How to Process a Customer Drop Off
Complete the following steps when dropping off a demand response customer:
1. When you arrive at the customer's drop off stop, select it on the manifest.
11:15 D 568 LAKE MIRROR RD, ATLANTA Katie Bowman 555-138-4652
11:30 P Grady Hospital Rose Andrew Ambulato
11:30 P 2488 MEUNDA DR, ATLANTA Jesseka Brown Ambulato
11:30 D 2311 LOWNE ST, ATLANTA •-- n ....... . ........... ,_. ___
2. Tap the Arrive button. The next screen displays the name of the stop with Arrive selected.
11:32 AM
3. Tap the Execute button. On the manifest, the stop now appears written in red with a t ick mark next to the D (D').
111:15 D 568 LAKE MIRROR RD, ATLANTA Katie Bowman 555-138-4652
111:30 P Grady Hospital Rose Andrew Ambulato
11:30 P 2488 MEUNDA DR, ATLANTA Jesseka Brown Ambulato
11 :33 AM '11:30 D 2311 LORAINE ST, ATLANTA •--- n.-..... A .... 1.. •• 1...,.,....,..,
RMMobile User's Guide 29
Chapter 5: Trip Changes When a dispatcher adds, removes, or changes a stop in the Dispatching module in RouteMatch, the following alerts display to communicate thls information.
Toe screenshots found in this chapter were generated using the Samsung Galaxy tablet running the 3.2 version of the Android operating system. If you are using a different device and/or version of the Android operating system, you may notice slight differences between the
Note examples below and what displays your screen.
Pop-up and Color Alerts When any of the above manifest changes occur in the RouteMatch dispatching module, you receive a pop-up message in RMMobile detailing the change and the affected trips are highlighted in different colors depending on the change.
• Addition of Trip - Trips added to the manifest display on the screen with a green highlight. When you select this trip to acknowledge the change, the highlight disappears.
Manifest Update Addition of Trip 71 (12:30 to 13:00):
Roseanne Gross 12:30@ 29 ANDERSON DR
13:00 @4692JEFFERSON TOWNSHIP PL
RMMobile User's Guide 39
40
• Update of Trip - Edited trips display on the screen with a yellow highlight. When you select this trip to acknowledge the change, the highlight disappears.
Manifest Update Update of Trip 157 (11 :00 to 11 :30):
Joe Brown 11 :00 @ 2004 US HWY 23 11 :30@ 2311 LORAINE ST
, Dismiss j
11:00 P 2004 US HWY 23, DECATUR Joe Brown Ambulator'}
• Deletion of Trip - Trips removed from the manifest display on the screen with a red highlight and crossed-out text. You then need to select the red trip and tap the Remove button to take the trip off of the manifest.
Manifest Update Deletion of Trip 123 (11 :30 to 12:00):
Rose Andrew 11 :30@ Grady Hospital
12:00 @> 4281 HIGH PARK LN
01sm1u
© 2014 RouteMatch Software
Ending a Route Early If you prematurely end a route that still contains unprocessed stops, the remaining stops automatically back-clear in RouteMatch. This can cause bad data and is difficult to correct. RMMobile displays a warning message if you attempt to end a route early in order to prevent any errors.
Route End Warning There are stops which have not yet been
performed! are you sure you want to end the route?
.___ __ E_n_d_R_o_ut_e _ _ ~I 1...I ___ c_a_n_ce_l __ ____,J
How to Log Out of RMMobile When you have completed the route and the manifest is empty, be sure to log out of RMMobile by completing the following steps:
If you fail to log off of RMMobile and also fail to end the route, then the same manifest will appear in the application when it is opened by the next day's driver. Major reporting issues can occur if the new driver processes the route end because this essentially records the route
Note not ending until several hours after the vehicle was returned to the garage.
44
1. Click the menu button on your device.
2. Tap Exit on the menu that appears at the bottom of the screen.
3. This logs you out of RMMobile, closes the application, and returns you to the device's home screen.
© 2014 RouteMatch Software
Parts of the Detail Screen
When you tap the Detail button, the following trip information displays in order. If a piece of information is unavailable for the trip, it does not display on this screen. Tap the Back button to return to the History tab.
02:27 PM
Mala. History Pick up 07:32 (1045 -1100) Appointment time: 11:00 Kristin Alexander 1143 REGENCY CENTER DR ATLANTA 30331 Funding Source: ADA Payment Amount: $0.00 0 Moblllty: Ambulatory Comments: Drop off In back
1. The customer's trip type, time, and their requested time window.
2. The customer's name.
3. The customer's phone number.
4. The pickup/drop off address.
5. The county of the customer's pickup or drop off.
6. The zip code of the pickup/drop off.
7. The common name of the address.
8. The trip's funding source.
9. The amount of money paid by the customer for the trip.
10. The number of attendants/guests who accompanied the customer on the trip.
11. The customer's mobility type.
12. Any comments related to the trip.
48 © 2014 RouteMatch Software
Fleet Maintenance Pro provides everything at your fingertips directly from the main screen.
Automated and co o coded a ert wh asse s a e d e fo serv ce at a times
Fleet Inventory Tracking
Make Model
Ford Crown
Ford F-250 S
Chevy Silverac
Ford F-1 50 4
GMC 3500 1
OodQeRam 3500
Al ed t ons of F eet Ma e P ow track an unlimited number of fleet vehicles and equipment.
You can track a I of the des pt v
mode s rial numbe a,d a
h re a computer prog a
F eet Ma ntenance Pro ma
due for service Automate a
t eas to ee w e a a
each time yo start th p g am Eq
equ pme t soon d e fa se e be
stands at any given time.
F eet Ma ntena ce P p des P se
you can eas ly custo 12e t e I st o c e te o ow
p
d1 g me year make
bus e s You even have user-
ee our ed
o he pie e of equ pment 1s
a erts w I automat1ca ly d splay
e fa serv e w be haded red wh1 e
You'll know immediately where your fleet
s t t a a e d de ed for you However
ed e based on the tracking
requirements of your fl et You n ta k you PM by da l"1 ge ho s o k ometers
Repair Maintenance
Tracking repair maintenance Is Just as mportant as tracking preventive riamtenance Keeping track and
monitoring trends m reoa r maintemance can help you decide wtiether to k.eeo or retire a vehicle or piece
of equ1ome1 With Fleet Maintenance Pro, your maintenance and repair records are captured
automatically.
In add1t;on to PM scheduling the software logs ana ca'1 schedule repairs for unexpected problems that
drivers encounter
History Recording
Tracking history Is one of the most vita tasks when mar.aging a fleet Good records can be used to
analyze costs and monitor trends m wea neg ect and abuse o( you eqi.l,prnent And h1stonca
information can be the determ nmg factor when you decide to keep O"" retire a veh1c,e or p.ece of
equipment.
When you perform maintenance act1v t es ori ~our fleet Fleet Maintenance Pro keeps track of all of the
important details The software gene'ates a prevent ve and repa·r maintenance h story that lists all of the
maintenance performed on your equipment This report includes the costs o! preventative ma ntenance
repairs, parts labor taxes and more
History (Detailed)
........__ ~,ea Agency on Aging of SEA \Pine Bluffl Transit
420 - 2011 Ford Conversion wllift Conver Unit#: 420 Serial #: 1FTDS3EL1BDA45427
Tag#: 368RAF 2011 Ford Conversion w/lift Conversion w/lift
Mileage 161 214
Date Mileage Notes Vendor Employee Total Cost
8/11/2011 2,760 Randy Emerson-Traini , $0.00
Maintenance Performed Cost vehicle inspection S0.00
Total: $0.00
Labor - Tech Description Hours Rate Cost Randy Emerson-Trainin£ 1 S0.00 S0.00
Total: $0.00
8/17/2011 3,309 Shop Maintenance $26.62
Maintenance Performed Cost Change Oil and Filter S0.00 Check PVC Valve SO.DO Check Transmission Fluid so 00 Check Antifreeze Level S0.00 Check Battery so 00 Check Brake Fluid S0.00 Check Cooling System S0.00 Check Engine Coolant so 00 Check Head/Brake/Running Lights so 00 Check Power Steering Fluid $0.00
~ Check Tire Pressure $0.00 Check Tire Tread S0.00 Check Transaxle $0.00 Check Windshield Washer Fluid S0.00 Check Windshield Wipers so 00 Inspect Suspension $0.00 Inspect Brakes S0.00 Inspect Engine Belts S0.00 Inspect Hoses S0.00 Lube Chanis S0.00 6 quarts oil S0.00
Total: $0.00
Part Name Used Unit Cost Cost
PENNZOIL BULK 10W30 PENNZOIL BULK 10W30 6 S3 40 S20.40 WIX 51372 51372 S6.22 S6.22
Total: S26.62
9/20/2011 6,353 Shop Maintenance $26.62
"'' 2014; I :!I IQ P\1
Maintenance Performed Lube Chassis Change Oil and Filter Check Transaxle Check Engine Coolant Inspect Suspension Inspect Hoses Inspect Engine Belts Inspect Brakes Check Windshield Wipers Check Transmission Fluid Check Tire Tread Check Tire Pressure Check Power Steering Fluid Check PVC Valve Check Head/Brake/Running Lights Check Cooling System Check Brake Fluid Check Battery Check Antifreeze Level Check Windshield Washer Fluid
Part
PENNZOIL BULK 10W30
FL-820-S
2/5/2015 161 ,214
Maintenance Performed
Check Windshield Washer Fluid Check Antifreeze Level
------,_ Check Battery Check Brake Fluid Check Cooling System
Name
0 11 0 11 Filter
Check Head/Brake/Running Lights Check PVC Valve Check Power Steering Fluid Check Tire Pressure Check Tire Tread Check Transmission Fluid Check Windshield W ipers Inspect Brakes Inspect Engine Belts Inspect Hoses Inspect Suspension Check Engine Coolant Check Transaxle Change Oil and Filter Lube Chassis
Part
PENNZOIL BULK 10W30
FL-820-S
Total:
-..... "irand Total:
Name
Oil
0 11 Filter
Used
6
Shop Maintenance
Used
6
Cost Per Mi/Km/Hr:
Cost so 00 SO.CO S0.00 SO.DO so 00 SO.OD S0.00 so 00 so 00 S0.00 so.co SO.OD SO.DO SO.OD S0.00 SO.DO S0.00 S0.00 S0.00 SO.DO
Total : $0.00
Unit Cost Cost
S3.52 S21 .12 S5.16 S5.16
Total: $26.28
$26.28
Cost S0.00 S0.00 SO.DO S0.00 S0.00 S0.00 S0.00 $0.00 S0.00 S0.00 S0.00 S0.00 S0.00 S0.00 S0.00 S0.00 so 00 S0.00 S0.00 S0.00
Total: so.oo
Unit Cost Cost
S3.52 S21.12 S5.16 S5.16
Total: $26.28
$0.03 $4,289.09
$4,289.09
Fleet Maintenance Pro provides everything at your fingertips directly from the main screen.
Automated and color coded alerts will instantly show you which assets are due for service at all times.
You will know which equipment are due for service and why, without navigating elsewhere
Fleet Inventory Tracking
IMake !Model
Ford Crown
Ford F·250 5
Chevy Silver ad
Ford F· 150 4
GMC 3500 1
Dodge Ram 3500
• All editions of Fleet Maintenance Pro will track an unlimited number of fleet vehicles and equipment.
You can track all of the descriptive details that you need to manage your fleet, including the year, make,
model, serial number, and all of the information that 1s critical to your business You even have user
definable fields for tracking additional equipment facts that are important to you You don't have to be - or
hire - a computer programmer to tailor Fleet Maintenance Pro to meet your needs .
• Fleet Maintenance Pro makes it easy to see when an automobile, truck, or other piece of equipment is
due for service Automated and color-coded preventive maintenance (PM) alerts will automatically display
each time you start the program. Equipment due (or overdue) for service will be shaded "red," while
equipment soon due for service will be shaded "yellow" You'll know immediately where your fleet
stands at any given time.
Fleet Maintenance Pro provides a wide range of PM services that are already defined for you. However,
you can easily customize the list or create your own maintenance schedules based on the tracking
requirements of your fleet You can track your PM by date, mileage, hours, or kilometers.
Repair Maintenance
• Tracking repair maintenance is just as important as tracking preventive maintenance. Keeping track and
monitoring trends in repair maintenance can help you decide whether to keep or retire a vehicle or piece
of equipment. With Fleet Maintenance Pro, your maintenance and repair records are captured
automatically.
In addition to PM scheduling, the software logs and can schedule repairs for unexpected problems that
drivers encounter
History Recording
Tracking history 1s one of the most vital tasks when managing a fleet Good records can be used to
analyze costs, and monitor trends in wear, neglect and abuse of your equipment. And historical
information can be the determining factor when you decide to keep or retire a vehicle or piece of
equipment.
When you perform maintenance activities on your fleet, Fleet Maintenance Pro keeps track of all of the
important details. The software generates a preventive and repair maintenance history that lists all of the
maintenance performed on your equipment. This report includes the costs of preventative maintenance,
repairs, parts, labor, taxes, and more.
History (Detailed)
....---._ ~rea Agency on Aging of SEA \Pine Bluff\ Transit
420 - 2011 Ford Conversion wllill Conver 2011 Ford Conversion w/li ft Conversion w/lift
Unit#: 420 368RAF 161 ,214
Serial#: 1 FTDS3EL 1 BDA45427
Date
8/11 /2011
Mileage
2,760
Notes
Tag#: Mileage
Vendor Employee
Randy Emerson-Traini ,
Maintenance Performed Cost vehicle inspection $0.00
Labor - Tech Description
Randy Emerson-Trainin1;
8/17/2011 3,309
Maintenance Performed Change Oil and Filter Check PVC Valve Check Transmission Fluid Check Antifreeze Level Check Battery Check Brake Fluid Check Cooling System Check Engine Coolant Check Head/Brake/Running Lights Check Power Steering Fluid Check T ire Pressure Check Tire Tread Check Transaxle Check Windshield Washer Fluid Check W indshield Wipers Inspect Suspension Inspect Brakes Inspect Engine Belts Inspect Hoses Lube Chassis 6 quarts oil
Part
PENNZOIL BULK 1 0W30
W IX 51372
9/20/2011 6,353
2/20'2015 l:21:19PM
Name
PENNZOIL BULK 10W30
51372
Hours
1
Shop Maintenance
Used
6
Shop Maintenance
Total : $0.00
Rate
S0.00
Cost
$0.00
Total : $0.00
Total :
Unit Cost
$3.40
$6.22
Cost S0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 S0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00
Cost
$20.40
$6.22
Total : $26.62
Total Cost
$0.00
$26.62
$26.62
Page l
,.--...
-
Maintenance Performed Lube Chassis Change Oil and Filter Check Transaxle Check Engine Coolant Inspect Suspension Inspect Hoses Inspect Engine Belts Inspect Brakes Check Windshield Wipers Check Transmission Fluid Check Tire Tread Check T ire Pressure Check Power Steering Fluid Check PVC Valve Check Head/Brake/Running Lights Check Cooling System Check Brake Fluid Check Battery Check Antifreeze Level Check Windshield Washer Fluid
Part
PENNZOIL BULK 1 0W30
FL-820-S
2/5/2015 161 ,214
Maintenance Performed Check Windshield Washer Fluid Check Antifreeze Level Check Battery Check Brake Fluid Check Cooling System
Name
Oil
Oil Filter
Check Head/Brake/Running Lights Check PVC Valve Check Power Steering Fluid Check Tire Pressure Check Tire Tread Check Transmission Fluid Check Windshield Wipers Inspect Brakes Inspect Engine Belts Inspect Hoses Inspect Suspension Check Engine Coolant Check Transaxle Change Oil and Filter Lube Chassis
Part
PENNZOIL BULK 1 0W30
FL-820-S
Total :
,rand Total:
2 20 20 15 I 2 I· 19 P\ 1
Name
Oil
Oil Filter
Cost $0.00 $0.00 $0.00 $0.00 $0.00 S0.00 $0.00 $0.00 $0.00 S0.00 $0.00 S0.00 $0.00 $0.00 S0.00 S0.00 $0.00 S0.00 $0.00 $0.00
Total : $0.00
Used Unit Cost Cost
6 $3.52 $21 .12
$5.16 $5.16
Total : $26.28
Shop Maintenance $26.28
Cost $0.00 $0.00 $0.00 S0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Total : $0.00
Used Unit Cost Cost
6 $3.52 $21 .12
$5.16 $5.16
Total: $26.28
Cost Per Mi/Km/Hr: $0.03 $4,289.09
$4,289.09
l'ag.c ~ I
Area Agency of Southeast Arkansas
Occurrence Report
Client/Caregiver/Employee Name ____________________________
County/Date/Time/Place of Occurrence ____________________________
Type of Occurrence:
__Missed Visit __Late/Incomplete Paperwork
__Client/Employee Complaint __ Motor Vehicle Accident
__Client Injury __ Non-Compliance to P/P
__Employee Injury __ Medication Error
__Computer Problems __ Other (specify)
Explain the occurrence:
_____________________________________________________________________________________
_____________________________________________________________________________________
________________________________________
Corrective Action Taken:
Action to prevent re-occurrence:
Client/Employee Status:___________________________________________________________
If Injury, Action taken:____________________________________________________
Signature of person completing report: _________________ Date: ___________
Employee Comments/Signature (if applicable): ______________________________
Supervisor’s Acknowledgment: (I have received this occurrence and):
__ Recommend further action ___________________________________
__ Recommend no further action at this time.
Supervisor’s Signature/Date: _____________________________________
Area Agency on Aging of Southeast Arkansas, Inc.
