2025 Emergency Action Plan
Texas District 31

Martin Poore - District Administrator Email: [email protected] Phone: 210-860-7587
Leagues: Canyon Lake, Cuero, Floresville, Gonzales, Hallettsville, La Vernia, Lockhart, Luling, Moulton, New Braunfels, Nixon-Smiley, Poth, Seguin, Shiner,Stockdale, Yoakum.

District 31 Members:

West Zone Leagues

Canyon Lake         Floresville
La Vernia       New Braunfels
Nixon-Smiley                  Poth
Seguin                 Stockdale

East Zone Leagues

Cuero                         Gonzales
Hallettsville                Lockhart
Luling                         Moulton
Shiner                         Yoakum

Emergency Action Plan

Participation in Little League can promote health, competition, and teamwork. With all of the good intentions and safety precautions in sports, there still exists a potential of an emergency. The purpose of this Emergency Action Plan (EAP) is to facilitate a prompt, efficient, coordinated response in the case of an emergency. All coaches, staff and administrators should be familiar with this document and their role and responsibility in an emergency. Planning, preparation, and practice are the keys to achieving success in the case of an actual emergency. All questions concerning the implementation of this plan should be answered before the actual emergency. 

A medical emergency and situation where an ill or injured person needs advanced medical care above basic first aid and where the inured person needs to be transported to the hospital. It is important in these situations that coordination between the medical staff, coaches, administrators, and others involved be organized and effective. This EAP is intended to delineate roles and outline the protocol to be followed should an emergency occur.

Situations when 911 should be called are:

Ø  a person is suffering from cardiac arrest

Ø  a person is not breathing

Ø  severe allergic reaction

Ø  a person has lost consciousness

Ø  it is suspected that a person may have a severe neck or back injury

Ø  severe heat exhaustion or suspected heat stroke

Ø  severe bleeding that cannot be stopped

Ø  any condition where person in charge does not feel comfortable in treating

Ø  fire located on the property

Ø  active shooter(s) or any suspicious person(s) or thing(s) that may pose a threat to the safety of others

Chain of Command

District Administrator
On-site Tournament Director or Staff
Umpire(s) Manager
Assistant Coach(s)

The highest person in the chain of command who is present at a scene will be the designated person in charge, or leader. That person is responsible for deciding whether or not to call 911,instructing others how they may be of help and will be the person who stays with the victim until EMS arrives.

Once it has been decided that EMS should be called, the following protocol should be followed:

1.)   The highest person on the chain of command will be deemed the leader and will stay with theathlete to monitor the athlete’s condition and administer necessary first aid. If possible, someone else on the chain of command should also stay and assist. The Regional Director or staff should be notified that there is an emergency situation.

2.)   The highest person on the chain of command will make the call to EMS or will designate another person to make the call to 911. EMS should be told what the emergency is, the condition of the athlete and how to get to where the athlete is located. Also, tell EMS thatsomeone will meet them at the entrance to the complex to aid in directing the ambulance. DO NOT HANG UP UNTIL THE 911 OPERATOR HANGS UP FIRST.

3.)   Cell phones will need to be used at all locations, unless a land line is available.

4.)   The Tournament Director or Staff will send runner(s) to assist in directing EMS from their arrival or meeting position to the venue where the athlete is located. The runner(s) should stay in their positions and direct the ambulance through the proper turns to get to the athlete. Remember that many times the Fire Department will be dispatched as a first responder along with the ambulance.

5.)   The Tournament Director or Staff will designate another person to attempt contact with any athlete’s parents and/or coach. Emergency contact information should be with the headcoach of an athlete’s team. If a parent is not present, the player’s coach or team representative should accompany an athlete to the hospital.

6.)   If transport is deemed necessary by EMS, an athlete will be taken to the nearest medical center, unless the parent requests otherwise.

Communication will be through:

Cellular phones

Verify which of the following equipment is available on site:

1)   AED

2)   Splints

3)   Taping Supplies

4)   Blood Pressure Cuff

5)   Stethoscope

6)   Various other Medical Supplies

Temperature Plans for Heat/Cold Weather

The Regional Director and Medical Staff will closely monitor weather conditions leading up to the event. The Heat Index will be measured, and dictate the appropriate response. A Heat Plan will be communicated to the event Staff and Medical Team prior to the event. In cold weather or hotweather situations, various methods will be considered to help with the safety and comfort of the athletes.

