FLEET MANAGEMENT POLICY I PROCEDURE
NUMBER FA- 001
SUBJECT: HURRICANE I NATURAL DISASTER
DISTRIBUTION:
Fleet Management Public Safety PURPOSE:
To establish procedures for maintenance and repair of County vehicles and equipment in case of a hurricane or other natural disaster.
PROCEDURE:
60 HOURS PRIOR TO EXPECTED LANDFALL
Meeting will be held with all Fleet Employees to implement plan.
1.) All fuel storage tanks and Fleet building generator will be topped off. The fuel vendor will be contacted and delivery confirmed.
2.) All completed vehicles at the Fleet facility will be fueled and operators will be contacted for vehicle pick-up. County employees will be
contacted to fuel all County vehicles.
3.) Confirm that all fuel wholesale dealers have begun the restocking of all County fueling facilities and area retail outlets.
4.) Fleet facility and outlying depots put on notice of possible two, 12-hour shifts (Employees will be split into two (2) shifts A & B.). The shift list should be updated if necessary and reviewed with all employees. 5.) Contact tire, towing, and etc. vendors to be on-call 24 hours a day.
Order any additional tires needed. Get contact information from the vendors, phone #, etc.
6.) Submit any outstanding petty cash receipts for reimbursement to ensure maximum dollar amount is available during storm.
7.) All employee leave time is cancelled.
8.) Check availability of sand from DOT Operations and sand bags from EOC. Order if necessary.
9.) Contact collection vendor to empty all dumpsters (pickup is on Monday, Wednesday and Friday 321-8050).
10.) Order port-a-johns for delivery at least 24 hours prior to landfall. 11.) Encourage employees to secure their homes and obtain necessary
supplies and fuel their vehicles.
12.) Request the use of two Day Workers for filling sandbags, cleaning the yard, removing debris, etc.
13.) Contact water vendor to bring additional water to facility (Wayne with Crystal Springs Water 209-2460).
14.) Contact vending machine vendor to restock all vending machines in the facility (Don Lacy Cadillac Quality Vending Phone 239-694-3070 or cell 239-357-9554.
15.) Check first-aid kits.
16.) Enter disaster requisitions/purchase orders in One World. 17.) Purchase supply of cell phone batteries.
48 HOURS PRIOR TO EXPECTED LANDFALL
1.) Fuel pumps should be sandbagged to avoid any water contamination. EOC-sandbags, DOT -sand. Fuel vendor should be contacted and tanks should be topped off again. Delivery confirmed to EOC representative. 2.) An informal inventory will be taken of appropriate stock and additional
parts and supplies ordered (i.e. tires, batteries, tire repair kits, large trash bags and liners for securing computers and equipment, batteries and flashlight batteries, etc.)
3.) All parts room inventory and parts manuals must be lifted off the floor or raised from low lying shelves to higher levels in case of flooding. 4.) All supplies, drums and shop equipment must be secured and placed
inside the building.
5.) Hazardous materials holding facility should be secured and DEP contacted to remove drums.
6.) Mechanics and Parts Room Staff should determine if any additional parts are needed and notify parts houses as they will close early due to the storm.
7.) Re-contact water vendor to bring additional water to facility (if necessary).
8.) Re-contact vending machine vendor to restock all vending machines in the facility (if necessary).
9.) Reschedule equipment on Fleet Scheduler. Nothing new to repair unless it is an emergency and approved by the Shop Superintendent or the Fleet Manager.
24 HOURS PRIOR TO EXPECTED LANDFALL
1.) Buildings should be secured by boarding windows and doors, and moving computer equipment away from windows.
2.) Computers and other office equipment and files should be wrapped in plastic sheeting to protect from water damage. The bottom drawer of all file cabinets should be emptied or removed and stored in an
elevated/secure location.
3.) Small equipment (like mowers, small tractors and attachments) should be moved inside building and debris, which could become potential projectiles, should be removed from grounds, including but not limited to, aluminum/steel from welding shop, trash receptacles, etc.
4.) County equipment located at the facility should be distributed to the user departments wherever possible.
5.) Fuel vendor should be contacted and tanks should be topped off again and the delivery confirmed to the EOC representative.
6.) Fleet employees should be sent home in adequate time to prepare their families and home/property and to "ride out the storm".
7.) Remove flags from flagpoles.
8.) Establish and maintain communications with the Department's representative at the Lee County EOC for additional instructions and information.
9.) Employees should wear their Lee County employee ID badges in order to be able to return to the facility after the storm.
10.) Sandbag external doors to administrative offices and parts room. 11.) Secure mechanics' tools.
12.) The Shop Superintendent will turn the auto gate off and chain it shut. This will prevent the gate from staying open in case of power loss. Go over the procedure for the gate, main breaker and generator switches with the staff at the time they will need to be turned off. The Shop Superintendent will contact Facilities to turn auto door lock/unlock off on front office entrance door and parts room rear doors.
