Code White- Hurricane Standard Operating Procedures

Melissa Wornick

Updated January 07, 2025 19:19

Document Information

Section: Safety	Chapter: EAP	Article: Code White SOP
Issue Date: Nov 2024		Revision Date: Oct 2024

Purpose/Introduction

Purpose

The purpose of this Hurricane Response Plan is to provide the framework of the actions necessary in response to a hurricane to ensure the safety of the Pack and Guests, mitigate damage and restore business operations.

Definitions and Hurricane Facts

Definitions and Hurricane Facts

Tropical Depression is a tropical cyclone with maximum sustained surface winds of 38 miles per hour or less.

Tropical Storm is a tropical cyclone with maximum sustained surface winds of 39-74 miles per hour.

Hurricane is a tropical cyclone maximum sustained surface winds of 74 plus miles per hour. Hurricanes typically occur between June 1st and November 30th.

The Saffir-Simpson Hurricane Wind Scale is a 1 to 5 rating system used by the National Weather Service to estimate a hurricane's sustained wind speed. This scale estimates potential property damage. Hurricanes reaching Category 3 and higher are considered major hurricanes.

Hurricane Watch: Hurricane conditions are possible within the specified coastal area. Due to hurricane preparedness activities becoming difficult once winds reach tropical storm force, the hurricane watch is generally issued 48 hours in advance of the anticipated onset of tropical-storm-force winds.
Hurricane Warning: Hurricane conditions are expected in the specified area of the warning. Due to hurricane preparedness activities becoming difficult once winds reach tropical storm force, the hurricane warning is generally issued 36 hours in advance of the anticipated onset of tropical-storm-force winds.

A hurricane’s intensity, speed, and direction can change rapidly, so the threat to particular areas
of the coast may also change quickly. It is essential that coastal area locations
regularly monitor radio and television newscasts for information and instructions as well as weather center websites. The National Weather Service provides current information on hurricanes through the National Hurricane Center’s web site (www.nhc.noaa.gov).

In order to stay connected, make sure you have a way to charge your cell phone in the event of a power outage through a portable charger or your vehicle.

Category	Sustained Wind	Types of Damage Due to Hurricane Winds
1	74-95 mph	Very dangerous winds will produce some damage: Well-constructed frame homes could have damage to roof, shingles, vinyl siding and gutters. Large branches of trees will snap, and shallowly rooted trees may be toppled. Extensive damage to power lines and poles likely will result in power outages that could last a few to several days.
2	96-110 mph	Extremely dangerous winds will cause extensive damage: Well-constructed frame homes could sustain major roof and siding damage. Many shallowly rooted trees will be snapped or uprooted and block numerous roads. Near-total power loss is expected with outages that could last from several days to weeks.
3 (Major)	111-129 mph	Devastating damage will occur: Well-built framed homes may incur major damage or removal of roof decking and gable ends. Many trees will be snapped or uprooted, blocking numerous roads. Electricity and water will be unavailable for several days to weeks after the storm passes.
4 (Major)	130-156 mph	Catastrophic damage will occur: Well-built framed homes can sustain severe damage with loss of most of the roof structure and/or some exterior walls. Most trees will be snapped or uprooted and power poles downed. Fallen trees and power poles will isolate residential areas. Power outages will last weeks to possibly months. Most of the area will be uninhabitable for weeks or months.
5 (Major)	157 mph or higher	Catastrophic damage will occur: A high percentage of framed homes will be destroyed, with total roof failure and wall collapse. Fallen trees and power poles will isolate residential areas. Power outages will last for weeks to possibly months. Most of the area will be uninhabitable for weeks or months.

Information from National Oceanographic & Atmospheric Administration (NOAA – National Hurricane Center – NHC)

General Pre-Season Hurricane Preparation

General Hurricane Preparations

Each state has an emergency management department that oversees evacuations, disaster recovery, and provides general information to the public and businesses. Familiarize yourself with your state’s emergency management website for easy access to pertinent updates and hurricane information.

Obtain information on the specific evacuation routes that should be used from your local emergency management office. Get an estimate of travel times on those routes and potential problem areas (traffic bottlenecks, low areas that might flood, etc.). Make sure this information is readily available should you need to distribute it to Pack Members and/or Guests.

