulfbreeze.com/police
Emerald Coast Utilities Authority (ECUA) 476-0480
www.ecua.org
Gulf Power (outages and service interruptions) 800 487-6937 www.gulfpower.com
ATT (Telephone) 888/757-6500
www.att.com
Pensacola News Journal 435-8542
www.pnj.com
Rental Agents
JME (Susan Kennedy) 932-0775
Pensacola Beach Properties (Tracey Land) 934-0099
RMI (Yoko Jimison) 932-5376
Owners’ Hurricane Preparations
Must be completed by _____
The following lists actions Homeowners should take to prevent and minimize damage to their individual units and other owners’ units at Emerald Dolphin as well as the building itself. Please post the attached checklist to your front door as you are leaving. NOTE: Make sure your sliding door locks all work.
- Remove perishables and frozen food from fridge. Empty and turn off icemaker. Turn power off and leave freezer and fridge door open. You may want to place a cotton ball soaked in vanilla in the fridge or add a box of baking soda.
- Remove all items from balconies.
- Remove all door mats, and any other projectiles, from the walkways and balconies.
- Turn off all power by shutting off all breakers.
- Turn off water to unit (lever over water heater).
- Close Dryer Door to prevent negative pressure.
- Fill bathtub full with water (for cleaning & flushing toilets).
- Lock all sliding glass doors.
- Lock entry door.
- Tape checklist to door.
- Run Air Conditioning on as low a cool setting as possible before shutting down power and leaving condo. This reduces the humidity in the unit as low as possible thus buying more time before any mold or mildew starts.
- Utilize pig socks around all sliding doors, entry door and windows.
- Stockpile items needed for cleanup after storm (towels, mops, cleaning supplies, Damp Rid or Dow Flakes (de-humidifying crystals), trash bags, carpet cutters, work gloves, flashlights and batteries).
- You may use duct tape around all door openings of the movable part to keep water out. Seal it well. The tape residue is easily removed with WD-40.
- Video or photograph contents and condition of your unit and store in a safe place that is secure and dry.
- Evacuate early.
- Make sure you have your Hurricane Stickers on your cars that were issued by SRIA so you may return to the Island after a storm.
Emerald Dolphin will be totally dark. All power, elevators, and water will be turned off to the building prior to the storm.
NOTE: The Association will provide the first 10 bullet steps above for $100 payable by the unit owners to the Association. Owners, upon requesting the Association to perform those 10 steps on their behalf, holds the Association, its employees and Board members harmless for any damages that might occur as a result of performing those 10 steps. If owner neglects to ensure that items 1-9 are not completed, the Association will secure unit and bill owner $150.
EMERALD DOLPHIN
UNIT# _____________
UNIT OWNERS’ HURRICANE PREPAREDNESS CHECKLIST
MUST BE COMPLETED BY ___________________
Checked By_____________________ Date/Time_______________
HOMEOWNER INSTRUCTIONS:
Please complete this form and tape it to your front door as you are leaving. This will help the staff prepare the building for shut down.
_____ Perishables and Frozen food removed from fridge.
_____ Icemaker empty and turned off.
_____ All furniture and loose items removed from balcony
_____ Remove all door mats, and any other projectiles from the walkways
and balconies.
_____ Turn off all power by shutting off all breakers.
_____ Turn off water to unit (lever over water heater).
_____ Close dryer door to prevent negative pressure.
_____ Fill bathtub full with water (cleaning & flushing toilets).
_____ Pig Socks placed by all windows and doors.
_____ Lock all sliding glass doors.
_____ Lock entry door.
_____ Unit is empty – all occupants have evacuated.
FIRST ALERT
Hurricane Possibility for Pensacola Beach
A hurricane forecast has Pensacola Beach as a possible target by __________________.
At this time, the Emerald Dolphin property is on a Hurricane Alert Status. The staff will be working to secure the property in the event of a hurricane in our vicinity. Actions such as the following will be taken:
- All pool furniture, trashcan lids and pool equipment will be removed.
- Gates and their motor operators and electronics will be removed.
Homeowners and guests are urged to begin performing the steps on the Owners’ Hurricane Preparations form.
Thank you for your patience and consideration in our work efforts.
Emerald Dolphin Board of Directors
FINAL ALERT
Hurricane Watch Issued for Pensacola Beach
A Hurricane Watch has been issued for Pensacola Beach. The Emerald Dolphin property will be completely shut down and everyone should be gone by __________________. No exceptions.
At this time, the Emerald Dolphin property is on a Hurricane Shut Down Status. The staff will be working to secure and evacuate the property. The following actions, among many others, will be taken:
- Automatic doors on floors 1-3 will be removed and stored
- Each unit will be checked to ensure building is vacant, balconies are vacant and all sliding doors are locked.