Telephone: 870-543-6300 Toll Free: 800-264-3260 Fax: 870-534-2152 Website: www.aaasea.org
709 East 8th Avenue P.O. Box 8569 Pine Bluff, AR 71611 CAREGNERS
Arefl Age11<y on Aging ofSou/heflSI Arka,wts
SOUTHEAST ARKANSAS TRANSPORTATION (SEAT)
ON STREET SUPERVISION
DOES DRIVER Yes No 1. Perform a Pre-Trip Inspection ____ ____ 2. Use seat belts ____ ____ 3. Make smooth starts and stops ____ ____ 4. Observe posted speed limits ____ ____ 5. Check mirrors frequently ____ ____ 6. Make smooth lane changes ____ ____ 7. Use turning signals properly ____ ____ 8. Stop at yellow signal ____ ____ 9. Maintain a safe following distance ____ ____ 10. Merge safely into traffic ____ ____ 11. Brake smoothly and safely ____ ____ 12. Operate wheelchair lift properly ____ ____ 13. Tie wheelchair down properly ____ ____ 14. Use headlamps properly ____ ____ 15. Make smooth turns ____ ____ 16. Have a current driver’s license ____ ____ 17. Practice defensive driving ____ ____ 18. Wear an employee photo ID ____ ____ 19. Keep vehicle smoke and tobacco free ____ ____
Area Agency on Aging of Southeast Arkansas, Inc.
Telephone: 870-543-6300 Toll Free: 800-264-3260 Fax: 870-534-2152 Website: www.aaasea.org
709 East 8th Avenue P.O. Box 8569 Pine Bluff, AR 71611 CAREGIVERS
Area Age11<y 011Agi11g o/So11t/Jeast Arka,is,,s
20. Assist passengers as needed ____ ____ 21. Treat passengers and associates respectfully ____ ____ 22. Store items as needed ____ ____ 23. Have interior clean ____ ____ 24. Vehicle service up to date ____ ____ 25. Follow schedule ____ ____ Suggestions and comments________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ________________________________________ __________________ SUPERVISOR’S NAME DATE
Area Agency on Aging of Southeast Arkansas, Inc.
709 East 8th Avenue Telephone: 870-543-6300 P.O. Box 8569 Toll Free: 800-264-3260 Pine Bluff, AR 71611 Fax: 870-534-2152 Website: www.aaasea.org
TIPS ON BASIC TRAINING FOR RURAL TRANSIT DRIVERS
Presented by Training & Safety Personnel
VEHICLE SAFETY DRIVER SAFETY
PASSENGER SAFETY SAFETY
Commercial Motor Carrier regulations require drivers to conduct a pre-trip inspection ensuring that safety equipment-the horn, windshield wipers, mirrors, lights, and brakes-are in working order. In other words, don’t even think of boarding passengers or leaving the parking until the vehicle and the accessibility equipment have passed their daily safety inspection.
THE PRE-TRIP INSPECTION
There are four components to the pre-trip inspection: the approach, under the hood, the walk around and on-board.
1. THE APPROACH : Assess as you approach the vehicle 2. UNDER THE HOOD : Check engine fluids and components 3. THE WALK-AROUND : Circle the outside of the vehicle 4. ON-BOARD : Inspect on-board areas, equipment and supplies
If you need to exit the vehicle during your pre-trip inspection, set the parking/emergency brake, turn off the engine, and take the key with you.
EN ROUTE INSPECTION
While you are driving – Watch gauges and use your senses (Look, Listen, Smell, Feel) to check for signs of trouble. If you see, hear, smell or feel anything unusual, check it out.
WHEN YOU STOP DURING YOUR SHIFT: Look at gauges, lights, tires and rims
DURING EACH STOP: Listen, Smell or Feel for any signs of brake trouble
WHEN USING THE LIFT: Look and Listen to assure proper lift and securement function or detect fluid leaks coming from the lift mechanism.
POST – TRIP INSPECTION
When you leave your vehicle you should check to see: Parking brake is set and secure / all passengers have exited vehicle / No passenger’s personal property was left on board / all windows and hatches are closed / No signs of damage or vandalism are apparent inside or outside the vehicle
CAREGIVERS Aret1 ,w,11cy 011 tlg/1111 ofSoullJeOSI Arka11sas·
Area Agency on Aging of Southeast Arkansas, Inc.
709 East 8th Avenue Telephone: 870-543-6300 P.O. Box 8569 Toll Free: 800-264-3260 Pine Bluff, AR 71611 Fax: 870-534-2152 Website: www.aaasea.org PART 2: DRIVER SAFETY
Defensive driving may appear, at first glance, to be those things that keep you out of harm’s way as you drive your vehicle. For the transit driver, however, it is much more. Defensive driving encompasses all aspects of your day, from the pre-trip inspection until your defect report is complete. It is a total process that helps ensure the safety of you, your passengers and others on the roadway.
Both you and the vehicle are equipped with defensive driving tools and equipment. On the vehicle this includes seat belts, brakes, mirrors, lights and turn signals. Your tools include your eyes, ears, nose, hands, feet, and –most importantly-your brain. With these tools, you acquire defensive driving skills including:
The knowledge of you and your vehicle’s capabilities and limitations (Do your homework) / The ability to survey what is on and near the road (Be alert) / The capacity to assess potential hazards and their potential impact (Use foresight) / The ability to identify alternatives and make the best choice quickly (Use judgment) / The expertise to safely maneuver the vehicle (practice)
One way to remember the important defensive driving procedures that should guide you while you are driving is the I.P.D.E Driving Method. This four-step process is designed to help you see, think, and act in all situations.
1. I = Identify: As you drive, look for and identify potential hazards such as other vehicles, wildlife in the roadway, signs and signals, etc.
2. P = Predict: Use your experience, knowledge and judgment to Predict what will happen next. Judge where and when possible accidents may occur.
3. D = Decide: When hazards appear in your path, you must Decide quickly how to react in order to avoid the obstacle or minimize its impact.
4. E = Execute: Once you have decided upon a course of action, you must Execute quickly and decisively to keep you and others safe.
“Paying attention makes it possible for you to see, recognize and avoid the hazards lurking on the road. Paying attention is the most important driving task because it helps create the time you need to recognize hazards and avoid a collision.”
“Defensive driving means that you not only pay attention to your driver, but to the other person on the road too. A defensive driver is prepared for the unexpected during bad weather, night hours , and heavy traffic, as well as in light traffic.”
ADVERSE CONDITIONS:
BAD WEATHER, WINTER DRIVING
Reduced Visibility
When driving in reduced visibility situations (DUST, SMOKE, FOG, RAIN OR SNOW):
*Slow down *Turn on your lights * Use your low-beams; high-beams reflecting off snow, rain or dust tends to reduce visibility * Increase following distance to two or three times that of normal driving conditions * Remember that roads can be slickest when it starts to rain and the water mixes with tars and oils that have accumulated on the road surface * Watch
CAREGIVERS Aret1 ,w,11cy 011 tlg/1111 ofSoullJeOSI Arka11sas·
Area Agency on Aging of Southeast Arkansas, Inc.
709 East 8th Avenue Telephone: 870-543-6300 P.O. Box 8569 Toll Free: 800-264-3260 Pine Bluff, AR 71611 Fax: 870-534-2152 Website: www.aaasea.org for overpasses, underpasses and shady areas where ice tends to form * Anticipate stops early and slow down gradually * Avoid stopping in or alongside the roadway in dense fog, smoke, or snow; this could result in a serious rear-end collision from traffic behind you.
PART 3 : PASSENGER SAFETY
It is you, the driver, who must ensure that passengers board and depart your vehicle safely. You must also be aware of special procedures for those passengers with special needs, including individuals who use mobility devices (wheelchairs, scooters, walkers, etc.), the frail elderly and children.
SAFE BOARDING OF AMBULATORY PASSENGERS
Stop Locations
Placement of transit stops – for fixed-route service, demand-response service, or any other configuration-should consider safety for boarding and disembarking. While every transit stop may not be ideal, you should alert management to safety hazards caused by the location of bus stops.
BOARDING PASSENGERS
Boarding passengers should be politely asked to wait until on-board passengers disembark.
DISEMBARKING PASSENGERS
Passengers should be encouraged to exit the vehicle at rear door if one exists. You should assist anyone who needs aid getting off the vehicle.
STOPPING IN THE STREET
If the regular boarding/discharge area is blocked by water, slush, snow, stalled vehicles and such, you may have to stop in the street. This is dangerous, so try to identify a safe alternative. If you must discharge passengers into the street, enable the four-way flashers prior to stopping, discharge passengers as close to the sidewalk as possible, warn them to watch their step and inform them that they will be in the street upon leaving the vehicle.
SAFE BOARDING OF NON-AMBULATORY PASSENGERS
The goal of any transportation system is to provide the mobility options that meet the travel needs of the community. To a person who uses a wheelchair or other mobility device, a trained and empathetic driver makes a particularly large difference in their quality of life.
UNDERSTANDING YOUR RESPONSIBILITY
As a driver, you are responsible for the safe boarding, securement , transport, and de-boarding of people who use wheelchairs and others mobility devices. Fixed-route transit systems may require persons with disabilities to maneuver their wheelchair on their own or with the aid of a personal attendant.
CAREGIVERS Aret1 ,w,11cy 011 tlg/1111 ofSoullJeOSI Arka11sas·
Area Agency on Aging of Southeast Arkansas, Inc.
709 East 8th Avenue Telephone: 870-543-6300 P.O. Box 8569 Toll Free: 800-264-3260 Pine Bluff, AR 71611 Fax: 870-534-2152 Website: www.aaasea.org
WHEELCHAIR BASICS
Knowledge of wheelchair basics is essential. First and foremost, a wheelchair is considered an extension of a person’s body. Before you take charge, ask the passenger what assistance is needed. It isn’t polite to grab someone’s arm without asking; the same can be true with a person in a wheelchair. Talk with the person in a wheelchair as they perform any maneuvers.
LIFT OPERATIONS
When arriving to board a person with a mobility device (wheelchairs, scooters, etc.): attachment on back.
CELL PHONE USE:
While people regularly engage in multi-task activities while driving, cell phone use is one such activity that has been shown to slow recognition time and reaction time. Recent studies indicate that drivers using cell phones:
1. Are more likely to run stop signs at 4-way intersections 2. Are more likely to be involved in rear-end collisions 3. Are more likely to be involved in an accident then someone who is alcohol impaired at the .08% level (wt/vol).
If there is a need for extended communication with dispatch or other drivers, you should first find a safe place to pull off the road then continue your communication.
RADIO:
Radios are prohibited in Area Agency Vehicles because, it can be unsafe and impolite to others:
*It can cause an accident from not being focused
*Too loud to clients
* All radios, CD players and tape players need to be off while transporting clients
AWNINGS AND CLEARANCE SIGNS
Area Agency on Aging Prohibit drivers from driving under awnings because drivers seem to misjudge awnings and clearance signs in HYTOP Vehicles. If there is a need to go under an awning or clearance sign:
*Make sure that the clearance signs is higher than the van
*Make sure that the awning is higher than the van
*The safe and best way is Not to DRIVE UNDER ANY AWNINGS
CAREGIVERS Aret1 ,w,11cy 011 tlg/1111 ofSoullJeOSI Arka11sas·
IP Call Recording Software Solutions: Key Features
Enghouse Interactive Call Recording software records and monitors telephone calls from anywhere on the network. Scaling to thousands of users across multiple locations.
Enghouse Interactive is all software and runs on Microsoft Windows servers. The Enghouse Interactive call center software solution will not interfere with the IP telephony system so you can be assured of high reliability and high availability for all of your business communications systems.
Enghouse Interactive Call Recording software features include:
Easy to configure, easy to use
Multi-site recording & monitoring
Multiple recording options: full-time recording, triggered recording, on-demand recording
Real-time silent monitoring
Fast search and playback
Supports all of the leading IP telephony and unified communications systems
Scales to thousands of users
Managed from any location
Proven and reliable call center software solution
Look-Back Call Recording enables users to begin recording at any time during the call, capturing the entire call.
Multi-Site Call Recording and Monitoring with Enghouse Interactive Call Recording Software
Enghouse Interactive Agent Evaluation
Creating Evaluations
In Enghouse Interactive Agent Evaluation, authorized managers and supervisors can evaluate recorded telephone interactions in a few simple steps. Recorded calls can be randomly selected by Enghouse Interactive Agent Evaluation, or authorized users can elect to manually select calls recorded in Enghouse Interactive Call Recording.
Area Agency on Aging of Southeast Arkansas, Inc.
Telephone: 870-543-6300 Toll Free: 800-264-3260 Fax: 870-534-2152 Website: www.aaasea.org
709 East 8th Avenue P.O. Box 8569 Pine Bluff, AR 71611
~ CAREGNERS Are" Age11<y on Aging o/So11/heast Arka,wts
Enghouse Interactive Call Recording
Recording and Monitoring
From a single interface, supervisors can live monitor calls in real time, manually initiate recordings, or look-up and listen to recorded calls.
Triggered Recording
Enghouse Interactive Call Recording software can be configured for full-time, on demand, or triggered call recording. Inbound and outbound calls can be recorded based upon a percentage of calls, the telephone number dialed, or the number that the call is received from.
Search
Quickly search and retrieve call recordings through two different mechanisms in the software interface. Recordings can be retrieved through the Recorded Calls tab in the phone view through the "Usage Search" section within the client.
Enghouse Interactive Call Recording software allows managers and administrators to record and monitor calls in real-time, for both local calls and for calls originating at remote locations.
With a click of a button within the Enghouse Interactive Client, users can live monitor any call or instantly create an on-demand recording. From a single interface, managers and administrators can view all users' phone activity and flag calls for easy retrieval.
Enghouse Interactive Call Recording allows managers to:
Evaluate and improve the effectiveness of customer service policies
Ensure employees provide the promised level of customer service
Create the positive customer interactions that are at the heart of a successful business
Enghouse Interactive VoIP call monitoring and recording software solution has proven effective in evaluating and improving employee productivity. Reviewing recorded calls with employees provides managers with a powerful training tool and a concrete, objective measure of employee performance.
Enghouse Interactive allows managers to coach customer service agents with real-life examples of high quality customer interactions and ensure employees are operating at peak productivity.
I
-
I I I I I I I I I
CISCO ~ Data Sheet
Cisco Unified Communications Manager 6.1
Product Overview
Cisco® Unified Communications Solutions unify voice, video, data, and mobile applications on
fixed and mobi le networks, delivering a media-rich collaboration experience across business,
government agency, and institutional workspaces. These applications use the network as the
platform to enhance comparative advantage by accelerating decision time and reducing
transaction time. The security, resilience, and scalability of the network enable users in any
workspace to easily connect anywhere, anytime, and anyplace, using any media , device, ·or
operating system. Cisco Unified Communications is part of a comprehensive solution that includes
network infrastructure, security, wireless, management applications, lifecycle services, flexible
deployment and outsourced management options, and third-party applications.
Cisco Unified Communications Manager (formerly known as Cisco Unified CallManager) is the
powerful call-processing component of the Cisco Unified Communications system. It is a scalable,
distributable, and highly available enterprise IP telephony call-processing solution . Customer
needs are continually evolving, and Cisco Unified Communications Manager evolves to meet
those needs. Version 6.1 of Cisco Unified Communications Manager includes features that will
benefit enterprise-sized business customers as well as smaller businesses by increasing
collaboration and access to resources.
What's New in Cisco Unified Communications Manager 6.1
Cisco Unified Communications Manager, Version 6.1 adds to the innovation brought forth in earlier
versions through a set of new features. The features deliver the high end call processing that
enables benefits such as cost savings, productivity, and process transformation that organizations
have come to expect of Cisco Unified Communications Manager.
Faster Access, Improved Collaboration
Cisco Unified Communications Manager 6.1 introduces two new features that help increase
collaboration and improve access to coworkers. The first one is the Join Across Lines feature for
connecting multiple calls or conferences and the second is a Single Button Barge feature that
allows authorized users to enter a call as an additional party by pressing a single key.
Join Across Lines
When the Join Across Lines feature is enabled, users can join calls across different lines that
appear on their phone. The feature enables the executive staff and other users to swiftly connect
different parties into a conversation.
A further refinement of th is feature is a "join-pending" mode. This mode is invoked through a
softkey when there is only one joinable call in progress. In join-pending mode, the primary user is
prompted to join more calls and may complete the joining process as additional calls come in or
are dialed out.
All contents are Copyright © 1992- 2007 Cisco Systems. Inc. All rights reserved. This document is Cisco Public Information. Page 1 of4
Data Sheet
With the Join Across Lines feature, conference chaining is also possible. When two or more calls
are already in a conference, users can chain together conference calls that appear on their
phones.
Single Button Barge
When the Single Button Barge feature is enabled , end users can press a single line key to join a
call in progress. If the line has multiple calls connected , then the authorized users can view the
calls simultaneously on the phone screen and determine which one to enter.
Performance Improvements to Existing Features
The 6.1 release of Cisco Unified Communications Manager also offers the following performance
improvements on the infrastructure side, enabling a more a robust platform for delivering an
efficient and cost-effective communications infrastructure for organizations.
• Callback support for voice gateways: Cisco Unified Communications Manager has long
supported automated callbacks where, for example, Caller A calls Recipient B and , finding
B is busy on another cal l, activates a callback feature for automated connection to
whenever B is available. Such a callback feature is now also available for analog phones in
addition to Cisco IP phones. To avoid situations where , for instance, Caller A might be busy
on another line when the callback is activated, the callback feature now withholds the call
initiation until Caller A is able to receive the call back.
• Session Initiation Protocol (SIP) trunk device identification: Cisco Unified
Communications Manager 6.1 offers improved call admission control (CAC), media
resource selection, call routing, and codec selection through better identification of devices
on SIP trunks. Instead of relying on IP address and signaling port, Cisco Unified
Communications Manager is now able to better identify a device on a SIP trunk even when
a SIP proxy is inserted into the signaling path. The early detection allows for more optimal
use of the bandwidth and network resources.
