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Municipal and Emergency ManagementShelter Training

September 30, 2015Natick, MA

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INTRODUCTIONS

• Precision Planning and Simulations, Inc.• MA Department of Public Health

• Massachusetts Emergency Management Agency• MA Army National Guard

• Who Are You?• Why Are You Here?

• Looking At A Regional or Local Shelter?• What Is The Current Status Of Your Plan?

• What Are You Looking To Get Out of the Training?

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Funding for this Workshop

• “Funding for this workshop was made possible by the Centers forDisease Control and Prevention. The views expressed in written

workshop materials or publications and by speakers and moderatorsdo not necessarily reflect the official policies of the Department ofHealth and Human Services, nor does the mention of trade names,commercial practices, or organizations imply endorsement by the

U.S. Government.”

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Housekeeping and Safety Issues

• In the event of a real world emergency, please let one of the staffknow. If training needs to be stopped, it will be resumed when issue

has been resolved.• Rest Rooms• No Smoking

• Cell Phones on Vibrate (take calls outside)• Fire Alarms and Exits

• Coffee• Clean up your area when you leave

Agenda• Check in and Registration 8:30 - 9:00• Introductions and Welcome 9:00 - 9:10• MEMA Mass Care and Sheltering Plan 9:10 - 9:40• Army National Guard Homeland Response Force 9:40 - 10:10• Mass Shelter Overview 10:10 - 10:30• Break 10:30 – 10:45• Local and Regional Shelter Resources 10:45 - 11:25• Discussion of Selected Shelter Site 11:25 – 11:50• Lunch Set up and Trailer Observation 11:50 – 12:05

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Agenda (Continued)• Lunch and Discussion Topics 12:05 – 12:50• Shelter Simulation with Tent set up 12:50 – 2:15• Break 2:15 – 2:30• Stand down and Demobilization/Recovery 2:30 – 3:00• Hot Wash Discussion 3:00 – 3:30

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Topics to be Presented

• Shelter Overview/Operations• Multi Agency Coordination (involve your partners)• Decision making process• Local and regional Resources and Resource Management/Allocation• Security Concerns• Staff Roles and Responsibilities• Shelter Site and Areas needed• Feeding Issues• Shelter Simulation• Demobilization• Hot Wash

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Why Do We Open A Shelter• Shelters should be considered “All Hazards” meaning

they should be available for:• Floods• Hazardous Materials• Hurricane – Wind Storms – Snow Storms• Power Outages• Etc.

• Not Going to the Hilton• Don’t over promise – • Anything more than dry and reasonably safe is frosting on

the cake

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Policy Decision• #1 Question – Will You Open Your Shelter Before or

After An Event? What are triggers?• Typical response – wait and see• A Suggestion – Consider pre- storm opening:

• Safer for staff and clients• You can’t evacuate if you don’t have somewhere to

evacuate to• Easier to demobilize than ramp up• Can always call it a training event

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Policy Decision – Trigger Matrix

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Stage PREPAREDNESSALERT

> 36 Hours

PRE-OPERATIONAL

24 Hours

DECISION 12-16 Hours

OPERATIONAL <12 Hours

POST-OPERATIONAL

CLOSE/AFTER-ACTION

Current Weather & Forecast

ClearHurricane Watch or

Blizzard Watch Hurricane Warning

or Blizzard Warning

Hurricane Warning or Blizzard Warning

Significant power outages

Hurricane Warning or Blizzard Warning

Weather event dissipated

Clear

Potential Conditions

Clear Rain/snow/wind

Conditions deteriorating, still

safe for travel (winds < 45 mph

sustained)

Conditions deteriorating, still

safe for travel (winds < 45 mph

sustained)

Damaging weather occurring; Potential for dangerous travel conditions, power outages, downed communication

channels

Conditions improved, travel may still be difficult due to downed trees, power lines etc

Clear

Risk Level MinimalLow, potential for damage in future

Moderate, damage likely soon

Moderate, damage likely soon -

Significant power outages

Moderate to High, Damage may be

occurringModerate Minimal

Agencies maintain state of readiness

MACC opens and is staffed (earliest it

would open )

Material resources are prepositioned

Shelter opening time confirmed

Sheltering agencies staff shelters

Implement demobilization plan

Agencies perform internal reviews

Weather forecast is monitored for severe

weather events

Agencies involved in sheltering begin to

fill staffing shifts and checking material

resources

Shelter Schedule is determined. Staffing is completed for first

24 hours of sheltering

Agency staffs told to deploy staffs at

scheduled times

Agencies care for clients, people with

special requirements, and pets

If needed, local shelters are opened

Agencies identify and address shortcomings

After Action meeting is held to discuss

plan execution

Note: There will be some variability with respect to the timetable based on weather conditions and the type of storm.

