TITLE:	ES&H Manual
DOCUMENT ID:	3510 Appendix T4 Severe Weather Procedures

1.0 Introduction

Jefferson Lab’s geographical location makes it susceptible to a variety of severe weather events with potential to damage property, adversely affect Lab operations, and cause personal injury – even fatalities. These include:

· Severe thunderstorms

· Snow and ice

· Hurricanes and tropical storms

· Other major coastal storms (commonly called nor'easters)

· Extreme heat

The National Weather Service (NWS) provides forecasts for these weather events with sufficient advance notice for site preparations and decisions about Lab closings. Less predictable weather events – such as lightning and tornadoes – usually occur under specific favorable conditions, and these precursor conditions are typically forecasted in advance

Heeding these advance notices, and using them to prompt Jefferson Lab weather preparations, is essential to reducing weather-related risk to people and equipment. Personal safety takes precedence over other considerations.

This appendix provides guidance to Jefferson Lab management, individual employees, subcontractors, and users for preparing for and responding to severe weather.

2.0 Responsibilities for Severe Weather Action

The Laboratory Director is responsible for the overall safety of the Lab, including decision-making for operations because of anticipated severe weather or conditions produced by it.

Associate Directors (ADs), department managers, and group leaders are responsible for maintaining a current list of essential personnel. Copies of these should be sent to the Emergency Manager and the complete division set compiled at each division office.

The Facility Manager (FM) is responsible for the Lab’s overall severe weather preparations. The FM may also convene the Severe Weather Planning Team to provide additional advice and support when threatening weather of any type calls for extensive preparations. Severe Weather Planning Team members are listed on the Emergency Management website. The FM communicates to Lab Director and the Thomas Jefferson Site Office (TJSO) weather conditions and recommendations for change in Preparation Condition Level. The FM may use the Lab's conference-call resource to confer with senior management who are off site.

The Emergency Manager is the FM’s primary advisor on questions of weather and the primary coordinator for preparing the entire site for severe weather.

Supervisors, sponsors, and Subcontracting Officer’s Technical Representatives (SOTRs) are responsible for keeping employees, users, and subcontractors who are on site informed about the Lab's storm preparations and possible closing.

Preparation Checklist owners are responsible for keeping their lists up to date with current information and procedures and, when preparation levels change, inform their respective groups of actions needed at that level. Promptly report to line management completion of preparations at each preparedness level. Current versions of checklists are found at: http://www.jlab.org/intralab/emergency/weather/index.html.

Public Affairs Manager is responsible for communicating severe- weather information to Lab personnel for on-site and off-site accessibility.

Individual Lab employees, users, and subcontractors shall stay informed of severe weather conditions and respond to official weather-related announcements from Lab management. There are multiple weather-communication options:

· Lab-wide messages via the Site-Wide Alert System (text pager and e-mail messages), phone trees, and posted notices.

· In the event that Jefferson Lab will have a late start or be closed for the day, our Public Affairs Office, working with Telecommunications, posts delayed-opening/closure messages on Jefferson Lab’s main phone line (757-269-7100). This number can respond to 14 incoming calls simultaneously. The message is also posted to the Jefferson Lab Status Line (757-232-2000) which can serve up to 20 phone calls at a time.

· The delay/closure information is also posted on the Lab’s home web page (http://www.jlab.org/) as a banner message.

· Public Affairs shares Jefferson Lab closing/delay information with local television and radio stations, but the Lab cannot guarantee that the information will be posted. Also, television channels and stations may not announce that we are open.

If, after checking these sources, you are still uncertain about reporting to work, call your supervisor. If you cannot find any information from any source, assume that the Lab is open for business at the normal time.

If you must drive, drive defensively, slowly, doubling or tripling the normal safe distance to vehicle in front, and brake early and softly.

Walk carefully on snow and ice. Wear rough-soled boots or shoes.

3.0 General Information for All Severe Weather Conditions

As with other potential hazards at Jefferson Lab, weather-related personal safety takes precedence over other considerations. The Lab has a number of mechanisms and processes to alert everyone on site to predicted severe weather events and to initiate preparations and evacuation as appropriate

There are a number of weather-information resources available at Jefferson Lab that provide routine weather information as well as potentially severe weather alerts.

