2016 Employee Emergency Guide

ARE PREPARED!LAKELAND ELECTRIC EMPLOYEES

2016EMPLOYEE EMERGENCY GUIDE

P O W E R E D F O R L I F E

AND THROUGHOUT THE YEAR...DURING HURRICANE SEASON

2 L AKELAND ELECTRIC

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2016 employee emergency guide

table of contents

JOEL IVY

Dear Fellow Lakeland Electric Employees:

You play an important role in the community. You are there for our customers during their times of need and during their normal, everyday life. As we prepare for storm season this year, please remember the importance of being safe for yourself as well as for our customers. To help you with this, we have updated our employee emergency guide for 2016 to keep you aware of the dangers of storms and other weather events. Please keep the guide close and help lead by example as we journey through storm season together!

Joel IvyGeneral Manager Lakeland Electric

General Manager

4 Employee Responsibility | Emergency Phases | Restoration Priority

5 Identifying Downed Power Lines

6 Helpful Resources

7 Restoration Support

8 Lakeland Electric Emergency Operations Plan • Table of Organization

10 Portable Generator Safety

11 3-Day Emergency Kit

12 Polk County Emergency Management Evacuation Policy | Shelter for Special Needs | Public Shelter Policies

13 Polk County Primary Shelters

14 Emergency & Special Conditions Policies & Procedures

15 Personal Emergency Information | Personal 3-Day Emergency Kit

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EMPLOYEE HOTLINE

Lakeland Electric’s Employee Hotline is for your use during an emergency such as a hurricane or any

other major crisis. The Hotline serves as a vital link to communicate critical information to you, our

employee, about what is happening within our utility. During an emergency event, some employees

report to a different supervisor. Please follow your designated chain of command during these

events. If you are unsure of what to do or whom to report to, ask NOW! In order to reach the hotline

divisional menu, first listen to the main Hotline greeting, then follow the instructions. If you are unable

to get through to the Hotline, report to your assigned emergency role/location or normal work station

as soon as it is safe to travel.

Emergency Broadcasting Stations:WONN — 1230 AM | WPCV — 97.5 FM

(863)834-6540

4 Employee Responsibility | Emergency Phases | Restoration Priority

5 Identifying Downed Power Lines

6 Helpful Resources

7 Restoration Support

8 Lakeland Electric Emergency Operations Plan • Table of Organization

10 Portable Generator Safety

11 3-Day Emergency Kit

12 Polk County Emergency Management Evacuation Policy | Shelter for Special Needs | Public Shelter Policies

13 Polk County Primary Shelters

14 Emergency & Special Conditions Policies & Procedures

15 Personal Emergency Information | Personal 3-Day Emergency Kit


employee responsibility

emergency phases

restoration priority

· All employees are assigned an emergency role and are considered Mission Critical. Know your emergency role.· All employees, unless unable, are expected to report to work.· All employees should call the Emergency Hotline for specific instructions for their division/emergency role. If the Hotline is unavailable, report to your assigned emergency or regular work location.

· If you are unable to report to work first try calling your supervisor. If not available, call the Electric Emergency Operations Center at (863) 834-8380.

Emergency preparedness and response is divided into six phases. The General Manager will put into operation each Phase as dictated by the emergency event.

PHASE I Storm/Emergency Readiness: Be prepared all year at home and work

PHASE II Storm/Emergency Watch: any situation that possesses a threat, the General Manager may activate emergency operations

PHASE III Storm/Emergency Warning: City Manager may close non-emergency work sites. Employees must be released by their Supervisor before leaving

PHASE IV Storm/Emergency: Emergency is affecting the area, all work will cease

PHASE V Restoration: Employees, unless unable, are to report to work. Call the Emergency Hotline for instruction

PHASE VI Reporting: Financial and emergency related activities are recorded

Restoration depends greatly on the weather, available crews, material and extent of damage to our service territory.

Specifically, Lakeland Electric restores power by:· Initial clearing of main transmission lines that carry bulk electrical from various generating sources. These facilities must be energized first or there would be no way to get power from the generation units to the end-users.

· Repair of main distribution lines (called feeders) to service essential customers.· Restoration of selected distribution lines where it is possible to energize large groups of customers by making minor repairs.

· Block by block restoration of remaining power lines.

Mission Critical Employees - Those classes of employees whose normal duties are not considered to be of an emergency nature, but who are expected to perform such duties in preparation for, or as the result of, emergency or special conditions expected to impact the City.

