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Hurricane Procedures
Bulletin #1                                                    Workplace Preparation
 Should a Hurricane threaten the City of Pinellas Park we must do everything possible to minimize its losses. Proper preparation of our worksites is an essential component of reducing the City's liability. Your assistance in completing the following procedures will greatly assist the City in reducing its liability in the event a Hurricane strikes our area.

HURRICANE WATCH
If a Hurricane Watch is issued prior to leaving work for the day employees are required to perform the following:                                                                               
  1. Follow all computer backup guidelines as issued by the Department of Information Technology regarding Computer Hurricane Emergency Procedures.
  2. Place all cardboard boxes in your work area above floor level.
  3. Provide keys to your desk and file cabinets to assigned office staff.

HURRICANE WARNING
Weekday Preparation:
If a Hurricane Warning is issued or likely to be issued, prior to leaving work for the day, employees are to prepare their work area for the probability of a hurricane. This would involve the following:

  1. Placing all exposed papers and files in a desk drawer or file cabinet.
  2. Placing all desktop items, i.e., staplers, paper clip holders, in-baskets, pen and pencil holders, trinkets, etc., in a desk drawer or file cabinet.
  3. Covering computers, computer components, typewriters and books with plastic.
  4. Follow all computer backup guidelines as issued by the Department of Information Technology regarding Computer Hurricane Emergency Procedures.
  5. Remove all wall hangings in your work area and store above floor level.
  6. Offices with windows will require the removal of chairs, small furniture, wall hangings and plants to be placed in a secure area, preferably in a windowless office or storage area.
  7. Unplug all electronic equipment in your work area from electrical outlets. If you elect to disconnect computer components make sure all cables are marked.
  8. Close all doors in your work area.

Non-Workday Preparation:
If a Hurricane Warning is issued during the weekend, a day off or a holiday, your work area may be prepared by office staff assigned to this task. It is important that the keys to your desk and file cabinets are left with assigned office staff.

Employee Question and Answer Document:
The document included a the link below provides information on common questions employees have when the City is impacted by a storm.

Bulletin #2                                                      Reporting Procedures
During emergency operations, City employees’ schedules will be determined by the Department Administrator or designee. Th is scheduling may continue for an extended period of time. Shift s will be implemented to allow employees time to secure and/or arrange for necessary clean-up and repairs to their homes.
• On declaration of an emergency the City Manager will make personnel policy decisions concerning facility closures, essential personnel, hours of work, work assignments, and other matters. The Human Resources Department will distribute these policies, in writing, to city Departments. As the emergency progresses, and eventually passes, these policies will be updated or amended as appropriate.
• All City of Pinellas Park employees must be prepared to assist the citizens of Pinellas Park in the event of a disaster. Department Administrators are responsible for assigning their employees to one of the following categories:

1. Emergency Critical Personnel:  Employees assigned as Emergency Critical must be immediately available to their departments before, during, and directly aft er a disaster event.

2. Emergency Essential Personnel:  Employees assigned as Emergency Essential are allowed to go home before the event and required to report at a specifi ed time and location aft er the event, or as assigned by their supervisor.  

3. Emergency Non-Essential Personnel:  Employees will go home prior to the storm and are not required to report for work until advised to do so by their supervisor.

• Communications are most important at all levels of the organization in disaster conditions. Department Administrators or their designees will contact personnel as soon as practicable regarding reporting to work. However, if an employee has not heard from a Department Administrator or designee within 12 hours aft er the disaster has passed, the employee must make every attempt to contact his or her supervisor or competent authority to inform the supervisor of his or her reporting status.

EMPLOYEE CONTACT INFORMATION
• Employees who have not heard from a responsible authority at the City should use one of the following to receive information:

-An employee’s usual contact number for his or her supervisor
-City G-Mail or personal email
-727-369-0700 (City Hall)
-727-546-6505 (Employee Emergency Information Line)
-City of Pinellas Park TV: Brighthouse Channel 641 and Verizon Channel 21
-BayNews 9
-TV-8 (NBC)
-TV-10 (CBS)
-TV-13 (FOX)
-TV-28 (ABC)
-Pinellas County CIC: 464-4333

• All employees need to ensure that they have a current City of Pinellas Park ID card to allow entry into restricted areas.
• Instances of employees not reporting to work within a three day limit will be examined on a case-by-case basis afterward.                                       
Bulletin #3                                                       Employee Assistance
The City has set up an employee emergency assistance telephone number that you may need to utilize after a hurricane has passed. Should you find yourself in need of assistance please call 1-888-267-8126 and briefly explain your situation. Be sure to provide current contact information with an explanation of your hardship. Information provided on the employee emergency assistance telephone line may be recorded. The City works diligently to assist employees, as well as provide the necessary information to help with recovery efforts after a storm.

Employee Assistance Program (EAP)/Counseling: Employees can call the external EAP line for counseling before, during, or after an emergency event. Internal EAP counseling may be available after an event and is contingent upon the City's ability to return to standard operations.

Ceridian EAP: 1-888-267-8126