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A. Damage Assessment Procedures

Introduction Following documents are the procedures to assess and report damages after any disaster.

Initial Head Count

Immediately following a disaster event, all building occupants will:

Step Action

1 Check yourself and others for injuries/protect yourself from further danger.

2 Provide first aid as required (Medical Emergency Care Team) 3 IMMEDIATELY report to the PRIMARY ASSEMBLY AREA (All

occupants) 4 Bring staff, client, training rosters and first aid kits (if available) to the

primary assembly area (LSCs) 5 Conduct a headcount of staff, clients and visitors (Supervisors & LSCs) 7 Tune in to the radio for instructions (Admin Team)

Note: After earthquakes, expect aftershocks – DROP, COVER, and HOLD ON! Use the telephone ONLY to report life-threatening emergencies.

Damage Assessment

Following are the guidelines for damage assessment:

1. After the initial head count is completed, the Damage Assessment, Rescue, and Security (DARST) team will go thru the building to:

• Locate survivors • Provide first aid • Move injured • Fire suppression • Terminate unsafe utilities • Damage assessment • Locate supplies and equipment • Control hazardous conditions

2. The following equipment will be required for the each team:

• Black & yellow restricted access tape

• Fire Extinguishers

• Building floor plans & DAR worksheets

• Building condition signs

• Utility shut-off tool

• Reflective safety vests

• Crow bars • Flashlights • Hard hats • Duct tape • Goggles • Garbage Bags (large) • First aid kits • Pens/Pencils • Gloves

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• Whistles • Rope • Other tools

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E. Damage Assessment Procedures, Continued

Damage Assessment (continued)

3. General (All) Team Instructions:

• Move in teams of 2 (minimum) • Establish a team structure (team captain and members) • Use Damage Assessment Reporting (DAR) Tool to complete report,

Attachment # 1 • Place (and Be mindful of) marker signs on each door/area after inspected

(RED, YELLOW, GREEN) and black/yellow tape on doorways/halls that are unsafe to enter

• Provide necessary medical assistance as practical and safe. • Insure all external doors are locked • Document all damage/building/medical conditions on floor plan & DAR

forms • Forward DARs to the Admin Team

4. The DARST will accomplish the following:

• Conduct a systematic room-by-room search for survivors, damage & supplies

• Use the building floor plan & DARs to track rooms/areas that have been searched, document their condition (no damage, moderate damage, destroyed) and note location of deceased individuals, supplies, equipment and medications located in accessible rooms

• Terminate unsafe utilities & eliminate other hazardous conditions • Note locations of usable supplies within the building (on the floor plan) for

the Supply/Logistics team (SLT) • Look for and extinguish small fires & eliminate fire hazards

5. Following the initial damage assessment sweep establish a DARST activity roster:

• File damage assessment report with Admin Team • Establish a 5-day work schedule with 2 - 12 hour shifts) • File a copy of the Shift Roster with the Admin Team

6. Other Team Responsibilities:

• Provide updated reports to Admin Team/management every shift (every 12 hours)

• Provide 24/7 security for building, occupants, sleeping/supply areas and other assets

Note: All building occupants MUST comply with restricted access signs and will relinquish supplies as requested by the DAT. (Do not enter or occupy or establish sheltering facilities in areas of the building that have been deemed unsafe – RED or YELLOW TAGGED).

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DARST Shift Assignments

AM SHIFT HOURS: AM to PM SHIFT DATE:

POSITION PRIMARY ASSIGNMENT Damage

Assessment Rescue Recovery Utility Shut off Security

TEAM CAPTAIN:

MEMBER: MEMBER: MEMBER: MEMBER: MEMBER:

PM SHIFT HOURS: AM to PM

SHIFT DATE:

POSITION PRIMARY ASSIGNMENT Damage

Assessment Rescue Recovery Utility Shut

off Security

TEAM CAPTAIN:

MEMBER: MEMBER: MEMBER: MEMBER: MEMBER:

This form is used to relay information regarding your staff/occupants, facility and service capabilities to the DBH DOC following a major emergency/disaster. Conduct damage assessment report as soon as possible following the incident. Fax to DBH DOC 909-421-9272 or transmit

by phone, text, runner or other means. Updates should be provided to DBH DOC daily until instructed to discontinue.