Localization and Security Enhancements
Thai and Turkish localization is now supported on Cisco Unified Communications Manager 6.1 and
the Cisco Unified IP Phone 7911G, 7941G, 7961G, 7970G, and 7971G models.
A newer version of Cisco Security Agent 5.2 is available on Cisco Unified Communications
Manager 6.1 to monitor and manage security threats. Cisco Security Agent software provides
threat protection for server, desktop, and Point-of-Service (POS) computing systems. This security
software goes beyond conventional endpoint security solutions by providing an industry-leading
defense against targeted attacks, spyware, rootkits, and day-zero attacks.
Features and Benefits
Cisco Unified Communications Manager 6.1 builds on 6.0 by continuing to support the following
features.
All contents are Copyright © 1992- 2007 Cisco Systems. Inc. All rights reserved. This document is Cisco Public Information. Page 2 of 4
Simplified Access to Powerful Call Processing and Messaging for Medium-Sized
Businesses
Data Sheet
Medium-sized business customers will benefit from the ability to run Cisco Unified
Communications Manager and Cisco Unity® Connection on a single Cisco Media Convergence
Server. This compact solution offers reduced complexity and management by providing a single
server for powerful call control and voice messaging requirements. Targeted for customers
requiring support of 150 to 500 users, this solution is designed for simplicity and includes an easy
to-use configuration tool. Cisco Unified Communications channel partners will particularly benefit
from the new import/export tool, which allows creation of formulaic configurations that can be
duplicated, reducing installation time.
Mobility Features
For businesses with mobile workers, Cisco Unified Communications Manager 6.1 supports Cisco
Unified Mobility. Two key features introduced earlier in Version 6 include the integration of the
Cisco Mobile Connect feature into Cisco Unified Communications Manager software, and the
support of dual-mode devices. Because the Cisco Mobile Connect function is now native to Cisco
Unified Communications Manager software , customers no longer need to purchase the Cisco
Mobile Connect application separately - eliminating the need for an additional server.
With the integrated Cisco Unified Mobility feature, organizations can take advantage of their
investment in call-processing technology to deliver a host of productivity benefits to both mobile
and non-mobile workers. Following are some of the Cisco Unified Mobility capabilities that enable
workers to use devices most convenient for the task, regardless of their location .
• Single Number Reach and a single business voice mailbox: Cisco Unified Mobility
allows workers to consolidate all their incoming business calls into a single business phone
number and receive them wherever they are working. If mobile workers are unable to
answer a call, Cisco Unified Mobility stores the unanswered calls in a single business voice
mailbox on the Cisco Unity® system or other business voicemail system. With Cisco Unified
Mobil ity, workers no longer have to share multiple phone numbers with business contacts
or check multiple voice mailboxes.
• Transparent movement during ongoing calls : Mobile workers in the office often prefer
using a speakerphone or other IP phone services on their Cisco Unified IP phone at their
desk. Cisco Unified Mobility provides transparent transition of ongoing calls from mobile
phones to desk phones, and conversely, so workers can continue a conversation without
needing to hang up even when they switch phones. This approach takes advantage of
least-cost routing of mobile calls across the company's IP communications infrastructure
while in the office.
Support for dual-mode devices will benefit mobile users who move between wireless campus
environments and external cellular network environments. These devices can manually transfer
calls from a cellular Global System for Mobile Communications (GSM) network to an 802.11-based
wireless LAN.
Easy Migration
Cisco offers two deployment models for Cisco Unified Communications Manager: Version 4.3 on
the Windows 2003 OS, and Versions 5.x and 6.x as a Linux-based appl iance model
implementation. Existing customers using earlier versions of Cisco CallManager 4.1 and 4.2 can
upgrade directly to Cisco Unified Communications Manager 6.1.
All contents are Copyright © 1992- 2007 Cisco Systems, Inc. All rights reserved. This document is Cisco Public Information. Page 3 of 4
e1l1,d1, CISCO _
Data Sheet
Ordering Information
To place an order, visit the Cisco Ordering Home Page. To download software, visit the Cisco
Software Center. Cisco Unified Communications Manager can be ordered as an appliance or as
software only in conjunction with MCS and approved third-party platforms. For a listing of those
platforms, please visit
http://www.cisco.com/en/US/products/hw/voiceapp/ps378/prod brochure list.html
Table 1. Ordering Information
Product Name j Part Number
Cisco Unified Communications Manager 6.1 I UNIFIED-CM-6.1
Cisco Unified Communications Services
Cisco and its certified partners can help you deploy a secure, resilient Cisco Unified
Communications solution, meeting aggressive deployment schedules and accelerating business
advantage. Cisco's portfolio of services is based on proven methodologies for unifying voice ,
video, data, and mobile applications on fixed and mobile networks.
Cisco's unique lifecycle approach to services defines the requisite activities at each phase of the
solution lifecycle. Customized planning and design services focus on creating a solution that
meets your business needs. Award-winning technical support increases operational efficiency.
Remote management services simplify day-to-day operations, and optimization services enhance
solution performance as your business needs change.
For More Information
For more information, please contact your local account representative or visit:
http://www.cisco.com/en/US/products/sw/voicesw/ps556/index.html.
Amencas Headquaners C,sco Sys:ems I'><: 170 West Tas-na~ Onve Sa~ Jose. CA 95134-1 706 USA wwwc,sco.com Tel 406 526-4000 800553-NETS(6387) Fax ,os 527-0883
Asia Pac,hc Headquarters c,sco Syste'TIS Inc 168 Robinso~ Road ij28-01 Cop"al Tov.er S1'1gapore 068912 wwwc,scocom Tel --65 6317 7777 Fox • 6563177799
Europe Headquaners Cisco Systems lnrerl'\atlOnal BV Haarterbergpark Haarterborgweg 13-19 t 101 CHA'llsterdam The Netherlands www-europe c:sco com Tel .31 08000200791 Fax -+31O20357 1100
Cisco has more than 200 offices worldwide. Addresses. phone numbers. and fax numbers are listed on the Cisco Website at www.cisco.com/go/offices.
~2001 C,scoSystems 1,-.c All rights '"""'ved CCVP t11e C,sco logo and theC•scoSqoore811dge logoa,e uaoe,n.,r1;so1 Cisco sy,,,eons I<'<: Ct,ano,~ tne way We wa, Lwe Play and Leain IS a se<w:e ma,, ot C.sco Systems Inc a~ Access Reg,suar Aor"""1 SPX. Catalyst CCOA CCDP CC•E CCIP CCNA COP CCSP CISCO lhe CISCO Cer trl>ed tn·orno'.WO! • Excer t logo Cisco IOS Cisco Ploss C,sco Systems. CISCO Syswns capual tho O.sco Sy~eq-~ logo ClSCO u~nv El'\tl'fpft-Se1Solvf:>r E!herCt-a.,nct EU'l(>rfa!;I FrhefSwttcn Fagt Step FO!k>-N ~1 BrO'Nb•OQ For'T\.~O GioaOm,o hO'T'l('I(. nL lnl('f"IPI Ouot1or,f tOS 1Ph0n8 IP/TV 10 E~tl$0 the
~ ,Ologo .O NetRead,ness Sco<ee,ard .O..ickStuay L,qn•Smwn t ~kSVS Mf'e•,OQl'l8Ce MGX Na,won.,ngk&:lemy Ne1NOrl.Reg1s1J81 PIX Pfo(',on"le<Ot ScnptSha<e SMAAlne1 StadW,se l he FastestWavtot"<,reaseVou,
l•)lerrie1 Ouocient and l 1ansPa1h aie 1eg1stered uademarks ot Osco Syott=ims Inc a'ld/or 1t~a1t 1tct1es ,n the United SL:ittK d.,ci certa,o on~ caun·r~s
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Printed in USA C78-436987-01 03/08
All contents are Copyright © 1992- 2007 Cisco Systems, Inc. All rights reserved. This document is Cisco Public Information. Page 4 of 4
Policy on: Attendants Procedure on:
Date Initiated: 05/21/2014 Page 1 of 2
Purpose: To ensure the mental and physical well-being of a passenger while assuring the safety,
well-being, and comfort of other passengers.
Policy Statement: SEAT is committed to ensuring that all of our clients and passengers are able
to get where they need to go. We recognize that some clients and passengers may need
assistance in order to complete a trip.
Guidelines:
Definition: A “Personal Care Attendant” is defined as any person that is required to
travel with an individual to assure that the individual’s trip can be completed. The
personal care attendant must have the same origination and destination as the client.
Definition: A “Companion” is defined as any person that would like to travel with an
individual, but is not required to assure that the individual’s trip can be completed.
A personal care attendant must be identified when the trip is scheduled with the SEAT
office.
Reservations must be made in advance in accordance with SEAT policy for both the
client and the personal care attendant.
One personal care attendant (per client) may ride at no additional charge while escorting
the client.
A personal care attendant is responsible for loading, securing, or unloading the client.
The Driver must make sure the client and attendant are properly secured in their seats.
SEAT management, at their discretion, may mandate a personal care attendant if the
client’s behavior would normally preclude his/her transport.
Attendants and Companions need to follow the same rules and regulations.
As a general rule, children not accompanied by an adult are transported only on specific
vehicles. Vehicles transporting children have a SEAT Attendant in addition to the Driver.
The Driver is in charge of operating the vehicle and making sure that all safety rules are
followed.
The Driver will write down the head count for the morning drop off and the afternoon
pickup on their timesheet.
The Attendant rides in the rear of the vehicle enabling them to monitor the children’s
transportation.
The Attendant supervises the children by:
Assisting each child on and off the vehicle.
Going with the child to the door of the facility or the child’s home.
Checking to make sure each child is safe and secure frequently, especially when the
vehicle stops.
Watching and controlling behavior problems to protect each child from other children as
well as to control disruptive behavior that may distract the Driver.
Checking to make sure that no child is left on board the vehicle after the last stop in the
morning and afternoon.
Policy on: Attendants Procedure on:
Date Initiated: 05/21/2014 Page 2 of 2
Drivers are to refuse rides to underage passengers who are not with an adult attendant or
are not being transported on a special route with a SEAT Attendant
When an adult passenger needs a personal attendant due to a handicap or disabling
condition, arrangements must be made in advance when scheduling the ride with
Customer Service. The fare is waived for the personal attendant in this case.
If someone is needed to ride with an adult because the passenger does not speak English,
arrangements must also be made with Customer Service. The interpreter riding with the
adult passenger will ride for free. This will be shown on your manifest.
Refer to: Policy on Companions, Policy on making reservations, and Policy on Dealing with
Disruptive Passengers.
1
TABLE OF CONTENTS
EMERGENCY PREPAREDNESS PLAN
May 15, 2018
Page
Introduction……………………………………………….. 4
I. Mission Statement…………………………………... 5
II Threats & Precautions………………………………. 5
Natural Disasters……………………………… 5-11
Man-Caused Disasters………………………… 11-13
III Organization………………………………………… 13-14
IV Responsibilities……………………………………… 14-15
V Resources…………………………………………… 16
VI Response Procedures……………………………….. 17-20
Patient-Based Emergencies…………………… 20-23
Agency-Based Emergencies………………….. 23-25
Bomb Threats………………………………… 25-26
Active Shooter……………………………….. 26-29
Pandemic……………………………………... 29-30
2
VII Stabilization & Recovery…………………………… 30-31
VIII Evaluation…………………………………………… 31
APPENDICIES
Appendix I
Earthquake Risk Map……………………………….. 32
Appendix II
Emergency Plan Organizational Chart……………… 33
ATTACHMENTS
Attachment A
Emergency Assistance Team
Attachment B
Agency Telephone Tree by County
Attachment C
Inventory of Facilities and Equipment by County
Attachment D
Agency IS Recovery Plan Contacts
3
Attachment E
Emergency Phone Numbers by City and County
Attachment F
Other Support Agencies
Attachment G
Disaster Forms
Intake
Clean-Up Request
Purchase Voucher
Attachment H
Bomb Threat Checklist
Attachment I
Home Health Flu Pandemic Planning
4
EMERGENCY PREPAREDNESS PLAN
INTRODUCTION
What is an emergency? An emergency is any unplanned event that can
cause death or significant injury to employees, patients or the public; or that
can shut down a business, disrupt operations, cause physical or
environmental damage, or threaten the agency’s financial standing or public
image. Emergencies of all types require prompt, thorough attention. For
Area Agency’s purpose “emergency” is defined as any condition, event or
circumstance that causes some or all Area Agency care/services to patients
to be in any way impeded, interrupted or discontinued for a period of greater
than 24 hours.
Emergencies may include but are not limited to man-caused and/or natural
disasters, industrial accidents, communication system failures, loss of
personnel and damage to the agency’s buildings.
This emergency preparedness plan is designed to better prepare the agency
and its employees to handle all types of emergencies. It is the intent of this
plan to outline basic procedures; however, each occurrence is unique and
will be evaluated and handled to the extent necessary. Developing the plan
is only one part of the overall process. Training, conducting drills, testing
equipment and coordinating activities within each community are other
important functions.
As with all emergencies, there are some basic requirements to ensure a safe
recovery.
Remain calm. In a time of emergency, taking proper action may save
your life. Take time to think, and then act as the situation calls for.
Advance planning is crucial. Don’t expect to pick up this plan after
an emergency occurs and be able to respond appropriately.
Everyone should know what warning signals are being used in each
community, what they sound like, what they mean and what actions to
5
take when they are sounded. This also includes warnings and alerts
from the National Weather Service.
The most important emergency supplies to keep on hand are bottled
water, canned or sealed package foods that do not require refrigeration
or cooking, manual can opener, medicines and a first aid kit, blankets
or sleeping bags, flashlights or lanterns, battery-powered radio and
plenty of fresh batteries.
This plan will be evaluated following each emergency, and evaluated
and updated at least annually.
MISSION STATEMENT
To maintain a constant quality level of service to clients during
emergency situations through advance planning, staff training and
coordination with other community agencies.
THREATS AND SAFETY PRECAUTIONS
Threats to the residents of Southeast Arkansas are divided into two
categories, Natural and Man-caused; however, the list is not all-
inclusive.
A. NATURAL DISASTERS
1. Tornadoes – These storms are normally associated with a
squall line or a fast moving cold front and are identified
by an intense circular flow of air with an area of
extremely low pressure at their centers. Tornadoes can
occur at any time, but in Arkansas, statistics show they
are most likely between 3 and 10 p.m. and during the
months of March, April, and May.
Tornadoes are extremely dangerous and can destroy or
make uninhabitable almost any structure in their paths.
6
Tornado watches indicate that conditions are favorable
for tornado development. You should begin thinking
about what you would do if threatened by a tornado.
Tornado warnings mean a tornado has been sighted in
your area. If you are in the path of the storm, you should
take action immediately. If you are in a permanent
home, go to the inner most room, hallway or closet.
Avoid windows and chimneys. Cover your head with a
blanket or get under a heavy piece of furniture. If you
are in a mobile home, evacuation is a must. Go
immediately to a permanent building. If there is not one
available, go to a ditch or ravine and cover your head.
Do not get in your car when a tornado is approaching.
Auditoriums, cafeterias and gymnasiums that are covered
with a flat, wide-span roof are not considered safe.
2. Thunderstorms – These storms can occur during every
month of the year and can be associated with frontal
systems or as air-mass thunderstorms caused by solar
heating. They are not as dangerous as tornadoes, but
their winds may topple trailers, rip off house roofs, block
roads and streets with fallen trees and may also cause
heavy hail and lightning damage.
Be alert to changing weather conditions and be prepared
in the event these storms develop into more serious
weather.
3. Floods – Two types of floods may threaten Southeast
Arkansas; flash floods and general floods. Every
community has areas prone to flooding.
Flash floods are characterized by a very rapid rise in water level
and are caused essentially by a heavy rain falling too fast to be
accommodated by creeks and streams.
Flash flooding potential may be forecast for a general area but
actual rainfall may fluctuate widely in a short distance. Flash
7
flooding may occur at any time, but is normally experienced in
spring or late fall months.
If you see any possibility of a flash flood occurring where you
are, move immediately to a safer location, and then notify your
local authorities of the danger.
General floods are normally confined to larger streams and
result from sustained moderate to heavy rain over a period of
several days. The Arkansas River, Bayou Bartholomew and
other rivers and low-lying areas near creeks are threats under
conditions of sustained precipitation. General floods can
usually be forecast by Weather Service and Corps of Engineers
river forecasters and normally do not endanger life, whereas
flash flooding can occur with little or no warning and may
endanger lives. Both types of flooding cause evacuation of
homes, damage to roads and bridges, agricultural losses and
damage or destruction of buildings.
In the case of either type of flooding, do not attempt to drive
your car or walk into a flooded area.
If you are asked to evacuate, remember:
a. Follow the instructions and advice of your local
government officials.
b. Secure your home before leaving. If possible, take
pets with you, as you may be away from home for a
lengthy time.
4. Snow and Ice Storms – Heavy snow and/or ice storms
may occur during the period from December through
February. The Weather Service usually is able to provide
six to twelve hours advance warning for such storms.
Hazards associated with snow and ice storms include
blocking of highways, interruption of electrical power,
damage to timber and structural damage caused by the
weight of ice and snow. Statistics show an average of
two damaging snows and/or ice storms occur per winter.
8
If you live in a rural area, make sure you could survive at
home for a week or two in case a storm isolates you.
5. Heat Wave – The elderly are extremely susceptible to
unusually hot temperatures (100 degrees or more for an
extended period of time). Health effects are particularly
severe because people do not have time to adjust to the
drastic elevations in temperature. July and August are
high-risk heat wave months in Southeast Arkansas. A
heat emergency exists any time the air temperature is 100
degrees or more for three (3) consecutive days (based on
National Weather Service recorded temperature). The
heat emergency will cease to exist when the temperature
drops below 100 degrees for three (3) consecutive days.
