Emergency Management Plan SPAPLAN001

90 Pages·2014·3.68 MB·English

Revision: Version One (1)
Issue Date: 20.10.2014

Page: 1 of 90
Emergency Management Plan
Reference: SPAPLAN001

Emergency Management Plan

SPAPLAN001

UNCONTROLLED DOCUMENT

WHEN PRINTED

Approval and Implementation
Prepared by: Ri´ziliens Pty Ltd
Version Number: Version 1
Date of Approval: 20/10/2014 Date of Implementation: 20/10/2014
Position: Southern Ports Authority, Port of Esperance –
Approved by:
Harbour Master

Signature:

Review and Amendments
Scheduled Review: 20/10/2015 Review Type: Annual
Reviewed by:
Date of Approval: Date of Implementation:
Amendments:
Position:
Amendments Approved by:
Signature:
Revision: Version One (1)
Issue Date: 20.10.2014
Page: 2 of 90
Emergency Management Plan
Reference: SPAPLAN001

Emergency Management Plan ‘In-Action’ Navigation Guide

Section Link

Activate
Section Link
Establish Emergency
Control Centre
Section Link
Confirm Structure and
Roles
Section Link
Incident Management
Process
Section Link
Support Team
Processes
Return to Business- Section Link

as-Usual

SPAPLAN001 – Emergency Management Plan Printed: 10-Nov-14
Revision: Version One (1)
Issue Date: 20.10.2014
Page: 3 of 90
Emergency Management Plan
Reference: SPAPLAN001

TABLE OF CONTENTS
INTRODUCTION ................................................................................................................................................... 6
EMERGENCY MANAGEMENT PLAN ....................................................................................................................................... 6
SUPPORTING AND RELATED DOCUMENTS .............................................................................................................................. 6
PURPOSE .......................................................................................................................................................................... 7
STATUTORY REQUIREMENTS ................................................................................................................................................ 7
DEFINITIONS AND ABBREVIATIONS ........................................................................................................................................ 8
PART 1 – SYSTEM OVERVIEW.............................................................................................................................. 10
SCOPE ........................................................................................................................................................................... 10
GEOGRAPHICAL AREA OF RESPONSIBILITY ............................................................................................................................ 10
PARTICIPANTS IN THE PLAN AND THEIR RESPONSIBILITIES ....................................................................................................... 10
ACTIVITIES AND ASSETS .................................................................................................................................................... 11
PHILOSOPHY ................................................................................................................................................................... 11
BUSINESS CONTINUITY PROGRAM COMPONENTS .................................................................................................................. 12
OBJECTIVES .................................................................................................................................................................... 12
APPROACH ..................................................................................................................................................................... 12
ORGANISATIONAL STRUCTURES .......................................................................................................................................... 13
FIRST RESPONDERS .......................................................................................................................................................... 13
ON SCENE COMMANDERS ................................................................................................................................................. 14
INCIDENT MANAGEMENT TEAM ......................................................................................................................................... 14
CRISIS MANAGEMENT TEAM ............................................................................................................................................. 16
CORPORATE SUPPORT TEAMS ............................................................................................................................................ 16
BUSINESS CONTINUITY TEAM............................................................................................................................................. 16
RELATIONSHIP WITH OTHER GOVERNMENT EMERGENCY ORGANISATIONS ................................................................................ 17
DEFINING AN EMERGENCY ................................................................................................................................................ 17
VESSEL PLACE OF REFUGE ................................................................................................................................................. 18
EMERGENCY COMMAND AND CONTROL .............................................................................................................................. 18
RELATIONSHIP TO WA INCIDENT LEVELS .............................................................................................................................. 19
COMMUNICATIONS DURING AN EMERGENCY ....................................................................................................................... 20
TRAINING AND EXERCISES ................................................................................................................................................. 20
AUDIT AND REVIEW ......................................................................................................................................................... 22
PART 2 – EMERGENCY MANAGEMENT ACTIONS ................................................................................................. 23
RESPONDING TO AN INCIDENT OR EMERGENCY ..................................................................................................................... 23
ESTABLISHING THE EMERGENCY CONTROL CENTRE ................................................................................................................ 24
EMERGENCY CONTROL CENTRE LOCATIONS ......................................................................................................................... 25
CONFIRM STRUCTURES AND ROLES ..................................................................................................................................... 26
INCIDENT MANAGEMENT PROCESS ..................................................................................................................................... 28
SUPPORT TEAM PROCESSES ............................................................................................................................................... 30
INCIDENT ACTION PLANS .................................................................................................................................................. 32
INCIDENT INFORMATION MANAGEMENT ............................................................................................................................. 32
GUIDELINES FOR DEALING WITH AFFECTED PEOPLE. .............................................................................................................. 32
MONITORING, ANALYSING AND RESPONDING TO TRADITIONAL AND SOCIAL MEDIA. .................................................................. 34
INCIDENT REPORTING ....................................................................................................................................................... 35
IMT SHIFT HANDOVER PROCEDURES .................................................................................................................................. 36
TERMINATION OF AN EMERGENCY ...................................................................................................................................... 37
CLEAN-UP AND RECOVERY ................................................................................................................................................ 37
DEBRIEF ......................................................................................................................................................................... 37
INCIDENT INVESTIGATION .................................................................................................................................................. 38
SPAPLAN001 – Emergency Management Plan Printed: 10-Nov-14
Revision: Version One (1)
Issue Date: 20.10.2014
Page: 4 of 90
Emergency Management Plan
Reference: SPAPLAN001

