Kentucky 4-H

Camping Program

Emergency Management Plan

Through communication with local Emergency Management Directors, UK Risk Management, UK Emergency Management, and UK Fire Marshal’s office the potential major hazards that may need to be managed for each camp location have been identified. These

hazards are described in this Emergency Management Plan and provides the procedures for managing the most common emergency conditions.

Designated Safe Places Camp Severe Weather Fire Location #1 Fire Location #2 Media Area

J.M. Feltner Storm Bunker Shelter House Sports Field Maintenance Shop

Lake Cumberland Storm Shelter/Dining Hall Field by high ropes Conference Center Conference Center

North Central Crafts Room Sports Field Shelter House Maintenance Shop

West Kentucky Cabins Pavilion Dining Hall Maintenance Shop

Approaching Thunderstorm • All water sports (swimming, canoes, kayaks, paddleboats, LC pontoon) and ropes courses will be

suspended for a minimum of thirty (30) minutes. (Each audible or visible occurrence of thunder or lightning will restart the thirty-minute countdown)

• All boats will immediately head for the dock and campers must assemble on the dock; swimmers must get out of the pool, and participants on a high ropes course must descend and assemble on the ground.

• The Camp Director will be notified by radio and in cooperation with the Contact Agent will monitor the situation and convey the decision to cancel or to continue activities.

• If thunder or lightning is not present for thirty (30) minutes and the Camp Director gives the OK, activities may resume. If, however, thunder or lightning is still present, the activities will continue to be suspended until none is present or the activity is canceled due to bad weather.

Severe Storm, Wind, or Tornado • Camp Director and Contact Agent will monitor the weather.

• Cancel all hikes or limit to short distance.

• Cancel all boating - stay off the lake. Continue activities on shore.

• Use of all static belays and zip line on High Ropes elements are suspended; may continue dynamic belays and other activities on the ground.

• Swimming and low ropes may continue but should be canceled immediately upon the first indication of an approaching storm (thunder and lightning). At the sound of thunder, everyone should get out of the pool. Lightning tends to strike tall objects - keep campers away from trees. Inside, stay away from metal objects, windows, electrical appliances, and water.

• The Camp Director should conference with the Contact Agent and other county agents to clarify the next steps should a watch become a warning. Everyone should be clear on procedures and the roles of agents, volunteers and camp staff. Programmed activities may be adjusted to keep campers in one area should they need to seek shelter.

• If there is not a consensus among the agents, Contact Agent and Camp Director concerning when to move the campers to an enclosed shelter (cabins/dining hall/storm shelter), the Camp Director will make this final decision. All campers, volunteers and Extension staff must comply with the decision.

Tornado Warning

• A person designated by the Camp Director will remain in the camp office and monitor the weather radar at all times if a camp-wide activity is in progress and will keep the Camp Director informed of any change or need for further action.

• All activities will be suspended, and everyone should return to the main campground area for instructions.

• If it is decided that everyone should take shelter: use siren, air horn, public address system or the designated system for storm announcement (3 short blasts and pause). Continue signal pattern until youth have responded by immediately going to the designated safe areas. Only the Camp Director, Contact Agent or a person designated by one of these may use the storm announcement system.

• The Camp Director should take steps to get campers to their designated safe areas by using camp staff and cabin leaders to guide campers to shelter in an orderly and safe manner.

• If adults or campers are unable to reach the designated storm shelter, dining hall, or cabins and are confronted with an approaching tornado, lie flat in the nearest ditch or gully until it passes.

• Emergency Head Count (takes place in designated safe area)

• Adult and Teen Leaders conduct a head count for their cabin and identify missing persons.

• Give head count to Dean of Men/Women, who in turn gives it to Camp Director and Contact Agent as soon as they become available.

• If in a large group, the Camp Staff shall supervise singing, dramatics, skits, stories until the emergency passes. If the campers have been sent to the cabins, adult volunteers and teen leaders will supervise singing, dramatics, skits or storytelling.

• The emergency is in effect until cleared by the Camp Director.