During extremely high temperatures, older persons
should:
a. Avoid unnecessary exposure to heat. Keep air
circulating with fans. Fans must be used in
conjunction with air conditioners or fresh
outside air to be effective.
b. Avoid excessive exertion, especially during the
hot part of the day.
c. Avoid direct exposure to the sun. Wear a hat
and loose, cotton clothing.
d. Drink extra amounts of fluids and reduce your
intake of salt.
e. Avoid excessive use of alcohol.
f. Pay attention to warning signs related to
overexposure to heat:
1. Muscle cramps
2. Nausea and vomiting
3. Fatigue
9
4. Headache
5. Dizziness
6. Mental confusion
7. Convulsions
If you or someone you know becomes too hot and
suffers from any one of these symptoms, contact
your doctor immediately.
6. Exposure to Extreme Cold (Hypothermia) – Exposure to
extreme cold weather can be just as dangerous as extreme
hot weather. Hypothermia is a condition of below
normal body temperature. Persons most likely to develop
accidental hypothermia are the chronically ill, the poor
who cannot afford heat and those who do not take normal
steps to keep warm. The only sure way to detect
hypothermia is to take your temperature. Be sure and
shake the thermometer down well. If the body
temperature is below 95 degrees F, or does not register,
get medical help immediately.
During cold weather older persons should:
a. Dress warmly even when indoors, eat enough
food and stay as active as possible.
b. Keep warm in bed by wearing enough clothing
and using blankets.
c. If you take medication for anxiety, depression,
nervousness or nausea, ask your doctor if it
might affect the control of body temperature.
d. Ask friends or neighbors to look in on you once
or twice a day.
Pay attention to warning signs of hypothermia:
1. Unusual change in appearance or
behavior.
10
2. Slow and sometimes irregular
heartbeat.
3. Slurred speech.
4. Shallow, very slow breathing.
5. Sluggishness and confusion.
If you notice any of these symptoms during extreme cold
weather, notify the person’s doctor at once. The best
treatment is re-warming under the supervision of a
doctor, preferably at a hospital.
7. Earthquakes – Arkansas lies on two faults that could
cause minor damages. See earthquake risk map for
Arkansas. (Appendix I)
As with all disasters, you should be prepared in advance,
but this is especially important with an earthquake. The
first thing that will happen after the quake is
disconnection of all utilities to the affected area. If you
don’t have water and ready-to-eat food on hand, you will
not be able to remain at home.
Unlike tornadoes, there is only a several hour warning
period at best. If your house begins to shake, go to an
interior wall or doorway that is well supported or get
under a heavy piece of furniture. If you can’t move, sit
down where you are until shaking stops. Cover your
head and face with your arms. The greatest danger is
when equipment and non-structural elements such as
ceiling, partitions, windows and lighting fixtures shake
loose. If you are outside, move away from buildings,
overhead wires and windows.
Once it is safe to move about, be sure and put on hard or
rubber soled shoes, as there will probably be a lot of
broken glass and other debris that could injure your feet.
11
8. Droughts – Southeast Arkansas has suffered from
droughts in the past and will again in the future. Since a
drought situation develops gradually, possibly over a
period of several years, they are very difficult to forecast.
Hazards include shortage of water for both human and
cattle consumption, for industrial use and for crops. Risk
of forest and range fires increase as water to fight these
and conventional fires become scarce. Local
governments may issue burning bans during these severe
times.
B. MAN-CAUSED DISASTERS
1. Transportation Accidents
a. The Union Pacific & Cotton Belt railways and
numerous U.S. and State highways pass through
southeast Arkansas. Accidents involving hazardous
material are occurring with increasing frequency and
not only threaten population along these major arteries
but along every road in the State. Hazardous
materials are substances that are either flammable or
combustible, explosive, toxic, noxious, corrosive,
oxidizable, an irritant or radioactive. Examples of
hazards include danger of explosion, spills of
radioactive material and leakage of toxic liquids and
gases requiring evacuation of local, downwind
population and action to prevent pollution from
spreading into streams.
b. Aircraft accidents present no serious hazard to
southeast Arkansas with the exception of crop duster
aircraft. These aircraft many times are carrying
highly toxic insecticides that could present a serious
hazard to rescuers at a crash site and to persons in the
close vicinity of a crash.
12
Any of these disasters would result in evacuation. As
with flood evacuations, be prepared to be away from
your home for an indefinite period of time.
2. Fire – This is the most common of all disasters and the
most preventable. Local fire departments generally will
advise and in some cases, install smoke detectors in
individual homes. Other precautionary measures include
planned and practiced fire drills and fire extinguishers.
Fires present two problem areas in southeast Arkansas:
a. Forest and range fires may threaten extensive damage
to timber and rural residences. Local fire departments
seldom have the capability to fight these fires, but the
State Forestry Commission does have fire fighting
units and personnel able to cope with such situations.
The high-risk forest and range fire season in southeast
Arkansas is from October through November and
February through March.
b. Structural fires in municipalities are normally handled
by local fire departments. In certain cases involving
industrial fires or if a fire spreads to several buildings,
mutual support between communities and help from
county or State resources may be obtained.
3. Chemical Disaster – With the Pine Bluff Arsenal located
in Jefferson County, there is both the risk of a chemical
disaster from the stockpile of binary weapons stored at
the facility and a remote risk of a nuclear or terrorist
attack. As with transportation-related accidents,
evacuation will most likely be the necessity depending on
how close you live to the spill or leak. The Pine Bluff
Arsenal has identified evacuation and treatment
procedures for persons living within a 62-mile radius of
its facility. With chemical disasters, there is both a
danger of airborne contamination and physical contact
with your skin. Because of the secrecy behind these
chemicals and the operations at the Arsenal, many people
13
fear mass hysteria might hamper evacuation and
treatment. This demonstrates the need for advance
preparation – knowing what to do and being ready to do
it at a moment’s notice.
4. Explosives – Although the threat of terroristic bombings
is possible, the likelihood is minimal. However, the
potential for other types of explosives exists everywhere.
Pipelines in the area may present a serious hazard if there
is a leak or break in lines. Hazards include risk of an
explosion and danger to persons breathing fumes from a
pipeline break. These can affect not only occupants of
these buildings but also residents. With explosives,
intervention may be necessary to evacuate or treat
injuries-on-site.
5. Technological - Includes emergencies that cause any
interruption or loss of a utility service, power source, life
support system, information system or equipment needed
to keep the agency in operation. A loss of electricity
and/or telephone system can be devastating to the
Agency. The availability of cellular phones can relieve
the worry somewhat, but can’t be relied upon for
extended use. Depending on the type of emergency,
these phones may also be unavailable.
ORGANIZATION
The Area Agency on Aging of Southeast Arkansas will have an
emergency assistance team prepared at all times to respond to
the needs of the elderly and agency service affected by an
emergency.
The Emergency Assistance Team of the Area Agency will
consist of the following:
A. Executive Director
B. Director of Fiscal Operations
14
D. Transportation Officer
E. Senior Center Coordinator
F. Home Health Care Coordinator
G. Home Health Care Specialist
H. Information Systems Administrator
I. Housing Project Officer
J. Occupational Health/Infection Control Nurse
The names, addresses, work and home phone numbers of the
team are listed in Attachment A.
Depending upon the location and extent of the emergency, the
following will become the backup for the above team.
A. County Supervisors
B. County RN/LPNs
C. County CSMs
D. Senior Center Mangers
E. Housing Managers
IV. RESPONSIBILITIES
A. Executive Director
1. Determine when agency should become involved in
an emergency or disaster and notify team.
2. Initiate Emergency “Telephone Tree” as needed.
3. Oversee the emergency team.
4. Serve as public information spokesperson.
5. Conduct employee briefings.
6. Request financial assistance from appropriate sources.
7. Authorize emergency-related expenditures for the
agency.
15
8. Determine staff needed and make job assignments.
9. Coordinate agency assistance with other federal, state
and local organizations.
In the event the Executive Director
is unavailable, the chain of command within the
agency’s organizational structure will be followed.
See attached emergency staff organizational chart.
(Appendix II)
B. EMERGENCY TEAM DUTIES
1. Participate in required emergency preparedness
training.
2. Review and update plan at least annually.
3. Each department officer will initiate contact with
appropriate back-up staff in affected area (s).
4. Conduct and document incident investigation.
5. Record and document damage with photographs or
videotape.
6. Establish separate accounting records for damage-
related expenditures.
7. Secure incident scene and undamaged property
belonging to the agency.
8. Notify insurance agency and meet with adjusters.
9. Evaluate and restore communication capabilities, if
necessary.
10. Record and follow-up on all injuries.
16
11. Negotiate agreements with local businesses to honor
agency vouchers.
V. RESOURCES
A. Area Agency (Internal)
1. Services:
a. Emergency first aid
b. Personal Care
c. Food
d. Shelter
e. Transportation
f. Emergency prescription drugs
g. Wheelchairs, walkers, crutches, hospital beds, etc.
h. Counseling
i. Minor home repair
j. Chore services and debris removal
2. Funds
a. Title III of the Older Americans Act
b. NSIP Cash
c. State General Revenue
d. Title XIX of the Social Security Act
e. Donations and contributions
3. Staff
a. Emergency Assistance Team
b. Local Emergency Team Back-Up. (See Telephone
Tree, Attachment B).
B. Other agencies – See Attachment F (External)
1. Office of Emergency Services
2. National Guard
3. Red Cross
4. Salvation Army
5. Police & Fire Departments
6. Emergency Medical Services
17
7. Hospitals
VI. RESPONSE PROCEDURES
Immediate response is crucial during an emergency. In order
for the agency to mobilize staff and respond, early
communication regarding an emergency situation is essential.
Additionally, home and cell phone numbers of key staff are
printed in this plan as Attachment B, Telephone Tree.
1. Any individual, employee or general public, is
encouraged to notify the agency when an emergency
situation occurs in southeast Arkansas.
If a local staff member is the first to learn of an
emergency situation, the Executive Director 1should be
notified immediately. If the Executive Director cannot
be reached, the local staff member should try the other
emergency team members until one is contacted. It is
then the responsibility of the contacted team member to
determine if an emergency exists and that the plan is to
be implemented.
2. If an emergency is “declared” by the Executive Director,
all AAASEA personnel are immediately notified by the
most practicable means. During business hours this is
normally simple. During non-business hours,
communications may be more difficult. Attachment B,
AAASEA’s Emergency Telephone List, is a “telephone
tree,” enabling staff members to “pass down” messages
to each other. By prearrangement, this permits an “on
alert” status for AAASEA personnel so that they may be
given assignments, remain near reliable communications
equipment, or otherwise remain reachable and available
to the Executive Director or his/her assignee.
The Emergency Telephone List (Attachment B) is the
primary basis for intra-agency communication during
1
18
non-business hours. As applicable, it is used for
telephone, facsimile, and electronic mail. In the event of
telephonic communications outages, alternative means,
e.g., friends and relatives with functional phones, ham, or
citizen-band radios may be used. (Provisions for such
necessities are particularly appropriate for areas, e.g.,
where earthquakes and/or forest fires are prevalent.)
If emergency conditions are suspected during non-
business hours or when staff members are at patient’s
homes, for example, they may call in to the Executive
Director (at the office or at home) to determine the status
of the situation. It is, however, the responsibility of the
Executive Director to start the telephone-tree calling
chain.
Also included on the Emergency Telephone List are the
names and telephone numbers of key emergency services
providers in and around AAASEA’s service area,
including police, fire, EMS services, National Guard
units, civilian neighborhood watch groups, and others
resident in or near to AAASEA’s service area. The
Executive Director is responsible for informing or
utilizing such alternative sources, depending on his/her
estimate of the situation.
Copies of the Emergency Telephone List (see
Attachment B) are provided to all members of the
Emergency Assistance Team and county department
managers, with the requirements that they keep a copy
each, in their homes, cars, workstations, and/or business
vehicles. This list is to be treated as highly confidential,
so that staff members with unlisted numbers are
protected. New names and phone numbers are added at
periodic intervals.
When the team arrives, they will establish a base in or
near the affected area with easy access by the elderly
(when possible and feasible, in the senior citizen center).
The back-up team members in the area will report to this
19
base for instructions. If a federal disaster is declared, the
base will be staffed during the total time the disaster
center is operational, or until needs of affected elderly
have been satisfied according to the Executive Director’s
evaluation of the situation.
An emergency kit is stored at the Area Agency office in Pine
Bluff. Its contents include:
1. A current copy of this plan
2. Supply of forms:
a. Emergency Intake
b. Voucher Forms
c. Clean-up Requests
d. Fax Transmittals
e. Emergency hiring packets
3. Office Supplies:
a. Paper g. Scissors
b. Paper clips h. Pens & pencils
c. Letterhead i. Name tags
d. Stapler & staples j. Business cards
e. Envelopes k. Index cards
f. Rubber bands l. Tape
4. Time Cards
5. Flashlights
6. Battery-powered radio
7. Batteries for flashlight and radio
8. Tape Measure
9. Camera and Film
10. First Aid Kit
20
11. Calculator
A member of the team will be responsible for taking the kit to
the affected area meeting location.
Each team member will be assigned specific duties from the
base station. Possible duties may include, but not be limited to:
1. Assess damaged areas
2. Make home visits and complete intake forms
3. Check on whereabouts of clients
4. Provide information and assistance
5. Assist other agencies as needed
6. Coordinate transportation
7. Provide case management
Each team member is capable of handling any of the above
duties. The extent of the emergency will determine who does
what.
The emergency team will remain on the scene until the
Executive Director determines they are no longer needed.
In the event of a federal disaster, the Federal Emergency
Management Administration will be called in. AAASEA
involvement will be contingent on decisions made by FEMA.
There are three types of emergencies, patient-based, agency-
based and pandemic. The following outlines the agency’s
response procedures for all three.
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A. PATIENT-BASED EMERGENCIES
Emergencies are especially hard on older, frail persons
living on fixed incomes in isolated rural areas. With a
large portion of southeast Arkansas made up of these
individuals, agency staff must be prepared for all types of
emergencies that can affect the lives of older persons.
Patient emergency priorities are determined at patient’s
admission to care/service, or at re-assessment.
1. Upon admission, each patient’s care needs during an
emergency are reviewed and ranked. Results of
“scoring” are posted to the Plan of Care, with copies
maintained by the County Supervisor/RN.
2. Scoring of priorities is judged on the basis of need,
e.g., equipment requirements, health risk, and
frequency of in-home visits ordered, and may be both
subjective and objective. Objective scoring includes
review of emergency checklist as follows, for
example:
a. Mobility level of patient;
b. Medical diagnosis of patient;
c. Patient’s plan of care;
3. Subjective scoring evaluation is also determined at the
patient’s admission. This is based primarily upon
patients’ observed condition, availability of AAASEA
resources, and other known considerations.
4. Scores are as follows:
1. Bedfast
2. Walks with help
3. Walks without help
The County Supervisor/RN insures to the extent
practicable that necessary care/service continues during
22
an emergency. When communications and reasonable
means of transportation are available, staff members
carry out assigned tasks in a manner as close as possible
to non-emergency conditions. In the event that an
emergency prevents normal communications,
transportation, or reasonable alternatives, and AAASEA
cannot provide some or all necessary services, AAASEA
uses its best efforts to employ alternative resources, as
required.
If an emergency prevents normal communications among staff,
staff uses alternative resources to the best of its ability. Staff
members first exhaust telecommunications options provided by
the Emergency Telephone List, as above.
1. In the event that all electronic means fail, however, staff
members are provided standing instructions about key
locations at which to report for work, e.g., AAASEA
offices (primary), and at least one alternative such as a
Post Office, Library, or other public location. Each
facility will determine an alternate location and
communicate it to employees. 2. In the event that an emergency prevents or impedes
normal methods of travel, staff is instructed to use
alternative resources to the best of its ability.
AAASEA, in conjunction with Emergency Preparedness
Coordinator, insures that all staff members are totally familiar
with the Plan, and that distributed materials relative to the Plan
are in the hands of each as required.
The Emergency Preparedness Coordinator conducts
preparedness reviews with all AAASEA staff members.
Review may employ spot quizzes, call-up exercises using the
Emergency Telephone List, or such other devices as
appropriate. Newly hired staff are to be familiar with the Plan
during orientation.
1. Preparedness reviews are conducted in accordance with
policies and procedures covering in-service training, and
23
recorded on associated training records (e.g., such
reviews are at least part of AAASEA’s annual “in-
service” program; reviews may be conducted more
frequently).
Each employee that provides a patient service is responsible for
checking on said patients in the event of an emergency. If it is
not possible to do so by telephone, a personal visit is required.
If an employee is unable to make contact with any patient, this
must be reported to their supervisor immediately.
Additionally, older persons who are not patients of the agency
may need assistance. Other sources to help locate these people
are mail carriers, utility meter readers, grocery stores that
deliver and church groups that visit shut-ins. Do not expect
local law enforcement to be available if emergency is
widespread.
Within the first 24 hours after an emergency, each department
within the agency must report the following information to the
Emergency Assistance Team:
1. Type of emergency
2. Specific location
3. Number of affected older persons – patients and others
4. Kind of services needed
B. AGENCY-BASED EMERGENCIES
The agency has four buildings/offices in Pine Bluff, which
house all fiscal and program records for services provided,
throughout the 10-county area of southeast Arkansas. The
agency has ten county offices, and fourteen senior centers
which all contain patient records. The agency also owns and
operates fourteen Section 202 Housing complexes in Southeast
Arkansas. Client files at these satellite locations are secured in
locked cabinets and/or offices. Some billing, fiscal,
programmatic and payroll records are maintained on a computer
network housed at the agency office in Pine Bluff. Some
24
software is not housed here- eSolutions is off campus and so is
Harmony.
The Information System Department disaster recovery plans
consist of image based disk to disk backups with automated
offsite replication, annual disaster recovery tests and power
restoration plans. Attachment D is a list of Information System
Recovery Plan Contacts, along with data information and back-
up procedures.