Excessive Heat Plan

Heat Stress is a function of both event day temperature and humidity. If either (or both) is elevated, it becomes more difficult to cool during exercise. The following Heat Plan will be instituted in the event of abnormal conditions.

Using the Heat Index to Protect Athletes, Fans and Workers

The heat index can be used to help determine the risk of heat-related illness for events outdoor, what actions are needed to protect workers, and when those actions are triggered. Depending on the heat index value, the risk for heat-related illness can range from lower to very high to extreme. As the heatindex value goes up, more preventive measures are needed to protect the participants. Heat index values are divided into four bands associated with four risk levels.

These bands differ from those appearing in the NOAA Heat Index chart, which was developed for the public. The NOAA bands have been modified for use at worksites:

Important consideration: NOAA devised the heat index values for shaded conditions and light winds. Full sunshine can increase heat index values by up to 15° Fahrenheit. Strenuous exercise and theuse of protective padding also have an additive effect. As a result, the risk at a specific heat index could be higher than that listed in the table above if the athlete is in direct sunlight without a light breeze, or if the sport involves strenuous tasks or the use of heavy or specialized protective equipment. Extra measures, including implementing precautions at the next risk level, are necessary under these circumstances.

Using the Heat Index as a Guide for Athletic Activities

Protective Measures to Take at Each Risk Level

Use the protective measures described for each risk level to help you plan ahead, and schedule and train your coaches so that everyone is prepared to compete safely as the heat index rises.

*The heat index is a simple tool and a useful guide for coaches and administrators to use in making decisions about protecting athletes in hot weather. It does not account for certain conditions thatcontribute additional risk, such as physical exertion or protective equipment.

Consider taking the steps at the next highest risk level to protect staff, participants, and volunteers from the added risks posed by:

·       Working in the direct sun (can add up to 15°F to the heat index value)

·       Wearing protective padding in the direct sun

Under most circumstances, fluid intake should not exceed 6 cups per hour or 12 quarts per day. This makes it particularly important to reduce exercise rates, reschedule games, or enforce game/rest schedules.

Resource for information on heat illness:

https://www.osha.gov/heat/index.htmlhttps://www.cdc.gov/disasters/extremeheat/index.htmlhttps://www.osha.gov/SLTC/heatillness/heat_index/

SUDDEN CARDIAC ARREST

Sudden Cardiac Arrest can happen to anyone at any time. The threat is highest for adults, but children of any age are at risk, too. It is vital to have a plan when there is an adult or student with a known cardiac condition since this puts them at an increased risk for sudden cardiac arrest.

1.)   A staff member or volunteer may witness a SCA (sudden cardiac arrest). Therefore, it is crucial they know how to recognize the event, call 911 and start CPR immediately.

Sudden witnessed unresponsiveness, or finding someone unresponsive, is the first sign for allstaff to recognize. During an event, a person may not have purposeful breathing or chest movement.

Treat the person as if he has a SCA until proven otherwise. Call 911, start CPR, and use an AED, if available.

It is also important to know that:

If the victim is not breathing normally (or just gasping), start CPR immediately. The victim may have some jerking movements that look like a seizure.

A blow to the chest can cause sudden cardiac arrest.

If there is any doubt, it is best to start CPR--you will not hurt the victim.

2.)   When you recognize these signs: Start CPR. Compressions should be:

Hard and fast

To the middle of the chest (on the lower half of the breastbone) 2 inches deep

At a rate of at least 100 compressions per minute

Instruct a staff member to call 911 and someone else to get the AED, if available.

Send another person to the parking lot to direct EMS and/or Fire Dept. when they arrive. If no one else is around, call 911 before starting compressions.

3.)   According to the American Heart Association guidelines

For an adult or teen victim, if an AED is available:

Turn on the AED.

Follow the prompts, and apply the pads right away.

For a pediatric age child:

Give CPR

Then, turn on the AED, if available, and apply the pads.

You cannot hurt the victim with CPR or an AED. It will not shock someone who does not need to be shocked, so do not hesitate to use the AED, if available.

Continue to follow any AED prompts. Provide CPR aftereach shock, if prompted.

Switch rescuers every 2 minutes until EMS arrives.

Effective CPR buys you time. It produces circulation and protects heart and brain cells until the AED can be used to jumpstart the heart's natural beat.

4.)   As soon as a cardiac emergency is recognized, Tournament Director/Staff should be notified as soon as possible and they will:

Notify the Tournament Director. Call 911

Send the AED, if available

Send someone to the front to direct EMS when they arrive CPR should be started as soon as possible.