• Should there be a major weather event that results in property damage or injuries, the Camp Director, at the earliest possible time, should contact the State Extension Specialist for Camping to report what happened, when, and how it was handled. The Specialist will contact the appropriate persons, e.g. UK PR, etc. (See Evacuation Plan if evacuation is necessary or the local EMD becomes involved.)

• Handling parent/guardian arrivals (if appropriate): The Camp Director and Contact Agent will designate an area and staff to meet parents/guardian/others arriving on the campground to pick up campers. Each 4-H Agent/Extension Personnel will have Camper Pickup Release forms available at the designated area to assist with signing out campers. All persons picking up a camper (s) must be checked against the Pickup Release form and show the appropriate picture ID. The camp sign-out list will be maintained for all campers that are picked up.

• Follow the Media Guidelines if appropriate.

Non-Traditional Cabin Lodging Participants

• Additional care and caution will be utilized when it comes to weather decisions for camp participants residing in non-traditional cabin lodging programs such as Outpost, Tents, Yurts, Hammocks, and any other sleeping arrangement not in a cabin. Due to the nature of certain lodging facilities, there could be times when non-traditional cabin lodging camp participants could be moved to an alternate location,

but cabin participants may remain in their cabins. This decision is to be made in a collaborative discussion with the Camp Director, Contact Agent, and Agents. The Camp Director has the final authority on weather-related decisions for non-traditional cabin lodging participants.

Horses during weather emergencies • Horses used for the Equine Program should be turned out in the fenced-in corral area. They should not

be left in the pole barn area. Bridles and saddles should be removed.

• Horses will stand a better chance of avoiding limbs, trees, etc. in the out of doors versus under the pole barn.

• UNDER NO CIRCUMSTANCES, should someone risk their life to stay with the horses or take the time to remove saddles if at risk. Horses can remain saddled if evacuation is needed immediately.

• Murray State University equine contact will not need to be called unless there is an injury to a horse.

• Before activities may resume in the horse area, the area will need to be checked for hazards, e.g. downed limbs, trees, power lines, structural damage, etc. The Equine Instructor and Maintenance Staff should perform this inspection.

• If injury results in need to euthanize a horse, any vet’s decision will be sufficient for the Murray State University equine contact in the event we cannot contact them quickly.

Fire Procedures • If in a building, the structure shall be evacuated immediately. Whoever discovers the fire should yell

“FIRE-GET OUT!!!” If the fire is discovered in the forest, camp staff/volunteers should immediately start assembling everyone in a safe area and start preparing for any needed evacuation. Do NOT go back into a burning building. Cabins that have only one door will use the designated window for emergency evacuation.

• The first person on the scene of the fire will call 911 to get the Fire Department in route. Give specific instructions as to the location of the camp.

• The Fire Department should be called regardless of how small the fire may be.

• Everyone in the camp should meet in a designated location. Provided the fire is not in this area, the following is each camp’s 1st designated safe place:

• Have each cabin leader conduct a headcount.

• While campers are assembling and headcounts are being done. The fire can be accessed to determine if a fire extinguisher can be used. Never put anyone’s life in danger. If you have any doubts about fighting the fire with an extinguisher, DON’T. Get away from the building and wait for the fire department to arrive.

• Contact 4-H Camping Specialist and District Director.

• The State Extension Specialist for Camping will contact the U. K. Police and the Assistant Director of 4-H. In the event of a major fire, the Specialist will contact U.K. PR and Ag. Communications PR Specialist.

• All fire events (regardless of size) must be reported to the U.K. Fire Marshal’s office. 859-257-6326

• In the event of a small fire extinguisher such that a fire extinguisher is to be used, the P.A.S.S. method should be utilized (Pull, Aim, Shoot, Sweep).

• See the Evacuation Plan in the event of a Major Fire Event (e.g. Forest Fire).

• Follow the Media Guidelines if appropriate.

Missing Person

• Notify the Camp Contact Agent, Camp Director and the Extension Agents.

• Check with Adult and Teen Leaders and teaching staff regarding the person’s whereabouts.