Bare metal, disk to disk backups are replicated offsite
automatically. Offsite backups can be restored in the cloud to
allow limited functionality in the event of a disaster. In
addition, local backups are stored locally and can be used if
available. Offsite backups can be shipped via a hard disk
within 24 hours and restored to a recovery server when the
disaster recovery location is ready.
The Information Systems Department has developed disaster
recovery plans for each server. With these plans, the IS
department can quickly restore an operating system to the
recovery server. The disaster recovery plans are a combination
of Information System Documentation, power restoration
documentation, server installation procedures, and server
hardware information packets with drivers and utilities. IS
department simulates disaster recovery by performing disaster
recovery tests. The drills are based on server installation
procedures and data restoration procedures from backup.
Power can be restored during power outages using the generator
connected to the Administration building next to the utility
shed. The generator is connected to the electrical circuits
running in the Information Systems Server Room. The
following components of the Server Room are connected to the
generator:
Phone System
Most Servers
25
LED Lights
In addition to the procedures listed above, the phone system has
been configured for real time failover in the event of a system
effecting event at the main location. A secondary call manager
located at the 8th Street office will handle all incoming and
outgoing calls in the event of a failure of the main call
processing hardware/software. Procedures to re-rout the current
AT&T voice services to the 8th street location must be
followed if the event affects those services.
C. BOMB THREATS
Most bomb threats are received by phone. Bomb threats are
serious until proven otherwise. Act quickly, but remain calm
and obtain information with the checklist, see Attachment H
If a bomb threat is received by phone:
1. Remain calm. Keep the caller on the line for as long as
possible.
DO NOT HANG UP, even if the caller does.
2. Listen carefully. Be polite and show interest.
3. Try to keep the caller talking to learn more information.
4. If possible, write a note to a colleague to call the
authorities or, as soon as the caller hangs up, immediately
notify them yourself.
5. If your phone has a display, copy the number and/or
letters on the window display.
6. Complete the Bomb Threat Checklist (Attachment H)
immediately. Write down as much detail as you can
remember. Try to get exact words.
7. Immediately upon termination of the call, do not hang up,
but from a different phone, contact Federal Protective
Service (FPS) 1-877-437-7411 immediately with
information and await instructions.
If a bomb threat is received by handwritten note:
26
Call 911
Handle note as minimally as possible.
If a bomb threat is received by e-mail:
Call 911
Do not delete the message.
Signs of a suspicious package:
No return address Poorly handwritten
Excessive postage Misspelled words
Stains Incorrect titles
Strange odor Foreign postage
Strange sounds Restrictive notes
Unexpected delivery
DO NOT:
Use two-way radios or cellular phone; radio signals have
the potential to detonate a bomb.
Evacuate the building until police arrive and evaluate the
threat.
Activate the fire alarm.
Touch or move a suspicious package.
D. ACTIVE SHOOTER
Quickly determine the most reasonable way to protect your own life.
Remember that customers and clients are likely to follow the lead of
employees and managers during an active shooter situation.
1. EVACUATE If there is an accessible escape path, attempt to
evacuate the premises. Be sure to:
Have an escape route and plan in mind
Evacuate regardless of whether others agree to follow
Leave your belongings behind
Help others escape, if possible
Prevent individuals from entering an area where the
active shooter may be
Keep your hands visible
Follow the instructions of any police officers
27
Do not attempt to move wounded people
Call 911 when you are safe
2. HIDE OUT If evacuation is not possible, find a place to hide
where the active shooter is less likely to find you. Your hiding place should:
Be out of the active shooter’s view
Provide protection if shots are fired in your direction
(i.e., an office with a closed and locked door)
Not trap you or restrict your options for movement
To prevent an active shooter from entering your hiding place:
Lock the door
Blockade the door with heavy furniture
If the active shooter is nearby:
Lock the door
Silence your cell phone and/or pager
Turn off any source of noise (i.e., radios, televisions)
Hide behind large items (i.e., cabinets, desks)
Remain quiet
If evacuation and hiding are not possible:
Remain calm
Dial 911, if possible, to alert police to the active
shooter’s location
If you cannot speak, leave the line open and allow the
dispatcher to listen
3. TAKE ACTION AGAINST THE ACTIVE SHOOTER
As a last resort, and only when your life is in imminent danger,
attempt to disrupt and/or incapacitate the active shooter by:
Acting as aggressively as possible against him/her
Throwing items and improvising weapons
Yelling
Committing to your actions
28
Law enforcement’s arrival
Law enforcement‘s purpose is to stop the active shooter as soon
as possible. Officers will proceed directly to the area in which
the last shots were heard.
Officers usually arrive in teams of four (4)
Officers may wear regular patrol uniforms or external
bulletproof vests, Kevlar Helmets and other tactical
equipment
Officers may be armed with rifles, shotguns, handguns
Officers may use pepper spray or tear gas to control the
situation
Officers may shout commands, and may push individuals
to the ground for their safety
How to react when law enforcement arrives:
Remain calm, and follow officers’ instructions
Put down any items in your hands (i.e., bags, jackets)
Immediately raise hands and spread fingers
Keep hands visible at all times
Avoid making quick movements toward officers such as
attempting to hold on to them for safety
Avoid pointing, screaming and/or yelling
Do not stop to ask officers for help or direction when
evacuating, just proceed in the direction from which
officers are entering the premises
Information to provide to law enforcement or 911operator:
Location of the active shooter
Number of shooters, if more than one
Physical description of shooter/s
Number and type of weapons held by the shooter/s
Number of potential victims at the location
The first officers to arrive on the scene will not stop to help
injured persons. Expect rescue teams comprised of additional
officers and emergency medical personnel to follow the initial
29
officers. These rescue teams will treat and remove any injured
persons. They may also call upon able-bodied individuals to
assist in removing the wounded from the premises.
Once you have reached a safe location or an assembly point,
you will likely be held in that area by law enforcement until the
situation is under control, and all witnesses have been identified
and questioned. Do not leave the safe location or assembly
point until law enforcement authorities have instructed you to
do so.
C. PANDEMIC
What is a pandemic? A pandemic is a global disease outbreak;
a new virus emerges that spreads easily from person-to-person,
for which people have little or no immunity, and for which
there is no vaccine. The impact could lead to high levels of
illness, death, social distress and economic loss and /or
interruption of basic services.
During the annual fall and winter influenza season, older
individuals and persons with chronic illnesses are at greater risk
of illness and mortality. Symptoms are as follows:
1. Fever;
2. Plus one of the following;
Sore throat
Cough
Shortness of breath.
Influenza transmission is most commonly spread by close
contact (i.e. exposure to large respiratory droplets, direct
contact, or near-range exposure to aerosols.) Droplet
transmissions are generated primarily through coughing,
sneezing, and talking. Direct contact involves skin-to-skin
contact or through indirect contact with viruses in the
environment (See Attachment I). Failure to properly evaluate
patients could result in the disease spreading rapidly to staff and
their families. Once a positive diagnosis has been made, notify
the Emergency Preparedness Coordinator so proper authorities
30
can be contacted with accurate information regarding the
Agency.
Any staff suspected to have the virus and/or symptoms of the
pandemic, whatever it may be, and not reporting to work must
contact their supervisor with their doctor’s diagnosis and plan
or release of care. All staff is expected to report to work, unless
contacted by their supervisor.
Annual vaccinations for employees are encouraged in hopes
that it will provide crossover immunity should a new flu virus
emerge. In case of a pandemic, vaccine distribution will be
determined by the Centers for Disease Control and the
Department of Health and reassessed if necessary to ensure
proper allocation to the affected areas.
Cross-training of employees is imperative to sustain the Agency
and its role in the community. The Emergency Assistance
Team is outlined in Attachment A, with a Local Emergency
Back-Up team as outlined in the Telephone Tree, Attachment
B.
VII. STABILIZATION AND RECOVERY
Often times the after effects of a disaster can be as traumatic as the
disaster itself. At this time, along with the local back-up staff, the
advocacy and outreach components will begin action, assessing the
aftershock and assisting where possible. Stabilization of an
emergency situation can take anywhere from 24 hours to 2 months
depending on the scope of involvement.
During the recovery process, once immediate, emergency needs have
been met, persons affected will be re-visited to assess long-term
needs. Documentation of services provided is necessary to avoid
duplicating services.
Throughout the assistance period, statistics will be maintained as
follows:
1. Number of elderly that were affected by the emergency?
31
2. A general statement of the impact the emergency had on the
elderly.
a. If any nursing homes were affected in the area;
b. If any retirement homes were affected, and;
c. If any elderly living in mobile homes or travel parks were
affected.
3. Extent of damage to the property of the elderly?
4. Number of elderly killed?
5. Number of elderly injured?
6. Number evacuated?
7. What are the service providers doing for the victims?
8. Are the local Red Cross and other local, or State agencies
providing help to elderly victims?
A complete assessment report will be prepared by the emergency team
for submission to the Division of Aging and Adult Services and any
other agency that requests a copy.
VIII. EVALUATION
Immediately following any emergency as defined by this plan, an
evaluation will be conducted by the Emergency Assistance Team. At
a minimum, the team will review:
1. Communication
2. Staff response
3. Coordination with other agencies
4. Patient satisfaction
Based on this evaluation, the plan will be updated as needed.
Regardless of implementation of the plan, at least annually the
Emergency Preparedness Coordinator will review and update the plan
as needed.
32
Appendix I
Maximum Predicted Earthquake Intensities for Arkansas (Modified Mercalli Scale)
*Estimated Populations at risk = Counties Rate VIII and above Total Estimated Population at Risk= 679,101
Estimates are made for the United States, areas within the United States, and Puerto Rico. The frequency of estimates and availability of
demographic detail vary by geographic level. The schedule of releases are availab le at http://www.census.gov/popest/topics/.
Based on 2004 Estimated Census Data, Source US Census Bureau
ATTACHMENT A
EMERGENCY ASSISTANCE TEAM
DISASTER COORDINATORS
James Word, Executive Director
Area Agency on Aging of SE Ark.
P.O. Box 8569
Pine Bluff, AR 71611
Work: 870-543-6300
Personal Cell phone: 870-550-3861
Agency Cell Phone: 870-329-4738
Home: 870-536-4657
Twyla Jamerson, R.N.
Occupational Hlth/Infection Control RN
Agency Cell Phone: 870-550-6730
Home/Cell phone: 870-692-6086
DISASTER TEAM
Lillian Arnold, R.N.
Home Care Manager I
Agency Cell Phone: 870-329-4920
On Call #: 870-329-4920
Home: 870-535-1329
Personal Cell phone: 870-717-8151
Tony Barr, Transportation Officer
Personal Cell Phone 870-692-1456
Agency cell phone: 870-329-4992
Kathy Tynes
Director of Fiscal Operations
Personal Cell phone: 870-540-6289
Kedrick Jones
IT Specialist SEAT
Agency cell phone: 870-550-1680
David Kelly, R.N.
Home Care Manager III
Work: 870-367-9873
Agency cell phone: 870-329-4734
Home: 870-367-8668
Kay Newton
Home Care Manager III
Agency cell phone: 870-619-4514
Home/Cell phone: 870-370-1288
ATTACHMENT B
TELEPHONE TREE
ATTACHMENT C
INVENTORY OF FACILITIES AND EQUIPMENT
LOCATION: ARKANSAS COUNTY
DeWitt Senior Center Stuttgart Senior Center
205 S. Main 811 S. Buerkle
DeWitt, AR 72042 Stuttgart, AR 72160
870-619-2311 501-235-8555
Home Health Office Heritage Manor of Stuttgart
807 S. Main 130 Commercial Drive - B
Stuttgart, AR 72160 Stuttgart, AR 72160
870-663-4161 501-508-4944
Fax 870-663-0262
MEAL PREPARATION ABILITY – No center has full-service kitchen capabilities.
LOCATION: ASHLEY COUNTY
Crossett Senior Center Hamburg Senior Center
1208 Pine St. 1406 N. Main
Crossett, AR 71635 Hamburg, AR 71646
870-364-6915 870-853-2467
Heritage Manor of Wilmot Heritage Manor of Crossett
404 S. Second 1573 Hwy 52 West
Wilmot, AR 71676 Crossett, AR 71635
870-473-2328 870-364-5814
Home Health Office William “Bill” Sanders Manor of Crossett
208 N. Alabama 2310 Main St.
Crossett, AR 71635 Crossett, AR 71635
870-364-7788 870-364-6451
Fax 870-364-8144
MEAL PREPARATION ABILITY - Crossett Center has full service kitchen.
LOCATION: BRADLEY COUNTY Warren Senior Center Home Health Office
96 Etheridge St. 96 Etheridge St.
Warren, AR 71671 Warren, AR 71671
870-226-3710 870-226-5769
Fax 870-226-5009
MEAL PREPARATION ABILITY - No center has full service kitchen.
LOCATION: CHICOT COUNTY
Dermott Senior Center Eudora Senior Center
201 N. Freeman 101 Park Place
Dermott, AR 71638 Eudora, AR 71640
870-538-3952 870-222-3204
Lake Village Senior Center Home Health Office
751 N. Lakeshore Dr. 114 N. Chicot
Lake Village, AR 71653 Lake Village, AR 71653
870-265-3035 870-265-3841
Fax 870-265-5240
Heritage Manor of Eudora
2105 Highway 65S
Eudora, AR 71640
870-501-5573
Heritage Manor of Dermott
1104 S. Trotter
Dermott, AR 71638
870-538-5541
MEAL PREPARATION ABILITY - No center has full service kitchen.
LOCATION: CLEVELAND COUNTY
Rison Senior Center Home Health Office
730 Pecan Street 730 Pecan Street
Rison, AR 71665 Rison, AR 71665
870-639-4114 870-619-4127
Fax 870-325-7889
MEAL PREPARATION ABILITY - No center has full service kitchen.
LOCATION: DALLAS COUNTY Heritage Manor of Fordyce
507 N. Edgar
Fordyce, AR 71742
870-352-8184
MEAL PREPARATION ABILITY - No center has full service kitchen.
LOCATION: DESHA COUNTY
McGehee Senior Center Home Health Office
900 Oak 900 Oak
McGehee, AR 71635 McGehee, AR 71654
870-222-3434 870-222-6960
Fax 870-222-3234
MEAL PREPARATION ABILITY - No center has full service kitchen.
LOCATION: DREW COUNTY
Monticello Senior Center Home Health Office
203 Henley Dr. 110 E. Gaines
Monticello, AR 71655 Monticello, AR 71655
870-367-2434 870-367-9873
1-800-737-1529
Fax 870-367-6321
MEAL PREPARATION ABILITY - Monticello Center has full service kitchen.
LOCATION: GRANT COUNTY
Sheridan Senior Center Heritage Manor of Sheridan
1525 Hwy 270E (Grant Co. Park) 407 S. Rose
Sheridan, AR 72150 Sheridan, AR 72150
870-942-4824 870-942-4814
Home Health Office Heritage Court of Sheridan
1525 Hwy 270E (Grant Co. Park) 815 S. Shackleford
Sheridan, AR 72150 Sheridan, AR 72150
870-942-4842 870-942-8412
Fax 870-942-4702
MEAL PREPARATION ABILITY - No center has full service kitchen.
LOCATION: JEFFERSON COUNTY
Strachota Senior Center Heritage Manor of Pine Bluff
801 East Eighth 3217 Old Warren Road
Pine Bluff, AR 71603 Pine Bluff, AR 71603
870-543-6323 870-543-6281
Heritage Court of Pine Bluff Heritage Villa of Pine Bluff
2800 West 31st 308 West 37
th
Pine Bluff, AR 71603 Pine Bluff, AR 71603
870-534-1522 870-543-6296
Home Health Office Brett H. Bradshaw Manor
709 East 8th 2008 Ridgway Road
Pine Bluff, AR 71601 Pine Bluff, AR 71603
870-850-0713 870-541-0667
1-800-264-3260
Fax 870-543-6322
MEAL PREPARATION ABILITY - No center has full service kitchen.
