severe weather and cyclone - mackay airport · severe weather and cyclone sops v4 for quality...

Severe Weather and Cyclone SOPS V4

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Severe Weather and Cyclone

Standard Operating Procedures

Reference No: 9022 MKY

Version 4

17 August 2017

Any alterations to this SOP must be approved by the

Manager Aviation Operations

The current copy of this SOP is held on SharePoint.

It is your responsibility to ensure you hold the current copy of this SOP.





Contents

DOCUMENT CONTROL .......................................................................................................................................... 3

MACKAY AIRPORT STAFF RESPONSIBILITIES – OPERATIONS ................................................................................ 4

MACKAY AIRPORT STAFF RESPONSIBILITIES – ASSETS ......................................................................................... 8

MACKAY AIRPORT STAFF RESPONSIBILITIES – TERMINAL .................................................................................. 11

APPENDIX A - ANNUAL PRE-CYCLONE SEASON AIRSIDE INSPECTION CHECKLIST .............................................. 15

APPENDIX B - ANNUAL PRE-CYCLONE SEASON AIRSIDE INSPECTION CHECKLIST .............................................. 16

APPENDIX C - ANNUAL PRE-CYCLONE FENCE LINE INSPECTION CHECKLIST ...................................................... 17

APPENDIX D - ANNUAL PRE-CYCLONE TERMINAL SERVICES INSPECTION CHECKLIST ....................................... 18

APPENDIX E – VEHICLE AND PLANT DISPERSAL .................................................................................................. 19

APPENDIX F – ESSENTIAL STAFF LIST .................................................................................................................. 20

APPENDIX G – EMERGENCY EQUIPMENT LIST.................................................................................................... 21

APPENDIX H – CYCLONE STORE .......................................................................................................................... 22

APPENDIX I – KEEPING THE PUBLIC INFOMED ................................................................................................... 23

APPENDIX J – OPERATIONAL START UP RECOVERY PLAN .................................................................................. 24

APPENDIX H - CRITICAL ASSETS CHECKLIST ........................................................................................................ 25

APPENDIX I – EMERGENCY CONTACTS ............................................................................................................... 26





DOCUMENT CONTROL

Reference No Version Status Sponsor Author

9022 MKY 4 Approved General Manager

Manager Aviation Operations

Amendments Date By whom

Version 1 – Full review of document inclusive of document control process as per Company procedures

03/12/2014 Aviation Administration Officer



Version 3 – Full review of document inclusive of document control process as per Company procedures.




Summary

Standard Operating Procedures created to capture the Severe Weather and Cyclone Plan for the Mackay Airport Pty. Ltd.





MACKAY AIRPORT STAFF RESPONSIBILITIES – OPERATIONS

Operations Responsibility

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Stage 1 – Cyclone Watch

1.1 If after hours, notify GM, MAO and CSO of Cyclone Watch. X

1.2 Assemble the Mackay Airport Emergency Response Committee to review and manage the incident. Start a log of events.

X X X

1.3 Review Airport Cyclone Plan, associated SOPs and responsibilities. X X X X

1.4 Identify staff absences and nominate stand ins. X X

1.5 All Airport Vehicles and spare jerry cans to be refuelled. X X X

1.6 All radios and phones to be checked and batteries charged. X X X X

1.7 Send SMS advice to all personnel on emergency contact list to advice of Cyclone Watch

X X

1.8 Advise all contractors of Cyclone Watch and to remove all materials and debris from site.

X X

1.9 Check cyclone store, emergency trailer and lighting. X X

1.10 Maintain a 24 hour watch on Cyclone progress and direct Apron Coordinators to do the same.

X

1.11 Immediately contact General Manager with details of any change to cyclone progress.

X

1.12

If the next phase of Cyclone Warning is likely to occur over a weekend, ensure that Stage 2 preparations are completed on Friday and organise staff rosters to see who will be available after hours and over the weekend.

X X X X





Operations

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Stage 2 – Cyclone Warning

2.1

Contact the BNE Bureau TCWC and arrange for the latest MKY specific TC Warning forecast. Determine whether a tidal surge is likely (and extent). Keep in contact with the Bureau’s duty forecaster. This should be as required, but at least prior to each Severe Weather and Cyclone Committee Meeting.

