Memorandum

 

To: All Department Heads     

 

From: William Pakoa                  

 

Subject: Cyclone Procedures

 

Date: November 1, 2006

 

 

Dear All Associates,

 

This notice is to advise and remind you all that we are now entering into the cyclone season of the year. Thus, the dangers  of cyclones, such as rough seas, and strong gale winds is a very real threat and must be treated with the proper attention and precautionary measures complied with.

 

I am reissuing the cyclone procedures to one and all, so as you may all familiarize yourselves and prepare for the roles that your respective departments essentially plays.

 

Thank you & I look forward to your collective cooperation and understanding,

 

William Pakoa

Accommodation Manager

 

 

 

 

CYCLONE PROCEDURES

 

Purpose:

To ensure the safeguarding of human lives in the event of a cyclone, to familiarize all personnel with our cyclone procedures, to establish a systematic, comprehensive and orderly action plan.

 

 

  1. Notification Cyclone Watch 72 Hours Notice
  2. Blue Alert                   - 24 Hours Notice
  3. Yellow Alert                - 12 Hours Notice
  4. Red Alert                    - 3 Hours Imminent Notice

“ What to do during and after Cyclone”

  1. Cyclone Kit

 

Reviewed By:

 

Wilson ARU – Chief Engineer

January 2004

 

 

NOTIFICATION CYCLONE WATCH

72 HOURS NOTICE

 

  • Set up command centre in GM office

 

  • Call meeting of all Managers for briefing/ Casino included

 

  • Set up Radio for updates

 

  • Set up fax update on notice board

 

  • Set up tracking Map

 

  • Clear grounds of rubbish and unwanted materials

 

  • Trim trees and shrubs particularly those loaded near overhead cables and gutters

 

  • Transport shutters to location in preparation

 

  • Check sufficient supply of petrol and diesel fuel

 

  • Check sufficient supply of Gas + Kitchen Gas

 

  • Check all Vehicles are topped up with fuel

 

  • Check contents of Cyclone Kit in storeroom situated on the stairway between the ground and second level of the Banyan Wing.

 

  • Plumbing/ Gutter check

 

  • Test Generators

 

  • Bring pool pump to the Hotel

 

  • Ensure all Food Stock is at maximum level

 

  • Additional water supplies

 

  • Maximum Beer Supplies

NB: RADIO STATIONS 98 FM OR 1059AM

Vehicles to be controlled by EAM

 

STAFF MOVEMENT BOARD  to be set up to inform everyone on the movements of all management staff.

BLUE ALERT

 

  • Ensure all actions listed in Cyclone notification are completed

 

  • Updates on cyclone position to be posted on Cyclone Information Board

 

  • Place shutters near windows

 

  • Prepare Bungalow guests to move into main hotel

 

  • Secure Banquet shutters

 

  • Secure Bungalow shutters

 

  • Remove all ropes and fence poles

 

  • Remove all flags and umbrellas

 

  • Contact airlines to check on possible changes in flight schedules

 

  • Advise guests requiring personal supplies or Medication to arrange collection (letter to guests) – Sample letter

 

  • Fill water containers

 

  • Bring in balcony furniture

 

  • Check all contents of Emergency Medical Kits

 

  • Children’s Club:

-         All Children returned to parents

-         All toys stored out of harms way

 

  • Secure staff canteen

 

  • Close suspension bridge / tighten stays / Install 2nd stay on Rope bridge at Island End

 

  • Camera/ Films for cyclone store to take photos of damage after storm

 

  • Tennis court and volleyball nets removed

 

YELLOW ALERT

 

 

  • Further briefing to all management

 

  • Remove all exterior furniture which is to be stored:

-         Terrace Balcony furniture into lobby

-         Pool furniture into pool

-         Terrace flower pots into Lobby

 

  • Install store shutters to Lobby Terrace and towards verandah ( if not done)

 

  • Confirm who will stay in Resort if necessary arrange for families to come into Hotel (Wilson, William & Ruth)

 

  • Place shutters on entrance to Hotel (if not done)

 

  • Set up ballroom for dining

 

  • Shutters on guest rooms

 

  • Guest Activities Manager to arrange alternative program

-         Casino

-         Bingo

 

  • Ensure gas bottles etc full and available for the kitchen

 

  • Place latest information on Bulletin Board

 

  • List of guests inhouse / staff inhouse

 

  • All medical kits to Command Centre

 

  • Shut down all exterior lamps

 

  • Back up all computer system

 

  • Tie down boats etc

 

  • Stow all Pool Bar equipment

 

  • Ensure Cyclone Store complete

 

  • Beach furniture / garbage bins stored.

 

RED ALERT

 

·        Check all rooms for guest safety 
Turn off all unnecessary power in the Resort

 

·        Letter to Guests advising of current dangers, advise and warn all to remain indoors in rooms once winds intensify

 

·        Unplug all electrical items

 

·        Remove power leads completely

 

·        Do not open windows or doors unless pressure build up is such that glass may explode

·        Remain indoors at all times

 

·        Do not leave the Resort until the all clear is given by management

 

·        Park hotel vehicles in loading dock

 

·        Update of guests inhouse

 

·        Finalize computer shutdown

 

DURING CYCLONE / AFTER CYCLONE

 

·        GM to keep guests informed – room newsletters to be issued every few hours to advise of weather changes.

 

·        Sports / Guest Relations to Entertain – improvise and create fun games to keep guests interested and involved and direct attention away from climate hazards.

 

·        Team to check the grounds ( ENG / EAM )

 

 

 

Once cyclone has  passed…

 

 

 

SCHEDULE FOR CARS

 

·        Follow up power                              }

·        Water                                               }

·        Sewage                                            }

·        Gas                                                   }        All safe

·        Telephone system                          }

·        Photographs of damage                 }

·        Access ways                                   }

·        Rubbish cleared and dumped in    }

 

APPENDIX 1

 

CYCLONE KIT

 

( Stored in the Banyan Wing in an emergency room located on the stair leading to second floor at the entrance door to the lobby )

 

 

1.     2 x 6.74 x 4.74m Tarps

2.     1 Axe

3.     1 Portable Battery Operated Radio

4.     4 Battery Torches

5.     4 Coleman Lights (use of kerosene) & 6 Coleman lights ( use of batteries )

6.     37 rolls Masking tapes

7.     First Aid Kits ( restock )

8.     8  25 ltr Plastic water bottles and Taps

9.     12 cans Insect Repellant ( Due Date 2005 )

10.                         Candles and matches

11.                        1 x  Aluminium Ladder

12.                        1 x Hammer

13.                         1 x Set of Screw Drivers

14.                        1 x Shovels

15.                         2 x Bushman Saws

16.                         4 x Taliaplast with Rubber Edging

17.                         6 x Rain Coats