13.) Move dumpsters to a safe location.
14.) Turn over or bring inside the shop picnic tables in rear eating area. 15.) Remove trash cans from fuel island and bring them into the Light I
Heavy Shops.
16) Put braces on shop overhead doors. AFTER STORM PASSES
Open the auto gate manually and leave open while people are at the facility. Turn the main power source to the building back on "auto" if there is no power line damage or panel damage.
1.) After the storm has passed Fleet Management employees will be on 12 hour shifts, "A" shift and "B".
2.) The "A" shift will report to the Fleet Management facility to work from 7am to 7pm.
3.) The "B" shift will report to the Fleet Management facility to work from 7pm to 7am.
4.) The first shift to report to work after the storm will depend on the time and the storm passes. If the storm passes during your assigned shift time, report to work as soon as possible after the storm has passed. 5.) The 12-hour shift rotation will continue until such a time that it is
determined by Administration that the County work force can resume normal operations.
6.) Mechanics will be mobilized to areas as needed to assist in the removal of debris, to repair equipment and to ensure that equipment remains operational.
Shift supervisor will keep records of all activities, to include the equipment being used, forklift, shop truck, etc. Information should include, what happened, when it happened, where it happened and the resolution. Also include: dates and times, which are very important, when reporting to FEMA.
Revision Date: June 2014
PRIORITY REPAIRS
#1 DEBRIS REMOVAL I AMBULANCES DUMP TRUCKS
FRONT -END LOADERS EXCAVATORSIGRADALLS TRACK HOES, BACKHOES LOWBOYS
#2 VAC CON
AERIAL BUCKET TRUCKS I EQUIPMENT SERVICE TRUCKS - UTILITIES
SMALL CRANE TRUCKS STREET SWEEPER
#3 FOUR WHEEL DRIVE VEHICLES (Assessment Teams) #4 PICKUP TRUCKS
FORKLIFTS #5 CARS
Review Date: May 2015
SHIFT ASSIGNMENTS
(NOTE: Shift assignments will be revised as staffing changes occur without formal revision to this policy.)
"A" shift 7AM-7PM: HOME OTHER ALTERNATE
1. Marilyn Rawlings * Fleet Manager none 851-5968 672-5977
2. Janet Meyers ** Parts Manager 440-9154 895-8925
3. Bobby Cava Iuzzi Fleet Supervisor 549-5194 728-1940
4. Andy Carmichael Fleet Supervisor Hvy 694-0707 340-8524
5. Carlos Cruz Mechanic Heavy 694-8944 810-3726
6. Daniel Schultz Fleet Service Worker none
7. Robert Lemieux Mechanic EMS 543-9265 850-5023
8. Jill Bammerlin Fiscal Officer 573-6556 770-4964 770-4663
9. Patrick Lynch Mechanic PM none 910-7436 910-7438
10. Keith Smith Mechanic WEL 772-3595 243-6427
11. Debbie Steinke Admin Specialist 292-4956
12. Luis Pacheco Mechanic Heavy none 728-7186 205-4299
13. Jeff Copping Mechanic FIR none 898-9184 292-3400
14. Ed Santiago Supply Specialist 246-1546 2092686
15. Karen Shilling Admin Specialist 440-9034
16. Jose Lopez Mechanic Light 850-1083 340-0602
17. Dan Bristol Mechanic Light 863-381-2404 243-6164
18. Raul Cortes Mechanic Light 313-7005 823-7330 407-415-1368
19. Dave Will Mechanic Light 369-7147 225-5113 872-0406
20. James Phennicie Mechanic EMS/Light 450-3020 450-3040
"B" shift, 7PM-7AM:
1. Brad Wright** Shop Superintendent 332-3144 841-0547
2. Fred Glasenapp Mechanic PM 549-9187 425-5122 425-5120
3. Richard Jones Sr. Supply Spec. 941-625-3099 243-2892
4. Keith Twardus Mechanic-EMS none 822-4547
5. Lonnie Clukey Mechanic Heavy 574-6222 898-1861
6. Randy Painter* Fleet Supervisor 313-8211 313-9463
7. Jorge Gonzalez Mechanic Heavy none 271-0258
(*these positions will be on-site coordinators for their shift)
(**these two positions will alternate shifts at the Emergency Operations Center)
ON CALL Cell Phone 229-6459
In-Field Cell Phone (Patrick Lynch) 229-6457 In-Field Cell Phone (Fred Glasenapp) 839-0579
Fire Cell Phone 281-7319
Shop Superintendent Cell Phone 229-6461
Fleet Manager Cell Phone 851-5968
EOC 533-3622 EOC Fax 477-3636
Fleet at EOC 533-3655
Logistics Coordinator at EOC 533-3671
State EOC Fuel (Sung Kim) 850-559-0977
Employee Hotline 888-231-5991
Revision Date: August 2015