Safety and Building Emergency Plans – Procedure


  1. Annual fire inspections of all Board owned or leased facilities shall be conducted by the local Fire Marshal or designee.  
  2. At least one staff member in each building receives training in techniques of fire suppression.
  3. The Health Department shall annually inspect the kitchen and food prep areas.  Successful documentation of these inspections results n the issuance of a certificate for operation that should be visibly displayed in the kitchen area.
  4. In accordance with transportation policies and procedures the State Highway Patrol inspects all buses annually.
  5. All inspections shall be documented and any recommendations implemented upon receipt of written or verbal reports received from the inspector or surveyors.
  6. All fire extinguishers, fire gongs, and alarms shall be kept in good working order and inspected no less than once per year by the building supervisor or designee.
  7. Storage of combustibles or flammable materials shall effectively be separated from all rooms or work areas in such a manner to inhibit the spread of fire.  At the fire inspections, the Marshal or designee shall be asked to review the storage areas to ensure they are safe and adequate.
  8. The building supervisor is responsible to ensure all hallways, entrances, ramps and corridors are kept clear and unobstructed at all times.
  9. Power equipment, fixed or portable, should include operating guards as required by the operator’s manuals or in compliance with OSHA and the Division of Safety and Hygiene, Bureau of Workers’ Compensation standards for safety.
  10. The chairperson of the safety committee has the authority to conduct periodic safety audits of facilities and notify the building supervisor to correct any potential safety issues.  The safety chairperson shall keep the Superintendent apprised of any potential safety issues.
  11. At any time a staff member or enrollee at the Board suspects there may be a safety issue of any type, they are encouraged to contact the safety chairperson or building supervisor to notify them of the concern.


  1. At all Board facilities, fire drills shall be conducted at least once per month.  Results of the drills shall be documented by a designated staff member and submitted to the safety committee to review the effectiveness of the exercise.  All written reports and analysis shall be submitted to the Superintendent or their designee.
  2. At all Board facilities, tornado drills shall be conducted at least four times per year.  A drill shall be conducted in the months of April, May, June and July.   Results of the drills shall be documented by a designated staff member and submitted to the safety committee to review the effectiveness of the exercise. All written reports and analysis shall be submitted to the Superintendent or their designee. 
  3. Evacuation plans for fire and tornadodrills and other emergencies shall be posted in each room or special area in the facilities operated by the Board.


  1. The Board utilizes the emergency procedures flip chart located by each phone in the facilities that outline critical phone numbers and procedures for addressing fire, explosions, hazardous materials, tornados, bomb threats, rapid evacuation, earthquakes, nuclear attack, utility emergencies or power failures, and poisoning.
  2. The emergency procedures flip chart contains procedures related to emergency closing. The superintendent or designee determines if there is a need for early emergency closure due to weather or building emergency.  All program participants, families, and residential providers will be notified in advance of early dismissal for program enrollees. No program participant will be dropped off at their homes without prior contact of family or care giver.  If unable to reach the family or caregiver at the primary phone number the alternate emergency contact will be notified to ensure a responsible party is available to ensure the health and safety of the program participant.  If initially unable to contact family or care giver, program participant will remain at the Board until a family member or care giver can be contacted.


  1. All accidents and injuries shall be reported within 24 hours of the occurrence.   Accident and injury reports shall be submitted to the safety committee for analysis and recommendations for prevention in the future.
  2. Reporting of accidents and injuries shall be in accordance with the Board administrative procedures for General Health and Well Being of All Individuals Receiving Services.


  1. Individuals and staff are prohibited from bringing a firearm or knives, metal knuckles, straight razor, explosives, noxious irritation or poisonous gasses, poisons, drugs and other items possessed with the intent to use, sell, harm, threaten, or harass staff, individuals, parents, volunteers or other community members on Board property, in a Board vehicle, or to any Board sponsored activity. 
  2. If an individual brings or displays a dangerous weapon on Board property, in a Board vehicle or at any Board sponsored activity, the following procedures will apply:
  1. Call police, as determined as appropriate by the building supervisor or designee;
  2. Do not attempt to disarm;
  3. Clear the area or evacuate the facility;

C.  Notwithstanding the preceding tools such as pocket knives, scrapers, utility knives, banding cutters or other tools are permitted provided they are required to perform a task assigned and used solely for the intended purposes, and not for intimidation nor as a weapon.  The Superintendent or designated management employees may evaluate the appropriateness of such objects on a case by case basis and may both approve individuals to carry such objects on their person or may require individuals to leave the premises if it is determined that an object is inappropriate.


  1. Any threat shall be reported.  If an individual tells a staff member they want to do bodily harm to someone, the staff member shall document the threat on an incident report form and immediately hand deliver it to the building supervisor (i.e., if bodily harm, destruction of property)
  2. At no time can a threat be ignored.
  3. When a threat of serious nature has been documented and submitted, the Building Supervisor shall notify the Superintendent or designee in their absence.
  4. Building Supervisor will decide if it should be reported to law enforcement for any necessary follow-up.
  5. The contact of law enforcement shall be documented on the incident report form specifying the date it was reported and to whom.
  6. Employees and volunteers are notified that the use of threatening language which may be misinterpreted, whether or not the language is intended in jest, is inappropriate and may be subject to disciplinary action, whether or not any intent to harm was intended



  1. Building emergency plans and safety polices and procedures shall be available to and communicated to all members of the staff.
  2. Emergency procedures are located near each phone at all facilities operated by the Board outlining plans to address all emergencies.
  3. Staff is encouraged to become familiar with the content of the emergency procedures and the Board policies and procedures specific to safety.
  4. Emergency procedures and safety policies and procedures are reviewed with new employees at formal orientation provided by the Board.
  5. Any revision to the emergency building plans or policies and procedures are communicated to staff via in-service or memo.

Effective Date: July 16, 2002 Revised 9/25/02

Approved by: Thomas Shearer, Superintendent

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