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IDENTIFYINGDOWNEDPOWER LINESDuring major storms and hurricanes, Lakeland Electric may have more downed power line locations than crews can immediately get to and repair. For these locations, special warning tapes and signs will be used. These signs and tapes will alert First Responders and the general public that there is a potential hazard and to stay away. As these locations are identified, and crews become available, they will perform whatever work is needed to make the location safe.


helpful resources

Emergency: 911

Emergency Broadcasting Stations:WONN-AM 1230

WPCV-FM 97.5

Travelers Information: 1610 AM

ElectricEmployee Hotline: 834-6540

EOC: 834-8380

Logistics: 834-2710

Outage Reporting: 834-4248

Non-Emergency Customer Service: 834-9535www.lakelandelectric.com

Lakeland Fire Department Non-Emergency: 834-8200

Lakeland Police Department Non-Emergency: 834-6900www.lakelandgov.net

Referral ServicesAmerican Red Cross: 294-5941

www.redcross.org

United Way Referral: 648-1515 or 1-800-881-8929

FEMA: 1-800-621-3362

Childcare-Parks & Recreation: 834-3284

WeatherNational Weather Service: 813-645-2323

www.weather.gov

Polk CountyPolk County Citizen Information Line:

401-2234 or 1-866-661-0228

Polk County Emergency Management:519-7350

Registration for Special Needs Shelter: 298-7027

Animal Services: 577-1762www.polk-county.net

If you would like additional informationon your emergency role,

please call 834-6321.

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restoration supportEach division has specific roles to ensure a safe and effective restoration. Most employees’ duties will remain the same during an emergency. Others will perform functions unrelated to their normal job but assist in restoration efforts through:

COMMAND CENTER: Will be the working location for the General/Deputy General Manager and Assistant/Associate General Managers for a centralized location for internal and external communications. Information and updates from the Emergency Operations Center, Logistics and System Control will be provided to the Command Center throughout an emergency situation.

DAMAGE ASSESSMENT TEAMS: Managed by Supervisor of Maintenance & Service Engineering. Made up of Engineering, Field Services, Substation and Relay Technicians, and others who go out immediately following an emergency and conduct surveys of the damage so restoration plans can be developed.

EMERGENCY OPERATIONS CENTER (EOC): Managed by Manager of Energy & Business Services. The EOC will act as the central contact point for internal and external entities trying to gather or provide information to Lakeland Electric operations during extraordinary events affecting the local area. The EOC will coordinate with the City’s EOC and provide assistance to System Control.

LOGISTICS: Managed by Manager of Field Services. Logistics will be responsible for Transportation, Lodging and Rations for all Electric employees including mutual aid and contract employees brought in to assist during restoration.

LODGING: Managed by Training Specialist and Document Control Supervisor. Provide lodging for critical City, mutual aid and contract employees. Facilitate the registration and tracking of all personnel. Coordinate with Logistics Team for related services including food, transportation, and laundry.

RATIONS: Managed by Pricing and Rates and Finance. Coordinate the purchase, storage and dissemination of rations. Feed and hydrate City support members, mutual aid and contract employees that are expressly involved in the utility’s restoration efforts.

TRANSPORTATION: Managed by Field Services Supervisor and Coordinator. Receive and dispatch all requests for transportation and procure additional vehicles as needed. Provide delivery and or pick up of materials, equipment, and personnel.

RESTORATION TEAM: Managed by AGM of Delivery. Ensure all Departments effectively communicate on key functions such as damage assessments, crew coordination, logistics, policies, etc. Restoration plans will be developed from these meetings based on damage assessments, available crews, materials, weather conditions, etc..

WIRE DOWN GUARDS: Managed by Senior Lineman Trainer, Lineman Trainer and the Metershop Technicians. They will be dispatched out of the EOC. Wire Down Guards will go out immediately following an emergency event to identify and mark downed wires.

COMMUNICATIONS TEAM: Managed by Utility Marketing Manager. Develop a consistent, timely message for internal and external customers based on the emergency situation using multiple communication vehicles, including the Lakeland Electric website and social media, as well as coordinating messages with our internal partners.


LAKELAND ELECTRIC EMERGENCY OPERATIONS PLAN (EOP)table of organization

Meter Shop

City Manager

General Manager

GENERALMANAGER’S

OFFICE

Utility MarketingManager

Electric EOC(Energy & BusinessServices Manager/

IT Manager)

Assistant General ManagerCustomer Service

(Field Service Manager)

Transportation(Field Services

Coordinator

Lodging(Employee

Training Programs)

Rations(Pricing &

Reporting)

T&D Operations

IT Support

Director of Training &Workforce Development

Director of ElectricSystem Compliance

and Security

Electric SystemCompliance & Security

Employee ProgramSpecialist

Contracts/Admin Services

SystemCompliance

Alternate EnergyCoordinator

General Manager’sO�ce

System Planning

Environmental

Customer Service

Production

Delivery

SMART GridWire Down Guards

DeputyGeneral Manager

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Groups who report to a different supervisor or support other groups during the activation of the EOP are indicated by the color of the box representing their normal chain of command.