LOCATION: LINCOLN COUNTY
Star City Senior Center Home Health Office
201 N. Drew
Star City, AR 71667 Star City, AR 71667
870-619-4659 870-619-4514
Fax 870-619-4388
MEAL PREPARATION ABILITY – No center has full service kitchen
EMERGENCY PHONE
NUMB
LOCATION POLICE FIRE SHERIFF AMBULANCE NON-EMER. POLICE NON-EMER. FIRE
ARKANSAS COUNTY 673-2121 or
DEWITT 911 911 911 946-2276 946-2122 946-2222
GILLETT 911 548-2288 911 548-2812
HUMPHREY 911 911 911
ST. CHARLES 911 911 911
STUTTGART 911 911 911 673-1414 673-3539
ASHLEY COUNTY 853-2040 364-2121 or
CROSSETT 911 911 853-2040 911 364-4131 364-2121
NORTH CROSSETT 911 911 853-2040 911
FOUNTAIN HILL 911 911 853-2040 911 853-9820
HAMBURG 911 911 911 911 853-8600 853-2040
MONTROSE 911 911 853-2040 911
PARKDALE 473-2345 473-2345 853-2040
PORTLAND 911 911 853-2040 911 737-2873
WILMOT 473-2603 473-2345 853-2040
BRADLEY COUNTY 226-3491 or
BANKS 911 911 911 911 465-2222
HERMITAGE 911 911 911 911 463-8477 463-2636
INGALS 911 911 911 911
JOHNSVILLE 911 911 911 911
WARREN 911 911 911 226-3793 226-3703 226-8302
POLICE FIRE SHERIFF AMBULANCE NON-EMER. POLICE NON-EMER. FIRE
CHICOT COUNTY 265-8020 or
DERMOTT 911 911 911 911 538-5269 538-5211
EUDORA 911 911 911 911
LAKE VILLAGE 911 911 911 911 265-5055 265-2211
CLEVELAND COUNTY 325-6222
KINGSLAND 348-5353 348-5555 325-6222 325-6222 348-5500
RISON 325-6222 325-7208 325-6222 325-6222
WOODLAWN 357-8345 325-6222 325-6222
DALLAS COUNTY
FORDYCE 911 911 352-2002 352-6400 352-2178 325-2345
DESHA COUNTY 877-2327 or
ARKANSAS CITY 911 911 911 222-4141 877-2327 877-2580
DUMAS 911 911 911 382-5511 382-5511 382-4322
MCGEHEE 911 911 911 222-4141 222-3636 222-4141
MITCHELLVILLE 911 911 877-2327 911
REED 911 911 877-2327 911
WATSON 911 911 911 911 877-2327 644-3603
DREW COUNTY 367-6211 or
MONTICELLO 911 911 911 911 367-3411 367-5433
TILLAR 911 911 911 911
POLICE FIRE SHERIFF AMBULANCE NON-EMER. POLICE NON-EMER. FIRE
367-6211 or
WILMAR 911 911 911 911 367-3411 469-5609
WINCHESTER 911 911 911 367-3411 367-6211 392-2296
GRANT COUNTY 942-2101 or
LEOLA 942-2101 911 911 942-2101
PRATTSVILLE 911 911 911
POYEN 942-2101 942-2412 911
SHERIDAN 911 911 911 911 942-4642 942-4441
TULL 942-2101 942-2412 911
JEFFERSON COUNTY 541-5351 or
ALTHEIMER 911 911 911 766-8665 766-8229
PINE BLUFF 911 911 911 911 541-5300 543-5150
SHERRILL 911 911 911 911 541-5300
REDFIELD 911 911 911 501-397-5100 501-397-2280
WABBASEKA 911 911 911 911 541-5300
WHITEHALL 911 911 911 911 247-1414 247-1313
LINCOLN COUNTY 628-4271
GLENDALE 911 911 628-4271 911 628-4271 628-4271
GOULD 911 911 628-4271 911 263-4907 263-4907
GRADY 911 911 628-4271 911 479-3904 479-3904
STAR CITY 911 911 628-4271 911 628-4244 628-4271
ATTACHMENT F
OTHER SUPPORT AGENCIES
1. OFFICE OF EMERGENCY SERVICES
a. Coordinate with all agencies on state and local disasters.
b. Become more involved in a national declared disaster
OEM COUNTY CONTACT INFORMATION:
Arkansas County
312 S. College
Stuttgart, AR 72150
870-673-3730
870-673-1414 emergency number
Ashley County
205 E. Jefferson
Hamburg, AR 71646
870-853-2070
Bradley County
#38 Rea Circle
Warren, AR 71671
870-226-3534
Chicot County
108 Main St.
Lake Village, AR 71653
870-265-5055 or 265-5536
Cleveland County
P. O. Box 447
Rison, AR 71665
870-325-6591
Desha County
306 Crooked Bayou
McGehee, AR 71654
870-222-3636
Drew County
County Courthouse
Monticello, AR 71655
870-460-6200
Grant County
P. O. Box 98
Sheridan, AR 72150
870-942-3333 or 942-1101
Jefferson County
101 E. Barraque
Pine Bluff, AR 71601
870-541-5470
Lincoln County
203 Liberty Street, Civic Center
Star City, AR 71667
870-628-5595 or 628-5596
2. NATIONAL GUARD
a. Mayor, County Sheriff or County Judge must request service.
b. Medical Assistance in Little Rock and Lake Village. They have a
transfer ambulance (no life-saving equipment) in Lake Village.
c. Armory within 32 miles of every citizen. See attached map for
locations in Southeast Arkansas.
d. Potable water within capabilities.
CONTACT PERSONS (if unable to reach Mayor, County Judge or Sheriff):
Arkansas Department of Emergency Management
Ken Ouellette
Southeast Area Coordinator
200 South Main Street
Monticello, AR 71655
870-367-3592
501-554-0806
2. RED CROSS
a. Evacuation notification and transportation
b. Damage assessment and on-site survey of damages
c. Mass emergency shelter
d. Mass emergency feeding
e. First aid and nursing services
f. Morgue management and victim identification
g. Disaster welfare inquiries (from within and outside affected area)
h. Comfort (overnight) kits
i. Cleaning supplies
j. Clothing, household goods and occupational supplies
k. Home repairs
CONTACT PERSON:
Michelle Metott-Works, Program Manager
211 West 3rd
, Suite 250
Pine Bluff, AR 71601
Phone: (870) 534-7312
Serves Arkansas, Ashley, Bradley, Chicot, Cleveland, Desha, Drew, Grant,
Jefferson, and Lincoln counties.
3. SALVATION ARMY
a. Assist with evacuation
b. Mass feeding
c. Food distribution
d. Mass and individual shelter
e. Clothing
f. Counseling
g. Missing persons service
h. Welfare, family rehabilitation
1. Casework
2. Furniture and bedding
3. Household needs
i. Services to disaster workers
j. Identification of bodies
k. Traffic control
l. Official officers of the National EOP
CONTACT PERSONS:
Salvation Army
501 East 12th
Avenue
Pine Bluff, AR 71601
(870) 534-0504
AR Department of Emergency Management
Camp Robinson
North Little Rock, AR 72118-2200
(501) 683-6700
ATTACHMENT G DISASTER INTAKE FORM CLIENT CASE RECORD
NAME__________________________________________________DATE OF BIRTH______________ PERMANENT ADDRESS______________________________________________________________ __________________________________________________________PHONE__________________
HOUSING Have you been re-located? Yes____ No____ If YES, is it PERMANENT_____ OR TEMPORARY____ NEW ADDRESS_____________________________________________PHONE___________________ NAME OF HOST______________________________________________________________________ Is your permanent address located in any of the following? NURSING HOME____ RETIREMENT HOME____ MOBILE HOME OR TRAILER PARK____ Was your residence destroyed? Yes____ No____ If not destroyed, what was the damage?__________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ Have you received assistance from another agency to repair the damage? Yes____ No____ If YES, From Whom?__________________________________________________________________
RESIDENTIAL INSURANCE Do you have insurance on your residence? Yes____ No_____ Does it cover your personal properties? Yes____ No_____ Have you contacted your insurance agent? Yes____ No_____ Has the Adjuster visited with you? Yes____ No_____ Have you settled with the Adjuster? Yes____ No_____ Were you satisfied with the adjustment? Yes____ No_____ If NO, list reasons why___________________________________________________________________________________ ______________________________________________________________________________________
HEALTH Do you have a disaster related injury or illness? Yes____ No____ If YES, explain_________________________________________________________________________ _____________________________________________________________________________________ Do you have a chronic medical condition? Yes____ No____ If YES, is there immediate need for medication or treatment? Yes____ No____ Explain:____________________________________________________________________________ Are there any disaster related losses of medical/health appliances (including glasses, false teeth, etc.?) Yes____ No____ If YES, explain____________________________________________________________________________
TRANSPORTATION
Do you have any transportation? Yes____ No____ If YES, provided by whom?____________________________________________________________________________ Was your car damaged by the disaster? Yes____ No____ If YES, do you have adequate insurance? Yes____ No____ Has your insurance agent or adjuster contacted you? Yes____ No____ Were you satisfied with the adjustment? Yes____ No____ If NO, list reasons why_______________________________________________________________________________ __________________________________________________________________________________
INCOME Do you receive assistance from any of the following? Social Security _____ Food Stamps _____ SSI _____ VA _____ Medicare _____ Medicaid _____ Other_______________________________________________________________________
CASE NARRATIVE Use this space for case narrative or other comments_________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ Interviews at Disaster Assistance Center SIGNATURE & DATE OF INTERVIEWER __________________________________________________________________________________ _____Food Stamps Referrals made by Counselor _____IRS _____Red Cross Name Date _____HUD _____SBA _____Legal Assistance _____Insurance _____Employment _____Unemployment _____Veterans _____Individual & Family Grants _____Area Agency on Aging _____Other____________________________ _____Other____________________________
CLEAN-UP REQUESTS
INTERVIEWER______________________________DATE____________
CLIENT’S NAME______________________________________________
HOME ADDRESS_____________________________________________
______________________________________________
DIRECTIONS TO HOME________________________________________
PHONE NUMBER(S) WHERE CLIENT CAN BE REACHED____________
DESCRIPTION OF DAMAGE TO HOME:
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
CHECK ALL THAT APPLY:
_____NEED CLEANING SUPPLIES ______NEED CLEAN-UP LABOR
_____FEMA/RED CROSS INSPECTED
_____OTHERS INVOLVED WITH CLEAN-UP
LIST:___________________________________________________
COMMENTS:_________________________________________________
REFERRALS:________________________________________________
____________________________________________________________
____________________________________________________________
FOLLOW-UP:________________________________________________
709 East 8th
Avenue Telephone: 870-543-6300 P.O. Box 8569 Toll Free: 800-264-3260 Pine Bluff, AR 71611 Fax: 870-534-2152 Website: www.aaasea.org
Area Agency on Aging of Southeast Arkansas, Inc. “We care because you care”
TO: ______________________________
Supplier
This shall serve as written authorization for
_________________________________of___________________________
Name(s) Address
to purchase up to $____________________for the following goods/services:
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
__________________________________________________________
Please send an itemized bill for the above authorized goods/services to:
Area Agency of Southeast Arkansas
P. O. Box 8569
Pine Bluff, AR 71611
Feel free to call 870-543-6300 or 1-800-264-3260 if you have any questions.
_______________________ ___________________________________
Date Authorized by
Serving Southeast Arkansas since 1979
ATTACHMENT H
BOMB THREAT CHECKLIST DATE: TIME:
TIME CALLER HUNG UP:
PHONE # WHERE CALL RECEIVED:
ASK CALLER: Where is the bomb located? (Building, Floor, Room, etc.)
When will it go off?
What does it look like?
What kind of bomb is it?
What will make it explode?
Did you place the bomb? Yes No
Why?
What is your name?
EXACT WORDS OF THREAT:
INFORMATION ABOUT CALLER: Where is the caller located? (Background and level of noise)
Estimated Age:
Is Voice Familiar? If so, who does it sound like?
Other points:
CALLER’S VOICE BACKGROUND SOUNDS THREAT LANGUAGE Accent Animal Noises Incoherent
Angry House Noises Message Read
Calm Kitchen Noises Taped
Clearing Throat Street Noises Irrational
Coughing Booth Profane
Cracking Voice P A System Well-Spoken
Crying Conversation
Deep Music
Deep Breathing Motor
Disguised Clear
Distinct Static
Excited Office Machinery
Female Factory Machinery
Laughter Local
Lisp Long Distance
Loud
Male Other Information:
Nasal
Normal
Ragged
Rapid
Raspy
Slow
Slurred
Soft
Stutter
ATTACHMENT I
HOME HEALTH INFLUENZA
PANDEMIC PLANNING
Most patients with pandemic influenza will be able to remain at home during the course of their illness and can be cared for by other
family members or others who live in the household. Anyone residing in a household with an influenza patient during the incubation
period and illness is at risk for developing influenza.
A key objective in this setting is to limit transmission of pandemic influenza within and outside the home. When care is provided by a
household member, basic infection control precautions should be emphasized (e.g., segregating the ill patient, and hand hygiene.)
Infection within the household may be minimized if a primary caregiver is designated, ideally someone who does not have an
underlying condition that places them at increased risk of severe influenza disease. Although no studies have assessed the use of
masks at home to decrease the spread of infection, use of surgical or procedure masks by the patient and/or caregiver during
interactions may be of benefit.
Home healthcare providers who enter homes where there is a person with an influenza-like illness should follow the recommendations
for standard and droplet precautions. Professional judgment should be used in determining whether to don a surgical or procedure
mask upon entry into the home or only for patient interactions. Factors to consider include the possibility that others in the household
may be infectious and the extent to which the patient is ambulating within the home.
Instruct persons to:
Cover the nose/mouth when coughing or sneezing
Use tissues to contain respiratory secretions
Dispose of tissues in the nearest waste receptacle after use
Perform hand hygiene after contact with respiratory secretions
Facilitate adherence to respiratory hygiene/cough etiquette and ensure the availability of materials in the home for patients
and visitors
Provide tissues and no-touch receptacles (e.g., waste containers with pedal-operated lid or uncovered waste container) for
used tissue disposal
Provide conveniently located dispensers of alcohol-based hand rub
Provide soap and disposable towels for hand washing where sinks are available
Promote the use of procedure or surgical masks and spatial separation by persons with symptoms of influenza
Offer and encourage the use of either procedure masks (e.g., with ear loops) or surgical masks (e.g., with ties or elastic) by
symptomatic persons to limit dispersal of respiratory droplets
Encourage coughing persons to sit at least 3 feet away from other persons in common areas of the home
Management of influenza patients
Physically separate the patient with influenza from non-ill persons living in the home as much as possible. Patients should not leave
the home during the period when they are most likely to be infectious to others (e.g., 5 days after onset of symptoms). When
movement outside the home is necessary (e.g., for medical care), the patients should follow cough etiquette (e.g., cover the mouth and
nose when coughing and sneezing) and wear procedure or surgical masks if available.
Management of other persons in the home
Persons who have not been exposed to pandemic influenza and who are not essential for patient care or support should not enter the
home while persons are actively ill with pandemic influenza. If unexposed persons must enter the home, they should avoid close
contact with the patient. Persons living in the home with the pandemic influenza patient should limit contact with the patient to the
extent possible; consider designating one person as the primary care provider. Household members should monitor closely for the
development of influenza symptoms and contact a telephone hotline or medical care provider if symptoms occur.
Visitors: reducing exposure of persons at high risk for complications of influenza
Limit visitors to persons who are necessary for the patient's emotional well-being and care. Instruct visitors to wear surgical or
procedure masks while in the patient's room. Instruct visitors on hand-hygiene practices. Persons who are well, but are at high risk
for influenza or its complications (e.g., persons with underlying diseases) should be instructed to avoid unnecessary contact with
pandemic influenza patients (e.g., do not visit patients, postpone nonessential medical care). Patients/caregivers should screen visitors
for signs and symptoms of influenza before entry into the home and exclude persons who are symptomatic. Family members of
patients with flu-like symptoms are assumed to have been exposed to influenza and should wear masks when visitors or healthcare
workers are in the home.
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED INACCORDANCE WITH THE POLICY PROVISIONS.
INSURER(S) AFFORDING COVERAGE
INSURER F :
INSURER E :
INSURER D :
INSURER C :
INSURER B :
INSURER A :
NAIC #
NAME:CONTACT
(A/C, No):FAX
E-MAILADDRESS:
PRODUCER
(A/C, No, Ext):PHONE
INSURED
REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement onthis certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THISCERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIESBELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZEDREPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
OTHER:
(Per accident)
(Ea accident)
$
$
N / A
SUBRWVD
ADDLINSD
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
$
$
$
$PROPERTY DAMAGE
BODILY INJURY (Per accident)
BODILY INJURY (Per person)
COMBINED SINGLE LIMIT
AUTOS ONLY
AUTOSAUTOS ONLYNON-OWNED
SCHEDULEDOWNED
ANY AUTO
AUTOMOBILE LIABILITY
Y / N
WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY
OFFICER/MEMBER EXCLUDED?(Mandatory in NH)
DESCRIPTION OF OPERATIONS belowIf yes, describe under
ANY PROPRIETOR/PARTNER/EXECUTIVE
$
$
$
E.L. DISEASE - POLICY LIMIT
E.L. DISEASE - EA EMPLOYEE
E.L. EACH ACCIDENT
EROTH-
STATUTEPER
LIMITS(MM/DD/YYYY)POLICY EXP
(MM/DD/YYYY)POLICY EFF
POLICY NUMBERTYPE OF INSURANCELTRINSR
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
EXCESS LIAB
UMBRELLA LIAB $EACH OCCURRENCE
$AGGREGATE
$
OCCUR
CLAIMS-MADE
DED RETENTION $
$PRODUCTS - COMP/OP AGG
$GENERAL AGGREGATE
$PERSONAL & ADV INJURY
$MED EXP (Any one person)
$EACH OCCURRENCEDAMAGE TO RENTED
$PREMISES (Ea occurrence)
COMMERCIAL GENERAL LIABILITY
CLAIMS-MADE OCCUR
GEN'L AGGREGATE LIMIT APPLIES PER:
POLICYPRO-JECT LOC
CERTIFICATE OF LIABILITY INSURANCEDATE (MM/DD/YYYY)
CANCELLATION
AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03)
© 1988-2015 ACORD CORPORATION. All rights reserved.
CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIREDAUTOS ONLY
10/2/2018
BancorpSouth Insurance Services, Inc.- LRPO Box 251510Little Rock AR 72225-
Kelsie Parker
Berkley National Insurance Company 38911AREAAGE-05
Area Agency on Aging of Southeast Arkansas, Inc.P.O. Box 8569Pine Bluff AR 71611-
1246349433
A X 1,000,000
X 500,000
5,000
1,000,000
3,000,000
Y HHS8562478-11 7/1/2018 7/1/2019
3,000,000
A Professional Liability HHS8562478-11 7/1/2018 7/1/2019 Each ClaimAggregate
1,000,0003,000,000
Arkansas Department of Human ServicesDivision of Medical ServicesAttn: Cherokee Bradley/Ward Hanna700 Main Street, S410Little Rock AR 72201
-D D
~
-
R D D
~
~ -- -~ ~
- H I I
I I I
D
Monitoring Performances of the Quality Assurance Plan
Form Use Reviewers
Vehicle
Recommendations
Operations
Supervisors
Program Coordinator
Training & Safety
Manager and Assistant
Operations Manager/Training
& Safety Manager
Chief Mechanic
Program Coordinator
On-Street
Supervision
By Operations
Supervisors and
Program Coordinator
to assure drivers
consistently follow
the NET Code of
Conduct.
