Just when you thought you had the Y2K issue solved, along comes this article to add to your worries! You have checked all the computers in your agency and they are Y2K compatible. In fact, you have checked everything that has any kind of microchip in it. You even have a sworn affidavit from the manufacturer that when the clock strikes midnight introducing the year 2000, their product will keep working. Your I.T. and MIS people have told you to relax - that everything is OK.

But you, being an experienced correctional professional, have let it be known that just in case something might happen, you have ordered SORT not to make any New Year's Eve plans. You have informed your food service supervisor to have an additional three days worth of food supplies on hand.

So you are feeling rather content with the way you have handled this Y2K problem. For once, you are ahead of the curve. Go ahead; pat yourself on the back. But before you become too complacent, take just a few minutes to review your Emergency Plans. You say that you have already reviewed your Emergency Plans and you have everything covered? Maybe!

Here are some things that you might have overlooked. In the event December 31, 1999, “comes in like a lion” will your Emergency Plan really work? As you look through your Emergency Plan, be sure to identify ALL the other agencies, outside resources, or equipment detailed for use in your Emergency Plan.

After you have identified these outside resources, conduct a reality check. Example: If in fact there are major problems in your geographic area, will the outside resources be able (available) to live up to their commitments that are detailed in your Emergency Plan? Here are some examples. If the power goes out at the Mudville Correctional Facility as well as in the 6 surrounding counties and 4 neighboring states, will the Mudville police and fire departments be able to fulfill their duties as detailed in your Emergency Plan? Or will the State Patrol be able to uphold their end of the bargain of providing X number of troopers and other equipment and resources in the event of a disturbance? The answer is probably no! 

 If there is a major disaster such as the one that some people are predicting will take place on New Year's Eve, many of the agencies that are included in your Emergency Plan as back-up will be fulfilling other commitments to their communities.

I think most correctional professionals can accept the fact that prisons and prisoners are not a high priority on the “Let's Save Humankind” list. I mean, if it is a toss-up between sending State Troopers to assist in a prison disturbance or to control an unruly crowd that is looting the local mall, who do you think will get top priority? Or if it is to have the National Guard transport one of their portable emergency generators to you at the prison or to the county's nursing home, where do you think the generator will end up?

Now that we have conducted this little reality check, let's look at what can be done. It is not too late to take a serious look at how much of the Emergency Operations depend on help from outside resources and what kind of help they are supposed to provide. After you have clearly identified these issues, then you can adjust your Emergency Plans accordingly. 

Some areas you might want to consider are:

 1. Emergency Generator(s)

How much fuel does the generator use per hour? 
How long will the generator(s) run before it needs to be re-fueled?
Is the staff familiar with re-fueling a “hot” generator (s)? “SAFELY”
How much fuel do you normally keep on-hand? Will this be sufficient?
Where and how will you get additional fuel for your emergency generator(s)?

Arrange for a fuel truck(s) to be parked at the facility two days before New Years. Plan on having enough fuel on hand for at least 5 days of continuous use. Conduct staff training on how to refuel a “hot” generator.
Assign responsible and knowledgeable personnel to the task of operating thegenerator in the event of an Emergency. 
Have at least two back-up staff trained and assigned.
Remember, you will be competing with everyone else needing fuel for there 
emergency generators – hospitals, nursing homes, police departments, fire 
departments, radio and television stations, etc.

2. Potable Water 
 

How much potable water will you need for very basic use?
(Water for drinking, cooking, washing cooking equipment, utensils, and medical needs).

Purchase bottled water in advance.Contact the National Guard and see if they will let you borrow some of their Portable Water Trailers (Water Buffaloes).

3. Food Delivery
 

Examine your food delivery system. 
[Remember, December 31, 1999 falls on Friday]
Who delivers your food? Are they prepared to deliver food in the event of Y2K problems? When is your last “scheduled” delivery? When is you first “scheduled” delivery after January 1, 2000

Examine the possibility of having more food-on hand, e.g., if you currently keep 3 days worth of food on hand you might want to increase that to 6 days.
Increase your deliveries of non-perishable foods now. Don't wait until the last 
minute. As the New Year draws closer, more organizations may increase their
orders, causing a storage problem. 
Examine the possibility of renting space to store non-perishable food supplies 
near the facility. Or work with other State agencies (National Guard) or County  Agencies to see if they have space that the facility could use to store non- 
perishable goods.
As a precaution it might be advisable to rethink the menus for that period of time, and perhaps have alternate meals included on the menus.
Have alternate meals planned in the event that something happens. Have these lternative meals listed on the menus so that the inmates know in advance.
Food service personnel can create delightful “cold” plate type meals. Let them be  creative and come-up with recommendations.