Pre-Plan and Resort Preparation

Determine which Pack Members you will need to complete hurricane preparations and who you can reasonably expect to be available. Some Pack Members may need to assist their own families or relatives in evacuating from threatened areas. You will need all Engineering Pack Members to prepare your Lodge for a hurricane. Regularly update your list of current Pack Members and contact information and ensure each department has a copy.
Create a Hurricane Task Assignments plan for your Lodge (recommended departmental assignments are in the “When a Hurricane Watch is Issued” section). Outline specific responsibilities that must be performed to protect the Lodge during a hurricane watch and a hurricane warning, how they will be accomplished, and who will perform them. Assigning departments or teams to each task will allow for effective and timely execution. Be sure to conduct familiarization training at the beginning of each hurricane season so Pack Member knows the plan and their task assignments.
If the Lodge is in a storm surge or flood zone, you may have to evacuate. Identify essential business records that should be removed from the Lodge and determine where you plan to take them. Back up computer records and be prepared to move them with other essential records. Review major equipment and furnishing lists to determine which items will need to be protected or removed.
Identify outside equipment and furnishings that could be blown loose in hurricane winds. Determine where they will be stored or how they will be secured in-place. Among the items to be secured are any trash cans, signs, awnings, antennas, tools etc.
Have materials available to secure outside and/or roof mounted equipment, such as cranes, signs, trailers and HVAC equipment. Also, check securement of above-ground tanks, such as propane and diesel fuel.
Strongly anchor outdoor cabanas and any portable storage buildings.
Ensure Engineering Pack Members know how to turn off electrical power, water, gas, and other utility services within the Lodge at main switches.
Make sure all storm drains, gutters, downspouts, and directional drainage is clear.
Test all generators and emergency lighting.
Preparation of lodge grounds and buildings. Obtain and fill sandbags, if appropriate.
Obtaining necessary supplies, fuel, batteries, etc.

Hurricane Watch Assignments by Department

Hurricane Watch Procedures

MOD/ Incident Commander

Plan for staffing during the storm.
Monitor radio and television broadcasts, and weather center websites for storm information, advisories and warnings.
Keep department heads posted on storm progress.
Monitor the progress of preparations within the hotel.
Work with Corporate on prepared messaging for guests and Pack for all potential scenarios.
Prepare for communications boards to be used.
Partner with Engineering to ensure a Generator has been secured.

Engineering

Test emergency communications and equipment.
Secure or store exterior furniture or equipment.
Secure loose landscaping, including pots and decorative elements.
Ensure all loose items and inventory that is stored outside has been secured (trash cans, light vehicles/golf carts, stacked wood, ladders, tools, etc.).
Have waste picked up from open containers.
Begin filling sandbags for later use in the critical areas.
Have materials on hand for boarding up or taping windows.
Ensure enough calcium hypochlorite is on site to maintain small amounts of chlorine (1ppm) in pools in case of extended power outage.
Ensure that a Generator has been secured.

Aquatics/Safety

Secure outdoor furniture or bring it into the water park.
Take down umbrellas and store them if possible.
Close cabanas and check anchoring.
Ensure emergency kits are well stocked with flashlights, batteries, weather radio, bullhorn, etc.
Review plans for lodge evacuation with the Management team.
Secure all medical equipment including AED and O2 tanks
Make sure all egress routes are clear, especially in back of house areas with limited lighting.

Housekeeping

Move Guest room balcony/patio furniture inside.
Close Guest room drapes.

Food & Beverage

Plan for power outage – determine how to maintain stock in walk-in coolers/freezers, evaluate possible cooking options, and determine how to maintain appropriate sanitation procedures.
Ensure adequate bottled water is available for in-house Guests and Pack for three days; consider filling containers of potable water for additional supply.
Secure a refrigerated truck.
Prepare plan to feed in-house guests during the storm.
Purchase and store with the food a three-day supply of paper plates, plastic flatware, and trash bags.
Set refrigeration on coldest possible settings.
Move at least a three-day supply of canned goods and other non-perishable items to an upper floor location.

Guest Services

Check occupied rooms for possible blocking of rooms for management and staff.
Zingle communication, letter from General Manager and email template should be sent to all in-house Guests on what to expect, safety during the storm and where the recommended safe areas are in the lodge. See addendum for communication templates.
Check ADA room reservations and contact Guests to assure that if power is lost, they will not have a power need (oxygen delivery machine, etc.). Also, they should contact Guest Services if they have any special needs and let them know that elevators do not function if the power goes out.
Ensure the Customer Contact Center (CCC) has appropriate messaging on hand for Guests calling the reservation lines. Give specifics to include what is on and is not on backup generators and that if power is out for an extended period the lodge will have to shut down.
Provide evacuation instructions (including routes, maps, etc.) to Guests and Pack Members should an evacuation becomes necessary.
Have messaging ready for Guests so they understand what attractions/amenities we cannot operate (pools closed due to power outage, etc.).

Sales

Contact groups to make possible date changes.

Security

Fuel Lodge vehicle and park in a protective area.
Assist other departments where necessary.

Brand Experience

Secure possible entertainment options for the lobby.

Hurricane Warning Assignments by Department

Hurrican Warning Procedures

MOD/ Incident Commander

Dismiss non-essential Pack Members.
Continue to follow the storm’s progress.
Establish communications with disaster agencies.
If evacuation seems imminent, arrange transportation, shelter.
Communicate with the RVP and Corporate Risk Management
Notify guest and Pack that the hurricane will hit soon and advise guests to evacuate the Lodge, if so ordered by the civil defense authorities.

