Revisions:Amendments are summarised in the table below and with a vertical line adjacent in the right hand margin to the affected areas within the document.
COPYRIGHT This document is the property of Laing O’Rourke and may not be reproduced, copied or transmitted without prior permission of the Project Director.
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2.1 Project Leader or Construction Manager or their delegate (where no Project Director is appointed).......................................................................................................................................................... 4
CYCLONE PREPAREDNESS and RESPONSE PLAN[Insert Project Name]
1 INTRODUCTION
1.1 Purpose & Scope
The purpose and scope of this plan is to provide the management and staff of Laing O’Rourke Australia Construction (LORAC) & Laing O’Rourke Hong Kong (LORHC) [insert site location], with the guidelines covering the preparedness, immediate response and management of the imminent threat of a cyclone and/or dangerously high winds.
This plan is to be used in conjunction with or form part of the approved Project Emergency Response Plan and is referred in the Safety Management System in Primary Standard 51.
This plan may have to integrate with an existing process if personnel are working and/or accommodated within premises under the control of a 3rd party or client (where deemed by contract) however the checklists associated with this plan are to be completed and complied with in full.
1.2 Abbreviations and Web LinksAustralia State Emergency Services (QLD) SES
Northern Territory Emergency Service (NT) NTES
Fire & Emergency Services Authority (WA) FESA
Bureau of Meteorology BOM
National Construction Codes of Australia NCC
Hong Kong Hong Kong Observatory Tropical Cyclone Warning
Queensland Development Code MP 3.3 Publication Date: 2 June 2010 Temporary accommodation buildings and structures
Queensland Government - Design Guidelines for Queensland Public Cyclone Shelters.
Council Shires have specific requirements for Temporary accommodation buildings and structures. This must be checked when planning and establishing such facilities.
1.4 Definitions
Severe Tropical Depression Tropical mass of thunderstorms with a cyclonic wind circulation and winds between 20 and 34 knots.
Tropical Cyclone The general term for all cyclone circulations originating over tropical waters, classified by form and intensity in severity categories 1-5. It is a low-pressure weather system in which the central core is warmer than the surrounding atmosphere. The term "tropical cyclone" is used in the Indian Ocean and around the Coral Sea off North-eastern Australia. Sometimes called "hurricanes" or "typhoons" in Hong Kong and other areas.
Cyclone Season Australia:- 1st November – 30th April
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CYCLONE PREPAREDNESS and RESPONSE PLAN[Insert Project Name]
Hong Kong:- 1st May – 31st October
Wind Categories Winds are typically measure as, gale Force, destructive & Very destructive.
Tie Down To secure structures, plant, machinery or materials by means of tying down to a suitable weight or anchor point.
2 RESPONSIBILITIES
The company's primary concern is safety and wellbeing of employees, contractors/ subcontractors and the general public.
2.1 Project Leader or Construction Manager or their delegate (where no Project Director is appointed)2.1.1 Responsibilities The prime responsibility of the Project Leader or Construction Manager (or their delegate) is to provide support to the Project Management Team according to the degree of the emergency situation. This support may include, but is not necessarily limited to the following:
2.1.2 General Completion of the checklists contained in Appendix B of this plan at the required stages.
Source the locations for the evacuation of essential and non-essential personnel from the worksite or camp to a predetermined suitably constructed cyclone rated location.
Provide guidance and support to the Project Management Team.
Evaluate effects of emergency on other Laing O’Rourke work sites within the [insert site location] area & provide co-ordination of the company resources of personnel & plant.
Ensure key staff and work site personnel are alerted and kept informed progressively of the intensity (Category Rating) of the event. This includes location, direction, speed, likely time and point of crossing the coast, likely time of effecting the project site and/or personnel.
Where required communication with the client, regarding current status and proposed actions, involving work crews in and outside the [insert Project Name] area.
Ensure worksite personnel unable to return to [insert Project Name], have access to resources and approved shelter during cyclone periods.
During times of absence (R&R annual leave etc) the Project Leader or Construction Manager will appoint a delegate who will ensure the responsibilities are fulfilled.
