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OCR Evacuation Plan

Table of Contents:

(click on the title below to go to that section)

Introduction
Background Information on Premises
Roles and Responsibilities
Causes/Triggers for Evacuation
Why do we need to evacuate?
When do we evacuate?
Emergency Services Contacts
Safe Refuge Areas
Designated Safe Refuge Area 1 – Primary
Designated Safe Refuge Area 2 - Future Secondary

Transport
Accounting for Residents
Emergency Next of Kin Contacts
Security
Evacuation Procedures Checklist – Residents
Evacuation Procedures Checklist - Chief Warden/other wardens
Future Review Considerations

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Introduction

This Emergency Evacuation Plan has been developed for Ocean Club Resort and has been designed to assist management to protect life and property in the event of an emergency.

The plan has been prepared by King & Campbell in conjunction with Ocean Club Resort and relevant emergency services.

The plan has been prepared in reference to Australian Standards AS 3745-2010 Planning for emergencies in facilities and the NSW Rural Fire Service Guide to developing a bushfire evacuation plan.

It is the responsibility of Ocean Club Resort to manage and maintain this Emergency Evacuation Plan and associated referenced documents.

The purpose of this plan is to inform staff and Residents of how to plan and act in events of emergency evacuations. Emergency Evacuations of the premises occur when there is a need to relocate residents and staff from one place to another to enhance the protection of those people in an emergency event.

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Name of Premises - Ocean Club Resort

Street number & name - 1311-1333 Ocean Drive, Lake Cathie 2445

Council - Port Macquarie Hastings Council

Contact Person - Mark West - Operation Manager & Chief Warden

Date of Plan - January 2013

Date of Review (annual) - June 2024

Type of Facility - Residential Resort

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Background Information on Premises

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Numbers below are based on occupants at time of annual review. Numbers are to be revised upon each annual review of the Emergency Evacuation Plan by Ocean Club Resort Management.

Resident numbers will be approximately 450 in total with 100% resort occupation in the future.

Number of Employees - 6

Number of Residents - 428

Number of Residents with 'Special Needs' - 3 (To be updated at next review)

Note: 'special needs' - refers to residents that have nominated they require assistance to be able to act optimally in an emergency. Any Residents that feel they require such assistance need to contact Ocean Club Resort staff to organize additional details and fill out a PEEP form.

Number of Ocean Club Facility Buildings - 4

Number of Houses - 268

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Roles and Responsibilities

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The following people are designated responsible for the coordination and management of an evacuation during an emergency.

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Wardens and Responsibilities


Chief Warden – Mark West

Area of Responsibility - Overall management and co- ordination for entire Resort

Contact Phone - 0477 778 977

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Deputy Warden – Karen Twigg

Assistant Chief Warden

Contact Phone - 0418 213 646

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Area 1 Warden - TBA in future if required

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Area 2 Warden - TBA in the future if required

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Chief Warden

  1.  Responsible for the future development, implementation and maintenance of the emergency plan, emergency response procedures and related training.

  2.  Identifying events that could reasonably produce emergency situations and act appropriately to resolve.

  3.  Ensuring the emergency plan is readily identifiable and made available to all residents and staff.

  4.  Ensure emergency response procedures remain viable and effective and reviewed at the end of each validity period (annually).

  5.  Capable of leading and taking command with effective communication and remaining calm under pressure in emergency situations.

  6.  Ensure notification of emergencies to and upon arrival of appropriate emergency services.

  7.  Any other actions considered necessary as directed by emergency services.

  8.  In emergencies - Chief Warden designated Emergency Control Point - Residence/Sales Showroom.

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Deputy Warden / Area 1 and Area 2 Warden

  1.  Future need for deputy or area wardens is based upon any future decisions by the Ocean Club Resort Residential Committee and/or Chief Warden.

  2.  Roles and responsibilities of additional future wardens are determined by Ocean Club Resort and Chief Warden.

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Residents

  1.  Become familiar with this Emergency Evacuation Plan.

  2.  Become familiar with emergency exits, paths of egress and location to safe egress areas.

  3.  Provide contact information and fill out additional forms as req. to Resort staff.

  4.  Advise visitors and guests of the requirements of this Emergency Evacuation Plan.

  5.  Refer to Evacuation Procedures Checklist for additional information.

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Identification of Chief Warden/ Wardens

  1.  In emergency situations the chief warden and any additional wardens are required to wear emergency identification equipment.

  2.  The apparel that must be worn shall be at least one of the following; helmets, caps, hats, vests or tabards.

  3.  If in future a warden is responsible for emergency first aid, they must be identified by wearing a white cross on a green background.