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EVENT: DATE: ROOM:

PROGRAM NAME & ADDRESS Mark here if update from previous form:

PHONE NUMBER: INSPECTOR:

Cause of Damage: (check all that apply)

Structure failure Impact Water damage (overflow) Power surge Explosion Water damage (flooding) Loss of utilities Other: Wind

DESTROYED Totally uninhabitable, beyond repair and unsafe to occupy. If a local ordinance prohibits the issuance of a permit for repairs to a structure damaged beyond a certain degree, that structure should be included in this section. Assistance with relocation required Yes No

MAJOR/PARTIAL DAMAGE Partial damage to facility. Some areas are suitable for sheltering in place or service provision if necessary. Structural damage is such that the occupant cannot repair the structure within thirty (30) days; uninhabitable without major structural repairs.

MINOR DAMAGE Safe to occupy and/or shelter-in-place. The structural damage can be repaired within a thirty (30) day time period.

Damage Detail (leave blank for items not damaged)

Contents/Items Description of Damages

Carpet/Flooring

Walls

Ceiling Tile

Ceiling (Other)

Windows

Lighting

HVAC

Room Contents

Additional Items Number required basic first aid or medical Number deceased (list names)

Ability to provide service or perform critical functions (check one)

Fully service capable Partially functional (describe)

Total loss of ability to provide any level of service

Emergency Repairs or Preventative Actions (leave blank if no actions taken) Action(s) Taken:

(Maintain records/documentation of materials and labor used)

Photograph Take digital photograph(s) of damages. Include building and room number on a piece of paper or dry erase board that is visible in the photograph

DAMAGE ASSESSMENT FORM

Transmitted to DBH DOC DATE: TIME: REPORTED BY:

Attachment 1

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Signage for Damage Assessment

1. Authorized Personnel Only 2. Entry Permitted 3. Danger – No Entry 4. Limited Access

Place these placards on all doors/areas

of the building as you continue your search.

Be sure to annotate supplies/deceased located in each area.

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AUTHORIZED PERSONNEL

ONLY

TIME/DATE INSPECTED:_____________________

CONDUCTED BY: ________________________

Usable Supplies/Equipment identified: Number of deceased:

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ENTRY PERMITTED

TIME/DATE INSPECTED:_____________________

CONDUCTED BY: ________________________

Usable Supplies/Equipment identified: Number of deceased:

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DANGER NO ENTRY

TIME/DATE INSPECTED:_____________________

CONDUCTED BY: ________________________

UNABLE TO GAIN ENTRY TO AREA

Usable Supplies/Equipment identified: Number of deceased:

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LIMITED ACCESS

TIME/DATE INSPECTED:_____________________

CONDUCTED BY: ________________________

SPECIFY ACCESS RESTRICTIONS:

Usable Supplies/Equipment identified: Number of deceased:

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B. Shelter-In-Place (SIP) Plan

Introduction After disasters that cause major destruction and result in loss of life, staff must move to action immediately to preserve life and protect any remaining assets.

Damage Assessment, assisting others who require medical attention and asset recovery/protection will be of the highest importance during the first few hours following a disaster event. Sheltering in place may be necessary if the disaster precludes travel away from the building. In this case, management will activate the Shelter-in-Place (SIP) Plan.

• All staff should be assigned duties (as described in this plan) and employees should have backups (redundancy of assignment)

• Keep these instructions readily available in your work area • Supervisors - personalize this plan to your work site and adapt to the

event. • Update this plan and train staff annually – no later than 31 Apr. • Forward a copy of the Staff Acknowledgement Sheet to:

Gwen Morse, DBH Disaster/Safety Coordinator BHRC 850 E. Foothill Blvd. Rialto, CA 92376

Initial SIPP Procedures

Following are procedures to establish a SIPP facility, activate, organize and deploy your disaster response teams and assist others immediately following a catastrophic event (i.e. earthquake - those leaving occupants stranded at the facility).