The Lab has extensive information on severe weather of all types on the Emergency Management web pages: http://www.jlab.org/intralab/emergency/weather/severe.html.

The Jefferson Lab Insight Page has a link to the regional NWS office for local weather conditions and forecasts: http://www.srh.noaa.gov/data/forecasts/VAZ094.php?warncounty=VAC700&city=Newport+News

Facilities Management has a weather-conditions monitoring system, and the current data may be viewed at: http://www.Jlab.org/fm/wx/VWS/MyWx.htm

Approximately 30 weather-alert radios are distributed around the site, including one in each main building and in portable office trailers. Each radio normally has a “custodian” who ensures the unit is on, it receives the weekly test-alert message, and batteries are replaced as needed. The radio custodian, building managers, and/or safety wardens should develop a reliable “pass-the-word” scheme to alert occupants of severe weather warnings. Information about the use and programming of these radios may be found at: http://www.Jlab.org/intralab/emergency/alert_radio.html.

3.1 Information for Specific Weather Conditions

3.1.1 Hurricanes

Jefferson Lab’s proximity to the Atlantic coast places the Lab in the possible path of a hurricane or near-hurricane (tropical storm). Hurricanes are arguably the greatest weather-related threat to Jefferson Lab’s structures, contents, and to the people here. Hurricanes demand the highest investment of time and attention in assuring the site is prepared for an approaching storm, and the people at the Lab are safely evacuated when that is appropriate.

3.1.2 Preparations:

Jefferson Lab’s hurricane preparations correlate with the National NWS’s system for alerting areas that may be affected by an approaching hurricane or tropical storm. The table below summarizes the association between NWS forecasts and Jefferson Lab’s Hurricane Preparedness Condition (HPC).

If circumstances so warrant, the Lab Director may declare an increased level of preparedness before the NWS upgrades its forecasted conditions.

Jefferson Lab Hurricane Preparedness Condition Designation	Criteria
HPC-3 (Highest)	National Weather Service (NWS) Tropical Storm or Hurricane Warning issued for Newport News(a) hurricane force winds (74 mph and above) are expected over the coastal areas within the next 24 hours(b) Tropical-storm-force winds (39 to 73 mph) are possible over the coastal areas within the next 24 hours
HPC-2	2NWS Tropical Storm or Hurricane Watch issued for Newport News High Wind Watch/Warning
HPC-1 (Standing condition during hurricane season)	June 1 until November 30 unless otherwise declared by Lab Director

Specific actions at each HPC level are described in detail in group or building checklists. ADs use normal line management processes to ensure checklist items are completed in the time frame specified for each level of preparedness. ADs, in turn, verify completion of preparations to the Lab Director. The diagram below illustrates the preparation sequence.

3.1.3 Recovery after a hurricane

Recovery from a damaging hurricane typically includes damage assessment, planning, clean up, and rebuilding phases. Assessment of new safety hazards and protection of property are important first measures. The Lab will remain closed after storm damage until Facilities Management has determined the site is safe for occupancy and operations.

Jefferson Lab has guidance documents and checklists for recovering from hurricanes and other disasters which cause extensive property damage. This guidance is available on the web at: http://www.Jlab.org/intralab/emergency/disaster.

4.0 Severe Weather Decision-Making Process for High Wind, Heavy Rain below Hurricane/Tropical Storm Magnitude

There is an approaching or developing storm system, below hurricane or tropical storm force, not predicted to strengthen into those categories, but capable of causing surface flooding, tidal flooding, and high winds. Examples could include Nor’easters (Lab may or may not be in Hurricane Preparedness Condition 1).

1. Jefferson Lab Weather Team meets during normal work hours as much as 48 hours ahead of likely storm effects in our area. Team evaluates conditions and NWS predictions, provides analysis and likely scenarios to FM and Chief Operating Officer (COO).

2. FM & COO advise Lab Director on predicted conditions. Director decides upon a preparation posture, advises TJSO Manager.

a. Lab Weather Advisor continues to monitor storm progress. If weather conditions change from predictions used in prior decision-making, Weather Advisor contacts Emergency Manager and reports on new conditions.

b. Emergency Manager reconvenes Severe Weather Team. Team again evaluates conditions and NWS predictions, and updates/revises analysis and likely scenarios to FM, or COO, or Lab Director.