X

2.2 Initiate first meeting of the Severe Weather and Cyclone Committee and continue regular meetings through to Stage 4. Keep participants up to date with LDMG, DDMG and BOM briefs.

X X

2.3 Send SMS advice to all personnel on emergency contact list to advice of Stage 2 Cyclone

X X

2.4 Contact LDMG through the LDCC. Ensure they are kept fully informed of the status of the airport throughout the event. Where possible send an airport representative to attend LDMG meetings.

X X

2.5 Continually monitor LDMG and DDMG sit reps. Request support if required,

X X

2.6 Contact Cairns Operations team and continually liaise as stages progress. X

2.7 Survey light aircraft tie down lines and attempt to contact any owners of aircraft not tied down. Keep a record of those aircraft owners either contacted or not contacted.

X X

2.8 Ensure that all contractor’s areas are clear of material and debris. X X

2.9 Remove any temporary coverings airside (freight shelters, walkway covers).

X X

2.10 Arrange for the initial attachment of chains, turnbuckles and ground pins on GSE (final securing to be carried out at Stage 4).

X X

2.11


X X X X

Stage 3 – Cyclone Warning – Gusts in excess of 100km/h are 6-12hrs away

3.1 Initiate Severe Weather and Cyclone Committee meeting as required. X X

3.2 Send SMS advice to all personnel on emergency contact list to advice of Stage 3 Cyclone Warning

X X

3.3 Secure office areas by storing loose stationery items and files in desks and cabinets. Ensure any important documents are secures (i.e. plans, lease, insurance, legal or commercial documents).

X X X X






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3.4 Disconnect computers that aren’t required. Cover phones, photocopiers and other electrical items with plastic (do not cover computers with plastic unless turned off and cooled down.

X X X

3.5

Carry out final airside inspection of leased areas to confirm loose materials have been secured or removed and light aircraft have been stored or tied down. If not, contact tenant or lease holder responsible and document.

X X

3.6 Confirm amount of fuel on site at fuel facility. X X

3.7 Update LDMG of status of airport. Attend meetings where possible. X X

3.8 Advise all contractors working for Mackay Airport on airport that they are to finish securing their work are and leave the airport.

X X

3.9 Speak with relevant airlines and ATC in regards to airport shutdown. X

3.10 Update Cairns Airport staff on airport status. X

3.11 Determine stand down and call back arrangements with staff before activation of Stage 4.

X


4.1 Initiate Severe Weather and Cyclone Committee meeting as required. X X

4.2 Complete securing of items airside. X X

4.3 Send SMS advice to all personnel on emergency contact list to advice of Stage 4 Cyclone Warning

X X

4.4

Update relevant airlines, CQ Rescue and Airservices Australia (ATC, Brisbane, ARFFS) on status of airport. If outside ATC Hours Transmit – ‘MACKAY TRAFFIC, AIRPORT VEHICLE CAR 1 (OR 2), THE AERODROME IS CLOSED TO ALL OPERATIONS DUE TO [reason e.g. FLOODING] DURATION UNKNOWN. MACKAY’. It may be necessary to periodically transmit this message to aircraft in the area until the word is out and the NOTAM promulgated.

X X

4.5 If appropriate, place ‘X’ in signal circle. X X

4.6 Issue NOTAM re: non availability of airport facilities following last departure.

X X


4.8 Notify OTS and CASA of airport closure. X

4.9 Update Cairns Airport staff on airport status. X

4.10 Take Satellite Phone.

X






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4.11 Complete final inspection airside. X

Stage 5 – Cyclone Warning – Gale force winds have commenced

5.1 Take shelter at home and monitor cyclones progress via mobile phone, internet or radio.

X X X X

Stage 6 – Cyclone Warning (Gale force winds have passed, all clear NOT yet announced as Stage 5 may be re-declared)

6.1 Remain in shelter and continue to monitor cyclone’s progress. X X X X

6.2 Make preparations to return to the airport. X X X X

Stage 7 – Gale force winds have passed although a Tropical Cyclone warning may still exist

7.1 If safe to do so, return to the airport to conduct a site inspection and assess damage to airport facilities.

X X

7.2 As required, call in Mackay Airport staff to assist with clean-up once it is safe to do so.

X X

7.3 Wait for call in by telephone, SMS or through local radio station. Call in should not commence until winds are less than 100km/hr (although a cyclone warning may still be current.