• Check with friends of the missing person.

• If campers are in the cabins for the evening, each cabin should conduct a headcount and remain in the cabins until a search has been completed. If this occurs during programming hours, campers must be gathered at the shelter house by teams, and a head count must be conducted. At the discretion of the Contact Agent and Camp Director, the campers may be told of the missing person and assured that a thorough search is being conducted. The campers may have information that would help find the missing person.

• Conduct a systematic search of the entire grounds with a combination of paid staff and volunteers. If during programming hours, at least two paid camp staff is to supervise all campers and entertain while the search is taking place. One leader per team must remain with the campers as well. If at night when campers are already in the cabins, a minimum of two supervisory leaders must remain with the campers in the cabin. Paid camp staff should pair themselves with volunteers in groups of three and search a designated area of the camp.

• Before the first camp session, the Camp Director will assign each staff person a search zone if a missing person search is needed. No one should be searching the campground alone. Radios/cell phones should be used for communication.

• During this systematic search of the grounds the Camp Director is to notify the local authorities, the State Extension Specialist for Camping, and the District Director about the situation.

• Upon completion of the grounds search, parents (or guardian listed on the camper’s contact information form) are to be notified that their child is missing and explain what steps have been and are being taken to locate the missing camper. The home county CES Agent should make this call.

• Complete Camp Incident report regardless of the outcome.

• Follow the Media Guidelines if appropriate.

• An appendix at the end of this document outlines the search zones for each camp.

Waterfront Missing Person or Drowning Victim • Clear the lake of campers (Lifeguard in charge should delegate this to Spotters/Volunteers).

• Have someone other than the lifeguard conducts a head count. (Trained Spotter/Volunteer)

• Conduct rescue or search according to Red Cross standards.

• Notify (via radio or Volunteer) Health Care Provider (HCP). The HCP will be in charge of the rescue on the Shore. If needed, call Emergency Medical Service (EMS). They will assume control of the rescue upon arrival.

• Notify (via radio or volunteer) Camp Director and Camp Contact Agent.

• If a drowning has occurred, the local authorities will contact the parent/guardian of the victim.

• If a camper is taken for medical treatment, the county agent will contact the parent/guardian.

• The State Extension Specialist for Camping and the District Director will be notified at the earliest possible time. Depending upon the emergency, the Specialist will notify the appropriate persons/office.

• Complete Camp Incident report.

• Follow the Media Guidelines if appropriate.

Personal Injury • Make victim comfortable - if suspected head, neck or back injury or other serious injury present do not

move. Send for HCP.

• Apply First Aid, if needed and appropriate, until HCP arrives. HCP is then in charge.

• In the case of life-threatening emergency, call Emergency Medical Service (EMS).

• Notify Camp Director and Contact Agent.

• If not life threatening, but victim needs treatment, two adults, an Extension Agent, if possible, transport the patient. (NOT THE HCP.) Take necessary health and insurance information.

• The HCP with the Camp Director and Contact Agent will determine when and if an ambulance is required. The HCP will have final authority in this decision.

• County Extension Agent calls parent/guardian after the extent of the injury is determined and explains steps taken.

• UNLESS LIFE THREATENING, during regular hours, the patient is to be taken to the local clinic, not to hospital emergency room.

• Complete Participant Illness/Injury report as necessary.

Intruders

• A gate controls access to the campground by the main road.

• All visitors must check in at the Director’s Office/Health Center to register on the Sign-In/Sign-Out Sheet which is posted for all campers, parents, guardians, volunteers and staff. Visitors will be issued and required to wear a Visitors Pass.

• Authorized vehicles driving on the campgrounds will be required to have a car pass visibly displayed. (Does not apply to vehicles parked in designated parking areas)

• Camp Staff and Agents are responsible for monitoring all visitors to the campground to ensure the safety of campers.

IN CASE OF UNAUTHORIZED PERSON(S) COMING ONTO CAMP PROPERTY:

• The Camp Director or agent should inform the person(s) that this is private property and that the camp is in session at this time. Ask if they need help in finding directions or other assistance. Escort them off the camp property by the closest route. Use a firm but friendly voice.

