Transportation and Sheltering Status Report

(ESF 1 and 6)2009

Focus / Agenda

Registering and Manifesting

Transportation Plan

Sheltering Operations

Disaster Food Stamp Program

Mission

Create a unified long-term plan for reliable transportation and sheltering through a collaborative effort between the state agencies, evacuating and sheltering parishes, the federal government, non-governmental organizations and sheltering host states.

IntentEnsure a successful Publicly

Assisted Evacuation, through coordination with local officials so that our citizens are cared for during a State / Federal declared emergency.

Provide life safety support so that affected persons are removed from harm while away from their homes.

ESF-6Registration and Manifesting

• Issues•Phoenix Database System•Connectivity•Integration of the

Registration/Manifesting•Evacuee volume •Resource Intensive

Historical Background

Registration System

Automated (Phoenix Data Base)Requires adequate access to InternetPre Registered

Manual (Paper Ticket)Not dependent on Internet access at the Parish Pickup Point (PPP)

Starts the process earlyDependent on evacuee / staff support

Manual Process

Starts at the City “Collection Points”

Tickets to be filled out prior to entering the Transportation Terminal

“Wrist Bands” issued to each evacuee connected to the “ticket” number

Support personnel verify the info, provide the evacuee with a copy of the ticket and have them board transportation (Bus, Train, Shuttle to Airport)

Manual Process(Con’t)

Tickets link family members

Pet owners tickets and wrist bands link with the pets bands

Upon arrival at the shelter the bus driver will hand over his copy of the tickets / manifest to the Shelter Manager

4 CopiesTop- DSS2nd- LOEP3rd- Bus4th- Evacuee

Courses of Action for Evacuee Registration

Primary=Automated Processing

Contingency=Manual Processing

Alario Center, Yenni Building, Lake Charles Civic Center

Course of Action for Evacuee Registration

Primary=Manual Ticket Processing

(Data input while buses in route to shelters)

Union Passenger Terminal

ESF-1 State Assisted

Transportation Operations

Transportation Resources Landstar

700 Coaches 35 Para-transits

Department of Education School Buses & Handicap Transports

LANG School bus drivers

Department of Agriculture & Forestry 35 Ventilated / Climate Controlled Pet

Transports 10 Cargo Vans

Staffing Per 12 hour shift = 9 Total

VSAManager

SecurityCoordinator (1)

Bus Coordinator (1)

LogisticsCoordinator (1)

Check in and Check out staff (2) Parking Staff (2)

SiteRepresentatives

Voluntary AgencyRepresentatives

VendorRepresentatives

Parking Staff (2)

Ops Briefing Coord (1)

Vehicle StagingArea

Canopy

MobileDispatch

Unit

Sleeper CoachFuel

MREH2O

Bus Kits

LANE1

LANE2

EntranceLog in

Canopy

MissionBriefing

Area

QAQC

Check in

NO GO LaneMaintenance

Area

DriverDebriefing

Area

READY

LINE

Vehicle Staging Areas (Cont’d)

VSA LOCATIONS

Zephyr Field 6000 Airline Dr., Metairie, LA 70003

Shreveport (State Fairgrounds) 2901 Pershing Blvd., Shreveport, LA 71109

Alexandria (LSU A) 8100 HWY 71 South, Alexandria, LA 71302

Lake Charles (Chennault Air Field) 3650 J. Bennett Johnson, Lake Charles, LA 70615

Monroe (TBD)

DOTD LNOs

Wherever State Bus assets are Loading (PPPs), Unloading (Shelters) or Staging (VSAs)

DOTD LNOs will be included on Host State LNO Teams

PPP LNO Duties LNO Lead interfaces with the PPP

Incident Commander and provides bus info to the VSA Manager and the ETC

LNOs direct buses to DSS identified shelter locations

LNOs report Bus ID, Departure/Arrival info and #pax to the DOTD EOC

LNO Coord requests replacement buses directly from the VSA Manager

Shelter LNO Duties

Report Bus ID, arrival info and # pax to the DOTD EOC

Coordinate with shelter managers for evacuee convenience transport runs

Request replacement buses directly from the VSA manager for re-entry

Parish Pickup PointLead LNO

VSAManager

DOTD EOCETC

SEOC andUCG

Bus Dep timeDestination

# Pax

ShelterDestination

Info

Operational Updates

Bus Replenishment

requests

Web EOCBus Evac

Tracking BoardUpdate

ETC= Emergency TransCoordinator

VSA= Vehicle Staging Area

SEOC= State Emergency Operations Center

UCG= Unified CommandGroup

Bus EvacuationInformation Flow

WebEOC Bus Tracking Board Patterned after an airport arrival and departure

monitor

Provides real time bus status during all phases

Designed primarily to be displayed in the GOHSEP over watch or wherever real time bus status information is required, to include the Parishes

ESF-1 EOC maintains write permissions, all others read only

Accessible 24/7 via WebEOC

Ability to Sort

ESF 6SHELTERING OPERATIONS

Management / Staffing Structure Incident Command Organization

Manager, Operations, Planner, Admin / Finance, Logistics DSS Lead Area Manager to have overall control for the shelter in conjunction

with the Local Parish Officials Additional Stakeholders

Local OEPs / Shelter Task Force LA Dept Agriculture & Forestry DOTD LA State Police LA National Guard Dept Health & Hospitals LA Workforce Commission LA Dept of Education Division of Administration American Red Cross