X X X

7.4 Send SMS advice to all personnel on emergency contact list to advice of Stage 7

7.5 Reconvene Severe Weather and Cyclone Committee to establish timings and priorities for re-commencing operations.

X

7.6 Contact airlines and ATC to discuss when services will resume. X

7.7 When appropriate, cancel NOTAM. X X


Stage 8 – Declaration of local ‘All Clear’

8.1 Airport ready to commence operations although first arriving flights may be some hours away.

X X X X

8.2 Tenants re-establish their own facilities and liaise with Airport on loss of services or damage.

X X X X

8.3 Advise OTS and CASA of commencement of operations. X






MACKAY AIRPORT STAFF RESPONSIBILITIES – ASSETS

Assets Responsibility

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1.1 Assemble the Mackay Airport Emergency Response Committee to review and manage the incident. Start a log of events.

X X X

1.2 Review Airport Cyclone Plan, associated SOPs and responsibilities. X X X X X

1.3 Identify staff absences and nominate stand ins. X

1.4 All Airport Vehicles and spare jerry cans to be refuelled. X X X

1.5 All emergency generators and plant and equipment to be refuelled. X X X



X X X X

1.8 Check cyclone store. X X

1.9 Arrange stock of sand and preparation of sand bags to ensure they are ready for use if required.

X X

1.10 Ensure supply of plastic covering for filing cabinets and computers across all Mackay Airport areas is available and stored at the Compound.

X X

1.11 Ensure diesel tank is at capacity. X X

1.12


X X X X X


2.1 Meet in Airport Meeting Room to review preparation and action to follow. X X X

2.2 Attend Severe Weather and Cyclone Committee Meeting. X X X X

2.3 Ensure that all contractor’s areas are clear of material and debris. X X X X

2.4 Return all non-required plant to the Compound. X X

2.5 Arrange refuelling of diesel tank and emergency fuel trailer/tank. X X

2.6 Liaise with Operations on possibility and extent of accompanying storm surge.

X X

2.7 Secure and relocate LED data sign to BMA using the large exit roller door. X X

2.8 Arrange for plastic covering sheets to be made available in the Admin Office.

X X






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2.9 Check drainage inlet pits and flood gates are clear of obstruction. X X

2.10 Ensure adequate number of sandbags are filled if required. X X

2.11 If required, arrange for additional mobile pumps to be delivered to the airport.

X X X

2.12 Secure all instruments and essential equipment. X X X X X

2.13 Place necessary tool kits in appropriate vehicles. X X X

2.14 Monitor possible flooding on landside roads including airport entrance and Eastern GA. Put signage out where necessary.

X X

2.15 Continually monitor functionality of sewerage pump stations. X X

2.16


X X X X X



3.2 Secure office areas by storing loose stationery items and files in desks and cabinets. Ensure any important documents are secures (i.e. plans, lease, insurance, legal or commercial documents).

X X X

3.3 Disconnect computers that aren’t required. Cover phones, faxes and other electrical items with plastic (do not cover computers with plastic).

X X X

3.4 Advise all contractors working for Mackay Airport on airport that they are to finish securing their work are and leave the airport.

X X X X

3.5 Conduct a risk assessment to determine if the Airport generator and all servers and UPS’s will need to be shut down or isolated. Arrange completion of required tasks.

X X X X

3.6 Ensure wheelie bins and other items are stowed inside. X X

3.7 Assist Secure Park staff with shutdown of car park equipment if required. X X

3.8 Determine stand down and call back arrangements with staff before activation of Stage 4.

X

3.9 Release non-essential staff from duty. X



4.2 Continue securing of items (including chairs, trolleys, barriers, bins and signs) from front of house and tables and chairs in the observation area.

X X






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4.3 Support terminal staged shutdown/isolation of BHS/CBS system as required.

