Panel Discussion: Disaster Sheltering

1. Captain Frank Xiques Captain Eric Jones Lt Jim Reidy Lt Dean Watson Engineer Brandon Murray Panel Discussion: Disaster Sheltering

2. Subjects • Getting Started • Push Pack • Personnel • Facilities Acquisition • Facilities Set-up/Lay-out • Pet Shelters • Planning for FNSS • Shelter Operations • Ordering Services and Supplies • WebEOC Forms • Lessons Learned • Closing

3. Getting Started • Establish an activation procedure for your jurisdiction • Check in at EOC with Shelter Branch Director • Pick-up Radio’s, Push Pack Keys, cell phone & charger, laptop, air card and any special instructions or information from Shelter Branch Director • Receive shelter location • Prepare for arrival of guests, etc. • Contacts at facility (shelter) • Delivery of push-pack and initial supplies

4. Push Pack and other supplies

5. Push-packs

6. Push Packs • Pallets specifically for opening shelter • Pre stocked and ready to be sent out • Contain essentials to open shelter prior to ordering • Five (5) pallets per push pack (Pallet 2 contains Greenlee Storage container) • Ten (10) push packs in warehouse

7. Pallet 1 • Maintenance items • Trash cans, trash bags, brooms etc. • Fans, buckets, ice chests • Two wheel dolly

8. Pallet 2 • Greenlee storage container • Office supplies – folders, paper, pens, batteries, etc. • Fax/copy/scanner • EMS gloves, food service gloves • Wrist bands, registration forms

9. Pallet 3 • Folding table • Folding chairs • Pallet jack

10. Pallet 4 • Baby products – diapers, bottles, formula, baby food • To be ready when shelter opens to take care of infants and toddlers • Nursery water to make powder formula • Feminine products

11. Pallet 5 • Cots • Toilet paper, Kleenex • Hand sanitizer • Bug spray

12. Personnel • Shelter Manager • Assistant Managers • General Staff • Local firefighters • Trained in ICS, Basic EMT, already background checked • Law enforcement • Local law enforcement • Private security company • Public Health Department • Red Cross, VOAD

13. Shelter Task Force Leader PIO Law Shelter Support (American Red Cross) Shelter Registry (DCI) Medical • ALS-SAFD • Metro Health • Functional Needs • Staff Mental Health • Food • Dorms • Resource • Nurse • Welfare • Shelter Security • Private Security Shelter Organization “Manager” SAFD Assistant Manager SAFD

14. Shelter Manager Responsibilities • To oversee ALL shelter operations • Manage your staff of Shelter Assistants • To coordinate with partner agencies in the shelter • Conduct a staff meeting at the beginning of each shift with representatives from all agencies at shelter. Staff meetings should include: • Conduct orientation and tour of shelter for staff. • Discuss Issues from the previous shift. • Discuss objectives for the oncoming shift.

15. Shelter Manager Responsibilities Cont’d: • Maintain an accurate accounting of all of your inventory. Specifically requisitioned items; light plants, generators, TV’s, golf carts, … You will have to account for each item at Demobilization • Accurate accounting of inventory is needed for proper reimbursement at event closure • To make the guests stay at the shelter as stress-free as possible.

16. Assistant Managers • You are the lead supervisor for the Shelter Manager. • You need to learn all the shelter manager functions. • Assure that tasks assigned for the shift are completed. • Assure safety and comfort of guests. • Anticipates future needs and communicates these to shelter manager. • Assist shelter partner agencies with their needs

17. Facilities - Acquisition • Contact with local realtors • Facility Survey Teams • Initial survey • Shelter Operations Team • Comprehensive survey • Bring in other agencies/partners for comprehensive survey • Local ADA agencies, Public Works and Utilities, Health Services, Water systems, Local Pet Agencies • Continual monitoring of availability • Lease terms • Building availability

18. Comprehensive Survey Team in action: • Gen-Pop Shelter Management • Pet Shelter Managers • Local Disability Access Office Team • Local Public Works • Shelter Management Team Realtor, • Local Health Department, etc.

19. Pet Shelters • Providing for pet sheltering must be included in the local jurisdictions sheltering plan • Can be handled within your agency or coordinated through a partnering agency • Locally this is a function of our shelter operations team • Considerations • Central pet shelter vs. co-located shelter • Coordinate and pre-plan with local pet care agencies • Develop tracking system to link pets with owners • Develop plan for transport and access of pets and owners to access pets

20. Mega Shelter: Bldg 1536 – Kelly AFB

21. Mega Shelter: Bldg 1537 – Kelly AFB

22. Use of School as Shelter

23. Shelter Set-up/Layout • Do a complete shelter site survey to create orderly flow. • Develop and maintain an emergency evacuation plan for each facility. • Your office should be located central to all activity. This office should be separate and but secure. • Set up logistics area for receiving and storing supplies. • Determine the main entrance for guests. This entrance should also be close to bus pick up and drop-off. This will be only point for entry into the shelter for the guests. A central point needed to maintain security for the guests and a realistic population count and control. • Set up the reception area to maintain a smooth flow during check-ins of small and or large groups. Allow areas for guests to form a line while carrying their personal items.