The victim's survival decreases by 10% with each minute of delay.

5.)   Other important parts of a comprehensive emergency plan are:

Staff members with current training in CPR that are on site should be identified.

If there is an AED, it should be routinely checked for maintenance and to make sure the battery and pads are still current according to the manufacture’s guidelines.

If there is an AED, it should be accessible to everyone at all times. Never keep it in a locked box or behind a locked door when it might be needed.

If no AED is present or available, first responders must provide continuous, effective CPR and change rescuers every 2 minutes. This is critical to keeping the victim’s heart and brain protected until EMS arrives.

When this plan is in place and has been practiced, it can be used as a template for any other medical emergency.

CONCUSSION

IF YOU SUSPECT THAT AN ATHLETE HAS A CONCUSSION, YOU SHOULD TAKE THE FOLLOWING STEPS:

1.)  Remove the athlete from play.

2.)  Ensure that the athlete is evaluated by a health care professional experienced in evaluating for concussion.

3.)  Inform the athlete’s parents or guardians about the possible concussion and give them the fact sheet on concussion.

4.)  Keep the athlete out of play the day of the injury. An athlete should only return to play with permission from a health care professional, who is experienced in evaluating for concussion.

CONCUSSION SIGNS AND SYMPTOMS

Athletes who experience one or more of the signs and symptoms listed below after a bump, blow, or jolt to the head or body may have a concussion.

SYMPTOMS REPORTED BY ATHLETE:

·       Headache or “pressure” in head

·       Nausea or vomiting

·       Balance problems or dizziness

·       Double or blurry vision

·       Sensitivity to light

·       Sensitivity to noise

·       Feeling sluggish, hazy, foggy, or groggy

·       Concentration or memory problems

·       Confusion

·       Just not “feeling right” or is “feeling down”

SIGNS OBSERVED BY COACHING STAFF:

·       Appears dazed or stunned

·       Is confused about assignment or position

·       Forgets an instruction

·       Is unsure of game, score, or opponent

·       Moves clumsily

·       Answers questions slowly

·       Loses consciousness (even briefly)

·       Shows mood, behavior, or personality changes

·       Can’t recall events prior to hit or fall

Hazardous Conditions Game Stoppage Plan

The event has Standard Operating Procedures to follow, in the unfortunate event of a disaster at or near this event. As soon as reasonably possible following a tragic event, NO ONE other than the District Administrator or an assigned designee will make ANY public statements on behalf of the event.

The following hazardous conditions must be considered when determining if a field is safe for participants, volunteers, and staff. These conditions are listed below, along with appropriate courses of actions.

Inclement Weather:

There is a possibility that severe weather could affect the games. With the safety of the participants,workers and fans as the top priority, the staff will monitor the weather throughout the tournament and take appropriate actions as the weather changes.

All decisions about the weather will come from the Regional Director and Game Officials.

Weather alerts will be broken down into the following 3 categories:

·       Advisory: 30-mile radius

·       Caution: 15-mile radius

·       Warning: 10-mile radius Lightning/Rain/Severe Weather delay:

If lightning is detected with the 10-mile radius, the game will be delayed until the field area has been cleared for 30 minutes after the last recorded lightning strike. The District Administrator, Tournament Director and/or Game Officials may decide that the field is not safe and the game(s) may be delayed or canceled.

Participants & Spectators will be directed to return to their vehicles in the event of lightning in the area.

The main focus for weather monitoring will be at the little league complex. The weather will be monitored by phone app and weather observers coordinated through the Tournament Director.

All major decisions about the safety of the participants in the tournament will go through the DistrictAdministrator and Game Officials. The Tournament Director or designee will monitor weather or any other event that might arise concerning the games.

District Administrator:

§  Responsibilities:

1.)   Communicate to the Regional Director & Little League International

of any stoppage due to lightning.

2.)   Ensure Tournament staff are implementing proper lightning delay protocol.

On-site Tournament Director:

§  Responsibilities:

1.)   Communicate with the grounds crew of the stoppage and resumption

times. Constant communication will be critical, as things can and will change by the minute.

2.)   Communicate with both Team Managers with routine updates on resumption

time, as necessary.

3.)   Communicate with Team Managers whose teams play in the following game(s), with any updates of schedule changes.

4.)   Provide routine updates to the Game Operations staff (UIC, PA Announcer, official scorer) of stoppage and resumption times.

5.)   Communicate with District Administrator of any updates occurring at the field of play.