ATTACHMENT 1 – DUTY CARDS .......................................................................................................................... 39
ATTACHMENT 2 – INCIDENT DISPLAY BOARDS AND FORMS ................................................................................ 40
MAIN EVENTS LOG .......................................................................................................................................................... 41
FOCUS BOARD ................................................................................................................................................................ 42
STAKEHOLDER BOARD ...................................................................................................................................................... 43
AFFECTED PERSONS TRACKING BOARD ................................................................................................................................ 44
RESOURCE TRACKING BOARD ............................................................................................................................................ 45
INDIVIDUAL LOG OF EVENTS .............................................................................................................................................. 46
MESSAGE TAKING FORM .................................................................................................................................................. 47
MEDIA RELEASE TEMPLATE ............................................................................................................................................... 48
AIIMS BRIEFING FORM .................................................................................................................................................... 49
ATTACHMENT 3 – MAPS AND SITE DIAGRAMS .................................................................................................... 50
MAP 01 – PORT OF ESPERANCE LIMITS ............................................................................................................................... 51
MAP 02 – EMERGENCY RESOURCES LOCATION OVERVIEW ..................................................................................................... 52
MAP 03 – EMERGENCY RESOURCES LOCATION ADMIN & STORES ........................................................................................... 53
MAP 04 – EMERGENCY RESOURCES LOCATION BERTH 1 AND LANDSIDE AREAS ......................................................................... 54
MAP 05 – EMERGENCY RESOURCES LOCATION BERTH 2 AND LANDSIDE AREAS ......................................................................... 55
MAP 06 – EMERGENCY RESOURCES LOCATION BERTH 3 AND LANDSIDE AREAS ......................................................................... 56
MAP 07 – EMERGENCY RESOURCES LOCATION SHED 3, 4 AND SULPHUR ................................................................................. 57
MAP 08 – DANGEROUS GOODS & FLAMMABLE SUBSTANCES LOCATIONS ................................................................................ 58
DIAGRAM 01 – OVERVIEW WHOLE-OF-PORT EVACUATION, MUSTER POINTS ........................................................................... 59
DIAGRAM 02 – ADMINISTRATION BUILDING EVACUATION ROUTES ......................................................................................... 60
DIAGRAM 03 – ADMINISTRATION BUILDING EVACUATION MUSTER POINT ............................................................................... 61
ATTACHMENT 4 – EMERGENCY RESPONSE PROCEDURES .................................................................................... 63
ERP 01 – IMMEDIATE RESPONSE TO ALL EMERGENCIES ........................................................................................................ 64
ERP 02 - SITE EVACUATION .............................................................................................................................................. 65
ERP 03 - MEDICAL EMERGENCY ........................................................................................................................................ 66
ERP 04 - OFFICE/STRUCTURAL FIRE ................................................................................................................................... 67
ERP 05 - BUSHFIRE ......................................................................................................................................................... 68
ERP 06 - DANGEROUS GOODS/HAZARDOUS MATERIAL RELEASE ............................................................................................ 69
ERP 07 - INDUSTRIAL/TRANSPORT ACCIDENT OR STRUCTURAL INSTABILITY .............................................................................. 70
ERP 08 - CONFINED SPACE INCIDENT (ASHORE) ................................................................................................................... 71
ERP 09 - WORKING AT HEIGHTS INCIDENT .......................................................................................................................... 72
ERP 10 - INCIDENT INVOLVING A SHIP ................................................................................................................................ 73
ERP 11 - EVACUATION OF PERSONNEL FROM A SHIP ............................................................................................................. 75
ERP 12 - OIL SPILL/DG RELEASE INTO THE WATER ............................................................................................................... 77
ERP 13 - SEVERE STORM .................................................................................................................................................. 78
ERP 14 - FLOOD/TIDAL SURGE/TSUNAMI ........................................................................................................................... 79
ERP 15 - EARTHQUAKE .................................................................................................................................................... 80
ERP 16 - BOMB THREAT .................................................................................................................................................. 81
ERP 17 - ARMED INCURSION/SECURITY BREACH .................................................................................................................. 82
ERP 18 - CIVIL DISTURBANCE ............................................................................................................................................ 83
ATTACHMENT 5 – EMERGENCY CONTACT DIRECTORY ......................................................................................... 84
ATTACHMENT 6 - ONSITE EMERGENCY RESPONSE EQUIPMENT LISTS .................................................................. 87
EMERGENCY RESPONSE TRAILER ........................................................................................................................................ 87
FIRE FIGHTING TENDER ..................................................................................................................................................... 88
OIL SPILL RESPONSE - EQUIPMENT TRAILER 1 ....................................................................................................................... 89
SPAPLAN001 – Emergency Management Plan Printed: 10-Nov-14
Revision: Version One (1)
Issue Date: 20.10.2014
Page: 5 of 90
Emergency Management Plan
Reference: SPAPLAN001