2.1.3 Review Functions Evaluate effectiveness of cyclone preparedness plans with the HSE Manager & Project
Team members.
2.1.4 Responsibility where a Project Director exists
Where a Project Director is appointed for a project these responsibilities shall lie with the Project Director or their delegate for implementation.
2.2 HSE Manager / Advisor2.2.1 Responsibilities The prime responsibility of the [Insert Project Name] HSE Manager / Advisor is to support the Project Leader or Construction Manager (or their delegate) with current information regarding the intensity (Category Rating), location, direction & speed, of the Cyclone and providing assistance and information to the Project Management & Site Staff Team.
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2.2.2 Review Functions Evaluate effectiveness of cyclone preparedness plans with the Project Leader or
Construction Manager (or their delegate) & Project Management Team members.
Test the plan and procedures in place by coordinating and running exercises simulating its operation.
Organise and co-ordinate de-brief meetings to evaluate the effectiveness of this plan post any activation of this plan.
Ascertain the location of the Low / Cyclone from the following resources:
Radio updates and by contacting [insert site location] weather bureau on [insert contact phone numbers]
Australia BOM website at the address http://www.bom.gov.au
Hong Kong Observatory Tropical Cyclone Warning
2.3 Project Leader2.3.1 Responsibilities The prime responsibility of the Project Leader is to assess, manage, and ensure the site is adequately prepared for pending severe weather conditions, but not be limited to:
The safety and wellbeing of employees, contractors/subcontractors and the general public.
Ensuring all necessary support, additional personnel or emergency services, are available if required.
Ensure all steps are being taken to make the site safe for pending cyclone/strong winds.
In the event of absence from site, these duties may be delegated to the Construction Manager or HSE Manager.
2.4 General Superintendent/Site Supervisor/Construction Manager2.4.1 Responsibilities Consult with the Project Leader and on site Client Representatives to act on the directions from the Project Leader and or Client in relation to the situation.
Direct subcontractors to prepare their work site and accommodation where required and ensure the area is as secure as possible.
Implement the recommendations of this plan and other necessary actions to prepare the site.
Ensure all worksite personnel are accounted for during cyclone warnings and work crews return to either [insert nearest regional centre] and or Client provided accommodation/shelter in accordance with the relevant Cyclone management plan on Yellow Alert status.
Ensure the Wet Weather Pre-Commencement Check Sheet is completed for their work area jointly with the Safety Representative and a signed copy returned to the project HSE Manager / Advisor.
2.5 Site Personnel2.5.1 Responsibilities Follow all instructions given by the General Superintendent/Site Supervisor/Construction Manager and assist in preparing the work site for cyclone readiness. Complete all clean up and securing of loose items as instructed.
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CYCLONE PREPAREDNESS and RESPONSE PLAN[Insert Project Name]
3 PROCEDURE
3.1 GeneralThe [insert Project Name] Operations operate in a known cyclone area where cyclones and intense high wind storms frequently cross the coast primarily during the formal Cyclone Season from 1st November through to the 30th April. Cyclones can occur outside these dates.
Cyclones are formed by tropical lows and are rated by intensity & wind speed from Category 1 to 5. Details on the Cyclone Severity Categories are attached in Appendix A
A flow chart outlining the action to be taken during cyclone/strong wind warnings and a cyclone tracking map is attached in Appendix C.
Effects from cyclones are intensified by rain and storm surge dependent on tidal influence if the project is coastal, near tidal rivers or situated in low lying flood prone areas. The [insert Project Name] Project Office is situated in a low lying area of the [insert details of any relevant broader geographical area] and is subject to flooding and isolation from potential storm surges during King Tides that are possible from cyclonic events. Therefore the possibility of water ingress may need to be considered dependant on the severity of the pending weather conditions coupled with the expectant tidal movements.
Portions of works conducted by the [insert Project Name] Operations are away from the [insert site location] area, and isolation from cyclonic rain is possible from flooding, increase in creek/river size and the closure of roads/rail access tracks. Where possible, work crews in the immediate vicinity of the cyclone track will return to [insert nearest regional designated cyclone centre], prior to any road closures being issued. In locations where work crews cannot return, suitable and appropriately rated cyclone shelter / accommodation will be provided by [Insert responsible party] with evidence obtained it is cyclone rated in accordance with AS1170 and local building codes. (Stage 1 Checklist)
The Cyclone Warning System consists of a Cyclone Watch & Cyclone Warning.
