Emergency Procedures

GENERAL INFORMATION

The success of the building’s preventive strategy requires the full cooperation of all tenants. All suspicious individuals, activities, articles, packages or situations should be reported to the Customer Service Center immediately. We depend on your eyes and ears to help keep the building safe.

Generally most bomb threats are false, they are intended to disrupt operations and cause confusion. If a bomb is intended to kill, injure, and destroy there is typically no advance warning, as that would defeat the purpose. Regardless, every threat should be taken seriously until proven otherwise.

PROCEDURE

IF YOU RECEIVE A BOMB THREAT OVER THE TELEPHONE:

1. Keep the person talking as long as possible.
2. As you are speaking with the caller, record the information received on the attached Bomb Threat Report Form, located at the end of this section. Note the characteristics of the caller such as gender, tone of voice, age, accents, and background noises. Keep a copy of the report form in the main reception / telephone area for easy access. Review the form with your staff and ask them to use it, if necessary.
3. At the end of the call, dial *69 and record any number provided by the service.
4. Call 911 or the local emergency number.
5. Provide the dispatcher with the following information:
   • Name
   • Type of Emergency
   • Company Name
   • Physical Building Address [not building name]
   • Floor and Suite Number
   • Telephone Number
   • Any information from the Bomb Threat Report Form
6. Listen to the dispatcher for any additional instructions before hanging up.
7. Call the Customer Service Center.

CONDUCTING A SEARCH

1. If the caller states or implies that a bomb is in a particular suite, be aware that the individuals working in that suite will be called upon to conduct a search of their area. These individuals are the best people to determine whether something doesn’t belong or if something has been moved, or is out of place.
2. Each tenant should develop and maintain a search plan for their office suite. There should be two Searchers per team. If the suite is large, divide it into quadrants and permanently assign searchers to a specific quadrant.
3. Conduct your search by assessing the room utilizing the following method:
   • search from floor to waste level
   • then search from waiste to chin level
   • then search from chin to ceiling level
4. Keep a written record of the rooms searched ans the results.
5. If a device is found, do not touch it:
   • ISOLATION -isolate the object
   • EVACUATION - evacuate the area
   • NOTIFICATION - notify the authorities
6. If the caller states or implies that a bomb is in a common area of the building, the property team will conduct the search.
7. The local authorities generally respond to the building to simply take a report if an unidentified or suspicious article is not found. In turn, if an article is found, the bomb squad is generally called by the police department.

BOMB THREAT LEVELS

1. Bomb threats can be classified into two categories: Low Level Threat and High Level Threat as identified below:
   • Low Level Threat - Caller lacks details, no description of the bomb is given, no location identified, no detonation time provided, no device found.
   • High Level Threat - Caller provides specific details regarding the type of bomb, what it looks like, location, detonation time, or reason for wanting to bomb the building. A high level threat also goes into effect if a device or suspicious article is found.
2. If a Low Level Bomb Threat is received, the building may remain open for business. In a Low Level Threat, the Customer Service Center may call each tenant’s primary contact, to inform him or her of the threat. If the building chooses to remain open for business, it is up to each individual tenant, to decide independently whether to evacuate the building or remain open for business. The property team will prepare to handle any tenant evacuation once a desire is expressed by a tenant to evacuate.
3. If a High Level Threat is received, a partial or full building evacuation should be considered if the threat is deemed credible, if a suspicious article is located, or if the local authorities mandate the evacuation. The Customer Service Center will call each tenant’s primary contact to inform him or her of the threat. If the building chooses to remain open for business, it is up to each individual tenant, to decide independently whether to evacuate the building or remain open for business. The property team will prepare to handle any tenant evacuation once a desire is expressed by a tenant to evacuate.
4. If your company chooses to close and evacuate the building, please notify the Customer Service Center so we have a record that your suite is empty. This information will be important to have if the threat escalates.

EXPLOSIONS

In the event of an explosion, your main objective is to protect yourself.

• DROP to the floor.
• Take COVER under heavy furniture.
• HOLD your position and protect your head and body with your legs and arms.

Protect yourself from falling objects by staying away from windows, shelves, and other loose or unstable objects. Do not light matches or turn on electrical switches, evacuate the area as quickly as possible utilizing the emergency stairwells. Do not use the elevators; the explosion may have impaired the operation of the elevators, or may have caused a fire in another part of the building. Report injuries to the local authorities and the Customer Service Center.

