Government Liaison - Emergency Response Programs
The following represents the method used to produce Government Liaison - Emergency Response Programs:
- Names of all emergency responders and appropriate public officials for each state are solicited from a variety of state and federal agencies. Calls are made, faxes and emails sent to Local Emergency Planning Coordinators asking them to verify our lists, adding any we may have missed.
- Each 12 to 15 months these responders are invited by first class mail, with an attached RSVP, to attend a program being held near their location.
- When the RSVP is not received in the specified time, our staff calls to investigate and documents the calls on our "Phone Log." If the address is incorrect, we try to obtain a correct mailing address and re-mail the invitation before program time. We also fax and email invitations to those who indicate a preference.
- On the day of the program, tables are provided for the sponsoring pipeline companies to set up displays of safety related information, maps and emergency phone numbers.
- As guests arrive, they are registered and issued the following:
- a new "Emergency Response Manual" or,
- a packet of information to update a previously issued manual;
- a "General Information Guide to A Pipeline Emergency;"
- an "Emergency Response Report."
- Evaluation Forms prior and after the program
- The "Emergency Response Manual" contains pertinent information about each of the sponsoring companies. The update packet contains any changes in pipeline company contacts, phone numbers, etc. that occurred during the previous year. The "General Information Guide to A Pipeline Emergency" includes a broad range of information including mini MSDS sheets on 30 products and gases transported by pipeline that better enables the emergency responders to plan for an actual emergency. The "Emergency Response Report" serves as a receipt for a new manual or update and collects information about each response agency. The Evaluation Forms assist in measuring the effectiveness of the program.
- After the emergency responders have registered and received the above information we provide a buffet.
- Each responder is encouraged to complete the "Emergency Response Report" during lunch. After the buffet a brief speech is made emphasizing the importance of each item in the "Emergency Response Report." The facilitator uses a Power Point presentation to better emphasize the roles of an emergency responder and pipeline operator, stopping to discuss the importance of each action.
- Time is allotted for a question and answer session. In closing, the speaker invites each responder to stop by the sponsoring companies' tables to discuss matters of importance to them. At this time responders may request a personal visit to pipeline company facilities.
- The "Emergency Response Reports Forms," registration forms and other pertinent information is made into a booklet and sent to each sponsoring company of that program. The booklet serves as evidence that they have complied with the regulations.
- When a responder is unable to attend the meeting and receive the manual or update, it is sent by certified or first class mail to their organization with an accompanying letter. The letter asks if they would like to meet face-to-face with any of the companies listed. They are instructed to contact the company representative directly or call The Pipeline Group and we will arrange a meeting for them. A self-addressed stamped envelope for returning the executed "Emergency Response Report" is included. If, within a few weeks, the form has not been received, calls are initiated to ascertain the reason. All contacts are fully documented.