Program
Coordinator
Operations
Manager/Training
& Safety Manager
Transportation
Officer
Occurrence Report
By SEAT Management
Staff; may result in
disciplinary action
up to and including
termination.
Program
Coordinator
Operations
Manager/Training
& Safety Manager
& Assist.
Transportation
Officer
Driver’s Timesheet
(Comes to SEAT Time
Clerk with Time Card
and complete
Drivers’ logs).
Completed daily.
By Drivers to explain
schedule variances
and down time. Also,
reports first and
last pick-up and drop
off to help monitor
timeliness.
SEAT Time Clerk
Operations
Manager/Training
& Safety Manager
Program
Coordinator, if
needed.
Pre-trip Inspection
Completed by driver
each day before the
trip begins.
Operation
Supervisors
Operations
Manager/Training
& Safety Manager
Drivers
Miscellaneous Report
By SEAT Management
Staff; may result in
disciplinary action
up to and including
termination.
Program
Coordinator
Operations
Manager/Training
& Safety Manager
Transportation
Officer
Area Agency on Aging of Southeast Arkansas, Inc.
Telephone: 870-543-6300 Toll Free: 800-264-3260 Fax: 870-534-2152 Website: www.aaasea.org
709 East 8th Avenue P.O. Box 8569 Pine Bluff, AR 71611 CAREGIVERS
Are" Age11<y on Aging ofSou/lJeast Arkan&ts
SEAT Vehicle List
FTA Agency's Vehicle Passenger Vehicle Vehicle Primary City or
# ID # Year/Model/Type Seating Length VIN # County Service Area
2708 312 07 FORD BRAUN VAN WO/LIFT CU 12 20' 0528 PINE BLUFF
2722 323 07 FORD BRAUN VAN W/L CU 8/2wc 20' 0537 PINE BLUFF
2775 333 08 FORD CONV. VAN W/L CU 8/2wc 20' 6977 PINE BLUFF
2768 338 08 FORD CONV. VAN W/L CU 8/2wc 20' 6983 PINE BLUFF
2762 344 08 FORD CONV. VAN W/L CU 8/2wc 20' 6987 MONTICELLO
2819 353 09 FORD CONV. VAN W/L CU 8/2wc 20' 8532 PINE BLUFF
2821 355 09 FORD CONV. VAN W/L CU 8/2wc 20' 8534 PINE BLUFF
2823 357 09 FORD CONV. VAN W/L CU 8/2wc 20' 8536 PINE BLUFF
2824 358 09 FORD CONV. VAN W/L CU 8/2wc 20' 8537 MONTICELLO
2825 359 09 FORD CONV. VAN W/L CU 8/2wc 20' 8526 MONTICELLO
2826 360 09 FORD CONV. VAN W/L CU 8/2wc 20' 8527 LAKE VILLAGE
2827 361 09 FORD CONV. VAN W/L CU 8/2wc 20' 8528 MONTICELLO
7014 365 09 FORD PASSENGER VAN CU 12 20' 6526 PINE BLUFF
7015 366 09 FORD PASSENGER VAN CU 12 20' 6529 MONTICELLO
7026 377 09 FORD AEROLITE BUS W/L CU 8/2wc 22' 6127 MONTICELLO
7085 387 10 PASSENGER VAN CU 12 22' 4093 PINE BLUFF
7086 388 10 PASSENGER VAN CU 12 22' 4092 PINE BLUFF
7078 390 10 FORD CONV. W/LIFT 8/2wc 20' 0959 PINE BLUFF
7080 392 10 FORD CONV. W/LIFT 8/2wc 20' 0963 STAR CITY
7082 394 10 FORD CONV. W/LIFT 8/2wc 20' 0962 CROSSETT
7076 407 10 FORD AEROLITE 13 22' 5520 *PINE BLUFF*
7114 408 10 DODGE CARAVAN W/L 6/1 wc 17' 6622 PINE BLUFF
7115 409 10 DODGE CARAVAN W/L 6/1 wc 17' 7098 PINE BLUFF
7116 410 10 DODGE CARAVAN W/L 6/1 wc 17' 6607 PINE BLUFF
7117 411 10 DODGE CARAVAN W/L 6/1 wc 17' 6597 PINE BLUFF
7118 412 10 DODGE CARAVAN W/L 6/1 wc 17' 6579 PINE BLUFF
7119 413 10 DODGE CARAVAN W/L 6/1 wc 17' 6604 PINE BLUFF
7112 415 11 FORD AEROLITE W/LIFT 6/2 wc 22' 5227 McGEHEE
4104 420 11 FORD BRAUN W/LIFT CU 8/2wc 20' 5427 PINE BLUFF
4105 421 11 FORD BRAUN W/LIFT CU 8/2wc 20' 5426 PINE BLUFF
4106 422 11 FORD BRAUN W/LIFT CU 8/2wc 20' 5428 PINE BLUFF
4107 423 11 FORD BRAUN W/LIFT CU 8/2wc 20' 5430 MONTICELLO
4108 424 11 FORD BRAUN W/LIFT CU 8/2wc 20' 5431 MONTICELLO
4109 425 11 FORD BRAUN W/LIFT CU 8/2wc 20' 5429 PINE BLUFF
7121 427 11 FORD BRAUN W/LIFT CU 9/2wc 20' 1621 MCGEHEE
2378 436 13 FORD CONV. VAN W/L CU 8/2wc 20' 9158 SHERIDAN
2379 437 13 FORD CONV. VAN W/L CU 8/2wc 20' 9159 MONTICELLO
2380 438 13 FORD CONV. VAN W/L CU 8/2wc 20' 9160 STAR CITY
2381 439 13 FORD CONV. VAN W/L CU 8/2wc 20' 8801 PINE BLUFF
2382 440 13 FORD CONV. VAN W/L CU 8/2wc 20' 8802 MONTICELLO
2395 441 13 FORD AEROLITE W/LIFT 6/2 wc 22' 0321 LAKE VILLAGE
2396 442 13 FORD AEROLITE W/LIFT 6/2 wc 22' 0322 PINE BLUFF
2397 443 13 FORD AEROLITE W/LIFT 6/2 wc 22' 0323 CROSSETT/HAM
2398 444 13 FORD AEROLITE W/LIFT 6/2 wc 22' 0318 HAMBURG
2399 445 13 FORD AEROLITE W/LIFT 6/2 wc 22' 0319 MONTICELLO
SEAT Vehicle List
4010 446 13 FORD AEROLITE W/LIFT 8/2wc 22' 7649 MCGEHEE
4011 447 13 FORD AEROLITE W/LIFT 8/2wc 22' 3448 PINE BLUFF
2947 448 14 FORD PASSENGER VAN CU 12 20' 8843 PINE BLUFF
2403 450 13 FORD AEROLITE W/LIFT 8/2wc 22' 8789 STUTTGART
2404 451 13 FORD AEROLITE W/LIFT 8/2wc 22' 8790 LAKE VILLAGE
2405 452 13 FORD AEROLITE W/LIFT 8/2wc 22' 2763 MCGEHEE
2406 453 13 FORD AEROLITE W/LIFT 8/2wc 22' 2764 LAKE VILLAGE
2407 454 13 FORD AEROLITE W/LIFT 8/2wc 22' 2765 PINE BLUFF
2402 455 13 FORD AEROLITE W/LIFT 8/2wc 22' 8788 SHERIDAN
4191 456 09 FORD PASSENGER VAN CU 13 pass 20' 4810 CROSSETT
459 FORD W/ LIFT 12/2 wc 25' 9801 PINE BLUFF
2971 461 14 FORD AEROLITE W/LIFT 8/2wc 22' 1934 PINE BLUFF
2972 462 14 FORD AEROLITE W/LIFT 8/2wc 22' 1935 MCGEHEE
2973 463 14 FORD AEROLITE W/LIFT 8/2wc 22' 7507 CROSSETT
2974 464 14 FORD AEROLITE W/LIFT 8/2wc 22' 2780 MONTICELLO
2975 465 14 FORD AEROLITE W/LIFT 8/2wc 22' 7506 CHICOT/PULASKI
2976 466 14 FORD AEROLITE W/LIFT 8/2wc 22' 7505 PINE BLUFF
2002F 473 14 FORD PASS. VAN CU 13 pass 20' 7890 MONTICELLO
2997 474 16 FORD AEROLITE W/L 8/2wc 22' 3593 MCGEHEE
2998 475 16 FORD AEROLITE W/L 8/2wc 22' 3595 LAKE VILLAGE
2999 476 16 FORD AEROLITE W/L 8/2wc 22' 3602 LAKE VILLAGE
2001F 477 16 FORD AEROLITE W/L 8/2wc 22' 3603 CROSSETT/HAM
2008F 478 16 FORD AEROLITE W/L 8/2wc 22' 5215 PINE BLUFF
2009F 479 16 FORD AEROLITE W/L 8/2wc 22' 5216 WARREN
2010F 480 16 FORD AEROLITE W/L 8/2wc 22' 5217 CROSSETT/HAM
2011F 483 16 FORD AEROLITE W/L 8/2wc 22' 5225 MONTICELLO
2012F 484 16 FORD AEROLITE W/L 8/2wc 22' 5218 CROSSETT
2013F 485 16 FORD AEROLITE W/L 8/2wc 22' 5226 LAKE VILLAGE
2014F 486 16 FORD AEROLITE W/L 8/2wc 22' 3613 LAKE VILLAGE
2015F 487 16 FORD AEROLITE W/L 8/2wc 22' 3601 MONTICELLO
2016F 488 16 FORD AEROLITE W/L 8/2wc 22' 3592 MONTICELLO
103VHC 489 16 FORD AEROLITE W/L 8/2wc 22' 3612 STUTTGART
104VHC 490 16 FORD AEROLITE W/L 8/2wc 22' 3607 STUTTGART
102VHC 491 16 FORD AEROLITE W/L 8/2wc 22' 3608 PINE BLUFF
2094F 494 16 FORD PASS. VAN CU 13 pass 20' 5970 MONTICELLO
2055 495 16 FORD AEROLITE W/L 8/2wc 22' 7234 LAKE VILLAGE
2056 496 16 FORD AEROLITE W/L 8/2wc 22' 7937 CROSSETT
2057 497 16 FORD AEROLITE W/L 8/2wc 22' 7236 SHERIDAN
2058 498 16 FORD AEROLITE W/L 8/2wc 22' 7232 PINE BLUFF
2059 499 16 FORD AEROLITE W/L 8/2wc 22' 7936 PINE BLUFF
2060 500 16 FORD AEROLITE W/L 8/2wc 22' 7237 PINE BLUFF
4214 501 16 FORD AEROLITE W/L 8/2wc 22' 7939 MONTICELLO
4215 502 16 FORD AEROLITE W/L 8/2wc 22' 7233 MONTICELLO
4216 503 16 FORD AEROLITE W/L 8/2wc 22' 7932 CROSSETT
4217 504 16 FORD AEROLITE W/L 8/2wc 22' 7933 LAKE VILLAGE
2061 505 17 FORD CONV. W/LIFT 5/2wc 20' 8281 CROSSETT
2062 506 17 FORD CONV. W/LIFT 5/2wc 20' 8280 MONTICELLO
SEAT Vehicle List
2063 507 17 FORD CONV. W/LIFT 5/2wc 20' 8284 MONTICELLO
2064 508 17 FORD CONV. W/LIFT 5/2wc 20' 8285 PINE BLUFF
2065 509 17 FORD CONV. W/LIFT 5/2wc 20' 8282 RISON
2066 510 17 FORD CONV. W/LIFT 5/2wc 20' 8283 PINE BLUFF
2085 511 17 FORD CONV. W/LIFT 5/2wc 20' 8287 PINE BLUFF
2086 512 17 FORD CONV. W/LIFT 5/2wc 20' 8286 PINE BLUFF
2087 513 17 FORD CONV. W/LIFT 5/2wc 20' 8288 PINE BLUFF
2088 514 17 FORD CONV. W/LIFT 5/2wc 20' 8290 PINE BLUFF
2089 515 17 FORD CONV. W/LIFT 5/2wc 20' 8289 PINE BLUFF
2090 516 FORD 13-PASS CONV. VAN 13 pass 20' 1037 PINE BLUFF
2114 519 18 FORD CONV. W/LIFT 5/2wc 20' 5179 WARREN
2115 520 18 FORD CONV. W/LIFT 5/2wc 20' 5181 MONTICELLO
2116 521 18 FORD CONV. W/LIFT 5/2wc 20' 5180 STUTTGART
2111 522 18 FORD CONV. W/LIFT 5/2wc 20' 5177 MONTICELLO
2112 523 18 FORD CONV. W/LIFT 5/2wc 20' 5178 WARREN
2113 524 18 FORD CONV. W/LIFT 5/2wc 20' 5176 MONTICELLO
2117 525 18 FORD CONV. W/LIFT 5/2wc 20' 5182 LAKE VILLAGE
2118 526 18 FORD CONV. W/LIFT 5/2wc 20' 5183 MONTICELLO
2119 527 18 FORD CONV. W/LIFT 5/2wc 20' 5184 PINE BLUFF
4223 528 18 FORD CONV. W/LIFT 5/2wc 20' 5172 PINE BLUFF
4224 529 18 FORD CONV. W/LIFT 5/2wc 20' 5171 PINE BLUFF
2120 530 18 FORD CONV. W/LIFT 4/2wc 20' 5170 MONTICELLO
2109 531 18 FORD CONV. W/LIFT 4/2wc 20' 5175 PINE BLUFF
2110 532 18 FORD CONV. W/LIFT 4/2wc 20' 5173 PINE BLUFF
2108 533 18 FORD CONV. W/LIFT 4/2wc 20' 5174 PINE BLUFF
SOUTHEAST ARKANSAS TRANSPORTATION (SEAT)
DRIVER’S TIME SHEET
DATE: ________________ROUTE #: ________VEHICLE #: ________NAME:________________________________________
BEFORE MOVING THE VEHICLE
START TIME: ____________ STARTING MILEAGE: _____________LOCATION: _________________________________
FIRST PICK-UP TIME: ____________ MILEAGE: _______________ LOCATION: _______________________________________________
FIRST DROP OFF
TIME: ____________ MILEAGE: _______________ LOCATION: _______________________________________________
DOWN TIME (IDLE TIME, HOURS & MINUTES, LOCATION AND LUNCH HOUR)
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________ ________________________________________________________________________________________________________
MAINTENANCE
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________ ________________________________________________________________________________________________________
LAST PICK UP
TIME: ____________ MILEAGE: _______________LOCATION: _______________________________________________
LAST DROP OFF
TIME: ____________MILEAGE: _______________LOCATION: _______________________________________________
OFF DUTY
TIME: ____________MILEAGE: _______________LOCATION: _______________________________________________
WRITE ALL HOURS IN A DECIMAL FORMAT
STARTING ENDING LUNCH PERSONAL DOWN TIME HOURS WORKED
_________ ________ _______ ______________ ______________
_________ ________ _______ ______________ _______________
TIME SHEETS MUST BE FILLED OUT COMPLETELY AND ACCURATELY!
Drivers Time Sheet Rev 11/04
709 East 8th
Avenue Telephone: 870-543-6300
P.O. Box 8569 Toll Free: 800-264-3260
Pine Bluff, AR 71611 Fax: 870-534-2152
Betty M. Bradshaw, Website: www.aaasea.org
President and CEO
COOLANT
OIL
POWER STEERING FLUID
BRAKE FLUID
WINDSHIELD WIPERS
WASHER FLUID
ENGINE HOSES
ENGINE BELTS
TURN SIGNALS
HEAD LIGHTS
TAIL LIGHTS
INTERIOR CLEAN
Area Agency on Aging of Southeast Arkansas, Inc.
ITEM NEEDING
MAINTENANCE:
VEHICLE MAINTENANCE SCHEDULE
TO BE CHECKED:
DAILY
TO BE SERVICE:
EVERY 12 MONTHS OR 15,000 MILES
DAILY
DAILY
DAILY
DAILY
DAILY
DAILY
DAILY
DAILY
DAILY
5,000 MILES
5,000 MILES
DAILY
EVERY 5,000 MILES
EVERY 10,000 MILES
AS NEEDED
AS NEEDED
AS NEEDED
AS NEEDED
AS NEEDED
AS NEEDED
AS NEEDED
AS NEEDED
AIR FILTER
TRANSMISSION
TIRES DAILY
5,000 MILES
EVERY 3 YEARS OR AS NEEDED
EVERY 3 YEARS OR AS NEEDED
AS NEEDED OR ACCORDING TO AHTD
PROCUREMENT SPECS.
EVERY 15,000 IF DRIVEN IN HEAVY
TRAFFIC, HILLS OR MNTS. 60,000 IF UNDER
NORMAL CONDITIONS
~ CAREGIVERS Are,1 A,get19 011 Aging ofS<>utl,east Arlums,,s
__ I _I __ _
709 East 8th
Avenue Telephone: 870-543-6300
P.O. Box 8569 Toll Free: 800-264-3260
Pine Bluff, AR 71611 Fax: 870-534-2152
Betty M. Bradshaw, Website: www.aaasea.org
President and CEO
GUAGES
INTERIOR LIGHTS
HORN
FIRE EXTINGUISHER
FLARES & TRIANGLES
FIRST AID KIT
BACK-UP ALARM
WHEELCHAIR LIFT
WHEELCHAIR TIEDOWNS
LUBRICANTS
OUTSIDE WASH
P.V.C. VALVE
TIRE PRESSURE
TIRE ROTATION
FRONT WHEEL
BRAKE PADS
FUEL FILTER
DAILY
DAILY
DAILY
DAILY
DAILY
5,000 MILES
5,000 MILES
5,000 MILES
DAILY
TO BE CHECKED:
DAILY
DAILY
5,000 MILES
DAILY
5,000 MILES
5,000 MILES
DAILY
DAILY
AS NEEDED
EVERY 12 MONTHS OR 15,000 MILES
EVERY 12 MONTHS OR 15,000 MILES
REPLACE EVERY 30,000 MILES
AS NEEDED-FRAYED OR BROKEN
ACCORDING TO SPECS.