MAIL BOMBS AND SUSPICIOUS PACKAGE

• Mail bombs can arrive as parcels, padded envelopes, or any other type of envelope. If you encounter a suspicious package, DO NOT TOUCH IT, HANDLE IT, SHAKE IT, OR OPEN IT. Call 911 and then contact the Customer Service Center.
• ISOLATION - isolate the object
• EVACUATION -evacuate the area
• NOTIFICATION - notify the authorities

Suspect letter and package indicators:

• Excess postage
• Address or name misspelled, wrong name, wrong title, badly typed or written
• No return address or unusual return address
• Restrictive markings i.e. personal, confidential
• Parcel that is lopsided, lumpy, or has protrusions or protruding wires
• Oil stains on wrapper
• Parcel has an odor
• Package arriving before or after a phone call from an unknown person asking if it was received

Civil disturbances are visible actions designed to advocate a position on a particular issue. Most are peaceful and only occasionally cause an inconvenience; they become problematic when they obstruct business. We rely on the local authorities to advise us of protective actions that should be taken during a local disturbance in or around the property. It is important to avoid the area around the demonstration and not provoke the demonstrators.

Emergency procedures may include one or more of the following:

• Secure entry to the building
• Secure all stairwells
• Secure elevators on a given floor
• Restrict access to the building
• Partial building evacuation

In the event of a civil disturbance, tenants may be asked to remain in the building under the advisement of law enforcement agencies until the disturbance is under their control.

If your company chooses to close and evacuate the building, please notify the Customer Service Center so there is a record that your suite is empty. This information will be helpful if the situation escalates.

Introduction

Emergencies happen - the Chicago Fire, the Oklahoma City bombing, the San Francisco earthquake, are all evidence that emergencies can and do impact the workplace. Although they are unplanned and unwanted, it is everyone’s responsibility to be prepared for them. These Emergency Procedures contain the information you need to be prepared for an emergency. Everyone who works in this building must read and be familiar with these procedures. We recommend that these procedures be distributed to all employees and posted in a lunchroom or other common area.

In some cities, the local code requires specific fire life safety training, and may provide a time frame in which the training must be received. This guide does not supersede local code. Please adhere to local code requirements and in the absence of code, follow these guidelines.

If you have any questions about the procedures and plans in this Guide please contact your property manager.

In an emergency that requires building evacuation, time saves lives. Knowing and following the evacuation plan is one of the most important things you can do to ensure your own safety and that of your co-workers. It is your firm's responsibility to follow the Evacuation Plan as outlined below, assign responsible personnel to assist the property team, and to be responsible for controlling the movement of your employees and visitors during a full or partial evacuation of the building. Cousins Properties will adhere to Federal, State and local codes and statues.

The Evacuation Plan includes information on:

Emergency Response Team Positions and Responsibilities
Initial Assembly Area
Tenant Designated Meeting Location
Cousins Properties Incorporated Partial Relocation and Full Evacuation Standards 
Emergency Response Team Training
Evacuation Drills
Emergency Supplies

Emergencies procedures for:

Fire
Medical Emergencies
Power Failure
Bomb Threats
Chemical, Biological, or Radiological Unconventional Weapons
Terrorist Activities
Civil Disturbances
Workplace Violence
Earthquakes
Hurricanes and Floods
Tornado and Severe Weather

EMERGENCY RESPONSE TEAM POSITIONS AND RESPONSIBILITIES

Each tenant should establish an Emergency Response Team based on the positions described below. We understand that no two buildings are alike, therefore, positions can be added to your Emergency Response Team, if necessary, to provide ample coverage. In some cases, tenants may want to share responsibilities in common areas on the floor. Additionally, each tenant is encouraged to establish an after hours calling tree for contacting its’ employees in the event of an emergency.

The Emergency Response Team for each floor consists of Floor Wardens, Suite Monitors, Searchers, Special Assistants, Stairwell & Elevator Monitors, and Alternates. It is each Emergency Response T eam member’s responsibility to be familiar with the Plan, the emergency exits, and the location and operation of any available fire system equipment, and fire extinguishers.

The Plan outlines responsibilities for Emergency Response Team members. Specific roles and responsibilities include:

INCIDENT COMMANDER (Cousins Properties: manages the evacuation)

• Appointed by Cousins Properties. The most senior member of the property team ON-SITE during an emergency.
• Reports to the local authorities.
• Overall management / supervision of the emergency evacuation.
• Coordinates notification to the building occupants in an emergency, and directs the Emergency Response Team to relocate or evacuate via the Public Address System (PA), Alarm System, or by other means.

