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INTRODUCTION AND SUMMARY OF PLAN

  The Conch House Marina (CHM) Emergency Preparedness Plan is a comprehensive action plan initiated by the Dockmaster according to pre-set storm criteria.  The purpose of the plan is to prepare the Marina facilities for a pending hurricane or storm, and to assist it’s patrons in protecting their boats and equipment.  This manual provides the methodology, organization and procedures to facilitate the action plan.  As with any plan, flexibility is required to meet the demands of a particular situation and therefore, this plan may be modified by the Dockmaster/Storm Command Team to respond to the expected conditions.  Under this plan, the first priority is to protect the Marina property and take any action deemed appropriate to meet this goal.

            The plan is premised on the full cooperation of the patrons for voluntary evacuation of the marina and securing the facilities.  CHM is not responsible for taking care of your boat for you.  Each patron is expected to read and study this plan, pre-determine your own individual action plan for securing your boat and equipment at the beginning of hurricane season.  You should then notify the Dockmaster of your intended evacuation plan, and support the marina in an emergency.  It is very important every owner/patron have a Boat Buddy who will assume responsibility for your boat if you are unable to do so.

Date Plan Filed in CHM Dockmaster’s Office: ______________

Dockmaster Initial ___________

Boat Buddy _______________________________________

Alert Criteria

 The CHM Dockmaster will activate the emergency action plan at approximately 72 hours prior to predicted storm landfall based on the preset criteria outlined in this plan.  Weather information sources used to arrive at decisions will include National Weather Service/NOAA and private official sources.

Communications

A communications center will be established at the 72-hour alert to serve as a message center during the storm period.  The CHM communications center may be activated earlier based upon the perceived needs.  Contact with the marina in the event regular land line contact is lost can be established by use of the published cellular phone number, which will be stationed in the club’s communication center.  The communication center will also have information available on the Marina’s web page with updates at 48 hours and thereafter as possible.

Cellular Phone Number: ________________________________

CHM web page: www.conch-house.com

PLEASE NOTE:  please limit your calls to CHM during these emergency periods to only those absolutely necessary.        

Action Plan Sequence

Post Storm Period

 Strict Control of security will be exercised by the marina.  Access to the marina by news media and salvage operators will be limited.  Within 24 hours after the storm, emergency operations office will be set up at the marina to manage recovery operations and assist boat owners with insurance claims and salvage operations.

Boat Owners

The Individual Boat owner should consider the following principles for hurricane preparation.

1. Prepare a written plan for what you intend to do in a hurricane alert and provide a copy to the Dockmaster by June 1st of each year.
2. Have a Boat Buddy who is familiar with your plan, your equipment, and the operation of the boat, alternate dockage or hurricane anchorage.
3. Rehearse the plan with your family and Boat Buddy in the spring, including a visit to alternate dockage or hurricane anchorage.
4. Do not rely on marina staff, volunteer work crews, or your boats neighbor to look after your boat for you.
5. Prior to the critical months of June through September, service your boat, i.e. clean fuel filters, tip off fuel tanks, change batteries, inspect ground tackle and docking and make an inventory list on the boat.
6. Key your plan on early evacuation.  Moving the boat, stripping sails, de-rigging and mooring boat in 35 mph+ winds is extremely difficult and impossible in 45 mph wind and sea conditions.

Boat owners are responsible for necessary labor, line, tools, and tackle to evacuate or secure their boats.

Alternate Dockage Site

The safest place for a boat during a storm is out of the water.  Each season reservations will be made at the request of boat owners for alternate docking sites in Saint Augustine subject to availability.  There are 4 haul out sites in the immediate area and the marina will assist and cooperate to help owners find alternate slips, but cannot guarantee alternate slip availability.  Owners are responsible for finding a slip and payment for alternate slip will be borne by the boat owner.  It is recommended that each boat owner make their boat’s evacuation plan early in the spring of each year.

Owners moving their boats to alternate dockage facilities must provide their own dock lines, chafing gear, and fenders.  Also consider that other harbors may barricade their entrances to prevent intruders late in the storm approach or in the immediate post storm period.

Doubling the Lines

The owner should double the dock lines going one size larger for the second set of lines, and double fore and aft spring lines.  At least three-strand ¾ nylon line should be used but braided is better.