LIST OF FIGURES

Figure 1 – BC Program Element Relationships. ................................................................................................................................. 12
Figure 2 – BC Organisational Structures. .......................................................................................................................................... 13
Figure 3 – Typical Port of Esperance Incident Management Team. .................................................................................................. 14
Figure 4 – Augmented Incident Management Team. ....................................................................................................................... 15
Figure 5 – Typical Port of Esperance and Government Incident Management Interfaces. ............................................................... 17
Figure 6 – Decision and Activation Process. ...................................................................................................................................... 24
Figure 7 – Establishing the Emergency Control Centre. .................................................................................................................... 24
Figure 8 – Incident Management Process. ........................................................................................................................................ 28
Figure 9 – Telephone Responder Process. ......................................................................................................................................... 30
Figure 10 – Corporate Communications Support Team Process. ...................................................................................................... 31
Figure 11 – HR Support Team Process. ............................................................................................................................................. 31
Diagram 04 – Large Scale IMT Room Layout .................................................................................................................................... 62

LIST OF TABLES

Table 1 – Supporting and Related Documents. ................................................................................................................................... 6
Table 2 – Definitions and Abbreviations. ............................................................................................................................................ 9
Table 3 – WA Incident Levels and Indicative Port Responses. ........................................................................................................... 20
Table 4 – Key Command & Control Locations for Large Scale Emergencies. .................................................................................... 26
Table 5 – Default SPA PoE IMT Membership..................................................................................................................................... 27
Table 6 – Incident Management Process Responsibilities. ................................................................................................................ 30
Table 7 – Guidance on Incident Reporting Requirements ................................................................................................................. 36
Table 8 – ER Trailer Equipment List. .................................................................................................................................................. 87
Table 9 – Fire Tender Equipment List. ............................................................................................................................................... 88
Table 10 – Onsite Oil Spill Response Trailer 1 Equipment List. .......................................................................................................... 89
Table 11 – Onsite Oil Spill Response Trailer 2 Equipment List ........................................................................................................... 90

SPAPLAN001 – Emergency Management Plan Printed: 10-Nov-14
Revision: Version One (1)
Issue Date: 20.10.2014
Page: 6 of 90
Emergency Management Plan
Reference: SPAPLAN001

Introduction
Emergency Management Plan

The Southern Ports Authority, Port of Esperance (SPA PoE) Emergency Management Plan (EMP) forms part of
the Business Continuity (BC) program which is designed to ensure that:
 SPA PoE is able to respond promptly and appropriately to a crisis or emergency event;
 Critical business functions can be maintained or restored in a timely fashion in the event of a material
business disruption; and
 The financial, legal, reputational and other consequences arising from the disruption are minimised.
The document is structured into two distinct elements as follows:
 The EMP - detailing the general function of Emergency Management arrangements; and
 Attachments/Appendices - components of the EMP that are regularly reviewed i.e. Contact Lists,
Equipment Lists, etc.
Where detailed information is not provided in the EMP, direction to the related documentation is provided in
the table below or in the text of the plan.
Supporting and Related Documents

