ESO Documentation and Considerations for Major Emergencies Earthquake Preparedness Workshop La Serena, Dec 2007 – Michael Böcker, ESO Safety Engineer – ph. + 49 89 3200 6491 or mboecker@eso.org

Three Level of Emergency Preparedness Status Daily Operation Major consequences Injury to employees, contractors and visitors Damage to property, infrastructure and emergency response Disruption of observation operations Level 1 Observatory Adjustment Earthquake Strike Control Level 2 Earthquake Related Breakdown Control Earthquake Risk Reduction Ex post- breakdown Level 3 Earthquake Readiness Workshop

ESO Safety Documentation - daily operation – The basic ESO Earthquake Preparedness Documentation comprises – ESO Safety Policy (SAF-POL-ESO-00000-0002); ESO Safety Manual (SAF-POL-ESO-00000-0001) Other documents are drawn up to support these documents. Consequently, they are named ‘General Tools’ and comprise Notes, Records, Checklists, Safety Instructions, Forms, etc. Regular Maintenance Plan; Shift Plan; Attendance Lists; Operation Procedures; a.s.o. Level 1 Documentation

Management of an Earthquake Strike it basically means: Meeting of different interests Following restrictions set by law and ESO rules and regulations Attending the employer´s duty of care Considering the organisation´s operational interests Systematic Analysis of earthquake risks and preparedness Preparation and provision of an earthquake risk prevention, reaction and recovery documentation. Earthquake Readiness Workshop

TOP-Earthquake Preparedness Documentation Earthquake Risk Assessment and Probability Observation Continuation Plan Earthquake Preparedness Plan Earthquake Damage Mitigation Emergency Organisation and Response Employee Awareness and Training Emergency Action Plan Organisation Inspection Procedures Evacuation and Rescue Guide Person Training, Information Technical Technics Constructional 1 Link 2 Link Earthquake Readiness Workshop

Documentation Related to Engineering

Earthquake Risk Documentation - Before Earthquake Strikes – Design – Operation - Inspection Documentation Related to Engineering Design to Protect from Earthquake Forces Specific Technical documentation about the structural integrity of existing buildings, telescope enclosures and other structures: “Review of mirror maintenance building structural design”, “Structural Analysis of the LTA with modified interface plates” New instruments and similar equipment: “Instructions to perform earthquake analysis“

Earthquake Readiness Workshop Link Earthquake Risk Documentation - Before Earthquake Strikes – Design – Operation - Inspection Specific engineering policies (Hazard Control Plan) for earthquake-related risks: anchorage/ bracing policy for installation and relocation of equipment, policy on flexibility and clearance of piping, especially high-pressure flammable and oxidizing gas cylinders, electrical arcing near combustibles, prevention against overbalance, engineered restraint for tanks and equipment utilizing flammable liquid, etc. Earthquake Readiness Workshop

Documentation Related to General Earthquake Preparedness Organisation

Earthquake Risk Documentation - Earthquake Strike – Level 2 Documentation Related to General Organisation RELATED TO EXTERNAL COORDINATION Documentation about external emergency response agreements: Use and maintenance of private landing strip and private heliport (plan is coordinated with the Chilean General Civil Aviation Authority), cooperation with Chilean authorities, health insurance agreements, etc. RELATED TO INTERNAL COORDINATION “Emergency Action Plan” to control hazards by setting rules and defining preventive and emergency response procedures

Emergency Action Plan - Rules - 1/2 Rules concerning: General Emergency Policy (life saving vs. property loss, life at risk policy) Before Regular awareness trainings for specific groups (staff, response team) Regular inspection of emergency equipment and detection systems (Emergency Brigade Instructor, Paramedic, Maintenance) Regular risk assessment (Emergency Brigade Instructor) Presence of Emergency Response Team Members Before/ During/ After Duties and responsibilities of Emergency Response Team, staff, contractors After Emergency organisation (emergency coordinator vs. emergency committee) Coordination of communication (channel 3 use, coordinator, emergency operation centre, transport) Earthquake Readiness Workshop

Emergency Action Plan - Procedures - 2/2 Emergency Alert Procedure for staff (1st: Site Safety Engineer), Alert for example, according to “Escape and Rescue Plan” Notification procedure of the Site Safety Engineer (paramedic, communication coordinator, Emergency Brigade Action) Evacuation Procedures (proceeding to designated Safety Zones, missing persons) Emergency Brigade Actions (Brigade Captain, priorities in case of risks) Injured personnel (duties, responsibilities, transport, coordination with ACHS) Mass Evacuation (Emergency Committee, vehicle use, stockpiling, evacuation route) Post-emergency Action and reporting Earthquake Readiness Workshop

Earthquake Readiness Workshop Earthquake Risk Documentation General Information for staff, visitors and contractors - Earthquake Strike – - detailed information - Emergency Coordinator: “Emergency Coordinators Procedure” First actions in case of Earthquake, Fire, general Electrical Outage. Communication procedures (internal/ external) Security Personnel: “Manual for Surveillance/ Security Personnel” (Access control, Access/ use of landing strip and emergency information chain, reporting/ information lines, behaviour) Staff: Safety and Emergency Information, Summary Information/ leaflet for Staff and visitors on how to behave Earthquake Readiness Workshop

Link Staff Awareness! ESO Safety Management

Earthquake Readiness Workshop Earthquake Risk Documentation - Before/ During Earthquake Strikes –  Emergency Team Information Earthquake Readiness Workshop

Emergency Response Team Documentation - Before Earthquake Strikes – Secondary Level Documentation Operation procedures for emergency equipment and automatic alarm systems Response plan (access, adequacy) for emergency gear such as tools, fire fighting equipment and electrical generators Inspection and test plan, as appropriate, of all seismic protection devices and measures List of stockpile of emergency supplies that may be needed to support the emergency response team List of stockpiling for catering and supply of staff in case of mass evacuation Any other list supporting emergency response (list of important phone numbers, List of emergency coordinator on duty, etc.)

Emergency Appointments Link Emergency Appointments - Before Earthquake Strikes – Secondary Level Documentation “List of emergency response team members” incl. duties, responsibilities, regularly updated contact data covering all shifts to supplement the emergency action plan and training plan. Emergency Coordinator (Shift) Floor Marshals First Aid Volunteers Fire Fighters

Emergency Response Procedures Preventive Earthquake Documentation Before/ During/ After an Earthquake Strike Emergency Response Procedures “Earthquake Inspection Procedures Camp and Residence Area“ “Earthquake Inspection Procedures Telescope Area“ “Instruments Earthquake Procedures“ Tasks to be performed by staff/ teams before during and immediately after an earthquake occurred. They will be dictated by the magnitude of the earthquake and the availability of personnel and other resources. but also Specific Engineering Policies (Hazard Control Plan) Recovery Plan

Summary of Earthquake Related Measures (major examples) Technical / Constructional Instructions to perform earthquake analysis for Instruments and similar equipment Engineering policies for earthquake related risks (achorage, bracing, piping, etc.) Analysis Concept for Large Telescope Structures under Earthquake Load (EC 8) Organisational Emergency Action Plan Standardised Tools: report format, checklists, inspection procedures, budget approval, etc. Appointments, etc. Person/ Individual-related Emergency Coordinators Procedure Evacuation and Rescue Plan Trainings, (Earthquake Preparedness Workshop, walk-through inspections), etc. Earthquake Readiness Workshop

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