3. Lab Director (or designated alternate) makes decision for Lab early closing/normal schedule as appropriate, advises TJSO Manager.4. Decision is relayed to Public Affairs Manager (or previously designated alternate) who posts information on the designated media.

A diagram illustrating this process appears on the Emergency Management Website at: http://www.jlab.org/intralab/emergency/weather/hurricane_normal_hours.pdf

4.1 Thunderstorms

Thunderstorms are common in our region, with the greatest activity in the warmer months.

Isolated thunderstorms normally last no more than an hour, and damage, if any, is limited to the path of that storm.

Thunderstorms which accompany a major weather front are called line squalls, and these can bring rows of storms affecting wider areas and much longer duration severe weather over a particular area. Convergence of major weather systems increases the likelihood of damaging winds, hail, and tornado formation. Fortunately, these frontal systems are usually forecasted and afford some time for preparation.

The hazards associated with all thunderstorms include torrential rain, wind, lightning, and hail.

· Torrential rains and flooding can reduce visibility to a few feet, flood roads, and overload roof drains, causing water damage in buildings.

· High winds, with short-duration gusts up to 100 mph, may bring tree limbs down, uproot trees, and turn small objects into flying hazards.

· Lightning can kill, destroy property, and start fires. It poses the greatest danger to people outdoors, particularly if they are near a likely target for a strike (objects taller than those adjacent, objects with an earth ground, highly conductive materials). Lightning is known to occur a mile or more in advance of an approaching thunderstorm.

There have been several lightning strikes at Jefferson Lab and countless instances of nearby strikes causing disruption to electronic equipment.

Major buildings on site are equipped with lightning-protection grounding systems. These are meant to reduce the risk of fire from lightning, not to protect against a strike.

· Hail can severely damage vegetation, painted surfaces, and sheet metal (such as automobile bodies). Hail is also a slip hazard until it melts.

4.1.1 What to do if outside during a thunderstorm:

· If you are driving during a thunderstorm, do not get out of the vehicle. Reduce speed to match visibility.

· Do not park under a tree or tall object.

· Do not park at the bottom of a hill or near a storm drain. Park under an overpass if possible. Do not park in an underpass because of the risk of flooding.

· Do not touch metal objects such as fences, umbrellas, bicycles, golf clubs, or appliances.

· Do not go near overhead wires, metal pipes, standing water, clotheslines, poles, or large trees.

· If you are outside when a thunderstorm arrives, try to get inside a secure building.

· Do not use an outdoor telephone unless it is imperative.

4.1.2 What to do if inside during a thunderstorm:

· Stay away from windows and external doors.

· Turn off your computer and other electronics even if they have voltage-surge protection and a backup power supply. Unplugging them is better yet.

· Avoid using the telephone except for emergencies.

4.2 Tornadoes

No buildings at Jefferson Lab are designed to withstand a tornado; however, structures other than portable offices and storage units are engineered to withstand 100 mph winds. The tunnel and the end stations should provide robust protection. The table below summarizes the choices for shelter in the event of a tornado.

4.2.1 Tornado watch

Take the following actions if a tornado watch is announced on local radio or TV or via the weather-alert radios on site:

· Consider your planned activities for the remainder of the day and whether you will be outdoors or in a structure that does not provide protection against high winds. If this is the case, ensure you have means to receive information should the watch be upgraded to a warning. This could be a portable radio or arrangements to be notified in person by a colleague.

· Identify the nearest building that provides protection should you need it.

· Secure materials for which you are responsible to prevent them from becoming missiles.

· Ensure the closest weather-alert radio is on and ready to activate in the event of update advisories.

Tornado Risk Zones in the Continental US

4.2.2 Tornado warning

· Seek refuge in buildings that provide high wind protection. Do not delay; the warning may precede the storm by only a few minutes.

· When possible take shelter on the lowest floor, in corridors, rooms without windows, and interior stairwells.

· Inform others in the vicinity.

· Await an all-clear announcement from the AD in Charge or Building Manager before leaving shelter.

· If caught outside, lie down in the nearest depression (e.g., a ditch), and cover your head with your arms. Do not get in a car or vehicle. Remain in place until the threat has passed.