The following table outlines relevant documents associated with the Port of Esperance Preparedness,
Prevention, Response and Recovery program.
Doc # Title Owner
CAL/618 SPA PoE Port Standards and Procedures Commercial Manager
CL/2635 Port Information Guide for Ship Masters Harbour Master
SPAPY008 Risk Management Policy CFO
TBA OHS Management Plan HM/GMO
FM129 Working at Heights Permit GMO
FM023 Confined Space Entry Permit GMO
PL009 Environmental Management Plan GMO
SPAPY003 Business Continuity Policy Chief Financial Officer
TBA Crisis Management Plan Chief Financial Officer
TBA ITC Business Continuity and Disaster Recovery Plan Chief Financial Officer
TBA Business Continuity Procedures Chief Financial Officer
SPA/CAL/2 SPA PoE Maritime Security Plan Harbour Master / PSO
PL008 SPA PoE Oil Spill Contingency Plan Harbour Master
PR 094 Spill Procedure Environmental Manager
SPAPLAN001 Emergency Management Plan HM/GMO
Table 1 – Supporting and Related Documents.

SPAPLAN001 – Emergency Management Plan Printed: 10-Nov-14
Revision: Version One (1)
Issue Date: 20.10.2014
Page: 7 of 90
Emergency Management Plan
Reference: SPAPLAN001

Purpose

The purpose of this EMP is to describe the Emergency Management arrangements at the Port. The aim of the
EMP is to enable SPA PoE, port users and emergency service personnel to manage an effective and safe
response to emergencies within the Port’s limits. It provides guidelines for actions to be taken during an
emergency to minimise the potential for loss of life, injury to people, and damage to the environment and
property by covering foreseeable incidents and outlining response action.
Statutory Requirements

This Plan is administered by the SPA PoE in accordance with its responsibilities as a Port Authority under the
WA Port Authorities Act 1999 and Regulations and the WA Emergency Management Act 2005. Depending on
the type of emergency, other legislation and standards may also be applicable, including:
 WA Pollution of Waters by Oil and other Noxious Substances Act 1987.
 WA Occupational Safety and Health Act 1984.
 WA Mines Safety and Inspection Act 1994.
 WA Mines Safety and Inspection Regulations 1995 (specifically Regulation 4.30 – Preparation of
Emergency Plan).
 WA Dangerous Goods Safety Act 2004.
 Maritime Transport and Offshore Facilities Security Act 2003.
 Navigation Act 2012.
 WA Environmental Protection Act 1986.
The Plan also adheres to the principles set out in the following;
 AS3745-2010 Planning for Emergencies in Buildings.
 WA State Emergency Management Policy 4.1 – Incident Management
 Westplan Marine Oil Pollution 2014.
 Westplan Marine Transport Emergency 2011.
 International Ship and Port Facility Security Code.
 Australasian Inter-service Incident Management System (AIIMS 4th Edition 2013).

SPAPLAN001 – Emergency Management Plan Printed: 10-Nov-14
Revision: Version One (1)
Issue Date: 20.10.2014
Page: 8 of 90
Emergency Management Plan
Reference: SPAPLAN001

Definitions and Abbreviations

The following definitions and abbreviations are used throughout this Management Plan:
Term / Abbreviation Definition
AIIMS Australasian Inter-service Incident Management System.
A system which integrates effective practices in emergency preparedness and response
into a comprehensive framework for incident management. Such a system enables
responders at all levels to work together more effectively to manage incidents no matter
what the cause, size or complexity
AN Ammonium Nitrate
BC Business Continuity
BCP Business Continuity Procedure
BCT The Business Continuity Team (BCT) manages the return to business as usual. It may take
over from or be formed by members of the IMT.
Business Continuity Leads the Business Continuity Team in the recovery of the critical business function. They
Team Leader liaises with the IMT and CMT.
BIA Business Impact Assessment (BIA) is a component of business continuity planning that
helps to identify business critical and non-critical processes or functions.
CEO Chief Executive Officer
CMP Crisis Management Plan
CMT The Crisis Management Team (CMT) manages the corporate, reputational and
communications impacts for the organisation. It provides strategic direction and
assistance to both the IMT and BCT.
CMT Leader The CMT Leader will usually be the Chief Executive Officer or delegate.
DFES Department of Fire and Emergency Services
EAP Employee Assistance Program. Contracted service provider which assists with supporting
affected people through counselling and post incident psychological support services.
ECC Emergency Control Centre (ECC). The location where the Incident Controller and
members of the Incident Management Team provide overall direction of response
activities in an incident.
Primary Location = SPA PoE Security Office
Alternate Location = SPA PoE Harbour Master’s Office
Emergency The occurrence or imminent occurrence of a hazard which is of such a nature or
magnitude that it requires a significant and coordinated response.
EM Emergency Management
ER Emergency Response
ERP Emergency Response Procedure. Detailed and pre-planned immediate actions taken in
response to an emergency.
First Responders First Responders, usually SPA PoE personnel (or other on scene personnel) will carry out
local response activities, such as basic first aid/medical assistance, basic fire-fighting,
casualty assistance, oil spill response, and assistance with search and rescue.
HMA Hazard Management Agency (HMA). An organisation which, because of its legislative
responsibility or specialised knowledge, expertise and resources, is responsible for
ensuring that all emergency management activities pertaining to the prevention of,
preparedness for, response to and recovery from a specific hazard are undertaken.
SPAPLAN001 – Emergency Management Plan Printed: 10-Nov-14
Revision: Version One (1)
Issue Date: 20.10.2014
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Reference: SPAPLAN001