Chafing Gear

Special attention should be given to avoiding chafing which is the single most critical failure point in mooring the lines.  A historically successful chafing gear system is to double neoprene hose (3/4 three strand nylon, inside 1” ID, thick wall neoprene, both inside a second 2” ID neoprene hose).  This, or a similar system should be used at all chafe points.

Storm Surge Tide and Flooding

Dock and spring lines should be secured to accommodate a tide surge.  Lines tied to breast pilings should be set accordingly.  The CHM has floating docks and the recommended procedure for bow, springs, and stern lines are long and tight.

 Stripping the Boat

All necessary steps should be taken to reduce windage.  Before leaving the boat, strip all canvas including enclosures, bimini’s, isinglass, sails including self-furling jibs and running rigging, booms and moveable deck equipment, ventilators, anchors, life rings, and other loose gear causing windage.  Secure all radio antennas, hatches and tape them shut.  Remove all loose gear from cabinets and storage bins, e.g. binoculars, and secure cabinet doors.  Roller furling jibs must be lowered and removed from the boat.

Cleats, Winches and Chocks

In designing your storm mooring system (dock lines, chafing gear, cleats and winches) assess the structural attachment of the primary cleats, winches and chocks on the boat.  These high load stress points should have substantial backing plates, and adequate bolt size. 

Securing the Boat

In addition to stripping the boat of all sails, furling gear, boom, halyards, ventilators, spinnaker poles, antennas, life ring, etc.; be sure the fuel filters are clean as the violent movement of the boat will shake sediment loose in the tank to clog the filter when you start the engine after the storm.  Boats should also be filled with fuel prior to storm warnings, as the fuel system at the marina will be shut down prior to the storm.

BOAT OWNERS SHOULD NOT ATTEMPT TO RIDE OUT THE STORM ON BOARD THEIR BOAT.

INSURANCE GUIDELINES

1. The policy should be an “All Risk”, Agreed Hull Value Yacht Policy.  With this policy form, causes of loss not covered must be specifically excluded in the policy provisions.  In the event of a total or constructive total loss the amount of insurance stated on the declarations page is paid to the owner without deduction for depreciation.

2. This policy form typically covers boating equipment normally carried for safety or navigation both aboard and when separated from the boat and stored ashore.  It should specifically extend coverage to a dinghy or tender to the boat.  Boat owners should check the specific provisions in their policies as they vary from company to company.

3. Property contained in a dock box not owned would be considered personal effects in the BOAT/U.S. program and not automatically included in the Yacht Policy.  Coverage is easily added to the BOAT/U.S. Yacht Policy with a personal effects rider.  VHF radios and other navigational aids are considered boating equipment and automatically covered under the Yacht Policy’s “hull and machinery” coverage.  The personal effects rider would cover sporting goods, personal gear, and the dock box contents.

4. Boat owners should be required to purchase both Hull and P&I (Protection and Indemnity) coverage.  *P&I is marine liability coverage.  BOAT/U.S. recommends $300,000 liability limits but in no event less than $100,000.  The incremental premium for the higher coverage is insignificant relative to the increased protection and the need for the protection.

5. Coverage for the cost of removing wrecks is normally found in the policy’s liability section.  Most good Yacht Insurance Companies will provide this protection and boat owners should check to see that it is there.  If the owner has elected to do without any liability coverage, there is a good chance this protection won’t be covered.

*Per CHM Harbor Rules.

DIVISION B - MANUAL FOR STORM ACTION PERSONNEL

SECTION I THE STORM COMMAND TEAM

The Emergency Action Plan is premised on the full cooperation of the Boat Owners to take action according to the predetermined plan.

The Emergency team, staffed by the CHM, will be activated by the Dockmaster to assist and direct Boat Owners and employees implementing the plan.

DOCKMASTER

The Dockmaster has the responsibility to initiate a storm alert and to alter or upgrade the plan as conditions warrant.

The CHM GM and CHM Owners serve as an advisory group to the Dockmaster in this decision.  In the event that the Dockmaster is not available, the next senior CHM staff member must assume the authority for decisions as acting Dockmaster.

The Dockmaster will put the Emergency Action Plan into effect.  At anytime in the sequence of implementing the plan, the Dockmaster may accelerate or abort operations as weather conditions dictate.  The Dockmaster will serve as the final authority in all decisions made during the duration of the emergency.

Following a storm, radio television and press representative will not be permitted access without authorizations by a senior CHM staff member.