AS NEEDED
AS NEEDED
YEARLY
TO BE SERVICE:
AS NEEDED
AS NEEDED
AS NEEDED
REPACK EVERY 30,000 MILES
EVERY 15,000 MILES
KEEP WITHIN 5 LBS. OF SPECS
AS NEEDED
EVERY 5,000 MILES
ITEM NEEDING
MAINTENANCE:
VEHICLE MAINTENANCE SCHEDULE
Area Agency on Aging of Southeast Arkansas, Inc.
~ CAREGIVERS Are,1 A,get19 011 Aging ofS<>utl,east Arlums,,s
__ I _I __ _
DATE _______ _ DAILY VEHICLE CHECKLIST/ PRE-TRIP INSPECTION
Vehicle# Make Lie# Location ---- ----- - --- ---- ---------
Starting Mileage Ending Mileage ____ _
Last Oil Change Date
Next Oil Change Due (in miles)
Daily Total _____ _
Change oil every 5,000 miles
Inspect and Check Below: + = O.K. 0 = Needs Attention -- = Not
Equipped
A. UnderHood • Oil Level • Radiator Level • Windshield Washer Level • Engine Hoses & Belts
B. Exterior • Tires • Turn Signals • Headlights • Tail & Brake Lamps • Windshield Wipers/Washers • Fresh Body Damage • Cleanliness • License Plate Expiration
C. Interior • Brakes • Steering • Transmission • Mirrors/ Adjustment • Guages/lnstrument • Controls • Lights • Cleanliness • Horn • Camera/Panic Button Lights
D. Safety Equipment • Fire Extinguisher • Flares/Triangles • First Aid Kit • Back Up Alarm • Wheelchair Lift • Enough Wheelchair Tiedowns • Child Safety Alarm • Forward & Rear
Facing Wheelchair Lift Belts
E. Fuel • Fuel Added • Oil Added
Driver Signature
Gallons ___ __ Quarts
A. Comments
B. Comments
C. Comments
D. Comments
Supervisor Signature
SEAT Driver New Hire Orientation The Operations Supervisors, Chaundra Allen, Jason Cherry, and Lonnie Maxey interview applicants on
Tuesdays or Thursdays and discuss Job Descriptions as well as Qualifications. The approved applicants
will have a Criminal Background check at this time. They will then be sent to the Agency’s Occupational
Health Nurse for a physical and eye screening. Once the applicant successfully completes these
procedures they are sent to a Federal Transit Authority (FTA) approved Drug and Alcohol testing site for
Drug and Alcohol tests. Once these results are returned satisfactory the Supervisor will schedule the
applicant back to fill out the New Hire Requirements and to attend Drug and Alcohol Training.
The Supervisors then instruct the applicant on filling out the necessary Daily Driver Paperwork to include
Vehicle Manifest, Driver Time Cards, and Driver Time Sheets just to name a few. The Supervisors then
have the applicant to fill out the Department of Human Services Maltreatment Form. The driver
Handbook, Agency Personnel Policy and Procedures, the Medicaid Driver Requirements, HIPPA
Regulations are reviewed and discussed with the new hires. Agency shirts are then distributed. A
company employee badge is then assigned and CPR / First Aid training is set up.
The SEAT clerk will go over Fuel Cards and assign a Fuel Pin# as well as explain the procedures for all
vehicles receipts. The SEAT clerk goes over the procedures for turning in all daily paperwork and where
to turn it in and when it is due.
The applicant returns the following day either Wednesday or Friday for an all day training with one of our
Training & Safety Personnel. Items listed below that are gone over in those classes:
1) Driver Safety
2) Post Accident Procedures
3) Emergency Call- In Procedures
4) Pre- Trips and Reporting Vehicle Problems
5) Van and Wheelchair Lift Use
6) Vehicle Maintenance Log Books
7) Cleanliness of Vehicles
8) Proper Application of Wheelchair Tie Downs
9) Proper Application of Child Safety Seats
10) CPR/First Aid Training
Once the Training and Safety Personnel signs off on the training, the new driver is assigned to a
handpicked veteran driver to ride with for the 1st week on the job for extensive training. The Training and
Safety Personnel will then do an unannounced On Street Supervision during the drivers 1st week of
employment, then periodically after that.
Area Agency on Aging of Southeast Arkansas, Inc.
Telephone: 870-543-6300 Toll Free: 800-264-3260 Fax: 870-534-2152 Website: www.aaasea.org
709 East 8th Avenue P.O. Box 8569 Pine Bluff, AR 71611
CAREGIVERS Area Agenq on Aging ofSo11t/Jeast Arkans,,s
NOTICE OF NONDISCRIMINATION
The Area Agency on Aging of Southeast Arkansas complies with all
civil rights provisions of federal statutes and related authorities that
prohibited discrimination in programs and activities receiving federal
financial assistance. Therefore, the Area Agency on Aging of
Southeast Arkansas does not discriminate on the basis of race, sex,
color, age, national origin, religion or disability, in the admission,
access to and treatment in Area Agency on Aging of Southeast
Arkansas' programs and activities, as well as the Area Agency on
Aging of Southeast Arkansas' hiring or employment practices.
Translation services available upon request. Complaints of alleged
discrimination and inquiries regarding the Area Agency on Aging of
Southeast Arkansas' nondiscrimination policies may be directed to:
Tony Barr, Title VI Coordin ator-EEO Coordinator 709 E. 8th
Pine Bluff, AR. 71611
870-543-6300
TTY # is 870-543-6339
or
James Word, ADA and Section 504 Coordinator
709 E. 8111
Pine Bluff, AR. 7161 1
870-543-6300
TTY # is 870-543-6339
This notice is available from the ADA/504/Title VI Coordinator in
large print, on audiotape and in Brai lle.
Free language assistance for Limited English Proficient individuals is available upon request. ·
AFFIRMATIVE ACTION PLAN
The Area Agency on Aging declares and reaffirms a policy of equal opportunity for all
applicants/ employees of nondiscrimination on the basis of age, race, color, religion, sex,
national origin, disability, or other impermissible grounds, in the provision of all services to the
public, such as employment, contract/grants and services. The Agency commits itself to a
continuing program to assure that unlawful discrimination does not occur in the services it
renders and that those sectors of the public most affected by this policy will be kept informed
of its content.
Equal Employment Opportunity Statement Policy
The Executive Director of the Agency will make all decisions regarding recruitment, hiring,
promotion, terminations, transfers, layoffs, compensation, training, benefits, and other terms
and conditions of employment without discrimination on grounds of race, color, religion, sex,
national origin, age, disability, or other factors which cannot be lawfully used as the basis for
employment decisions. The policy will be placed in all satellite offices so that employees,
applicants, and the general public are cognizant of the Agency's EEO commitment.
1. The Agency undertakes a program of affirmative action, in which good faith efforts will
be directed to:
A. Determine the extent to which minorities, our senior population, and women are
underutilized in major categories. The Agency will identify and eliminate the specific
causes of such underutilization.
B. Project goals and timetables to include estimates of the representation of middle
aged and senior population, minorities, and women which are likely to result from
the operation of this affirmative action plan.
C. Ultimate responsibility for achievement of affirmative action through this plan is
assigned to the Executive Director of the Area Agency on Aging of Southeast
Arkansas Board of Directors, whom, will establish organizational structures and
monitoring systems which will assure effective operation of the affirmative action
program, achievement of its goals, and means for modification of the plan as needed.
D. Applicants and employees have the right to file complaints with the EEO.
E. The performance by managers, supervisors, etc., will be evaluated on the success of
the EEO program the same way as their performance on other Agency's' goals are
evaluated.
F. Successful achievement of EEO goals will provide benefits to the Agency through
fuller utilization and development of previously underutilized human resources.
2
3
Dissemination Plan
The Executive Director reaffirms that this affirmative action plan, including its guidelines for
implementation and supporting data, is a public document. A copy of the document will be kept
on file and made available to interested persons upon written request within three (3) working
days. A copy of the plan will be available for review by any employee at all satellite offices and
the central office upon written request within three (3) working days.
Internally: The Executive Director will authorize and coordinate orientation for appropriate
supervisory and other liaison personnel.
A. Orientation will focus on the provisions of the plan; applicable local, state
and federal regulations, and the Equal Employment Law generally.
B. Update sessions will be held as needed, with responsibility for equal opportunity
orientation and training sessions assigned to appropriate personnel under the
authority and supervision of the staff executive.
C. Special meetings or orientation sessions will be organized under procedures
developed or supervised by the Executive Director and/or EEO Advisory Committee,
to inform non-supervisory personnel of their rights and obligations under the
organization's affirmative action plan.
D. The EEO Coordinator secures and places the EEO employer posters at all work
stations.
Externally: External recruitment sources used by the organization, including unions, colleges,
minorities and women will be Informed of the organization's nondiscrimination policy. They are
requested to refer persons for all positions listed by the organization.
A. In all public media sources, all advertisement for personnel will include that the
recipient is an Equal Employment Opportunity Employer.
Designation of Personnel Responsibility
Ultimate responsibility for achievement of affirmative action through this plan is assigned to
the Executive Director by the Area Agency on Aging of Southeast Arkansas Board of Directors
and under the principles of sound public administration. The Executive Director will assign
affirmative action functions to include but not limited to:
A. Development of a written affirmative action plan for the Agency, updated from time
to time to conform to laws and regulations.
B. General direction or coordination of programs established under the plan.
C. Collection, analysis and proper publication of all statistical data called for in the plan
and its guidelines.
D. Preparation of all required government reports regarding affirmative action in the
operations of the plan.
E. Assistance to agency or program administrators and other personnel who need
technical advice or administrative support in meeting their responsibilities under this
plan.
F. Annual review of employment practices and of related documents, such as job
descriptions, application forms, job announcements, etc., to assure that practices
which are discriminatory are eliminated or modified.
G. Assistance to responsible personnel in the hiring units in developing recruitment
programs to reach under-utilized populations.
The Affirmative Action/EEO Coordinator for the Area Agency on Aging of Southeast Arkansas,
Inc. is Tony Barr, SEAT Transportation Officer. The EEO Coordinator reports to the Executive
Director of the Area Agency on Aging. The most essential requirements for an effective EEO
officer are:
A. Sensitivity to and an awareness of the varied way in which discrimination occurs;
B. Total commitment to EEO program goals and objectives;
C. Knowledge of civil rights precepts, policies, rules, regulations & guidelines; and
D. Sufficient authority with the ability to work and communicate with others (e.g.,
department heads) to achieve EEO goals and objectives.
The Affirmative Action/EEO Coordinator studies the EEO Program and schedules a meeting of
the EEO Committee to determine deficiencies and assess progress towards goals as needed.
A. The Affirmative Action/EEO Coordinator schedules all EEO Committee meetings.
B. The Affirmative Action/EEO Coordinator is responsible for orientation sessions on
AAP and EEO Program for all supervisory staff.
C. The Affirmative Action/EEO Coordinator does not decide if a complaint is legitimate
or otherwise. They are responsible for informing employees of proper chain of
supervisory authority to follow to resolve complaints informally.
D. The Affirmative Action/EEO Coordinator is to make a written report immediately to
the Executive Director of all allegations.
4
5
EEO Advisory Committee Responsibilities
The Affirmative Action/EEO Committee will include the following: A board member, the
Executive Director, EEO Coordinator, ADA/Section 504 Coordinator, LEP interpreter and three
(3) other staff members. Goals and timetables may be projected for positions for our senior
population, women, and minorities. Goals and timetables may not be projected and utilization
analysis will not be conducted based on religion or disability. The EEO Committee will have the
following responsibilities:
A. Advise and assist Agency management on needed changes and improvements In the
AAP and EEO Program.
B. Assist with orientation session for employees to raise questions concerning the
policy, its implications and purposes, as well as their recommendations for
improvements in the policy.
C. Process employment discrimination complaints.
D. To assist the Executive Director in efforts to resolve complaints informally when requested.
E. To make written reports of any allegations to the Executive Director if requested.
Management Responsibilities
Managers are expected to carry out the following responsibilities, as part of their job, in
implementing the agency's EEO program.
A. Assisting in identifying problem area and establishing agency and unit goals and
objectives.
B. Being actively involved with local minority organizations, women's and disability
groups, community action organizations and community service programs designed
to promote EEO.
C. Participating actively in periodic audits of all aspects of employment to identify and
to remove barriers obstructing the achievement of specified goals and objectives.
D. Holding regular discussions with other managers, supervisors, and employees to
assure the agency's policies and procedures are being followed.
E. Reviewing the qualifications of all employees to assure that minorities, disability
persons, and women are given full opportunities for transfers, promotions, training,
salary increases, and other forms of compensation.
F. Participating in the review and/or investigation of complaints alleging
discrimination.
G. Conducting and supporting career counseling for all employees.
6
H. Participating in periodic audits to ensure that each agency unit is complying (e.g.,
EEO posters are properly displayed on all employee bulletin boards).
Utilization Analysis
In order to comply with appropriate regulations, as set forth in the guidelines for
implementation of this plan, the Agency will conduct a utilization analysis. The analysis will be
conducted separately for minority group members and women, and will be constructed to
determine the extent to which minority group members and women have been employed in
major occupational categories by the Agency at rates which are consistent with their availability
in the relevant labor markets.
Estimates of availability will be based on the presence of minorities, women, and others who
are or who may be qualified for employment in each occupational category, under criteria
covered by the analysis.
Goals and timetables may be projected for positions for senior persons, women, and minorities.
Goals and timetables may not be projected and utilization analysis will not be conducted based
on religion or disability.
The Agency will examine all classification, qualification, recruitment, hiring, promotion, and
other employment practices to identify all such practices which have contributed to the under-
utilization of minorities and women.
Any practice which has adverse impact on the employment of minorities or women and which
is not proved to be directly related to job performance will be eliminated and replaced with
practices Which are not unlawfully discriminatory.
Under the leadership of the Executive Director, the specific practices to be examined
periodically will include at least the following:
A. The procedures by which job descriptions and minimum experience and training
requirements are established for new positions.
B. The recruitment system.
C. All application forms and related applicant processing documents.
D. All written pre-employment and promotion tests.
7
Monitoring Performance
The Agency is committed to the principle, consistent with law and policy, that individual
employees should be compensated according to the value of their work, without discrimination
on the basis of race, sex, age, color, disability, religion, national origin or other factors not
related to that value.
Under procedures developed by the Executive Director and/or staff, appropriate Agency
personnel will maintain at least the following records in support of this affirmative action plan:
A. Assessing EEO accomplishments.
B. Enabling the Agency to evaluate the EEO program during the year and to take any
necessary corrective action regarding the development and execution of programs or
goals and timetables.
C. Identifying those units which have failed to achieve a goal or to implement affirmative
action.
D. Providing a precise and factual data base for future rejections.
E. On the basis of job analysis conducted in the course of reviewing job qualifications,
determine whether each employee Is properly classified.
F. Seek written justifications from supervisors for any apparently unjustified disparities in
classifications.
G. Recommend reclassification of any employee who is deemed to be classified
higher/lower than the level which is consistent with the objectively determined value of
his/her work, with attention to disparities which are patterned statistically on the basis
of age, race, or sex.
H. Review and make recommendations with regard to any employee's or supervisor's
request to have his or her or the employee's classification adjusted, according to
procedures established by personnel and approved by the Executive Director.
The organization's goals and timetables will not be developed or administered as quotas, nor
will they be administered in a manner which discriminates in hiring, appointing, or promoting
any individual on grounds of age, race, color, religion, sex, disability or national origin.
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Equal Benefits
The Executive Director will review at least annually all benefits for employees of the Agency to
assure that all benefits are available to employees without discrimination on any prohibited
grounds.
The Agency will not participate in any medical insurance program that discriminates unlawfully
with regard to coverage of any illness or disability, including those related to pregnancy,
miscarriage, therapeutic abortion, or childbirth.
The Agency will not participate in any retirement, pension, insurance or similar welfare
program unless both the benefits and the Agency's contributions are equal for all full-time
employees in compliance with approved program budget without unlawful discrimination
because of age, race, sex, national origin, disability, color, religion or other reasons.
There can be no mandatory retirement solely because an employee has attained the age of
sixty-five (65) or more.
Leave Policies
All leave policies of the Agency will be formulated and administered without discrimination on
the basis of age, race, sex, national origin, disability, color, religion or any other prohibited
ground.
Contract/Grants: Compliance with Laws
Through the policies and program set forth in this plan, the Agency undertakes to comply fully
with all applicable federal, state, and local laws relating to equal opportunity, affirmative
action, and nondiscrimination in public services.
This plan specifically addresses the obligations of the Agency under the following laws and
regulations:
A. Titles VI and VII of the Civil Rights Act of 1964, as amended.
B. Section 503 and 504 of the Rehabilitation Act of 1973, as amended.
C. Executive Order 11246, as amended.
D. Revised Order number 4 (41(CRF 60-21).
E. Title 45 Code of Federal Regulations, parts 80, 84, and 90.
F. Age Discrimination in Employment Act of 1967, as amended.
G. Section 4212 of Vietnam Era Veterans Readjustment Act of 1974.
H. Americans with Disabilities Act of 1990.
I. Equal Pay Act of 1963, 29 U.S.C. 201.
J. UMT Act of 1964, as amended, 49 U.S.C. 1601.
K. 28 CFR Parts 42, Subpart F, "Coordination of Enforcement of Nondiscrimination in
Federally Assisted Programs".
The EEO Plan of the Area Agency on Aging of Southeast Arkansas, Inc. was updated as of June 1,
2015 and is to be re-evaluated and updated June 30th of each year as needed.
~ :2,qfa~ Chairman of the Board
~ - LD&Ull{YY1) Human Resource Manager
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