• If a person approaches a group and the Director or agent is not available, one of the camp staff should follow the above procedures while the other staff continues with the group’s activities. Campers should have minimal or no contact with the person (s).

• If the person leaves without incident, do nothing more than report it to the director at the next opportunity.

• An effort should be made to remember a description of the person(s) in case this is needed later.

IF AN INTRUDER APPEARS DANGEROUS:

• Depending on the situation, either:

• Have staff remove the campers from the scene and walk with them to a safe place (shelter area, dining hall, etc.)

• Or send one staff to get help from the Director.

• The Director will notify the appropriate law enforcement and have them dispatched to the camp immediately.

• The Director will continue to monitor the person’s location and intent and formulate appropriate and safe responses as needed. An effort should be made to remember a description of the person in case this is needed later.

• The State Extension Specialist for Camping and District Director should be notified as quickly as feasibly possible.

• An Incident Report should be completed by all involved with a copy on file at the campground and a copy sent to the state 4-H Office.

• Follow the Media Guidelines if appropriate.

Power Outage

• The temperature of the coolers and freezers must be checked immediately and recorded on the Cold Temperature Form with the time of the check.

• This temperature must be monitored hourly to determine if food will need to be transported and stored elsewhere to prevent spoilage. The Head Cook should coordinate this process with the Maintenance Supervisor and Camp Director.

• If a power outage affects a meal time, the Head Cook, Camp Director and Contact Agent should confer and agree on an alternate meal plan given the inability to use kitchen equipment.

• The Camp Director will notify the State Extension Specialist for Camping as soon as is feasible.

• A camp incident report will be completed with a copy forwarded to the State 4-H Office.

Water Contamination

• Use bottled water only for drinking.

• Post “Do Not Drink” signs at all drinking fountains.

• Do not use ice machines. Shut the ice machines off. Ice must come from a commercial ice company outside of the affected area. After the emergency, all ice or water dispensing machines shall be flushed, cleaned and sanitized before use. Line filters should be replaced. All previous ice should be discarded.

• Coffee, tea, and other water-based drinks should be made from bottled water only or water boiled for a minimum of 3 minutes.

• Tap water shall not be used in food preparation unless boiled a minimum of 3 minutes.

• Only single service eating and drinking utensils may be used in the dining area.

• Thorough hand washing must be completed with a germicidal soap followed by a sanitizing hand dip with a minimum of 100 ppm chlorine residual.

• Utensil and cooking equipment washing can continue as normal, ensuring that the triple sink method is being used with a chlorine sanitizing solution of not less than 100 ppm.

• All food preparation areas should be sanitized with a chlorine solution.

Lockdown

• Gather everyone in the group into the closest safe area. Lock doors if possible. (Unless specifically requested by Camp Director, Maintenance Supervisor, or Contact Agent, all adults should remain with the group in the safe area.)

• Call 911 from a landline if possible. Some cell phone 911 calls do not reach the correct EMS/Official site needed.

• Communicate with the agents/key individuals and explain the situation ASAP.

• As another adult or oldest youth or staff person to assist in calming participants and taking measures to ensure the safety of all. This could involve remaining silent, hiding from view, etc.

• As soon as is possible, conduct a headcount to determine if all youth in your charge are present and or accounted for. Make a list of everyone in your group (youth AND adults) at the time of the lockdown.

• Follow procedures given to you by the authorities/EMS or others involved in relieving the dangerous situation.

• Once the situation is relieved, follow the instructions of emergency personnel and implement procedures for the release of youth to parents if appropriate. If possible, check off or make a list of those released so that you will know when all youth are accounted for.

• When possible, Agents should contact their District Director. If he/she can’t be reached, the Assistant Director for Extension should be called. The Camp Director or Maintenance Supervisor should contact the State Extension Specialist for Camping.

