1 of 20

Emergency Planning

For the Foodservice Department

2 of 20

State why we need to plan for emergencies

Understand federal government regulations related to emergency planning

Identify lessons learned from real life LTC (Long Term Care) emergencies

Establish plans and protocols for emergency preparedness in the event of a natural, man-made, or reputation disaster.

2

Emergency Planning

Purpose:

Objectives:

GORDON FOOD SERVICE -

3 of 20

Emergencies

EXAMPLES

Emergencies include anything that disrupts�normal activity. Some examples include:

Natural disasters (e.g., snowstorm, power outage, floods, etc.)

Man-made disasters (e.g., fire, terrorist attack, water contamination)

Reputation disasters (e.g., foodborne illness outbreak)

3

Emergency Planning

GORDON FOOD SERVICE -

4 of 20

Emergencies

BE PREPARED

Emergency modes impact our ability to perform our job:

Access to food, supplies, utilities
Ability to prepare and deliver meals
Food safety
Staffing level and needs
Personal lives/needs

4

Emergency Planning

If an emergency happens…

YOU are responsible and accountable.

People must eat and drink.

Planning ahead prepares you!

GORDON FOOD SERVICE -

5 of 20

Emergency Preparedness

STOP & THINK

5

Emergency Planning

GORDON FOOD SERVICE -

6 of 20

Disaster Menu Planning

Most states require facilities to maintain the following:

At least a 24-hour supply of perishable food to meet the planned menu

A 3- to 7-day supply of a variety of non-perishable food (that represents a good diet)

6

Emergency Planning

TIP

Be sure to have a Memorandum of Understanding with your food suppliers for emergency food and disposable needs.

GORDON FOOD SERVICE -

7 of 20

Order to Use Food

7

Emergency Planning

Perishable items (first 1-3 days)
Freezer items
Non-perishable (emergency menu)

Utilize production efficiencies

TIPS

Start by using any food that will spoil the fastest.

Only open the refrigerator once you’ve completed a list of the items you will need, to help preserve refrigerated foods as long as possible.

Place blankets or towels around the refrigerator seals to keep cold air inside.

GORDON FOOD SERVICE -

8 of 20

Emergency Menu

Canned entrees
Crackers/wrapped breadsticks/granola bars
Aseptic juice and milk boxes
Baby food
Supplements
Water

8

Emergency Planning

GORDON FOOD SERVICE -

9 of 20

Cut Off of Water Supply

TOP PRIORITY

Keep required amounts of water on hand

General guidelines

6 quarts per person per day bottled water:

1 gallon (4 quarts) per person per day for cooking
2 quarts per person per day for drinking

9

Emergency Planning

GORDON FOOD SERVICE -

Broken water or sewage lines = All incoming water valves need to be shut off to stop contaminated water from entering the facility.

General recommendations include having a 3-7 day supply of bottled water on hand. Store as much as your storage capabilities allow. A Memorandum of Understanding (or MOU) should be in place for additional water supply. Consider sources such as a local dairy, water company, or municipal water utilities.

Bottled water usage may need to be rationed according to the disaster. Have policies in place on use of sterile and distilled water. Consider water needed for enteral feedings and general nursing needs.

Juices from fruits and vegetables, especially ones that are water packed may be able to be used in place of water in cooking.

http://www.pubs.ext.vt.edu/356/356-479/356-479.html

http://pubs.cas.psu.edu/FreePubs/pdfs/ui338.pdf

10 of 20

Cut Off of Water Supply

If water utilities remain working, there exists the possibility that the water supply many need to be purified before using.

Three ways to purify water before use:

Bring water to a rolling boil
Use purification tablets
Bleach purification (5.25% sodium hypochlorite)

1 gal water: 8-16 drops bleach
Use water within 24 hrs of preparing it

10

Emergency Planning

GORDON FOOD SERVICE -

11 of 20

Planning Tips

Cut off of gas supply

If range and ovens use gas, utilize microwave ovens

Power outage

Generators should take over

11

Emergency Planning

GORDON FOOD SERVICE -

12 of 20

Power Outage

12

Emergency Planning

Keep doors shut

Rules of thumb

Walk in freezer = 2 days
Place meat, fish, poultry on a tray to catch thawing juices
Cooler = 2 hours

Discard appropriate foods

GORDON FOOD SERVICE -

Train your employees to maintain temperature integrity of refrigerator and freezers by keeping the doors closed as much as possible.