6.)   Ensure UIC escorts on-field umpires off of the field UIC with routine updates

on resumption time.

Grounds Crew:

§  Responsibilities:

1.)   Cover field of play with tarp if available at the discretion of Tournament Director.

2.)   Prepare field of play and dugouts for resumption after a rain delay.

3.)   Provide Tournament Director with a game resumption time after rain and/or

severe weather has left the area.

Points of Emphasis:

·       At no time should unauthorized personnel enter the field of play unless otherwise directed to do so by the UIC or a member of the Tournament staff.

·       During the event of an emergency (the scenarios outlined below, or otherwise a situation that unfolds not detailed in this plan), any volunteer who is wanting to assist should first get direction from a member of the Tournament staff.

·       Communication is key. All approved volunteers and Tournament staff members should have access to a cell phone.

·       Announcements to the spectators/public should only be made by the PA announcer via the PA address system. No announcements should be made unless otherwise directed to do so by the Tournament Director.

·       Copies of this Emergency Action Plan (EAP) should be available at all tournament locations.

Emergency Equipment:

·       There may be an AED (Automated External Defibrillator) located on site. The location of any AED should be clearly identified before the tournament starts.

·       A First Aid kit will be available at all Tournament locations.

·       If a Stop the Bleed kit is available, it should also be clearly identified prior to the first game.

·       The Tournament Director and staff will have access to these areas if needed.

Injuries on the Field:

·      In the event of an injury to a participant, coach, or umpire during a game, the followingindividuals listed below, should be involved. At no time should any other volunteer accompany the Tournament Director on the field unless otherwise requested to do so.

Tournament Director:

§  Responsibilities:

1.) Provide needed medical and first aid treatment.

o   Assigned Safety Officer or Staff Assistant:

§  Responsibilities:

1.)   Accompany the Tournament Director onto the field, if requested, to provide any assistance needed.

2.)   Call for EMS at the discretion of the Tournament Director.

3.)   Oversee and provide guidance and updates to the Game Operations volunteers (PA Announcer & UIC).

4.)   Crowd control as needed.

5.)   Obtain any needed supplies or equipment needed

Recommend delegating this responsibility to a volunteer.

6.)   Escort EMS to the scene when they arrive.

Active Shooter:

In the event of an active shooter, the Tournament Director will immediately contact 911 for First Responders (law enforcement, Fire, & EMS personnel).

·       Once the First Responders arrive, they will assume command of the situation.

·       It should be noted that in the event of an active shooter, the tournament staff & volunteers should follow the direction and guidance from any on-site certified law enforcement official.

Tournament Director:

§  Responsibilities:

1.)   Communicate with law enforcement on-site, for direction & guidance.

2.)   Communicate updates to District Administrator

3.)  Provide updates to Team Managers, when appropriate.

4.) Ensure safe evacuation/movement of teams & coaches to areas of the complex, if directed by law enforcement or as needed.

5.) A general Public Address announcement should ONLY be made at the direction of on-site law enforcement.

Umpire-in-Chief:

§  Responsibilities:

1.) Stop the game and move all players and coaches tothe dugout immediately

2.)  Work with Tournament Director to keep everyoneas calm as possible.

3.)  Work with Managers to make sure each player is in the safe care of a parent.

4.)  Calmly assist in getting everyone off the field, once it is safe to do so.

Missing Child:

·       In the event that a missing child is reported to a tournament volunteer, the volunteer shouldcommunicate with the Tournament Director. The volunteer should remain with the child near the Concession stand until a parent or guardian arrives.

·       In the event a missing child’s parent(s)/guardian(s) cannot be located after an extended period of time, the Tournament Director may direct the PA Announcer to make an announcement and/or contact law enforcement personnel for assistance.

·       In the event that missing child is reported missing from an adult, parent(s)/guardian(s) and cannot be located after an extended period of time, the Tournament Director may direct the PA Announcer to make an announcement and/or contact law enforcement personnel for assistance.

Tournament Director

§  Responsibilities:

1.)   Coordinate with the tournament volunteer to remain updated of the situation.

2.)   If the child is escorted to the Concession Stand,

a volunteer will be requested to accompany the child until parent(s)/guardian(s) or law enforcement personnel arrive.

3.)  Gather information from the child: Name, age, last known location of their parent(s)/guardian(s).

4.)   Remain with the volunteer requested to remain with the child until parent(s)/guardian(s) are located. If the parent(s)/guardian(s) cannot be located, remain with the child until law enforcement arrives.