Actions

Local Cable Access TV

• Consider using a pre-scripted message • Use them as a partner to get the appropriate messages out• Brochures with shelter information can be developed

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Policy Decision• #2 Question – When do you publicly announce that a

shelter is open?

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Who’s Coming ?• Self- Sustainable – Probably Not Coming• Planning ratios everybody’s different:

• 3 people per family• 40% of families will bring a pet• 10% of people require ADA facilities – FUNCTIONAL NEEDS • 10% of people need medical care – much higher

• Winter / Summer Shelter assumptions• Shelter Occupied: Winter 3 days, Summer 5 days

• Seasonal capacity planning example:

clients cars Pets ADA MRCWinter 3 days 100 33 40 10 10 Summer 5 days 500 166 200 50 50

• Hospital, Community Health Centers, Council on Aging, Long Term care INVOLVED IN PLANNING?

• Registered Sex Offenders? Unaccompanied minors? Service Animals? Hearing Loss? Vision Impaired? Others?

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Who’s Coming ?Discussion Questions:•Is your shelter open to residents only?

•Will you allow residents from surrounding communities?

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Who Is Staffing The Shelter? Multi Agency Coordination…

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• Is There a Staffing Plan?• Where are you recruiting from?• Be careful of “volunteers” wearing multiple hats• What training needs to be provided:

• Red Cross Shelter Training• Functional Needs Assistance – First Aid• ICS 100 and 700• Other Training….

Shelter Surveyed?

• Location checked for flooding – traffic—parking, etc.• Red Cross Facility Survey• Pet Shelter (Required to have a plan for pets per State Law)• Medical/Behavioral Health capabilities• Communications • Public Safety • Disability Accommodations

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Facility CriteriaBuilding Facilities• Try to Meet American Red Cross Standards• Able to shelter & feed• Adequate space for parking• ADA Accessible• Backup generator power• Accommodate separate processes:

• Red Cross, Medical, Pets• Communications Center

• Good Location

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Shelter Operations

• Set up? Where are dorms, sitting areas, pet area, staff, communications, TV (if available), dining area, medical, etc.?

• Have a plan in mind and try it out by doing a walk through• Where are your supplies going to be stored (cots, blankets, pillows,

comfort kits, etc.)• Recommend an annual walkthrough, as buildings change, especially

schools• Security Issues (Access, Doors locked, Sex Offenders, Drug Use,

Weapons, etc.)

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Communications

• What are you using?• Phones• Radios• Amateur radio• Power supply• Antennas

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Transportation?????

• Will your community be providing transportation to shelter?• Council on Aging bus• School bus• Regional transport agency• Private vehicles• Taxi• Etc.

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Transportation

• Will your community provide transportations for:• Volunteers

• Residents with medical needs (if so, is it coordinated with EMS?)

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Multi Agencies need to Coordinate

• Hospitals are not the place to send all shelter clients• Should be a good reason for transport to hospital• Shelters are not a place to send ill patients• Long Term Care facilities whose patients need to go to a shelter (power

issue, etc.) need to provide staff to care for clients• EMS usually staff shelters and can assist as needed• Police staff shelters when possible as security• Medical Reserve Corps• Disaster Animal Response Teams• Community Emergency Response Team

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Multi Agencies need to Coordinate

• How does your community handle people with complex medical issues?

• Do you coordinate with Hospitals?

• Do you have an agreement with EMS

• What about Long Term Care facilities?