X X X

4.4 Isolate or shutdown airport generator, UPS and servers after the terminal ceases operation.

X X X

4.5 Once airport closed and ATC cease operation, ensure Airservices isolate Airport Lighting Genset.

X

4.6 Place sandbags are required. X X

4.7 Monitor generator, pump and tractor fuel levels and refuel as required. X X

4.8 Place all vehicles in Compound. X X

4.9 Complete final inspection airside and at Compound. X

Stage 5 – Cyclone Warning – Gale force winds have commenced

5.1 Take shelter at home and monitor cyclone’s progress via mobile phone, internet or radio.

X X X X X

Stage 6 – Cyclone Warning (Gale force winds have passed, all clear NOT yet announced as Stage 5 may be re-declared)

6.1 Remain in shelter and continue to monitor cyclone’s progress. X X X X X

6.2 Make preparations to return to the airport. X X X


7.1 If safe to do so, return to the airport to conduct a site inspection and assess damage to airport facilities.

X X X


X X


X X X

7.4 De-isolate or turn on generator. Check all UPS and servers. X X



X X X X X

8.2 Tenants re-establish their own facilities and liaise with Mackay Airport on loss of services or damage.

X X X X X





MACKAY AIRPORT STAFF RESPONSIBILITIES – TERMINAL

Terminal

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1.1 Assemble the Mackay Airport Emergency Planning Committee to review and manage the incident. Start a log of events.

X X

1.2 Review Airport Cyclone Plan, associated SOPs and responsibilities. X X X X

1.3 Identify staff absences and nominate stand ins. X X


1.5 Ensure that Admin have advised all airport tenants of Cyclone Watch (via SMS/email) CSO in terminal should liaise with airport tenants.

X X X X


X X X

1.7 Liaise with Aviation Admin to ensure sufficient supplies of water and dry food rations in stock

X

1.8 If the next phase of Cyclone Warning is likely to occur over a weekend, ensure that Stage 2 preparations are completed on Friday and organise staff rosters to see who will be available after hours and over the weekend.

X X X X


2.1 Meet in Airport Meeting Rooms to review preparation and action to follow. X X


2.3 Ensure SMS (see Aviation Admin) advice has been sent to all airport tenants and lease holders of Cyclone Warning and to start implementing their own internal procedures.

X X

2.4 Ensure SMS (see Aviation Admin) advice has been sent to all Ground Transport operators of Stage 2 declaration.

X

X

2.5 Update the Reception phone message to the Cyclone Stage 2 message – instructions on phone.

X

2.6 Ensure that all contractor’s areas are clear of material and debris. X X





Terminal Responsibility

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X X X X



3.2 Secure office areas by storing loose stationery items and files in desks and cabinets. Ensure any important documents are secure (i.e. plans, lease, insurance, legal or commercial documents).

X X X X

3.3 Disconnect computers that aren’t required. Cover phones, faxes and other electrical items with plastic (do not cover computers with plastic).

X X X X

3.4 Ensure SMS (see Aviation Admin) advice has been sent to all airport tenants and lease holders of Stage 3 declaration and to consider or commence partial shutdown of their facilities.

X X

3.5 Ensure SMS advice (see Aviation Admin) has been sent to all Ground Transport operators of Stage 3 declaration.

X X

3.6 Advise all contractors working for Mackay Airport on airport that they are to finish securing their work area and leave the airport.

X X X

3.7 Ensure baggage trolleys are stored inside the terminal. X X

3.8 Determine stand down and call back arrangements with staff before activation of Stage 4 including a meeting point for staff when returning to work.



4.2 Complete securing of items (including chairs, trolleys, barriers, bins and signs) from front of house and tables and chairs in the observation area.

X X

4.3 Complete staged shutdown/isolation of BHS/ CBS system. X X

4.4 Ensure SMS (see Aviation Admin) advice has been sent to airport tenants, lease holders and operators (including Ground Transport) of airport shutdown.

X X

4.5 Evacuate any passengers/general public from the terminal. Where possible, assist visitors to find a place to go. If required, obtain assistance from QPS/CFT Security to move people on.

X X





Terminal Responsibility

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4.6 Place ‘closed’ signs on terminal and office entrance doors. Ensure FIDS, is updated accordingly. Airport website will be updated by NQA Media.