A Cyclone Watch is issued when there are strong indications that winds above gale force and stronger will affect coastal or island communities within 24 to 48 hours. The watch messages are updated every 6 hours
The next phase is a Cyclone Warning. This is issued as soon as gale force winds or stronger are expected to affect coastal or island communities within 24 hours. Warnings are updated every 3 hours sometimes increasing to hourly when the threat is imminent.
The following stages are laid out in the form of checklists in Appendix B that are to be completed by the Project Leader at the required stages.
3.2 Stage 1 - Site Establishment Mandatory PointsThe points associated with the must be planned and implemented at the commencement of the project.
3.3 Stage 2 – Prior 1st November - Cyclone Season Preparedness Mandatory PointsThe items must be implemented and checked just prior to the 1st of November (Australia) and 1st May (Hong Kong) each year.
3.4 Stage 3 - Cyclone Watch Mandatory Check PointsThe points must be implemented & checked prior the 1st of November and monitored until the end of April (Australia) (1st May until 31st October in Hong Kong).
3.5 Stage 4 - Cyclone Warning Mandatory Check PointsThe points must be implemented & checked prior the 1st of November and monitored until the
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end of April. (Australia) (1st May until 31st October in Hong Kong).
3.6 Stage 5 – All ClearStage 5 does not have a checklist however when the cyclone alert has been cancelled, a cyclone clearance notification will be issued to all Management Staff. Personnel unsure of the current cyclone status should contact their Project Leader/Superintendent to confirm the current cyclone status to determine when they should return to work.
Prior to the commencement of work, Project Leader / Construction Manager or the Project Director (where appointed), Project HSE Manager and Clients Representatives where required will undertake a full site inspection and report on the current site condition, evaluate the potential risks and/or hazards to identify and action priorities, resources, equipment, supplies.
This will form the basis of the return to work plan and required before normal duties resume.
Project Leader/Construction Manager or Project Director (where appointed) will declare the work site “all clear” for the workforce to return when safe to do so.
4 CONTACTS
EMERGENCY SERVICE TELEPHONE NUMBERS
Service Phone No.Recorded Cyclone Warning Advice [Insert number]
DFES (assistance)State Emergency Services
[Insert number]
Power Supply [Insert number]
Water Supply [Insert number]
[Insert name of local council or weather bureau] [Insert phone number of local council]
Australian Bureau of Meteorology Website http://www.bom.gov.au
Hong Kong Observatory Tropical Cyclone Warning
Hong Kong "Dial-a-weather" Tel. 1878200
5 AFTER HOURS TELEPHONE NUMBERS OF [INSERT SITE LOCATION] RELATED PERSONNEL
Title Name Mobile Sat PhoneProject Director (where appointed)
CYCLONE PREPAREDNESS and RESPONSE PLAN[Insert Project Name]
APPENDIX A – CYCLONE SEVERITY CATEGORIES
Australia:- Bureau of Meteorology - Surviving Cyclones
An estimate of cyclone severity is now included in all tropical cyclone advices. The table on the right provides information concerning effects due to wind which are typical of cyclones in the various categories. Remember that the system is not designed to give an exact statement of conditions at individual locations but will give a general idea of the expected worst conditions. Categories of cyclone severity range from “1 “for weak cyclones to "W for the most severe cyclones. Accordingly, the risk of property and crop damage, shore erosion and danger to life increases from low for a category 1 to very high for a category 5 cyclone. Using this severity scale, communities will be able to assess the degree of cyclone threat and take appropriate action. It must be emphasised that the category refers to the severity in the zone of maximum winds and therefore the effects felt at individual locations may not be exactly as described in the accompanying table.
Damage will vary from location to location depending upon factors such as: - how far you are from the zone of maximum winds - how exposed the location is - building standards - vegetation type - resultant flooding
It should also be noted that the category does not refer to storm tides; if a storm tide is expected it will be mentioned separately in the cyclone warning.