• Camp Director or Maintenance Supervisor should gather the Contact Agent and other adult volunteers/key individuals involved in the situation for debriefing. Make notes of what happened to document the incident and actions taken. Discuss the need to limit conversations with media and others. Official statements will be made according to UK’s plan for handling such situations.

• At a later time, consider gathering key individuals to discuss what worked well/poorly, lessons learned, and future communications with those involved.

Media Guidelines

• Put safety & security first above all else (refer to standard emergency procedures).

• When safety and security issues are in-hand, use the appropriate Accident or Incident Report Form to make brief written notes of the facts, noting the date of the incident, time, the exact location of the incident, names of adults or youth involved, and a very specific description of what happened to the best of your knowledge. Be sure to include the day and time you are writing these notes. Other personnel or volunteers who were witness to the incident should also make notes for the report.

• Notify your supervisor as soon as feasible. Your supervisor will make sure a UK public relations or CAFÉ communications professional is notified (phone numbers provided at the end of this document).

• Camping Specialist and Camp Director will fully inform the PR person, and ask them to arrange for a spokesperson (the spokesperson could be you, an administrator, or the PR person).

• Gather all camp leaders and staff together and tell them that the proper UK officials have been notified to help with media response and that a spokesperson will be designated very soon.

• It is critical to try and limit the indiscriminate outflow of information to avoid inaccuracies and speculation by relatives and friends who are off site. (This includes social media such as Facebook, Twitter, Etc.)

• In the event news media arrive on site before your university administrator or PR person, the Camp Director assumes the responsibility of temporary spokesperson after communicating by telephone with an administrator or PR person to coordinate comments.

• Should parents begin to arrive at camp unannounced to check on their child or take them home, the following steps should be taken:

a. Designate an appropriate space or building to use for parents waiting for their child. b. Designate a staff person to be with the parents and coordinate notifying the agent of that county

that a parent was on the premises to see or pick up their child. c. The agent of that county (or designated adult leader) must confirm the identification of the

parent/guardian wishing to pick up the camper, using the Pickup Release Form and requiring a picture ID.

IMPORTANT PHONE NUMBERS

J.M Feltner Lake Cumberland North Central West Kentucky

Camping Specialist

(Darrell Stillwell) 502-377-7937

UKPR (daytime) 859-257-1754

UKPR (on call) 859-323-5321

Child Abuse Hotline 800-752-6200

Electric Company 606-864-2363

800-284-7322

1-800-264-5112

606-678-4121 859-845-2661

270-797-2982

270-797-2667

EMS 911 606-679-3200 911 911

Fire 911 606-679-3200 911

911

270-797-2510

U.K. Fire Marshal 859-257-6326

Forest Fire 606-864-9396 day

606-843-7710 night

606-679-2010

606-679-2018

859-784-7504 day

859-498-2456 night 270-821-7434

Gas 877-629-6910 606-678-8646

800-432-9515 day

859-255-3618 night

270-365-5545 day

270-365-5013 night

Hospital 606-330-6000

St. Joseph

606-679-7441

Lake Cumb Reg

859-987-3600

Bourbon Comm.

270-825-5100

Madisonville

Poison Control 1-800-722-5725

Sheriff’s Office 606-864-4830 606-679-3200 859-289-3740

270-797-2277

270-821-5661

State Police 800-222-5555

Closest State

Police Post

606-878-6622

Post 11

606-878-6622

Post 11

859-428-1212

Post 6 270-676-3313

Urgent Care 606-678-3271 859-405-4025 270-797-3521

J. M. Feltner 4-H Camp

Directions to Pharmacy

606-878-6143

Wal-Mart Pharmacy, London: From Camp, turn right on Hwy 229. Follow for approximately 3 miles to Hwy

192. Turn left. Follow for approximately 2 miles to Wal-Mart. It will be on the right.

Directions to St. Joseph, London 1001 Saint Joseph Lane

London, KY 40741

606.313.1000 From Camp, turn right on Hwy. 229. Follow for 3.7 miles, turn left on Hwy 192. Follow to Interstate 75 and

continue on Hwy. 192. Go approximately 200 yards past the interstate and turn right at the sign for Saint Joseph-

London Turn right at the next sign Saint Joseph - London is at the end of the lane.