X X X

4.7 Ensure public access doors are locked. X X

4.8 Complete final inspection of terminal and car parks. X X

Stage 5 – Cyclone Warning – (Gale force winds have commenced)

5.1 Take shelter at home and monitor cyclone’s progress via mobile phone, internet or radio.

X X X X


(Gale force winds have passed, all clear NOT yet announced as Stage 5 may be re-declared)

6.1 Remain in shelter and continue to monitor cyclone’s progress. X X X X

6.2 Make preparations to return to the airport. X X X


7.1 If safe to do so, when requested attend Airport Severe Weather and Cyclone Committee meeting. Following clearance from meeting Chair, conduct inspection of Airport Terminal facilities.

X X


X X


X X X

7.4 Arrange for cleaners to be on site as soon as possible to assist with clean up.

X X

7.5 Check phone and computer access. X X X

7.6 Liaise with retail tenants and operators (including Ground Transport) as to when they will be ready to be open for the public.

X X X

7.7 Ensure SMS advice (see Aviation Admin) to all airport operators and tenants of the time the airport will re-open to the public.

X X X X

7.8 Prior to re-opening, take down signs and unlock public doors. Ensure FIDS, website and reception phone are updated accordingly.

X X

7.9 Ensure ground handlers update flights on FIDS with current information. X

7.10 Log faults and document any damage to infrastructure or equipment. X X X X







X X X X

8.2 Tenants re-establish their own facilities and liaise with Mackay Airport on loss of services or damage.

X X X X





APPENDIX A - ANNUAL PRE-CYCLONE SEASON AIRSIDE INSPECTION CHECKLIST





APPENDIX B - ANNUAL PRE-CYCLONE SEASON AIRSIDE INSPECTION CHECKLIST





APPENDIX C - ANNUAL PRE-CYCLONE FENCE LINE INSPECTION CHECKLIST





APPENDIX D - ANNUAL PRE-CYCLONE TERMINAL SERVICES INSPECTION CHECKLIST





APPENDIX E – VEHICLE AND PLANT DISPERSAL

An assessment should be made to identify the most suitable storage location for Airport vehicles and

plant. All vehicles should be secured safely within the designated area:

Airport Safety Officers Car 1

Airport Safety Officers Car 2

Utes, trailers, tractors, airport truck, bobcat, excavator

Emergency Equipment to be with vehicles:

Chainsaws

Lifting Chains

Ropes

Fuel cans

Tarpaulins

Generator Set

Tool Box

Battery Drill

Emergency Fuel Trailer

Emergency Trailer





APPENDIX F – ESSENTIAL STAFF LIST

The General Manager will nominate Essential Staff.

Essential staff may include:

The Airport Senior Management Team;

All staff to sand bag entry doors;

Assets - one team of 2 electricians;

Operations – Airport Safety Officers;

Operations - Customer Service Officers.





APPENDIX G – EMERGENCY EQUIPMENT LIST

Mackay Airport will source the necessary equipment to supplement the aircraft operators’ arrangements from

internal and external providers where necessary.

Suitable equipment is available as follows (as detailed in the AEP):

Provider Equipment Contact

Mackay Airport Pty Ltd

2.5 Tonne Bobcat with IT (forklift)

4 Tonne Tipper

5 Tonne Excavator

2 Petrol Generators up to 7 KVa

Manager Airport Assets

Team Leader Assets

Coates Hire, Mackay

Floodlighting including 4 & 6 KVa generators

Welders

Cherry Pickers to 50 ft.

Forklifts to 20,000lb capacity

Air compressors to 1000 cfm

07 4963 9000

Crane Logistics, Mackay

Cranes to 150 tonne 0429 648 069

Ground Handline Agencies/Airlines

Airbags

Recovery Jacks

Lifting Slings

As per Airport Contact List

BOC Mackay

Nitrogen Cylinders to 21,000 psi 07 4952 6522

Following any event in which the Mackay Airport either does not have the resources or requires additional resources to adequately restore services a request for assistance will be made to the Local Disaster Coordinator, Mackay Local Disaster Management Group.





APPENDIX H – CYCLONE STORE

A stocktake of the following essential items must be conducted at least one month prior to the

commencement of cyclone season (01 November).