Engineering

Plan to turn off electricity, gas, water, and other utility services and lock all exterior doors if an evacuation is necessary.
Brace inward opening exterior doors and any roll up doors.
Check emergency generator, emergency lights, tools, and supplies.
Secure and seal air conditioning units, exhaust fans.
Shutdown all nonessential equipment.
Begin sandbagging areas that are subject to flooding.
Secure and seal air conditioning units, exhaust fans.
If flooding is expected, move elevator to upper floor
If necessary, shut down mechanical and electrical systems and evacuate property.

Aquatics/Safety

Ensure all pools and attractions are shut off.
Distribute emergency kits where appropriate.
Ensure Waterpark is safely evacuated.
Take medical equipment to evacuation locations and note inventory and locations.

Housekeeping

Move as many towels, blanket, pillows, laundry supplies, etc., as storage space allows to an upper floor.
If an evacuation is ordered, ensure all room A/C units are turned off in guest rooms, all windows secured and all drapes closed.
Place patio/balcony furniture in the guest rooms.
In lower floors, place as much room furniture on top of the beds as possible. Secure all guest room doors.
Fill all tubs and sinks with water for drinking, washing, and sanitation.

Food & Beverage

Place all perishable food items in the cooler/freezer unit.
Turn freezers and refrigerators to their coldest settings.
Fill water containers and store them with the canned foods.
Secure all wine, beer and liquor.
Move stored goods to the highest shelves away from possible floodwaters.

Guest Services

Send Zingle communication, email and letter from GM to all in-house Guests to evacuate.
Make available to Guests and Pack, the latest storm information.
Assist guest with evacuation if ordered.

Sales

Notify incoming groups with reservations of hurricane/storm status.

Security

Secure all doors and property of the hotel if an evacuation is pending.
Post Security Pack at exits until Guests leave.
Assist engineering with walk-throughs and securing items

Brand Experience

Plan activities to keep the guests entertained during the storm if no evacuation is ordered.

When a hurricane warning is issued and the conditions deteriorate to the point that the hurricane is directly affecting the Lodge, take the following steps to protect Guests and Pack Members:

Shelter Guests and Pack Members in interior rooms and corridors. If flooding is expected, do not use basements. Avoid sheltering people in large open rooms (such as conference center spaces) that do not have interior supports.
Avoid corner rooms and any areas near exterior windows and glass doors.
Engineering and Security Pack Members should periodically conduct internal checks of the building to look for any roof damage, broken windows, broken pipes, and structural damage.

When an Evacuation Order has been Issued

Evacuation Order

Notifications:

Notify all Guests once the decision has been made to evacuate.
Request guests notify the front desk prior to leaving the facility.
Have information available (maps showing evacuation routes) at convenient location.
Work with Corporate to notify incoming guests of the evacuation.
Any Pack Members that live in an evacuation zone should be released to prepare their families and homes.
If lodge is not in an evacuation zone, establish which Pack Members will stay on property through the duration of the storm and communicate this list with Human Resources.

Evacuations:

Ask Guest’s having vehicles to leave the facility with their baggage as soon as possible. If Guests do not have vehicles assist in arranging for transportation is if possible.
Advise Guests what routes to use to leave the area.
If emergency shelter is requested by departing Guests, make sure they are given proper direction to nearest opened shelters. Will need to obtain a list of local shelters in the area to direct Guests to.
If a Guest refuses to evacuate the lodge, contact local law enforcement to assist with the evacuation of the Guest. If law enforcement is not available and the Guest continues to refuse to evacuate, you should advise the guest that:
- (a) the lodge will notify local authorities of his/her refusal to evacuate
- (b) the lodge can no longer provide protection for his/her safety and is giving the guest one last chance to obey the evacuation order
- (c) the lodge will be closed with no services or employees in compliance with the mandatory evacuation order.

After the Hurricane-When Re-entry to the Lodge is Permitted

Hurricane Re-Entry to the Lodge

Survey the damage and take photos of any damage to the building and its contents.
Look for obvious structural damage to the building and its foundation. If any areas appear to have sustained significant damage, do not attempt to enter.
Make emergency repairs where you can mitigate additional damage from occurring.
Check for downed electrical power lines and broken sewer or water pipes. Stay away from damaged power lines and sewer lines, they are dangerous. Do not take lantern, torches, lighters, or any open flame into a damaged area; there may be leaking gas or other flammable materials present.
Make sure electrical outlets, appliances, and equipment throughout the lodge are dry and free of water before turning the power back on.
Secure any areas of the lodge where unregistered Guests could enter and engage in looting.
Ensure that any Guests and Pack Members do not drink water from taps or faucets until local officials verify that it is safe for consumption.
Snakes, poisonous insects, and other animals instinctively move to higher ground to escape floodwaters and may take refuge in the lodge. Be aware of the potential presence and contact local pest control authorities if needed.
Repair damage to automatic sprinkler systems as soon as possible to protect the building against fire.
Inspect fire panel and alarm system to assure no damage.
Perform a structural inspection of all waterpark slides and fiberglass prior to re-opening.
If minimal damage start bringing furniture and other items back out.
Remove items used to board windows and begin clean-up.
Contact Corporate Risk Management and notify them of the property damage and inquire about any needed steps that may be required.

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