FLOOR WARDENS (Tenants: manage the evacuation of the their suite, and common areas on their floor)

• Appointed by the tenant.
• Floor Wardens have a dual role, Floor Warden and Suite Monitor. They are responsible for evacuating the common areas on their floor, and all areas in their suite.
• Assemble responsible and dependable employees to implement emergency evacuation procedures. These roles include Searchers, Special Assistants, Stairwell and Elevator Monitors and Alternates. Each tenant must have their own Emergency Response Team.
• Direct the evacuation of occupants in the event of an emergency.
• Follow direction provided by the Incident Commander and the local authorities during an emergency.
• Report the names and locations of all individuals waiting for assistance in relocating/evacuating to the local authorities.
• Inform the teams' Alternates and the management team of any vacations, leaves of absence, transfers, or time off of anyone on the Emergency Response Team including Floor Warden in order to make necessary team adjustments.

ALTERNATE FLOOR WARDENS (Tenants: manage evacuation of tenant space)

• Appointed by the tenant.
• In the absence of the Floor Warden, the alternate assumes the duties and responsibilities of that position, including that of Suite Monitor for their suite.
• Assist the Floor Warden during an emergency.

SUITE MONITORS (Tenants: manage the evacuation of the suite)

• Appointed by the tenant in each suite.
• Assemble responsible and dependable employees to implement emergency evacuation procedures for their suite. These roles include Searchers, Special Assistants, and Alternates.
• Keep a record of the names and locations of individuals in your suite that require special assistance to evacuate. Forms can be obtained from the management team. This form should be completed by each Suite Monitor, updated as necessary, and sent to the Customer Service Center promptly following any revisions.
• Direct the Emergency Response Team and occupants in the event of an emergency.
• Follow direction provided by the Incident Commander and by the local authorities during an emergency.
• Evacuate the team from the floor.
• Report the names and locations of all individuals waiting for assistance in relocating/evacuating to the local authorities.
• Take attendance of suite occupants and visitors at the designated Initial Assembly Area, or your suite’s Designated Meeting Location to ensure that all individuals are accounted for. Report missing persons to the local authorities.
• Inform teams' Alternates and the management team of vacations, leaves of absence, transfers, or time off of anyone on the Emergency Response Team including Suite Monitor in order to make necessary team adjustments.

ALTERNATE SUITE MONITORS (Tenants: manage the evacuation of the suite)

• Appointed by the tenant for each suite.
• In the absence of the Suite Monitor, assume the duties and responsibilities of that position.
• Assist the Suite Monitor during an emergency.

SEARCHERS (Tenants: make sure no one is left behind)

• Appointed by the tenant for each suite.
• Appointed by the Floor Warden for common areas.
• Responsible for searching for and evacuating occupants from all rooms and common areas on each floor such as offices, restrooms, kitchens, reception areas, elevator lobbies, conference rooms, fitness centers, etc. Tenants may need several searchers depending on the size of the suite and the number of common areas to be searched. If the suite is large, divide it into quadrants and permanently assign a Searcher to a specific quadrant. If there are several common areas to be searched, assign Searchers to specific common areas.
• If time permits, close each door after the room is searched and place a Post-it note on the lower third of the door saying "Search Completed." This alerts the fire fighters that the room has already been searched and gives them more time to fight the fire. It is recommended that searchers have the Post-it notes pre- printed on white paper with large black bold lettering.
• Direct all remaining occupants on the floor to evacuate.

SPECIAL ASSISTANTS (Tenants: aid persons requiring special assistance)

• Appointed by the tenant for each suite.
• Make sure that all persons requiring special assistance are evacuated safely. Special attention must be given to individuals who have difficulty hearing, opening doors, or negotiating stairwells. Include individuals confined to a wheel chair, walk with the aid of a cane, walker, crutch, artificial limb, temporary cast, or who have limiting conditions such as arthritis, rheumatism, heart conditions, excessive weight, are pregnant, or have any other condition that prevents or impedes following emergency instructions.
• Two Special Assistants are required for every person requiring assistance.
• Persons who do not require special assistance evacuate first. The individuals requiring special assistance can then evacuate without slowing the evacuation. If there is evidence of fire, relocate the individual to the emergency stairwell farthest away from the fire or other emergency.
• Wheelchairs should be left behind when evacuating via the stairwells.
• Move into the stairwell or safe refuge area, close the door behind you, and remain on the landing. If floors above are evacuating, and the floor you are on is not affected by smoke or fire, move back onto the floor until the upper floors have evacuated so you don’t slow the evacuation.
• If imminent danger exists, the Emergency Response Team may assist in evacuating the individual to a safe area.
• Report the names and locations of persons waiting for assistance to evacuate/relocate to the Suite Monitor and local authorities.