- The Trash Chute doors will be locked on each floor
- Elevators will be disconnected from emergency power source and shut down
- Doors on the fourth floor will be locked
- Power to the property will be turned off
- Water to the property will be turned off
Homeowners and guests must immediately move forward to complete all the steps on the Owners’ Hurricane Preparation form and complete the Owners’ Hurricane Preparedness Checklist, such as:
- Close dryer door to prevent negative pressure
- Remove perishables and frozen food from fridge
- Empty and turn off icemaker
- Lock all sliding doors and windows
- Turn off all circuit breakers
- Turn off water to the unit.
- And others
Emerald Dolphin
850 Fort Pickens Road
Pensacola Beach, FL 32561
Next of Kin Notification
Unit Number ____________________
Unit Telephone Number ____________________
Cellular Phone Number ____________________
Individuals Staying in Unit
Name _________________________________
Person to Notify _________________________________
Address _________________________________
Telephone Number _________________________________
Relationship _________________________________
Name _________________________________
Person to Notify _________________________________
Address _________________________________
Telephone Number _________________________________
Relationship _________________________________
Name _________________________________
Person to Notify _________________________________
Address _________________________________
Telephone Number _________________________________
Relationship _________________________________
Name _________________________________
Person to Notify _________________________________
Address _________________________________
Telephone Number _________________________________
Relationship _________________________________
Emerald Dolphin Worksheet - Inventory of Units
Floors
|
10
|
20
|
30
|
40
|
50
| |
4th
| ||||||
5th
| ||||||
6th
| ||||||
7th
| ||||||
8th
| ||||||
9th
| ||||||
10th
| ||||||
11th
| ||||||
12th
| ||||||
13th
| ||||||
14th
| ||||||
15th
| ||||||
16th
| ||||||
17th
| ||||||
STEPS FOR PROVIDING EMERGENCY GENERATOR POWER TO EMERALD DOLPHIN’S INDIVIDUAL CONDOMINIUM UNITS
STEPS BEFORE GENERATOR IS PLACED ON-SITE AND OPERATIONAL
- Call Barnes Electric, if Phoenix Coating has not already done so, and notify them of the pending need for their personnel to connect the generator upon its arrival. Phone # 850-438-1715.
- Make sure no cars are parked in any of the spaces just to the west side of the drive through canopy on the north side of the building. In case the 500KW Generator would not fit there, space should also be reserved in the parking lot just north of the canopy. THESE SPACES MUST BE RESERVED FOR THE PLACEMENT OF THE 500KW GENERATOR. WIRING HARNESSES MUST BE PLACED ABOVE THE CANOPY AND RUN THROUGH THE WALL OF THE SECOND FLOOR.
- Enter all 65 units and make sure all breakers are turned off, except for the following two ganged breakers labeled, CU-(A or B) (roof) and FCU-(A or B), which must be left on. NOTE: Unit 1730 has two sets of these two breakers.
- While in each unit, make sure the thermostats (unit 1730 has two), for the HVAC systems, are on and set to Cool and 75 degrees Fahrenheit.
- Make spreadsheet to control and check off steps in 3 and 4 above. (Include on this worksheet confirmation of the main water shut-off being shut off.)
- Turn off the service disconnects (see picture example attached) in the Electrical Rooms on floors 16, 14, 11, 8 and 5.
STEPS WHEN GENERATOR IS HOOKED UP AND OPERATING
- Turn on the service disconnects in the Electrical Rooms on floors 16, 8 and 5 only and run for six (6) hours.
- After the six (6) hours, turn off the service disconnects in the Electrical Rooms on floors 16, 8 and 5 and then turn on the service disconnects in the Electrical Rooms on floors 11 and 14.
- After the six (6) hours, turn off the service disconnects in the Electrical Rooms on floors 11 and 14 and then turn on the service disconnects in the Electrical Rooms on floors 16, 8 and 5.
- Repeat steps 2 and 3 until use of the emergency generator is no longer needed. NOTE: Because of the amp load distribution, do not change the above designated “banks” of floors on and off. This sequencing of floors 16, 8 and 5 being on while floors 11 and 14 are off, and vise versa, is required to prevent overload of the 500KW Generator and subsequent stalling.
STEPS BEFORE SHUTTING DOWN THE 500KW GENERATOR
- Shut off all the service disconnects in the Electrical Rooms on floors 16, 14, 11, 8 and 5 before shutting down the 500KW Generator.
- When shore power is restored, make sure all the service disconnects in the Electrical Rooms on floors 16, 14, 11, 8 and 5 are turned on.
-->