Meter Shop

City Manager

General Manager

GENERALMANAGER’S

OFFICE

Utility MarketingManager

Electric EOC(Energy & BusinessServices Manager/

IT Manager)

Assistant General ManagerCustomer Service

(Field Service Manager)

Transportation(Field Services

Coordinator

Lodging(Employee

Training Programs)

Rations(Pricing &

Reporting)

T&D Operations

IT Support

Director of Training &Workforce Development

Director of ElectricSystem Compliance

and Security

Electric SystemCompliance & Security

Employee ProgramSpecialist

Contracts/Admin Services

SystemCompliance

Alternate EnergyCoordinator

General Manager’sO�ce

System Planning

Environmental

Customer Service

Production

Delivery

SMART GridWire Down Guards

DeputyGeneral Manager

portable generator safety

ALWAYS:• Run a generator in an open, well-ventilated area• Use electrical cords in good condition, rated for the current required by your connected devices• Keep children away from a generator• Use an isolation device between your generator and Lakeland Electric’s service conductor. A “double throw

switch” or transfer switch meets this requirement• Read and follow the generator owner’s manual• Have a qualified, licensed electrician make any electrical wiring modifications• Call your local electrician if you have any questions

NEVER:• Operate a generator indoors or within an enclosed space. Generator engines emit deadly carbon monoxide

fumes that are odorless and can kill.• Feed power from a generator directly into your electrical system or any wall outlet. This type of connection can

cause a dangerous electrical back feed into our power distribution system that can cause serious injury or death to our repair personnel

• Operate a generator near combustible materials or expose it to water or rain• Leave excessive lengths of cord coiled while carrying current. This can cause a fire• Refuel a generator while it is running; allow it to cool before refueling • Store fuel indoors• Leave a running generator unattended

Failing to properly and safely connect your generator delays electric service restoration to you and your neighbors.

PORTABLE GENERATORS CAN BE DEADLY!


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3-day emergency kit

Plan to be self sufficient for at least three days during and after a disaster. Anticipate not having access to water or electrical power. To ensure the comfort of your family, we suggest you assemble and have readily available the items below.

Checklist:Battery-operated items (NOAA radio, radio, flashlight, extra batteries, etc.)

Drinking water in non-breakable containers (one gallon per person, per day)

Canned and non-perishable food (manual can opener)

Special dietary food if needed

Fully charged cell phone & car charger and or back up battery charger

First Aid kit & prescription medicine

Personal aids such as eyeglasses, hearing aids, etc.

Credit Cards, Cash

Extra car keys

Special items for infant, elderly, disabled, etc.

One sleeping bag, pillow & folding chair per person

One change of clothing and pair of shoes per person

Identification, valuable papers, policies in a water proof container

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polk county emergency management evacuation policy

shelter for special needs

public shelter policies

Polk County recommends that you stay in your home (in-place shelter) as the primary option during a disaster. For those unable to do so, especially in mobile homes, the remaining choices should be considered in order of preference.

• Evacuate to relative’s or friend’s residence• Evacuate the area at least 2 - 3 days before the storm is expected to strike• Evacuate to a hotel/motel and make arrangements early as rooms go quickly• Evacuate to a Public Shelter

Polk County Citizen Information Line: 401-2234 or 1-866-661-0228

Registration for Special Needs Shelter: 298-7027

Animal Services: 577-1762

www.polk-county.net

The Polk County Special Needs Program is designed to provide sheltering for residents with medical or physical conditions and/or dependent on medical electrical equipment who require assistance during an emergency.

The program also provides transportation to public shelters and pet-friendly shelters for those unable to evacuate on their own. Pre-registration in the program is preferred. Register today by calling 298-7027.