When walk-in refrigerators and freezers must be accessed, open the door, enter, and then close the door and use a flashlight to gather all the supplies needed for the next couple of hours.

General rule of thumb is if the freezer is kept closed, a properly working walk-in freezer should keep foods frozen for 2 days. If the freezer is not full, group packages so they form an igloo to protect one another. Place meat, fish and poultry on a tray to one side of the freezer to catch the seepage of juices as a result of thawing. This will help avoid cross-contamination and spills on the floor. If the power is out for several days or more, try to secure dry ice or block ice.

Refrigerated foods should stay out of the temperature danger zone for about 2 hours, if the door remains shut. Check temperatures every 2 hours; discard anything if it has been in the temperature danger zone for 4 hours. Always check temperatures before using a product.

Only keep perishable products if you can assure they were not in the danger zone for up to 4 hours.

Discard any items that came into contact with raw meat juices.

13 of 20

Food Safety and Sanitation

13

Emergency Planning

Cross contamination

Final cooking temps and holding temps

Hand washing is critical!

Are your volunteers trained for proper food handling?

GORDON FOOD SERVICE -

Emergencies do not negate normal food safety rules. Food safety is an important factor to remember in emergencies. We don’t want to exacerbate the effects by spreading foodborne illness.

Cross contamination is more likely during a disaster than at other times due to lack of water and other methods of sanitizing.

OPTIONAL DEMO: Handwashing Station

If the water supply has been contaminated, workers should wash their hands with water that has been boiled. Set up a handwashing station away from production areas, preferably both at the entrance to the kitchen and in the kitchen.

Station should include: container of boiled water, empty container to “catch” the water, a ladle to use for pouring, disinfectant soap, single-use towels and a trash receptacle. One person pours water over the other person’s hands. Don’t place your hand in the container of boiled water.

Closely supervise volunteers for safe food-handling procedures.

14 of 20

Supplies to Keep on Hand

Matches
Flashlights/batteries
Manual can opener
Transistor radio
Cell phone
Tylenol
Water purification kits
Large trash bags
Candles
Up-to-date call list

14

Emergency Planning

GORDON FOOD SERVICE -

15 of 20

Things to Consider

Securing kitchen/cooler/freezer

Awareness of facility layout/shut-off valves

Off-site data storage

Designating tasks/chain of command

Communicating with the media

Appoint single spokesperson to answer questions
Keep comments truthful and positive
Inform staff, customers and suppliers of situation before speaking to media

15

Emergency Planning

GORDON FOOD SERVICE -

16 of 20

Staff Training

Practice annually by role-playing likely emergencies. Update plans following practice.

Incorporate training into new employees’ schedule.

Update MOUs annually. Make sure all stakeholders have updated copies.

Update complete plan after each emergency to incorporate lessons learned. Update plan with lessons learned from hearing about others’ emergencies.

16

Emergency Planning

GORDON FOOD SERVICE -

17 of 20

Real Life Lessons

Planning and training are important
React immediately
Where is the plan kept? Are updated MOUs in it?
Communication
Phone systems; capacity to make calls
Cell phones can fail
Update employee phone lists regularly
Utilize local radio stations to communicate with employees

17

Emergency Planning

GORDON FOOD SERVICE -

18 of 20

Real Life Lessons

DON’T FORGET...

Kitchen design: generator attached to gas stove hoods, coolers, freezers?

Rechargeable batteries cannot be charged when the power is out!

Utilize community assistance for food product (i.e., restaurants, schools, sister facilities outside of affected area)

18

Emergency Planning

Key Staff Training Points

Perishable products first

Maintain safe food handling practices

Facility layout: where are the emergency plugs, valves?

Overtime pay?

GORDON FOOD SERVICE -

19 of 20

How Do You Respond?

REMAIN CALM

Make sure you are safe
Refer to emergency plan
Residents first

19

Emergency Planning

Be prepared by having and communicating the emergency plan

Have emergency supplies on hand at all times

Plan for the worst, hope for the best

GORDON FOOD SERVICE -

20 of 20

Thank you.

If you have questions,

Please contact the Nutrition Resource Center at:

1.800.968.4426

nrc@gfs.com