Term / Abbreviation Definition
IC The Incident Controller (IC) leads the Incident Management Team and has overall
responsibility of all activities and personnel to resolve the incident.
IMT The Incident Management Team (IMT) manages the overall emergency response,
operational and technical issues arising from an emergency event.
IT DRT IT Disaster Recovery Team. A designated team tasked with restoring IT facilities and
services following an outage.
NEC Nominated Emergency Contacts (NEC). A person nominated to be informed in the event
of an emergency. This may be but is not necessarily the Next of Kin (see below).
NOK Next of Kin (NOK). A person's closest living blood relative or relatives.
OSC The On Scene Commander (OSC) commands all emergency response operations at or
close by the event location. The OSC is normally the senior SPA PoE person at any
affected location, or a person mobilised by the Incident Management Team to take
control of the affected area.
SPA PoE Port of Esperance, as a subsection of the Southern Ports Authority.
SDS Safety Data Sheet (Formerly Materiel Safety Data Sheet - MSDS).
SEMC WA State Emergency Management Committee
WAERN Western Australian Emergency Radio Network (Located in the SPA PoE Security Office).
Table 2 – Definitions and Abbreviations.

SPAPLAN001 – Emergency Management Plan Printed: 10-Nov-14
Revision: Version One (1)
Issue Date: 20.10.2014
Page: 10 of 90
Emergency Management Plan
Reference: SPAPLAN001

Part 1 – System Overview
Scope

This Plan is limited to dealing with crisis, emergency or business interruption events within the SPA PoE’s area
of responsibility under the Port Authorities Act 1999 and the geographical area outlined below.
Geographical Area of Responsibility

The geographical area covered by the Plan encompasses both onshore and offshore areas.
The offshore area is defined under the Port Authorities Act 1999 as all that water within a radius of 10 nautical
miles from the western breakwater of Bandy Creek. This area covers coastal and offshore waters designated
as Port Limits for Port of Esperance in Western Australia. However, the SPA PoE control of shipping extends to
the 20nm limit under the Port Authorities Regulations 2001.
This Plan also covers onshore areas designated as Port Limits for Port of Esperance in Western Australia,
including port buildings and facilities (see Attachment 3).
Participants in the Plan and their Responsibilities

All Port Users, local Emergency Services and relevant local and state government bodies will be considered
participants in the SPA PoE EMP. All parties will be responsible for their own domestic arrangements
necessary to give effect to the action required under the plan.
Each Company / Port User which operates within the Port is responsible for ensuring that their own
Emergency Response Procedure (ERP) and its components are kept up to date. In particular, all ERP’s must be:
 capable of responding to any incident which may affect their operation within the Port;
 tested immediately prior to or during its currency or at least annually;
 held in the appropriate incident centre and a copy provided to the Harbour Master;
 detailed in the composition of personnel at the location and the interfaces with other Incident response
organisations including Police, Fire and Medical support authorities;
 take into consideration Western Australian Emergency Management Arrangements;
 contain procedures for the reporting of incidents to the HMA, SPA PoE and to any other relevant
authorities;
 contain procedures and identify resources that provide an effective response to identified emergencies.
 comply with all safety standards and requirements of law.
For more serious incidents, the site/installation shall have the necessary Emergency Management System in
place whereby key Incident response personnel are available to liaise with the Hazard Management Agencies
(HMA) for support.

SPAPLAN001 – Emergency Management Plan Printed: 10-Nov-14