STAIRWELL MONITORS (Tenants: manage stairwell evacuation)

• Appointed by the Floor Warden for common area stairwells.
• Appointed by the tenant for each suite for internal private stairwells.
• Report to the assigned stairwell and check the environment inside the stairwell before you allow anyone access.
• If the door is hot to the touch or if the stairwell is affected by smoke, direct individuals to an alternate emergency stairwell and inform the Floor Warden to ensure that the local authorities are notified.
• Do not allow evacuees to take food and beverages along when evacuating. Spilling of food and beverages will cause a slip and fall hazard that will slow the evacuation and possibly cause injuries. Hot beverages can also cause burn injuries if spilled directly on individuals. When evacuating time is of the essence, it can save lives.

ELEVATOR MONITORS (Tenants: prevent the use of elevators)

• Appointed by the Floor Warden for elevators in common areas.
• Appointed by the tenant for each suite for private or internal elevators.
• DO NOT USE ELEVATORS IN A FIRE EMERGENCY.
• Report to the elevator lobby and redirect traffic to the nearest emergency stairwell in a fire emergency, and maintain order in an elevator evacuation.

ALTERNATES (Tenants: fill open positions)

• Appointed by the tenant for each suite.
• Each tenant should assign a sufficient number of Alternates for each position specified above so that an Alternate is in the building at all times during working hours to ensure a safe evacuation.

INITIAL ASSEMBLY AREA

In the event of a full building evacuation, the property team will direct evacuees out of the building toward an initial assembly area. This procedure accomplishes two goals. 1) Helps provide a safe direction of travel that does not interfere with the emergency, emergency equipment, and responding emergency vehicles. 2) Helps prevent a back up of evacuees in the building’s lobby and stairwells. The initial assembly area is located far enough away from the building to allow all occupants to evacuate out of the building and relocate to an assembly area away from the emergency. Once the initial assembly area is reached, tenants may move to the tenant designated meeting location and wait for instructions from the Floor Warden or Suite Monitor.

Two Stairwell Monitors are to be stationed at each stairwell. One at the stairwell door holding the stairwell door open, directing individuals to walk quietly in a single line, and the other at the first landing directing individuals to walk on the right side of the stairwell. Walking on the right side of the stairwell helps evacuees down the stairwell safely because stairwells generally have a continuous handrail on the right side that can guide individuals in the dark. Keeping to one side of the stairwell also allows the fire department to ascend freely on the left side of the stairwell.
Tenants must remain calm and adhere to strict stairwell discipline. Evacuees must be silent to allow everyone in the stairwell to hear emergency announcements and commands.
Evacuate individuals down the stairwell in a systematic and orderly manner.

TENANT DESIGNATED MEETING LOCATION

Each tenant is responsible for designating its own company meeting location for employees to congregate, in the event of a full building evacuation. The meeting place should be located well away from the building (300ft. minimum), and provide safe refuge. After the evacuation, the Suite Monitor is responsible for taking attendance to ensure that all of their company’s suite occupants and visitors are accounted for, and should report missing individuals to the local authorities.

COUSINS PROPERTIES PARTIAL RELOCATION AND FULL EVACUATION STANDARDS

Cousins Properties will adhere to Federal, State, and local codes and statutes.

EMERGENCY RESPONSE TEAM TRAINING

• Each tenant must establish an Emergency Response Team based on the positions described above. The names of team members must be kept up to date and communicated to the property manager.
• All members of the tenant’s Emergency Response Team will be asked to attend training sessions conducted by the fire department, police department and Cousins Properties Incorporated. Training is essential to the readiness of the Emergency Response Team, and will be scheduled by the property manager.
• Cross training is recommended to enable knowledge and role sharing among team members. This is especially important if one or more team members are unexpectedly out of the office when an emergency occurs. Cross training helps to ensure a seamless evacuation in a minimally staffed environment.