Employ shelter residents by vendors where feasible

Critical Transportation Needs Shelter Capacities

Planning estimates are for this season 50,000 residents for a full coastal evacuation

Last year 37,000 residents sought shelter in both IN

and OUT of state CTNS ARC also sheltered 37,000 General

Population evacuees of a possible 68,000 spaces

Alexandria New State Shelter (1500)

MonroeAccent Building (1700)

CRITICAL TRANSPORTATION NEEDS SHELTERS

STATE and PARISH RUN TO BE USED 2009

Shreveport(Billeting) (1500)Greenwood

ShreveportAtkinson (2,000)

ShreveportJewella (2,000)

ShreveportHirsch Coliseum (1,600)

ShreveportRiverview Theater (500)

BastropMadison (1500)

12,300

MEDICAL SPECIAL NEEDS SHELTERS (MSNS) and Federal Medical Stations (FMS)

Bossier CityBossier Civic Center

Hammond - SLUKinesiology Bldg.

Baton Rouge - LSUMaravich Center

LafayetteHeymann Center

Monroe -ULMEwing Coliseum

Lake Charles - McNeeseRecreation Complex (FMS)

Thibodeaux - NichollsAyo Hall

Baton Rouge – LSU FMS

Grambling (FMS)

Alexandria (FMS)

LSU Alexandria

2,750

SEX OFFENDER SHELTER

HOMERWade Correctional

Center

120

American Red Cross InitiativeARC is partnering with DSS to

identify excess general population spaces within their inventories to fill a gap required to meet this seasons requirements

A percentage of spaces within their shelters will be designated for CTN evacuees

Current capacity commitment is 11,000 spaces

ARC DECISION PROCESS National Shelter System (NSS) - Louisiana

• Sorted - by parish

• Reduced - list to those sites within “host parishes” during an evacuation

• Grouped - into shelters with capacity over 500

• Verification - ARC local chapters ensure agreements, surveys, viability

• Sub grouped - by order of use Public Facilities, Faith Based, Schools

• Extracted - largest public facilities using 80% of total capacity

• Cross Referenced - with lists provided by FP&C, Board of Regents

• Finalization- agreed upon with ARC and to be vetted with host parishes and sites to verify CTN housing capabilities

• Coordination – coordinate with other stakeholders (support agencies, vendors, locals)

Out of StatePlanning Capacities

Air Evacuation Ft Smith, AR – 2,000 Louisville, KY – 5,000 Knoxville, TN – 1,000 Nashville, TN – 1,000

Train Memphis, TN – 3,000

Bus Texas – 10,000 Georgia – 5,000 Arkansas – 2,000

Total 29,000 Potential

Logistical Support

Vendor supported wrap around services Execute contract up on State Declaration of the Governor

Shelters to be stocked with 3 days supply of Meals Ready To Eat (MRE), water, cots / blankets and comfort items

Backup logistical support to be conducted on site with local vendors

Human Services Federal / Local health care at CTNS

2 nurses to provide medical monitoring at state-operated CTNS 2 ambulances and paramedics staged at state-operated CTNS

Child Services Child respite services DSS.OCS plan for unaccompanied minors

Elderly / Disabled Services Make more accessible for persons with disabilities Make Essential Durable Medical Equipment (DME) and Consumable Medical

Supplies (CMS) available Recreational activities

Interpreters Provide communication assistance for Signing and Foreign Languages Board of Regents & Contract Vendors

Mobility Support for Convenience Transports Volunteer-based Response Effort: Personal Care Attendant (PCA) Services

MOU between DSS and DHH/LAVA (Louisiana Volunteers in Action) Volunteer-based Response Effort: Mental Health Counseling

Communication & Public Information Television & Radio capability to monitor local,

national and weather stations Phone banks with local phone companies for

evacuees to make brief calls Working to have local officials from evacuated areas

visit the shelters Public Awareness Campaign

Community outreach meetings Informational briefs on what to expect at shelters Designate a shelter Public Information Officer (PIO) Establish capability to broadcast local news from the

evacuees home towns 211

Information Centers

Shelter Security

Shelter Security LSP is primary ESF-13 agency

Primary goal is a safe environment for evacuees and shelter staff

LSP conducts security assessments/plansPlanning in conjunction with DSS, local LE, local OEP directors, and other stake-holders

LSP personnel assigned to each shelter 24/7 as security coordinator

Shelter SecurityState-wide shelter security

coordinated at LSP EOCPrinciples of shelter security

conceptAccess controlExterior security Interior securityLaw enforcement liaison for emergency response

Disaster Food Stamps Program

Enhancements

Reduced Waiting Time Web-based pre-application process completed by client or

through Call Center Support Applicants will come to a DFSP site based on an alphabetical

system

Increased Service and Information Call Center with Interactive Voice Response and Customer

Service Representative assistance to support pre-application and provide information

Legacy System Enhancements Legacy System enhanced to alleviate issues experienced in

the past

Process

Year Round Pre-Application Clients can utilize the pre-application process year round to

pre-apply for a named disaster (current food stamp recipients do not need to apply)

DFSP Approved FNS approves DFSP for declared disaster parishes DFSP sites opened for 7 days Clients will come to sites based on alphabetical system Workers will review and update client’s pre-application Approved applicants will be issued a DFSP electronic

benefits card

Questions?