Research has shown that cyclones in the Australian region exhibit more erratic paths than cyclones in other parts of the world. A tropical cyclone can last for a few days or up to two or three weeks.
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Appendix B Checklists
Stage 1 – Planning and Site Establishment Mandatory PointsE-T-7-0957a Cyclone Preparedness and Response Plan - Appendix B1
Stage 2 - Stage 2 – Prior to 1st November - Cyclone Season Preparedness Mandatory PointsE-T-7-0957b Cyclone Preparedness and Response Plan - Appendix B2
Stage 3 - Cyclone Watch Mandatory Check PointsE-T-7-0957c Cyclone Preparedness and Response Plan - Appendix B3
Stage 4 - Cyclone Warning Mandatory Check PointsE-T-7-0957d Cyclone Preparedness and Response Plan - Appendix B4
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CYCLONE PREPAREDNESS and RESPONSE PLAN[Insert Project Name]
No. Stage 1 – Planning and Site Establishment Mandatory Points Initial by PL Date Complete
1 Has a Site Accommodation, Materials & Waste/Refuse Storage and Layout plan been produced with considerations of the risks relating to the proximity of likely loose projectiles, potential flooding, land slip, high ground access routes for evacuation/emergency vehicles?
2 Are ALL temporary offices &/or accommodation and any attached structures e.g. veranda, engineer designed & rated to required Cyclone Rating in accordance to AS 1170? Obtain evidence it is cyclone rated in accordance with AS1170 and local building codes.
3 Are the foundations &/or ‘Tie Downs’ of the temporary offices &/or accommodation, and any attached structures e.g. veranda, engineer designed & rated to required Cyclone Rating in accordance to AS 1170? Obtain evidence it is cyclone rated in accordance with AS1170 and local building codes.
4 Is there a ‘Cyclone Refuge’ rated shelter available and accessible for all personnel? (E.g. Dry Mess, or Town Community Hall) Obtain evidence it is cyclone rated in accordance with AS1170 and local building codes.
5 If not to 4, has an alternative Cyclone Shelter been sourced? Obtain evidence it is cyclone rated in accordance with AS1170 and local building codes.
6 Is there suitable a Cyclone Preparedness & Action Plan in place for the specific location where staff require accommodation if not controlled and managed by LOR?
7 Have all relevant persons been trained in the requirements of the CPAP including planning associated with staff provided accommodation and Appendix C “Project Cyclone Response”?
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No. Stage 2 – Prior to 1st November Australia, 1st May Hong Kong - Cyclone Season Preparedness Mandatory Points Initial by PL Date Complete
1 All Site accommodation (Offices, Crib, Ablutions, Storage Containers) are to be securely anchored to the ground in accordance with the approved tie down design to prevent shifting in high winds. This includes subcontractors containers or offices.
2 All deliveries of materials to be planned and managed to minimise the amount of materials on site at any one time. This will assist in controlling the likelihood of materials becoming projectiles. It also assists in the limitation of water & debris damage to materials and ease some of the work load for the ‘Tie Down’ preparation should a cyclone watch be issued.
3 An area is designated to generally locate loose material that is easy to secure.
4 Tool box talk subject - Packs of general material that have the likelihood of becoming airborne (cladding or roof sheets, plywood, plasterboard, CFC, any sheet type materials) should not be opened until they are required for immediate use or be stored inside the building.
5 Tool box talk subject - General housekeeping to be maintained to a high standard and regular refuse disposal done to minimise the quantity of loose material on site at any one time.
6 Packs of general material that have the likelihood of becoming airborne should not be opened until immediate use or stored inside the building.
7 Packs of metal sheeting should not be opened or stored on the roof until it is to be immediately fitted off.
8 Roof sheeting should be screwed off as soon as possible following installation. Tacked on sheets should not be of a greater area than can be screwed off in a half day.
9 Ensure all ties are in position as the scaffold is erected.
10 Check with the scaffold designer if adequate ties are in place to be secure for the pending cyclone weather conditions.