• All shelters are not automatically activated for each possible emergency.• Shelters are opened as they are needed. • Shelters are not pre-assigned by geographic area.• For shelter information, monitor local radio and television stations.• Have a 3-day emergency kit ready to take with you.• NO PETS except at designated pet-friendly sites.• NO WEAPONS and NO ALCOHOLIC BEVERAGES are allowed in public shelters.• Prior to going to any shelter, call to ensure it is open and operational. CITIZEN INFORMATION LINE: 401-2234 or 1-866-661-0228

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polk county primary shelters

LAKELANDCombee Elementary ...................................................................................................................................................... 2805 Morgan Combee Rd., Lakeland, FL 33801Dr. N.E. Roberts Elementary ..............................................................................................................................................................6600 Green Rd., Lakeland, FL 33810George Jenkins High School .........................................................................................................................6000 Lakeland Highlands Rd., Lakeland, FL 33813Highlands Grove Elementary........................................................................................................................... 4510 Lakeland Highlands Rd., Lakeland, FL 33813Kathleen Elementary ...............................................................................................................................................................................3515 Sheretz Rd., Lakeland, FL 33810Kathleen Senior High ................................................................................................................................................................2600 Crutchfield Rd., Lakeland, FL 33805Lake Gibson Senior High ............................................................................................................................................7007 N. Socrum Loop Rd., Lakeland, FL 33809Lakeland Highlands Middle ........................................................................................................................................................740 Lake Miriam Dr., Lakeland, FL 33813Lincoln Avenue Academy ........................................................................................................................................................... 1330 N. Lincoln Ave., Lakeland, FL 33805McKeel Academy (Special Needs) ................................................................................................................................................. 1810 West Parker St., Lakeland, FL 33815Philip O’Brien Elementary (Pet Friendly) .......................................................................................................................................... 1225 E. Lime St., Lakeland, FL 33801R. Bruce Wagner Elementary .................................................................................................................................................................5500 Yates Rd., Lakeland, FL 33811Rochelle School of the Arts .......................................................................................................................................... 1501 Martin L King Jr. Ave., Lakland, FL 33805Scott Lake Elementary ......................................................................................................................................................... 1140 E. County Rd. 540A, Lakeland, FL 33813Sleepy Hill Elementary ..................................................................................................................................................................2285 Sleepy Hill Rd., Lakeland, FL 33810Southwest Elementary ..............................................................................................................................................................2650 Southwest Ave., Lakeland, FL 33803Tenoroc Senior High ...............................................................................................................................................................4905 Saddle Creek Rd., Lakeland, FL 33801 AUBURDALEAuburndale Senior High......................................................................................................................................................... 1 Bloodhound Trail, Auburndale, FL 33823Caldwell Elementary .................................................................................................................................................................................... 141 Dairy Rd., Auburndale, FL 33823Stambaugh Middle School ............................................................................................................................................................226 N. Main St., Auburndale, FL 33823MULBERRYMulberry Middle .................................................................................................................................................................................................500 MLK Ave., Mulberry, FL 33860Purcell Elementary ...................................................................................................................................................................................305 First Ave. NE, Mulberry, FL 33860BARTOWBartow Senior High ......................................................................................................................................................................... 1270 S Broadway Ave., Bartow, FL 33830Polk County Health Dept Specialty Care Unit (Special Needs) .........................................................................................1255 Brice Blvd., Bartow, FL 33830Spessard Holland Elementary .................................................................................................................................................... 2342 E.F. Griffin Rd., Bartow, FL 33830Stephens Elementary ............................................................................................................................................................................1350 N. Maple Ave., Bartow, FL 33830HAINES CITYAlta Vista Elementary (Pet Friendly) ............................................................................................................................................801 Scenic Hwy., Haines City, FL 33844Boone Middle ............................................................................................................................................................................................. 225 S. 22nd St., Haines City, FL 33844Haines City Senior High ........................................................................................................................................................................2800 Hornet Dr., Haines City 33844Sandhill Elementary .................................................................................................................................................................................1801 Tyner Rd., Haines City, FL 33844WINTER HAVENChain of Lakes Elementary ........................................................................................................................................7001 County Rd. 653, Winter Haven, FL 33884Jewett School of the Arts ............................................................................................................................................................2250 8th St. NE, Winter Haven, FL 33881Winter Haven High School .................................................................................................................................................... 600 Sixth St. SE, Winter Haven, FL 33880LAKE ALFREDKaren M. Siegel Academy .............................................................................................................................................935 North Buena Vista, Lake Alfred, FL 33850LAKE WALESSpook Hill Elementary .................................................................................................................................................. 321 Dr J A Wiltshire Ave. E, Lake Wales, FL 33853DAVENPORTHorizons Elementary .................................................................................................................................................................. 1700 Forest Lake Dr., Davenport, FL 33837Loughman Oaks Elementary ........................................................................................................................................4600 US Hwy. 17 92 N, Davenport, FL 33837Ridge Community Senior High School (Special Needs)................................................................................................. 500 Orchid Dr., Davenport, FL 33837Ridgeview Global Studies Academy ................................................................................................................................ 1000 Dunson Rd., Davenport, FL 33896EAGLE LAKELake Region Senior High (Pet Friendly) .............................................................................................................................. 1995 Thunder Rd., Eagle Lake, FL 33839Pinewood Elementary ...........................................................................................................................................................................1400 Gilbert St., Eagle Lake, FL 33839POINCIANALake Marion Creek School ................................................................................................................................ 3055 Lake Marion Creek Rd., Poinciana, FL 34759Laurel Elementary .....................................................................................................................................................................................1851 Laurel Ave., Poinciana, FL 34759Palmetto Elementary ............................................................................................................................................................................315 Palmetto St., Poinciana, FL 34759