STORM COMMAND GROUP

Once the alert is called, the Storm Command Group (SCOM) is delegated authority to implement the plan.  The SCOM is composed of the Dockmaster, Pier Captain, Head of Volunteers, Head of House Operations, Head of Security, and Head of Communications.

PIER CAPTAIN

The pier captain (typically the Dockmaster) is delegate authority to contact and supervise boat owners in the evacuation of the marina and securing remaining boats.  The pier captain may order the relocation of boats and the de-rigging of boats in the absence of the owner.  Pier captain is also delegated authority to direct and supervise remaining harbor operations including final securing of the harbor and equipment, boats, electrical power, fuel, and radio operations.

CREW CHIEF OF VOLUNTEERS

The Crew Chief of Volunteers is delegated the responsibility to maintain a log of available volunteers and obtain projected volunteer requirements from the other Department Heads.  The Head of Volunteers shall match requirements with the available volunteers.  When competing needs for manpower arise, the SCOM shall set priorities.

HEAD OF HOUSE OPERATIONS

The Crew Chief of House Operations is delegated authority to direct and supervise house operations including final securing of the buildings, emergency power, life safety operations, emergency food service, and staff accommodations.

HEAD OF SECURITY

Until normal security is restored following the storm, the Head of Security will direct and supervise marina activities including perimeter security, potential looting in the marina, and logging in/out work crews.

HEAD OF COMMUNICATIONS

The Head of Communications (typically the marina office manager) is delegated authority to direct and supervise the communications center.  He/she shall ensure dissemination of accurate information in a timely manner to all boat owners. 

The following sections pertain to the operations of the Marina during the storm and are for the use of the SCOM personnel.

SECTION II BASIS FOR IMPLEMENTATION OF THE STORM PLAN

The Hurricane Action Plan is a step-by-step sequence of activities to prepare the marina facilities and harbor for a hurricane and to assist boat owners to protect their vessels and equipment from storm damage.

The action plan is keyed off a 72-hour alert with three critical decision points.

      Decision One – Alert (72 hour)

      Decision Two – Marina Evacuation

      Decision Three – Securing Facilities and Grounds

DECISION POINT 0:

The Dockmaster may activate the communication center at any time judicious preparations indicate usefulness to the Owners without implying any further progression of the alert.

DECISION POINT 1:

Task 1        Dockmaster initiates the Hurricane Alert and assembles the SCOM operations group.  This is Level I of the communication plan.

PHASE ONE        HURRICANE ALERT

Task 2        Mobilization of the hurricane team and the Communication Center.  Typically an office in the motel is secured with generator and phone.

1. Communication team begins assembling call list.
2. Communication team begins calling all Owners with notification of Alert status.

       Task 3 Begin preparations of House and Grounds.

1. Check on fuel dock and top off fuel supply – arrange for extra fuel to be easily available.
2. Check emergency generator.  Start and run.  Check oil and fuel.
3. Have portable fuel tank and pump for generator.
4. Stock emergency food and water supply.
5. Check emergency list and medical supplies.
6. Arrange staff schedules.
7. Secure outdoor furniture.

Task 4              Begin preparations to secure Harbor areas.

1. Remove all loose personal gear on finger piers.
2. Haul CHM work boats and secure to the ground with anchors in maintenance yard.
3. Remove all trash cans.  From piers as well.
4. Make sure all dock boxes are screwed down properly and lids zip tied close.
5. Remove all dock carts.  Take all but one across to maintenance yard and lock down.  Leave one in Marina storeroom.
6. Plywood should be attached to marina office windows.
7. Charge all batteries, including all VHF radios, cell phones, and rechargeable flashlights.

DECISION POINT 2:

Evaluation of expected owners involvement and probability of evacuation of Harbor.

Task 5              Owners and CHM employees begin stripping boats.

1. Begin removing all items on boats to reduce windage.  Canvas, dinghies, sails, and any loose items.
2. Begin applying storm lines and secondary fenders.
3. Contact available captains and notify them of schedule of moving boats.

DECISION POINT 3:

Category 1 or Greater Storm in area of window requires evacuation of Eastern end of Marina.

PHASE TWO – EVACUATION

Task 6              Evacuation of all boats from Eastern end of marina. 

1. Boats not being hauled out need to moved to all available vacant slips on west side of marina.
2. Absolutely No Vessels should be on C, F, or H face docks at this time.