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Resource Management and Allocation• If you don’t have the resources needed for a shelter, you need to

make a decision early if requesting from NERAC• MEMA has resources, but others may need them.• Priorities • Plan in advance to ensure adequate resources and they get allocated

where needed• May have supplies in other town departments (signs, generators, etc.)• Neighboring towns may assist with supplies

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Resource Management and Allocation

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Shelter Equipment Needs

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• Cots• Blankets• Pads• First Aid Kit• Access and Functional Needs Equipment• Administrative Supplies

Access and Functional Needs

• Walkers – commodes – wheelchairs - canes• TTY – Microphone – White Board• Show me Book• Signage• Rely on clients to bring required equipment (advise in advance)

(EDUCATION and PREPLANNING)• Magnifying glass• Service Animals

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Ambu Bus

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Shelter Trailer with equipment

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Inflatable Shelter

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Volunteers

• Need to recruit• Need to keep list current• Thank the volunteers• Who staffs your shelter?• Where would you look for assistance?• Availability?

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Use of Showers

• Local decision---some allow and some don’t• Lots of issues surround this!!• Towels, soap, lighting in shower area, if no power• Family showers?• Sex offenders?• Privacy?• How do you communicate this to the community prior to arrival at

the shelter?

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Pets

• Communities must have a plan to accommodate pets• See handouts for additional info• Animal Response Teams are available for assistance and further info• Need cages, blankets, food, water, bowls, leashes, sheeting or plastic

or consider using easily cleanable areas• Registration separately• Recommend that the owner must be a shelter client to have a pet

there

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Pets, continued

• Owners must walk their pets• Must clean up after your pet during walk

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Service Animals

• Are allowed in the dorm and dining areas (not in food prep)• Can ask if the animal is a service animal and NO MORE QUESTIONS• Cannot ask what the disability is or if the animal is registered• Does not have to wear a vest or identification• Can be removed with owner if becomes unruly…• Must be under owner’s control at all times

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Accountability

• Everyone must sign in/out all the time• This ensures that someone is not missing, etc.

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Documentation

• Sign in/out of clients• Sign in/out of staff and times• This becomes important if a Federal Disaster is declared• Volunteer hours may be reimbursable at $15/hr to the Community-

not the volunteer• Documentation is critical

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Policies and Procedures

• Have policies and procedures in place • Feeding, expenses, transportation• All required if Presidential Disaster is declared• Example of sending people home for meals rather than feeding them

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Demobilization

• When is this done? • Who decides?• Need to advise staff of closing time• Need to advise clients of closing time• Ensure items are replaced, cleaned, neat

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Warming Centers/Cooling Centers

• Shelters are NOT Warming or Cooling Centers• Needs vary by community and the event• In centers, there are no beds, no food and no overnight stays• Select a location that works for your community• COA, Faith based facility, Library, etc.• Try not to select a School, FD, PD

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Food and Shelters

• Local Public Health is a big partner in sheltering• Shelter should be inspected prior to use (however, if a school is being

used- they are inspected twice a year, therefore, many Agents feel they are covered…local preference)

• Is the Kitchen area powered by generator if power is lost? Something to consider…

• Someone should be Mass Food Protection Manager and MA Allergen Awareness Trained

• Have MOUs in place prior to emergency (school, vendor, etc.)

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Allergies

• Many schools are peanut free…no PB sandwiches or crackers!!• 8 major allergens: tree nuts, peanuts, shellfish, fish, milk, soy, wheat,

eggs• Be cautious if you are serving any foods containing any of these items• MDPH PosterMass.gov/eohhs/docs/dph/environmental/foodsafety/food-allergen-

2009-poster.pdf

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What Type of Food

• Budget Issues• School Kitchen?• Stockpile?• Meals Ready To Eat (MRE)• Vendor Supplied (caterer, etc.)• Need to Consider Dietary Restrictions that some folks have• Vegetarian, Vegan, Gluten Free, Diabetic• Hard to do in emergencies, but preplanning helps

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Shelter Simulation

• You may not be able to observe everything as it is set up.• You can view all props and work with shelter set up and breakdown• We will review a quick scenario and begin opening a shelter which

includes• Set up of cots and shelter spaces • Set up of Registration area• Set up of portable shelter tent• Role playing registration• Walk through of shelter, portable tent, trailer and other NERAC resources.

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Demobilization

• Decision is made to stand down the shelter.• Clean up facility.• Return equipment and supplies to proper location.• Cost recovery…

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QUESTIONS

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