  4.  The identification apparel should also be marked prominently with the wearers title (eg.'Chief Warden').

  5.  The identification apparel should also be marked prominently with the wearers title (eg.'Chief Warden') shall be as follows:

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Chief/Deputy/Communication Wardens -  White 

Floor/Area Warden -   Yellow 

Warden -  Red 

First Aid Officer Warden –  Green 

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Causes/Triggers for Evacuation

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Why do we need to evacuate?

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There are a variety of different causes that evacuation may be necessary. These include but not limited to:

  1.  When health concerns of residents are adversely affected eg. bushfire smoke inhalation causes respiratory problems for people with asthma.

  2.  Natural disaster approaching and affecting resort access and or resort property eg. flood or bushfire.

  3.  Residents / persons unable to effectively defend the property for themselves and feel unsafe in staying.

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When do we evacuate?

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As directed by Police, Fire Brigade, SES or other emergency services.  There are a variety of triggers that may be used in determining when an evacuation will occur. These include but not limited to:

  • Fire and smoke emergencies - evacuation occurs when a bushfire or house fire is likely to impact on Resort as advised by emergency services.

  • Flooding - evacuation occurs when flood waters reach a level that causes accessibility/safety issues to and fromthe Resort and as advised by emergency services.

  • When instructed to do so by Chief Warden or Emergency Services when emergencies occur.

Determinate factors on when an evacuation is to be enforced is the decision responsibility of  relevant emergency services eg. Police, Fire Brigade, SES.

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Emergency Services Contacts

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The following table includes important emergency organization numbers in case of an

emergency.

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  RESIDENTS: IN THE CASE OF AN EMERGENCY DIAL '000' - TRIPLE ZERO. THEN NOTIFY OCEAN CLUB RESORT  

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Safe Refuge Areas 

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Where to go in case of an emergency? 

Residents are advised to become familiar and make note of the location of the safe refuge area in the case of an emergency evacuation. From this point, a nominated warden or emergency services personnel will instruct residents and note attendance. 

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Designated Safe Refuge Area 1 - Primary 

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Name of Venue - Ocean Club Main Entry Carpark (Pedestrians only) 

Address of Venue - Front entrance gates to Resort 
Nearest Cross Street - South Atlantic Drive and South Pacific Boulevard

Does it have Amenities?  - Yes via Residence/Sales Office

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Designated Safe Refuge Area 2 - (Used only when Area 1 is deemed unsafe by Chief Warden)

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Name of Venue - RV Parking and Activities Centre 

Address of Venue - North end of South Pacific Boulevard 
Nearest Cross Street - North Atlantic Circuit 
Does it have Amenities?  - Yes

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  REFER TO RESORT EMERGENCY EVACUATION PLAN CHARTS LOCATED IN EACH DWELLING AND WITHIN THE RESIDENCE/ SALES OFFICE AND COMMUNITY CLUBHOUSE.  

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The Emergency Evacuation Plan Charts identify;

  1. Safe areas for staff and Residents to go to in the case of an emergency. 

  2. Optimal egress routes. 

  3. Emergency services locations. 

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Transport 

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Part of the pre planning of an evacuation includes how you are going to travel to assembly 

points and refuge areas. 

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   OCEAN CLUB RESORT RESIDENTS ARE TO MAKE THEIR OWN WAY EITHER BY CAR OR FOOT TO THE SAFE REFUGE AREA. VEHICLE ACCESS ON ROADS MUST NOT BE BLOCKED AND MAY BE REQUIRED FOR  EMERGENCY SERVICES ACCESS. RESIDENTS ARE ENCOURAGED TO WALK RATHER THAN DRIVE WHERE POSSIBLE TO AVOID TRAFFIC CONGESTION.   

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If residents are unable to travel on their own and require assistance, they need to contact Ocean Club staff to organize alternative emergency transportation details and fill out a PEEP form.

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Accounting for Residents 

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Residents with the aid of resort staff are required to provide details on contact details and if they require any assistance in the event of an evacuation on a Residential Listing roster upon induction of this Emergency Evacuation Plan. 

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In the event of a possible evacuation, Resort staff will contact residents prior to evacuations and ensure residents can be contactable in the event of evacuation. 

If an evacuation has been determined the Chief Warden or other nominated parties will inform residents and call attendance upon arrival at Safe Refuge Areas. 

 

Residents are urged to notify Ocean Club Resort staff if they are away from home for long extended periods of time (eg. Holidays).  This helps the Chief Warden or otheremergency service to account for the safe whereabouts of Residents in times of evacuations. 