PHASE THREE – (24-0 HOURS BEFORE STORM ETA)

Task 7              Security of harbor begins.  No unauthorized persons should be allowed on docks.

Task 8              Final securing of Harbor.

1. Fuel dock secured, fuel storage tanks sealed and inventory removed from the fuel dock.  Fuel valves at all locations are shut off.  Power to fuel dock is shut down.
2. Water lines are shut off at all locations.  Beginning at west end of pier and all individual pier junctions.
3. Marina office will be closed 12 hours prior to ETA and all communication, harbor records, computers, tools and equipment moved to motel office and/or communications center at secured motel room.
4. Electrical service to the harbor is shut off.  All main breakers shut down (Including panels in north parking lot, electrical panels at lounge restrooms, RWS office, and laundry room).
5. A list of all boats remaining in the harbor will be prepared and the harbor closed to all further activity other than periodic checking of dock lines.  This should be performed by marina staff in groups of at least two.
6. Photograph all docks, storage room, interior of marina office, bait freezer, and CHM equipment.

Task 9              Begin Storm Watch

SECTION III

STORM PERIOD 12 HOURS ETA TO 12 HOURS AFTER

Organization of Staff and Owners remaining at the Marina

1. The Marina assumes no liability or responsibility for the safety of Owners remaining at the Marina during the storm period.
2. A team of volunteers and those seeking shelter who remain at the Marina during the storm will be under the direction of a Storm Watch Captain to be designated by the Dockmaster.  There will, however, be no services provided by the Marina staff during the storm period.

Emergency communication

Emergency communications will be maintained through the storm period via the cellular telephone line designated at the beginning of this manual.

Line Safety Recommendations

1. No one shall be permitted to remain on a boat in the CHM harbor during the storm period.
2. Life jackets shall be worn when walking the docks at night or when wind velocities are in excess of 40 mph, or when the docks become submerged.
3. Owners should not attempt to move or re-secure loose boats during the storm period.
4. Extreme caution should be exercised in all outdoor activities.  In the event of injury, outside medical aid will probably not be available.

Food Service & Water Supply

There will be no food service provided by the Marina staff during the storm.  The kitchen staff, prior to leaving, will make available material for sandwiches.

SECTION IV

THE DAY AFTER CLUB OPERATIONS

Damage assessment Team

Immediately following the storm, access to the Marina will be strictly limited to Boat Owners only.  Salvage contractors, and Insurance adjusters must be Pre-registered by a CHM staff member prior to access to the Marina with current insurance, business papers, and identification.

As soon as practical following the passage of the storm, begin conducting preliminary assessment of damage to the Marina office, grounds, and harbor.

A written assessment will be prepared within 24 hours to include:

1. Damage to the Marina office buildings with recommendations for emergency repairs.
2. Damage to north and south parking lots with recommendations for cleaning debris.
3. Damage report for the harbor and boats to include:
1. Estimated damage to docks and piers.
2. Estimated damage to harbor facilities: Marina office, bathrooms, fuel docks, Granny’s, electrical transformers, electrical service, telephones, etc.
3. Recommendations for emergency salvage operation.

Radio, television, and press representatives will not be permitted access without authorization by the Dockmaster or GM and they shall be escorted at all times.

CHM Emergency Officers Meeting

The CHM owners, GM, and Department Heads will meet within 72 hours or as soon as practical after the storm to review the damage assessment report and to take necessary action to effect emergency repairs to the Marina and to restore normal operations as soon as possible.

The CHM will publish a letter to the Slip Owners reporting the damage assessment and the action to be taken.

APPENDIX

INSURANCE

The following guidelines for Boat Owners were prepared by the Marine Insurance Division of the Boat Owners Association of the United Sates, 880 South Pickett Street, Alexandria, VA, 22304, (703) 823-9550.  You should discuss these and other guidelines with your insurance carrier.

PROPOSED INSURANCE POLICY ENDORSEMENT (To deal with Potential Liability resulting from Emergency Operations.)

Notwithstanding any other provision of this policy, the company agrees to hold harmless the Conch House Marin, its officers, members and employees for any damages occurring during, or resulting from, actions taken while conducting emergency salvage operations.  Emergency salvage operations include any activity, which the Conch House Marina Dockmaster or the Conch House Marina Officers deem necessary to protect persons from injury or property from damage.