11 Check for stormwater runoff areas that could undermine building etc. Try to divert water runoff to minimise erosion of the site and surrounding areas.
12 Acquire tropical cyclone season forecast from BOM website once available, then toolbox all employees in findings / recommendations and document.
13 Get cyclone smart kit from Emergency Services and Tool box talk subject.
14 Designated responsibility allocated to monitor BOM website daily and advise the Project Leader of any imminent occurrences in
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1 The HSE Manager, Construction Manager and the Project Leader to discuss the situation and formulate a timetable to secure the site if required at this stage.
2 Hydrocarbon bunds and drip trays subject to the effects of rain etc. are to be pumped out or emptied.
3 Monitor media for updates or changes to the status of the situation.
4 Ascertain the location of the Low/Cyclone from media updates.
5 General housekeeping checks to be carried out. Try to have the refuse bins emptied.
6 Charge mobile/sat phones/site radios and leave them switched on and with you at all times to allow constant contact.
7 Pre-cyclone preparations should be implemented such as allocating areas within the building structure to store materials that would be subject to water damage.
8 Check for loose materials on and around the site and have subcontractors commence early preparations ensuring their plant equipment that is not required on site is removed.
Evacuation of non-essential personnel from the worksite or camp to a predetermined suitable location
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1 The HSE Manager, Construction Manager and the Project Leader to discuss the status of the site preparedness and advise if assistance is required from internal or external sources.
2 Evacuation of non-essential personnel from the worksite or camp to the predetermined suitable location.
3 Ascertain the location of the Low/Cyclone from available media resources.
4 Agree on the actions required, considering the pending threat.
5 Remove all shade cloth from around the workshop area.
6 Ensure vehicles are refuelled.
7 Materials that would be subject to water damage should shift to the allocated areas within the building structure.
8 Secure office equipment & disconnect from the power source.
9 Tape window glass or close shutters and move items subject to water damage to the centre of the room away from windows. (Category 3 and above)
10 Check on the latest update information phone number [Insert name and phone number of local meteorology station], recorded warnings on 1300 657 209 or http://www.bom.gov.au (Hong Kong Phone 1878200 or Dial-a-weather
11 Turn off electrical power at main switch.
12 HSE manager to maintain communications with Corporate as required.
13 Liaise with other Laing O’Rourke Projects within Cyclone threat area to ensure they are suitably prepared.
14 Commence return to accommodation procedures as required (Yellow Alert).
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PREPAREDNESS / TIE DOWN TIE DOWNCyclone Watch (present but not expected within 24 hours) \Blue Alert will be advised by BOM/FESA/Client when a cyclone is in the region is within 48hours of site. BOM Cyclone Warning (imminent within 24 hours) Yellow alert will be advised by FESA when a cyclone is
within 12 hours
Note: Client alerts may not necessarily coincide with community alerts, as site lead times may require earlier action. Note: The Project Leader / Construction Manager or Project Director (where appointed) /general manager/client may initiate yellow alert procedure before official declaration.
This decision to be based on prevailing conditions, time to travel and include residential considerations.
CYCLONE WATCH orBLUE ALERT (WA) Project / Construction Manager or Project
Director (where appointed)All work to cease and crews to return to [Insert
nearest regional centre] or Camp accommodations. Update client on progress.
And report all personnel accounted for and return back to accommodation to the HSEQ
Manager
CYCLONE RESPONSE
CYCLONE WARNING orYELLOW ALERT (WA)
Appendix C, Cyclone Response Flow Chart – Rev A
CYCLONE WARNING OR RED ALERT (WA)
RED ALERT ALL CLEARCyclone Alert Red will be actioned when destructive cyclonic conditions are expected at the site within 12 hours.
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Project HSE Managernotifies the Regional HSEQ Manager of Cyclone preparedness state and contingency planning.
Project Leader/ Construction Manager or Project Director
(where appointed)Convene meeting with Client (as applicable) and Regional
HSEQ Manager/ Client to review procedures, coordinate
tie down resources and equipment including access to
designated cyclone shelters where available and
contingency planning.Complete Stage 3 Checklist
Project LeaderCoordinate and ensure offices,
surrounds and construction sites/equipment is prepared,
secured, tied down and personnel locations and camp LOR nominated personnel are
identified. Also ensure up to date lists are available of all LOR Staff and workforce for accommodation
locations including names and room numbers.