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   RESIDENTS ARE RESPONSIBLE FOR INFORMING ANY VISITORS (EG. FAMILY MEMBERS) ON THE CORRECT EMERGENCY EVACUATION PLAN AND PROCEDURES.    

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Emergency Next of Kin Contacts 

Residents are to provide next of kin details for staff to contact in the case of an emergency and or in the case of an evacuation. 

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Security 

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Ocean Club Resort is a gated community with security gates at road entry points. When a site is evacuated, personal belongings are left behind and may be vulnerable to looters when Residents are unable to return. Residents are advised to lock windows and doors prior to evacuating. In the case of an emergency evacuation the Chief Warden may consult with police and emergency services to determine additional security measures. 

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Evacuation Procedures Checklist - Residents 

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 Residents - Pre-emptive actions ​

  1. Read and understand this Emergency Evacuation Plan and all associated plans and forms. 

  2. Provide information to Ocean Club Resort on Residential Listing form and PEEP (Personal Emergency Evacuation Plan) if required. 

  3. Become familiar with emergency exits, paths of egress and location to safe egress areas. 

Residents - At the time of Evacuation 

  1.  Notify any visitors on the Emergency Evacuation Plan and procedures. 

  2.  Notification of possible evacuation may be sent via. Phone or in person by Chief Warden. 

  3.  Notification of actual evacuation will be in person, door to door of residences by either Chief Warden or emergency services. 

  4.  Close and lock windows and doors for security upon leaving residence. 

  5.  Take essential valuables - ID, Wallet, and Mobile Phone upon leaving residence. 

  6.  Proceed either by foot or car to designated Safe Refuge Area. Or if alternative assistance in moving has been arranged, wait for warden or assistant. 

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Residents - Returning To Premises ​

  1.  Upon arrival of Safe Refuge Area, notify warden or emergency service member for attendance and await further instruction. 

  2.  Only return to premises once given all clear by emergency services. 

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Evacuation Procedures Checklist - Chief Warden/other wardens 

Wardens - Pre-emptive actions 

  1.  Read and understand this Emergency Evacuation Plan and all associated plans and forms. 

  2.  Maintain up to date records on Residential Listing forms and PEEP (Personal Emergency Evacuation Plans). Organize appropriate transport to residents requiring assistance in the event of evacuation. 

  3.  Become familiar with emergency exits, paths of egress and location to safe egress areas. 

  4.  Notify any visitors on the Emergency Evacuation Plan and procedures. 

Wardens - At the time of Evacuation 

  1.  Notification of possible evacuation may be sent via. Phone or in person to residents. 

  2.  Notification of actual evacuation will be in person, door to door to residences by either Chief Warden or other arranged emergency services personnel. 

  3.  Obtain and wear appropriate emergency identification equipment (eg. helmets, caps, vests). 

  4.  Notify and liaise with emergency services on the evacuation of the Resort. 

  5.  Arrange transportation for people that require assistance in transport to the safe egress areas. 

  6.  Upon arrival of Safe Refuge Area call for attendance of residents and await further instruction from emergency services. 

Wardens - Returning to Premises 

  1.  Assist residents in returning to premises only once given all clear by emergency services. 

  2.  Any other actions considered necessary as directed by emergency services. 

Future Review Considerations 

Items listed below are some areas that have been identified for future review and consideration for the next scheduled review of the Emergency Evacuation Plan.

All decisions to adopt, modify or ignore any future considerations to modify the Emergency Evacuation Plan shall be 
the responsibility of Ocean Club management staff the Chief Warden, future additional wardens, future Ocean Club Residential Committee and Ocean Club Resort Residents. 

  1.  Set up and organize training sessions for any additional wardens and/or residents. 

  2.  Set up and organize emergency response exercises to test current methods of emergency procedures and modify the Emergency Evacuation Plan as necessary.

  3.  Set up additional wardens. Perhaps assign wardens to designated areas within the site for increased effectiveness in emergencies. These smaller designated areas could also include waypoints for residents to go to and receive further instruction by wardens before proceeding to safe refuge areas.

  4.  Look into the efficiency of the emergency warning systems that are in place (phone calls, door to door). Perhaps a more effective system to alert Residents in the future is by the incorporation of emergency warning sirens.

  5.  Consideration to better account for Residents in the event of an evacuation. Perhaps a computerized login/out keycard system could record what Residents are on/off site to make roll calls easier in emergency evacuations.

  6.  Consideration to more effectively manage traffic congestion on roads with large numbers of Residents evacuating to safe refuge areas in cars and potentially blocking emergency services access. 

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