ACTIONS EXPECTED OF BOAT OWNERS TO SECURE AND PROTECT THEIR PROPERTY

It is reasonable to expect a boat owner to take the time and effort to secure the vessel in a sage mooring and take the steps necessary to secure the property from loss – short of riding out of the storm aboard.

ACTIONS TO SECURE AND PROTECT

Be familiar with and committed to the Conch House Marina Emergency Preparedness Plan.  The boats designated for relocation should be moved as quickly as possible.

Be sure your family and key crew members know the plan.

Remove as much gear as possible from the boat.  What is not ruined by the storm stands a good chance of being broken of pilfered by vandals or salvage crews.

Enhance the watertight integrity of your boat, both above and below the below the water line.  Seal windows, doors and hatches with duct tape.  Shut seacocks and cap off or plug unvalved fittings such as sink drains.

Remove important papers for safekeeping.  They might be needed for an insurance claim.

Devote considerable time to the art of tying up or mooring your boat and attaching appropriate chafing gear.  Secure roller-furling systems so they cannot be unfurled by force of winds.

Most importantly, go home!!  Do not attempt to ride out a hurricane on your boat.  Too many people lose their lives attempting to ride out catastrophic storms in crowded harbors and moorings.  Do the best you can to prepare and secure, and depend on your insurance policy beyond that.

STEPS THE BOAT OWNER SHOULD TAKE IMMEDIATELY FOLLOWING THE LOSS

Get down to your boat as quickly as possible following the storm.  Do the best you can to pick and clean up parts and equipment regardless of the condition they seem to be in.

Call your insurance company and give them details on the exact location and condition of the boat.  Are there major structural damages such as holes, dislodged bulkheads or broken spars?  Minor damage such as gouges, scratches, etc.?  Was the interior wet?  Machinery wet?  Will the boat have to be moved immediately?

If salvage or removal is required your insurance company should direct this activity through local adjusters and catastrophic teams.  If emergency removal or salvage is required, do the best you can to screen the contractors for competence and cost and attempt to talk to your insurance representative before contracting services.  The Conch House Marina should be encouraged to take whatever emergency steps are necessary to protect life and property.

Make a list of repair facilities that you would/would not like to work with.  If you are able to get these facilities to estimate repair costs quickly, you are likely to be repaired and back on the water before most boaters.

Begin clean up.  Remove salt, mud, and sand from all parts of the boat.  Remove wet carpets, drapes, etc.  Check machinery.  Flush and dry starters, pumps, and engines.  Start and run engines if feasible.  If the engines were wet and you act quickly, they can be saved.  Call a mechanic for help if need – this “Sue and Labor” effect is covered by the BOAT/U.S. Yacht Policy.

GENERAL GUIDELINES FOR SECURING BOAT INSURANCE

1. The policy should be an “All Risk”, Agreed Hull Value Yacht Policy.  With this policy form, causes of loss not covered must be specifically excluded in the policy provisions.  In the event of a total or constructive total loss the amount of insurance stated on the declarations page is paid to the owner without deduction for depreciation.
2. This policy form typically covers boating equipment normally carried for safety or navigation both aboard and when separated from the boat and stored ashore.  It should specifically extend coverage to a dinghy or tender to the boat.  Boat owners should check the specific provisions in their policies as they vary from company to company.
3. Dock boxes owned by individuals would be considered personal effects in the BOAT/U.S. program and not automatically included in the Yacht Policy.  Coverage is easily added to the BOAT/U.S. Policy with the personal effects rider.  VHF radios and other navigational aids are considered boating equipment and automatically covered under the Yacht Policy’s “hull and machinery” coverage.  The personal effects rider would cover sporting goods, personal gear, and the dock box.  If Owners own their own dock box (special conditions at the CHM) they should check with their insurance agent to see if they are covered for loss of the box and/or its contents.
4. Boat owners should be required to purchase both Hull and P&I (Protection and Indemnity) coverage.  P&I is marine liability coverage.  BOAT/U.S. recommends $300,000 liability limits but in no event less than $100,000.  The incremental premium for the higher coverage is insignificant relative to the increased protection and the need for the protection.
5. Coverage for the cost of removing wrecks is normally found in the policy’s liability section.  Most good Yacht Insurance Companies will provide this protection and boat owners should check to see that it is there. 

(Please print out a copy of the this page for your records)