SECTION 31. EMERGENCY ACTION PLAN

31.1 Introduction

An Emergency Action Plan (EAP) shall be maintained by the Site Operations Manager and posted on the main bulletin board in the Operations Building. An EAP is also on file with NMSU's EH & S office.

31.2 Emergency Action Plan

1.0 Situation

APO is operated by New Mexico State University and is located in a remote area of Otero County on United States Forest Service land. The nearest city is Alamogordo, NM, approximately 50 miles away. The observatory grounds are open to the public as a condition of our USFS permit. None of the buildings are open to the public.

EMS and fire protection is provided by a volunteer service located at Sunspot, NM. Their station is located 1.3 miles from APO.

Law enforcement is provided by Otero County Sheriff’s Office (OCSO) and New Mexico State Police (NMSP), both based in Alamogordo, NM. Additionally, the USFS has one law enforcement officer that is assigned to the Cloudcroft ranger district covering APO.

APO is staffed with approximately 11 personnel during the day, Monday through Friday, with routinely another 2 to 4 visitors. Nighttime staff varies from 1 to 3, with occasionally 2-3 visitors, 365 nights a year.

An average of 10-12 tourist visit the observatory grounds each day.

APO is a nighttime observatory; there are no outdoor security lights and inside lights are dimmed during operations. Personnel use flashlights to get between buildings.

2.0 Security

All buildings have either key or combination locks on all doors. A key is provided to all staff and permanent visitors, as well as routine official visitors. Keys for individual dorm rooms, as well as the exterior door combination, are provided to guests upon arrival. All exterior doors have the same combination. The combination is generally changed annually.

All windows have locks. Since few areas are air-conditioned, windows are often used for ventilation. Nearly all windows have to be closed at night due to blackout conditions necessary for observing.

There are 3 outdoor cameras that do function in low light conditions, as well as daytime, but these primarily point at telescopes for operations and are not set up for security monitoring.

There is one sign on the road stating “Authorized Vehicles Only 5pm to 7 am “

Most building are protected with a central fire alarm system consisting of smoke or heat detectors, ennunciators, radio alarm notification to the fire department, and manual pull stations.

Doors should be kept closed; closed doors self-lock at all times.

3.0 Emergency Action

Employees are offered a safety briefing upon hiring and a refresher is offered a few times a year. This provides them with general information on safety and site operations.

A. Building Fire: In the event of fire on-site personnel will:

1. Notify fire department via 911
2. Evacuate all buildings
3. Assist fire personnel with site-specific information if/when time and opportunity permit
4 . Use one (1) fire extinguisher to attempt to control fire
5 . Secure doors/windows to confine the fire
6 . Notify site management

B. Forest Fire : Personnel are provided a plan to secure and evacuate the observatory in the event of a forest fire. They are also trained on spotting forest fires and making appropriate notifications.

C. Medical Emergency: In the event of a medical emergency, on-site personnel will:

1. Notify EMS via 911
2. If trained, use the on-site public access Automatic External Defibulator
3. Assist EMS personnel in locating patient
4. Notify site management

D. Security Breach: In the event a break in or theft is discovered personnel will:

1. Leave the area to a safe location (National Solar Observatory)
2. Notify OCSO via 911
3. Notify site management
4. Station a person at the corner of NM6563 and Apache Point Rd to ensure no one enters the observatory grounds prior to law enforcement's arrival
5. Assist OCSO once deemed safe to do so

E. Bomb threat: In the event of a bomb threat is received at the observatory. on-site personnel will:

1. Evacuate the site to a safe location (National Solar Observatory)
2. Notify the OCSO via 911
3. Place a person(s) at the corner of NM6563 and Apache Point Rd. to ensure no one enters the observatory grounds prior to law enforcement's arrival
4. Notify site management

F. Threatening persons: In the event that a person makes a threat towards any staff, visitor or infrastructure while outside any buildings or on the observatory grounds, on site personnel will:

1. Immediately close and lock all doors and windows
2. Notify all personnel on site--see Notification section
3. Notify the OCSO via 911
4. Monitor the person from closed and locked windows or the outside cameras. Do not exit the building until directed to by law enforcement. Remember, even if the person leaves, law enforcement personnel will not know the difference between you and the threat. Follow their directions explicitly
5. Notify the OCSO via 911 if any changes to the situation occurs
6. Record as much information about the person(s) as possible
7. Notify site management

G. Active Threat: In the event there is an active threat inside any building, on-site personnel will:

1. Move to a safe area--see "5.0 Safe Area"
2. Notify all personnel on site--see "4.0 Notification"
3. Notify the OCSO via 911 and stay on the line
4. Notify site management
5. Stay in the safe area until directed by law enforcement personnel. Do not exit the safe area until directed to by law enforcement. Remember, even if the person leaves, law enforcement personnel will not know the difference between you and the threat. Follow their directions explicitly

4.0 Notification

To broadcast a notice to everyone on site, the easiest way is to use the all-site page function on the phones .* Speak clearly
into the phone and direct persons to either:

1. Evacuate all buildings immediately
2. Evacuate the site immediately
3. Stay inside and lock down their building
4. Lock down their building and move to safe area

*When possible give additional information
*Dorm rooms require door-to-door notification

5.0 Safe Area:

When needing to proceed to a safe area, you should go immediately to the best area closest to you and without question. A safe area should have a locking door from your side and a telephone whenever possible. However, a door that opens inwards that can be blocked or tied closed may have to be used. Below is a list of suggested safe areas by building. Stay clear of all windows including the small windows in the doors.

A. Operations:

(primary) Instrument lab and Clean room. These have additional combination locks on them, however the clean room does not have a telephone.
(alternate) Offices. These do not have lockable doors but the doors could be blocked with a desk or wedge

B. 3.5m Enclosure

Levels 2 and 3. Move to the observing level and close and lock stairway door from inside
Level 1: Cone room. This requires a site key to access and is lockable from inside. There is no phone available

C. Dorm Building A and B

Any dorm room and bathroom. The dorm rooms require unique keys, there are no phones in the bathroom

D. SDSS Observer’s and engineering trailer

The trailer itself requires a key to access

E. Utility Building

The building and bathroom require key access. There is no phone currently available

F. SDSS Support Building

Bathroom locks are easily bypassed so bathroom doors should be wedged closed. There is no phone in the bathroom

G. 2.5m Enclosure

Level 1 and 2. Move to lower level closing hatch to upper level. Tie doors closed. Prepare to exit building if breached

H. 0.5m and 1m Enclosures

Tie doors closed

I. Outside

Vehicles
Forested grounds

I. Off-site National Solar Observatory, fire station

(primary) Community center or Dunn Vacuum Tower telescope. However, always leave someone at the head of the APO road to keep people from entering into an unsafe situation. Once in a safe area do not leave unless directed by law enforcement personnel. You must verify the identity of these people to your satisfaction before opening up. Expect at least a 30-minute delay for officials to arrive. Utilize 911 if a phone is available to verify it is clear to leave the safe area. Expect the police to treat you as a suspect until they are satisfied you are not. Follow their directions explicitly.

6.0 Evacuation

If ordered to evacuate a building, personnel should try the primary exit.

If not safe or feasible, use secondary doors and windows. Once evacuated do not re-enter until directed to. Evacuate to lower parking lot if safe, or else to forested grounds. If evacuating the site, move to Sunspot and await directions. Notify the 911 operator where you are going.