GENERAL POPULATION FIRE LIFE SAFETY TRAINING

In some jurisdictions, it is required by local fire code for all tenant employees to receive fire/life safety training. Where not required by code, Cousins Properties strongly encourages all tenants to participate in training. In addition, tenants should conduct their own in-house training in accordance with this Plan. Tenants may call the property manager for assistance with presentations, and to review the tenant’s company specific plan.

EVACUATION DRILLS

The property team, often with the assistance of the fire department, conducts periodic emergency evacuation drills, in accordance with the approved Plan.

Cousins Properties evacuation drill standard includes following local code or in the absence of code at minimum, drill each tenant on each floor once per year as defined locally by fire department officials. Conducting drills will help tenants and property teams prepare for the unlikely event of a true emergency. Building occupants are urged to participate in drills and in some jurisdictions, participation is required by code.

Written records of the drills and compliance results are kept on the premises readily available for inspection by the fire department.

EMERGENCY SUPPLIES

It is recommended that you and your employees have the following items available:

• First aid kit
• Cell phone
• Flashlights and extra batteries
• Transistor radio and extra batteries
• Latex gloves for blood borne pathogen protection
• Heavy gloves in case of broken glass
• Emergency Analog Telephone to connect to a facsimile line that will operate in the case of a power failure
• Whistles to get the attention of those around you
• Walking shoes
• Bottled water
• Light sticks (8 hour)

GENERAL INFORMATION

When the United States Hurricane Center issues a Hurricane Warning, the building will close well in advance of the condition becoming dangerous. Cousins Properties will request all tenants to secure their offices and leave the premises.

When a hurricane warning has been issued, it is of the utmost importance that all precautionary measures and actions are taken immediately for the protection of life and property.

PROCEDURE

1. Keep abreast of weather conditions via radio or television.
2. Remove all papers, pictures, plaques, hanging objects, desktop items, and other loose objects from perimeter offices and store in interior rooms.
3. Close all doors of perimeter offices. If time permits, close all drapes and blinds.
4. LEAVE ALL INTERIOR DOORS OPEN in order to prevent atmospheric pressure problems.
5. Move all expensive equipment and important documents to interior rooms.
6. Notify the alarm company (if your company has one) of the probability of a power outage during the storm.
7. Report all flooding, leaks, fires and structural damage to the Customer Service Center as soon as possible.
8. Notify the Customer Service Center if your company chooses to close and leave the building.

GENERAL INFORMATION

Time is extremely important in the case of a medical emergency. Cousins Properties recommends that all tenants keep first aid kits, including emergency supplies, unlocked and fully stocked in their suites. It is the tenant’s responsibility to make sure that employees are aware of its location and proper use of the supplies.

PROCEDURE

THE PERSON WHO DISCOVERS THE EMERGENCY SHOULD:

1. Dial 911 or the local emergency number.
2. Provide the dispatcher with the following information:
   • Name
   • Type of Medical Emergency
   • Location of Medical Emergency
   • Company Name
   • Physical building address [not building name]
   • Floor and Suite Number
   • Telephone Number
3. Listen to the dispatcher for any additional instructions before hanging up.
4. Call the Customer Service Center to report the emergency. The property team will open doors, and hold elevators for the paramedics in order to expedite treatment.

NOTE: It is crucial that the injured person is not moved. Try to keep the injured person comfortable without moving, unless a life-threatening hazard exists.

FIRST AID/EMERGENCY SUPPLIES

The more supplies you have on hand when an emergency occurs, the better prepared you are to deal with injuries. It is recommended that, at a minimum, you have the following available in your tenant space:

• First aid kit
• Cell phone
• Flash lights and fresh batteries
• Transistor radio
• Latex gloves for blood borne pathogen protection
• Heavy gloves in case of broken glass
• Emergency Analog Telephone to connect to a facsimile line that will operate in the case of a power failure
• Whistles to get the attention of those around you
• Walking shoes to help you evacuate quickly
• Bottled water
• Lightsticks (8hour)

Cousins Properties has established a Threat Level Matrix, based on the Department of Homeland Security (DHS) threat advisory color code system. This Matrix provides a list of actionable security options available at each DHS level related to operating procedures that would restrict free and open access to the building. Some of these options include restrictions on the use of the loading dock, the parking areas; lobby control for tenants and visitors, delivery services, etc. Cousins Properties trains its staff and the various floor wardens to react to emergencies to help guide tenants to safe areas in the event of a terrorist incident.