4. Gasoline for vehicles
 

Review where and how you will fuel your vehicles.

Possible Solutions:
Ensure that all vehicles' fuel tanks are topped off before midnight on New Year's Eve.
Identify a facility that has their gasoline pumps wired to their emergency 
generator and make arrangements to use that facility. 
Restrict the use of vehicles for emergency purposes only. 
 

5. Staff shortages

Be prepared for staff shortages. If there should be major occurrences, it's probably safe to assume that a percentage of the staff will not show up for work. 

Identify and prioritize those posts that must be staffed. Speak with your staff about the importance of showing up for work in the event of any emergency. If possible, identify a place where staff can bring their families while they are working. 
 

6. Small electronic equipment – flashlights, hand scanners, etc.
Almost every facility has a variety of rechargeable or battery operated equipment that plays an important part in the operations of the facility. Identify this equipment, why it is use and identify where it is used and under what circumstances.

Arrange for keeping this equipment operational for at least 5 days. Purchase extra batteries and insure that all rechargeable equipment power sources are tied into the emergency generator. 
(Remember that if there is a power outage that lasts for any length of time, dependence on this type of equipment may exceed normal usage demands and therefore may use more batteries than normal or may exhaust the (rechargeable) power supply faster.) 
 

7. Health Concerns
Ensure that your medical department has a sufficient supply of medicine on hand.Ensure that the Medical Department has provided for staff coverage.
Trash removal.  What will you do with your trash if your trash vendor is not able to operate for 3 or 4 days. Trash (garbage) left in the facility can create a health problem.

Have the Medical Department conduct an inventory of what medications they  will need and have additional medications on hand. Additional controlled drugs can be stored in a secure area outside of the secure perimeter.
Make sure that staffing will be adequate. Insure that there are back-ups for all positions that are identified. 
Develop a plan to remove trash from the facility. Ensure that there are adequate security procedures in place for searching the trash before it leaves the secure perimeter.

8. Be able to operate manually 
Many correctional facilities today depend on various types of technologies in their day to day operations. Some of the staff have never been trained on how to  operate the facility manually. In the event of an extended power outage, the facility may have to revert to operating manually. Also, I don't think that any of
us know for certain how all of our technology will operate during extended 
periods of emergency power. 

Identify all “operational” areas that depend fully or partially on technology.
Insure that all necessary equipment to operate manually is available. (keys,
paper forms, etc.)

Train staff (on all shifts) in the manual operations of the facility.
Run extended practice drills on manual operations. (These drills should last at least 4 hours. Insure that where needed, policies and procedures for manual operations are in place. Critique manual operations and correct any deficiencies. (Some staff may have to be trained in manual operations. If you start now there is still time.) 

        9.  Talk with inmates. 

It is advisable to start a dialogue with the inmates and let them know that you are prepared for any circumstances that might arise because of Y2K issues. 

Post menus in advance.
Inform inmates what arrangements have been made for visiting if there should be any Y2K problems.
Establish a protocol for use of inmate phones in the event of any Y2K problems.  Make arrangements for inmates who do not have inmate phone privileges to call home and check on their families. 

10. Be prepared to “stand alone”!
 

The thought behind this brief article is to make you think and to be prepared to stand alone if there should be any Y2K issues that interfere with the normal secure operations of your facility. 

Possible Solutions:

I experienced the Northeast blackout that occurred in the 1960's. It was amazing how fast the infrastructure of cities, agencies, and organizations virtually fell apart. It has been over 30 years since the United States has experienced anything of that proportion. The Y2K phenomenon has the potential to meet or surpass that blackout. Being prepared is the pro-active way of addressing this event. 
 
 

Even if Y2K comes in like a lamb and this whole Y2K preparedness has been for naught, each and every facility will be better off because they have prepared for an event of this magnitude. Now that they know where they are vulnerable, they can take steps to correct those vulnerable areas. 

Also, demonstrating to the inmates that you are prepared for any eventuality might make them more relaxed and could help fend off any issues some of them might be planning.
We all know “Mr. Murphy” and his “law”. And we all know that the more we prepare, the more pro-active we become and thus, the more we eliminate Mr. Murphy and his law from getting the upper hand.

Happy New Year!