Operations

The Operations Severe Weather and Cyclone storage box is located in the old generator room. Key

number 101 to unlock the storage box is located in Cabinet 2 in the ASO Office.

ITEM NUMBER COMMENTS DATE CHECKED

Water jerry cans 4

Tarpaulin 1

Axe 1

Dolphin Torch 1

Batteries for torch

Fuel jerry can 1 10L

Flood lights/external 2 240v

Rope 2 250m each

Straps

Chain

Cyclone Store – Assets The Assets Severe Weather and Cyclone storage box is located within the Maintenance compound.

ITEM NUMBER COMMENTS DATE CHECKED

Road signage and stands

Rope

Locks

Gaffa Tape

Vests

Chain

Tool kits

Cable ties

Rags

Barricades x 50 metres

Bollards 10

Star pickets 20

Tags Danger, Out of Service, Info

PPE

Torches

Batteries

Pumps – gensets

Fuel





APPENDIX I – KEEPING THE PUBLIC INFORMED

UPDATING THE RECEPTION PHONE

If no staff manning reception in Mackay Airport offices, set reception phone to ‘Airport Closed’ message or divert

all calls to the reception phone to a nominated phone.

Airport Closed Procedure –

1. Repeatedly press ‘Time Service’ button (red label) on Reception phone until the telephone display shows

‘Day Mode’

2. Press ‘Air Closed Set’ (blue label). The phone will automatically go onto loudspeaker. Press the Speaker

Phone button or pick up the handset and put it back down to turn speaker phone off.

To remove the message -

1. Press ‘Air Closed Cancel’ (blue label)

To check the messages -

1. Press ‘Message’ button (top left)

2. Type in PIN 1234 #

3. Follow the prompts to hear the messages

4. Press 3 to delete messages

UPDATING PUBLIC FIDS THROUGH 2020 - AODB

UPDATING Mackay Airport WEBSITE

Updates on the Mackay Airport website will be completed by the NQA Communications Manager.





APPENDIX J – OPERATIONAL START UP RECOVERY PLAN

On arrival at the Airport, the Chair of the Severe Weather and Cyclone Committee shall allocate the

following tasks in order of priority

TASK COMPLETED

1 Establish central command location (ECC unless unavailable)

2 In conjunction with Manager Aviation Operations and Manager Airport

Assets allocate tasks in the following priority for the Safety and

Maintenance team.

a. Clearing of Runways

b. Checking of visual aids and lighting

c. Clearing of Taxiways

d. Clearing of aprons

e. Clearing of runway strips

f. Clearing of roads, car parks and Terminal building

g. Clearing of pedestrian walkways

3 Debris is to be deposited in location as advised by Manager Airport Assets

away from security fence and allowing access

4 Liaise with Team Leader Assets and Coordinator Assets to co-ordinate

survey of damage to facilities and integrity testing of critical assets (refer

Appendix E) and ensure electrical safety before entry by other staff and

report findings

5 Establish plan of action to normalise airport operations

6 Liaise with OTS, AirServices Australia regarding airfield status

7 Record disruption of staff and assist with welfare where possible

8 Contact airport tenants, airlines and control authorities and format a

situation report

9 Consider the requirement for additional staff and support services





APPENDIX H - CRITICAL ASSETS CHECKLIST

OPERATIONS COMPLETED

Runway, Taxiway, Apron

Vehicles

IWDI – Illuminated Wind Direction Indicator

Airfield lighting

Perimeter fence

Telecommunications

TERMINAL

CBS/BHS

FIP

FIDS/PA system

Car Park Management

Screening Point

Cleaning

ASSETS

Sewerage pump stations

AC Units

Auto Doors

UPS

ADMINISTRATION

Computers

Air conditioning

Telecommunications

Access Control System





APPENDIX I – EMERGENCY CONTACTS

Emergency Contact details for Mackay Airport staff and agencies on the SMS notification list (Terminal

and GA tenants) are maintained in SharePoint under the Mackay Aerodrome Emergency Management

folder.

Contacts for external agencies are maintained in the Aerodrome Emergency Plan. The Aerodrome

Emergency Plan is maintained as a controlled document on SharePoint and a hard copy is located in

the ECC.

A replica hardcopy of all contact details is held at Cairns Airport ECC.

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