Prior to going to any shelter, call the Citizens Information Line to confirm it’s open and operating. They will also have pet-friendly and special needs shelter information. • CITIZENS INFORMATION LINE: 1-866-661-0228

City of LakelandEmergency and Special Conditions Policies and ProceduresPurpose: To establish personnel policies and procedures related to emergency or special conditions impacting, or expected to impact, City operations.

For a complete listing visit Insite > Employee Information > City Policy Manual.

I. INDEX:A. Service Classifications B. Reporting and Notification RequirementsC. Compensation D. Personal PreparationE. Working HoursF. Meal Provision or ExpensesG. Child CareH. Claims Reporting

II. POLICIES:

A. Service Classifications 1. Mission Critical Employees - Those classes of employees whose normal duties are not considered to be of an emergency nature, but who are expected to perform such duties in preparation for, or as the result of, emergency or special conditions expected to impact the City.

Failure of an employee designated as Mission Critical or Emergency and Essential to report to work as instructed may be considered an act of insubordination, and the employee may be disciplined according to City policy. Every effort will be made to provide those employees with extensive personal property damage or other significant personal issues sufficient time to take corrective action; however, once an employee’s emergency/special work status is activated, compliance with that request is expected.

C. Compensation The City Manager or his/her designated representative may order the close of City Hall and non-emergency City work sites due to emergency or special conditions expected to impact the City. During this time, Non-Mission Critical and certain Mission Critical Employees may be released from work and may be granted paid administrative leave for those hours of

their regular workday that they are excused from work because of the closing of City Hall and non-emergency City work sites. Such paid administrative leave shall not be considered as actual work time for the purpose of computing overtime eligibility.

Mission Critical employees who are required to work will be compensated on an hour-for-hour basis for recompense as either paid compensation or compensatory time usage as determined by City management, in addition to their regular compensation rate.

E. Working Hours The maximum amount of hours any one non-shift work employee is authorized to work after the first 72 hours in response to emergency or special conditions shall be no more than 16 hours in any given day. Further, no employee shall be required to work more than 15 consecutive days without a mandatory one-day (24-hour) rest period, otherwise known as “down time.”

F. Meal Provision or ExpensesThe City may arrange for the provision of meals prepared at a City-operated or contracted facility/restaurant for Mission-Critical and Emergency and Essential Employees directly involved in the recovery efforts.

city childcareLocated at the Kelly Recreation Complex, 404 Imperial Blvd., Parks and Recreation will make every attempt to set up a temporary childcare facility for school aged children grades 1-5. Children will participate in active and passive games, highly structured activities and arts & crafts when available. This service will only be provided when there are weather-related school/daycare closings during storm res-toration when no other childcare is available to you. Hours of operation will be announced. You are responsible to provide snacks and lunch for your children and bring City identification when dropping them off. There is no charge for this service. 834-3284.

Outage Notifications

“By failing to prepare,you are preparing to fail.”

B E N J A M I N F R A N K L I N

Stay Connected.

POWERED FOR LIFE

personal emergency information phone & account numbers

UTILITY COMPANY:

INSURANCE COMPANY:

SHELTER LOCATIONS:

EVACUATION ROUTES:

With our new phone alerts, we put the latest power outage information in the palm of your hand.

GO TO LAKELANDELECTRIC.COM AND SIGN IN TO ENROLL. YOU WILL RECEIVE:• Alerts for you area by text or voicemail• Restoration times and status• Notification when power is restored

Sign up now for power outage notifications

sent to your phone.

501 East Lemon StreetLakeland, Florida 33801-5079

(863) 834-9535Fax (863) 834-8450

www. lakelandelectr ic .com

P O W E R E D F O R L I F E

Documents

2016 Employee Emergency Guide