24. Shelter manager office

25. Shelter Layout and Set-Up • Comprehensive floor plan design, providing for the needs of all guests, should be a key aspect of your initial operation

26. Shelter Set-up/Layout cont’d: • The reception area should include the following desks in this order • Security check, Wanding and bag check • Registration, Scanning of wrist bands • Information/ Shelter maps and rules • Annex/ distribution of blankets/comfort kits/towels. Etc • Work with representatives from partner agencies (ex: Red Cross, security) to establish areas to meet their needs • Showers and Bathroom facilities should be utilized if already on-site, if not on site, locate areas to place portable showers and porta-potties • Consider any identified Functional Needs and plan to meet those needs with the help of our shelter partners • Location of Pet Shelters • Establish areas for kitchen and dining needs

27. Shelter Set-up/Layout cont’d: • Consider creating sleeping areas, if possible for the following: • Families, • Single individuals • elderly, and • Guests with functional needs. • Consider access to service areas, medical areas, kitchen, and bathroom facilities. • Create a buffer zone around medical area • Need to arrange the cots to maximize the occupancy, 40 sq ft per occupant. Cots should be 3 feet apart, head to head. • Functional Needs Special Support customers might require up to 100 sq ft

28. 200,000 sq ft. sample floor plan 1126 personal spaces @ 8 feet x 5 feet each

29. Shelter Set-up/Layout: Dorm

30. Shelter Set-up/Layout: Dorm

31. Shelter Set-up/Layout cont’d: • Establish separate shower facilities for males and females. Establish a separate block of time for families only. • Designate smoking areas (if on school property then NO SMOKING)and place signage. • Bulletin or information board for updates on the incident • Signs indicating location of designated areas, restrooms, dining rooms, and smoking areas. • Hand sanitizers should be dispersed plentifully throughout shelter

32. Planning for FNSS • Functional Needs Support Services (FNSS) • Services that enable individuals to maintain their independence in a general population shelter • Planning for FNSS in general population shelters includes the development of mechanisms that address the needs of children and adults in areas such as: • 1) FEMA Guidance, November 2010

33. Planning for FNSS cont’d: • Assistance with activities of daily living such as: ◦eating ◦taking medication ◦dressing and undressing ◦transferring to and from a wheelchair or other mobility aid ◦walking ◦stabilization ◦bathing ◦toileting ◦communicating

34. Planning for FNSS cont’d: • Communication assistance and services for shelter registration process and other forms or processes involved in applying for emergency related benefits and services • Durable medical equipment, Consumable medical supplies, and/or Personal Assistance Services that assist with activities of daily living • Access to medications • Available sleeping accomodations

35. Planning for FNSS cont’d: • Access to orientation and way-finding for people who are blind or have low vision • Assistance for individuals with cognitive and intellectual disabilities • Auxiliary aids and services necessary to ensure effective communication for persons with communication disabilities • Refrigeration for medications • Availability of food and beverages appropriate for individuals with dietary restrictions

36. Planning for FNSS cont’d: • Providing food and supplies for service animals • Access to transportation for individuals who may require a wheelchair-accessible vehicle, individualized assistance, and the transportation of equipment required in a shelter because of a disability • 1) Guidance on Planning for Integration of Functional Needs Support Services in General Population Shelters – FEMA November 2010

37. FNSS References • FEMA Guidance on Planning for Integration of Functional Needs Support Services in General Population Shelters • www.fema.gov/pdf/about/odic/fnss_guidance.pdf • State of Texas – Functional Needs Support Services Toolkit • http://www.txdps.state.tx.us/dem/CouncilsCommittees/FNSSToolkit.pdf • NOTE: Both resources contain a wealth of information to enable you to better prepare for sheltering those entrusted to your care

38. Shelter Operations • All guests will be wanded and bags checked by security each time they go through the main entrance. This action is to assure weapons and contraband are not brought in to the shelter and to assure all guests are authorized to be in the shelter. Wrist bands should be scanned by reader at this time • Guests coming from the reception should have wrist bands. If not, they must be registered. • Have security wand all guests before entry. • Maintain a perimeter to mandate single entrance point • Continual assessment of needs on a daily basis, stay one step ahead on ordering of services and supplies

39. Wristband

40. Radiant RFID portal

41. Pet tag or asset tag

42. Shelter Operations • Population counts are necessary for meal ordering and shelter capacity tracking. Shelter is closed to incoming guests from the Reception area at 60 % of capacity for possible self evacuees • Counts are also necessary for staff meetings • Maintain information table to keep guests up to date on weather information and repopulation possibilities • Maintain account of demobilization items • Ex: light plants, golf carts, generators

43. Ordering services and supplies • State of Texas Assistance Request (STAR): for supplies or just about anything that you might need. (Within reason). EVERY request gets processed through a STAR form. • Train managers on how to order needed item • Be sure to order services for any shower or bathroom facilities • You must provide detailed justification for all requested items. • Order supplies to maintain adequate current supply levels, and to anticipate future needs

44. WebEOC Forms • State of Texas Assistance Request (STAR): All supplies and service requests must be on a STAR form. • 214 Unit log: must be filled out for every operational period. Details all personnel working and tasks completed at your location. • 213 General Message: Basically a WebEOC Email. To communicate with anyone on WebEOC.

45. Lessons Learned • Reduce sleeping area’s lights gradually in the evening to assist the guests winding down. • Work with transportation agency to establish location for pick-up and drop-off points. • Hold daily community meetings with guests, and agencies in shelter • Establish information area desk, information is the key. • Provide food and water for departing guests being repopulated • Prepare for any future needs. • Prepare to answer many questions from guests. • Don’t give an answer to a question unless you are sure about the answer you are giving.

46. Closing • REMEMBER YOU REPRESENT YOUR CORRESPONDING AGENCY SO MAINTAIN A PROFESSIONAL ATTITUDE AND APPEARANCE. • Normal shelter manager course would be a one day class to include a scenario and certificate of completion • QUESTIONS?