Directions to First Care Clinic 1752 Highway 192 London, KY 40741

North Central 4-H Camp

Directions to Emergency Care: Bourbon County Hospital: From camp, turn right on Hwy. 1455 toward Lake Carnico. At the intersection of

1455 and Hwy.68, turn left onto Hwy. 68 toward Millersburg. Follow 68 for approximately 15 miles to the by-

pass in Paris. Turn right onto the by-pass and then left on Linville Dr. The hospital is on Linville Dr,

approximately .1 mile on the by-pass. Directions to Pharmacy:

From camp, turn left on Hwy 1455 toward Carlisle and travel approximately 1 ¼ miles. Turn right on Rt. 32

and travel an approximately ¼ mile. The courthouse will be on the right. At this intersection (stop light),

continue straight on Rt. 32. Soper Drug is at the bottom of the hill on the right. For Carlisle Drug, at the stop

light, turn right onto Rt. 36 (Old Paris Pike); it is on the left after turning onto Rt. 36.

Nicholas Co Urgent Care

2330 Concrete Rd.

Carlisle, KY 40311

Ph – 859-405-4025

Fax 859-517-3014

Lake Cumberland 4-H Camp

Directions to Emergency Care:

1. Lake Cumberland Regional Hospital. From Camp, take Hwy 196 approximately 15 miles to Hwy 80.

Turn right on Hwy 80. Follow Hwy 80 approximately 14 miles to Hale Knob Road. Turn right onto

Hale Knob. Follow to Langdon Street and the Lake Cumberland Regional Hospital.

305 Langdon Street

Somerset, KY.

606-679-7441 Emergency Rm. 606-678-3271

2nd Option for directions: Follow Hwy 80 to Hwy 27. Turn right on Hwy 27 and follow to the third

light to Langdon Street. There will be “Hospital” signs on 27. Turn right onto Langdon Street. At the 3

way stop, go straight to the hospital.

2. Urgent Treatment Center. Follow Hwy 80 east past Hwy 27. Turn right on Hwy 27 and follow

approximately 1 mile to Stop Light #8. The stop lights are numbered. The center is between #8 and #9

in the old Jerry’s Restaurant building on the left.

754 S. Hwy 27

Somerset, KY 42501

606-677-6787

Lake Cumberland Regional Hospital

Urgent Medical Care

3. Nancy Pharmacy: From Camp, take Hwy 196 approximately 15 miles to Hwy 80. Turn right on Hwy

80. Nancy Pharmacy will be on your left.

9734 W. Hwy 80

Nancy, KY.

606-636-4444

4. Should it become necessary to airlift the injured off the campground, the helicopter coordinates are

36’ 58.5 latitude and 84’ 52.3 longitude.

5. This location is the field in front of the Conference Center. Pulaski County Dispatch would contact the

appropriate service for the helicopter transport.

Cumberland Parkway

West Kentucky 4-H Camp

Directions to Trover Clinic, Madisonville

from West Kentucky 4-H Camp 1) 4-H Camp Road left at stop sign onto Rosedale Lane

2) Left onto KY 109 (Northbound)

3) Right onto KY 70 (Eastbound) at Beulah

4) Once in Madisonville, turn left at the stop light onto Main Street (US-41-A)

5) At 5th stoplight, turn right onto North Street

6) 4-5 blocks, turn left onto Laffoon Street

7) Trover Clinic will be in front of you!

8) Ask for Care Clinic at desk in tower

West Kentucky 4-H Camp Phone 270- 797-8758

Directions to Doctor's Office, Trover Clinic,

Dawson Springs from West Kentucky 4-H Camp

1) Leave 4-H Camp on 4-H Camp Road

2) Turn left at stop sign onto Rosedale Lane

3) Turn right at stop sign onto Industrial Parkway

4) Trover Clinic is located about one mile on the right

Search Zones by Camp