Superintendent/SupervisorsInspect all buildings, work areas and construction equipment and
take securing action as is necessary.
Gather updates from Meteorological Bureau and communicate to PM’s, and
PM’s to ensure information is posted and regularly
communicated.
Superintendent/Supervisors will report back as
the areas are placed in prepared condition, including
personnel and contractor locations.
Regional HSEQ Manager
maintains updates to the HSEQ Director
regarding site readiness and
personnel locations
Project LeaderTo make sure all personnel accounted for and journey
management process is in place for all personnel returning to accommodation, and report information to the Project
Director.Complete Stage 4 Checklist
Project HSE Manager
Assist Project Director where required and report current
status to corporate management as required
To report to corporate once all work sites have ceased work and all personnel are reported back to their respected accommodations, as reported by Project Director.
Project Leader& Superintendent
Ensure final clean up checks are activated. And all
personnel are returning to designated locations
Supervisors and Safety Advisors
Final check work sites and building tie-downs are secure, crane booms lowered (as per
procedures), glass panels diagonally taped (if no shutters).
Switch off electrical supply.Demob all equipment at height and report to Project Manager
when secure.
THE PROJECT LEADER / CONSTRUCTION MANAGER OR PROJECT DIRECTOR (WHERE APPOINTED) /GENERAL MANAGER/CLIENT MAY
INITIATE YELLOW ALERT PROCEDURE BEFORE OFFICIAL DECLARATION.This decision to be based on prevailing conditions, time to travel and
include residential considerations.
HSEQ ManagerReport to corporate update of
Alert, and ensure lines of communication are kept open
All PersonnelAll personnel to remain indoors for the duration of
Red Alert
Note:
Prior to extended closures in the Cyclone season (eg. Christmas) all work areas must be secured as for a Cyclone Watch/Blue Alert Phase.
Where chart indicates contact to Client; Notify [Insert client name] HSE Dept or [Insert client name] contact responsible via [Insert contact ph no.]
Title Name Mobile
Project Director (where appointed)
[Insert name] [Insert number]
Project Leader [Insert name] [Insert number]
Safety Manager [Insert name] [Insert number]
Plant Manager [Insert name] [Insert number]
Construction Manager [Insert name] [Insert number]
CYCLONE CLEARANCE & CLEAN UP
When the cyclone alert has been cancelled, a cyclone clearance notification will be issued to all Management Staff. Personnel unsure of the current cyclone status should contact their Project Leader/Superintendent to confirm the current cyclone status to determine when they should return to work.
Prior to the commencement of work, Project Leader / Construction Manager or the Project Director (where appointed), Project HSE Manager and Clients Representatives where required must undertake a full site inspection and report on the current site condition and evaluate the potential risks and/or hazards.
The results of such assessment will form the basis of the return to work plan and will be required before normal duties are resumed.
A detailed clean up and removal of hazards may be required before normal duties are resumed.
Project Leader / Construction Manager or Project Director (where appointed), Project HSE Manager,
and Client Representatives (if required) will meet and undertake a site assessment to identify and action
priorities, resources, equipment, supplies, etc.
Project Leader / Construction Manager or Project Director (where appointed)/Client Representative
Declare the work site “all clear” for the workforce to return when safe to do so.
CYCLONE RESPONSE
Project HSE ManagerProvide continuous Cyclone Plotting and Alert Status In consultation with Project Leader / Construction Manager or Project Director (where appointed) and confirm worksite preparedness with the client
SuperintendentTo make sure that all personnel
are signed off upon return to accommodation, by the LOR
responsible person in camp, all vehicles keys to be kept by LOR
responsible person to prevent personnel leaving site without
permission. Once personnel are accounted for (including
personnel in private accommodation project manager to be informed
Link to website - http://www.bom.gov.au/info/cyclone/newpamphlet/plotmap.pdf