4.3 Winter storms

Severe snow and ice storms are infrequent in Newport News, but on average there are several frozen-precipitation events every winter, and one or more episodes of unusually cold temperatures. The hazards associated with snow, ice, and extremely cold weather include:

· Vehicular accidents, on site and commuting to and from the Lab

· Slips and falls

· Freezing and bursting of water pipes in exposed or poorly heated areas

Slips and falls on icy surfaces are the most common mishap, and the Lab has experienced one or more injuries almost every winter. Walking safely on icy surfaces requires specific techniques and precautions. Information and tips may be found at: http://www.jlab.org/intralab/emergency/weather/snow_walking.pdf.

The Lab has a pre-planned snow and ice removal plan that is managed by Facilities Management. It can be viewed at http://www.Jlab.org/intralab/emergency/. Pre-designated roads, parking lots, sidewalks, and building entrances are given priority for removal and treatment. Use these, even if it is not your customary route, parking area, or preferred entrance.

Be alert to a condition commonly called “black ice.” It occurs when moisture in the air condenses and freezes on the ground. It is difficult to see, but it is extremely slick. The Onnes Road entrance is equipped with an icy-conditions alert sign that is displayed when conditions are conducive for black-ice formation.

The Lab may adjust operating hours in response to frozen precipitation. Official announcements are made in the same manner as with approaching hurricanes. If early closing or delayed openings are announced, these are mandatory for everyone except designated essential personnel.

There are pre-arranged, decision-making processes for the Lab's operational status when actual or forecasted conditions are likely to present a walking and driving hazard on site and in the near vicinity of Jefferson Lab. These are available at: http://www.jlab.org/intralab/emergency/weather/severe.html.

Snow and ice at the Lab may be less severe than in your neighborhood. Exercise your judgment about driving safety given the conditions between your home and the Lab. Remember, Lab policy provides the option of taking paid leave in such situations after notifying your supervisor.

The biological effects of cold weather on human health are discussed in ES&H Manual Chapter 6670 Thermal Stress.

4.4 Hot Weather

Extremely hot weather is primarily a hazard to human health. A combination of extreme heat and high humidity can cause discomfort, reduced physical capacity, illness, even death. These two factors are expressed as “apparent temperature” or “heat-stress index.” When potentially harmful conditions are forecasted for the day, Environmental, Safety, Health, and Quality (ESH&Q) staff monitor the actual temperature and humidity. Advisories or even mandates may be issued to modify or cease outdoor work when generally accepted safe limits are exceeded.

The potential for heat-related illness is greatest when the people exposed are not acclimatized to the conditions – either because the activity is unusually strenuous or it is performed rarely. The first extreme heat episodes of the year often cause a degree of heat stress that will subside after a period of acclimatization. Refer to ES&H Manual Chapter 6670 Thermal Stress for more information.

Hot and dry weather contributes to the potential for outdoor fires. In prolonged drought conditions, the Newport News Fire Department may issue outdoor burn prohibitions, and Jefferson Lab complies with these.

Many systems around Jefferson Lab are sensitive to high temperatures. Accelerator and experimental operations can be disrupted by failures in cooling and ventilation equipment. Most of these systems or areas are monitored by alarms and protection features. The response procedures for each of these are developed by the system owner. Where remote alarms are activated or annunciated that require specific actions (a telephone call to the duty contact by Lab security officers, for example), this is coordinated through Facilities Management.

4.5 Flooding

The Jefferson Lab campus is sufficiently high above sea level that coastal or tidal flooding (associated with a hurricane, for example) is not a realistic threat. Many nearby communities, however – including many Jefferson Lab staff members' homes – are subject to, and have experienced, destructive tidal flooding.

Jefferson Lab has experienced site flooding from extreme rain events. Hurricane Floyd in 1999 dropped nearly two feet of rain in the immediate vicinity of the Lab within a span of less than 24 hours. This deluge, combined with ground saturation from an earlier storm, overwhelmed the region's storm-water system, inhibiting normal run-off. At one point, rain water was over a foot deep at the experimental hall truck-ramp door.

A number of improvements were made to Lab infrastructure and procedures because of Floyd's lessons.

ISSUING AUTHORITY	APPENDIX AUTHOR	APPROVAL DATE	EFFECTIVE DATE	EXPIRATION DATE	REV.
ESH&Q Division	John Kelly	07/13/06	07/13/06	07/13/09	0

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