Step Action 1 Conduct an initial headcount of building occupants & provide

medical attention as required 2 Summon ambulance, fire, police as required 3 Conduct a damage assessment to determine loss of life, the level

of building, damage, and remaining assets (people and equipment/supplies)

4 Determine program’s capability to providing mental health services 5 Begin forming teams 6 All teams must establish team structure (Identify captains,

members and assignments) • Team captains are responsible for establishing team rosters

(attachment 2), making assignments & insuring status reports get to the Admin Team.

• Each team will form 2 separate sub teams. 7 Determine the available sheltering space left in the facility 8 Report status/capabilities to DBH Management

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F. Shelter-In-Place (SIP) Plan, continued

Teams The following table list team functions, captains and locations.

CRISIS COUNSELING & 5150 Crisis Counseling Team (CT) Team Captain: Location: MEDICAL CARE/MEDICATIONS Medical Emergency Care Team (MECT) Team Captain: Location: STAFF INSTRUCTIONS / INCIDENT STATUS Administrative Team (AT) Team Captain: Location: SECURITY & HAZARD REPORTING: Damage Assessment Rescue & Security (DARST) Team Captain: Location: SUPPLIES, SPACE & EQUIPMENT & SHELTERING: Supply & Logistics Team (SLT)

Team Captain: Location: TRANSPORTATION Transportation Team (TT) Team Captain: Location:

Medical Emergency Care Team (MECT)

Provides first aid and requests advanced life support for more seriously injured. They will also arrange and manage a temporary morgue. Following are additional guidelines for MECT to perform necessary functions during the establishment of a SIP:

1. MECT Goals & Responsibilities:

• Communicable Disease control • Sustained medical care • Preserve life • Morgue facility • Prompt emergency transportation • Manage casualty status

2. MECT Team Functions:

• Team 1: Accompany the DARST during the initial damage assessment and move and/or provide first aid to survivors in the building.

• Team 2: Provide first aid to injured survivors in the Primary Assembly Area.

3. Additional Equipment Required:

• Biohazard bags • Breathing devices • Rope • Victim Triage Tickets

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F. Shelter-In-Place (SIP) Plan, continued

Medical Emergency Care Team (MECT) (continued)

4. The MECT will accomplish the following:

• Establish a team structure (team captain and members) & coordinate first aid teams

• Accompany DARST team during damage assessment • Provide first aid to survivors in structures and assembly areas • Insure prompt transportation of seriously injured • Provide on-going medical care as required • Establish communicable disease control procedures • Set up medical care in the shelter – when activated • Manage a morgue storage facility • Provide basic first aid training for additional team members – if

required • Maintain casualty status reports and send reports to Admin Team

Note: Request/acquire all supplies and required space from the Supply/Logistics Team (SLT).

Supply & Logistics Team (SLT)

Will collect, manage, issue and order supplies to establish a sheltering facility when instructed by management. Following are additional guidelines for SLT to perform necessary functions during the establishment of a SIP:

1. SLT Goals & Responsibilities:

• Locate and collect supplies • Establish a storage facility • Establish an inventory list • Report on supply status • Establish and mange a sheltering facility

2. SLT Team Functions:

• Team 1: Establish the supply control and sheltering areas. • Team 2: Sweep the building and round up all disaster existing

supplies/materials that can be used in a sheltering scenario.

3. The SLT will accomplish the following:

• Move supplies to supply room • Insure security is provided by the DARST for supplies, shelter and

morgue • Establish and manage a sheltering facility if instructed by management

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F. Shelter-In-Place (SIP) Plan, continued

Supply & Logistics Team (SLT) (continued)

• Use the DAR (floor plan) to collect ALL usable food, water and other disaster supplies & equipment

Sheltering & Supply Areas

The SLT will establish, staff and maintain the following areas (see attachment 3 following):

• Administrative/Communications area to sign in/out, information management & monitor media

• Canteen/feeding area to provide food/water • Child Care to provide childcare, if necessary • Counseling area to provide crisis counseling and handle 5150s • Medical care Area to provide medical emergency care • Morgue to house deceased • Sleeping area for residents of the shelter • Supply Room to control/manage all available supplies • Toilet/sanitation area

SIP Special Instructions SANITATION (toilet) AREA: If running water is unavailable, you will need to

establish sanitation areas (toilet & bathing). This area should be far enough from other sheltering activities, but close enough to sleeping quarters to provide safety and convenient access.

• Plastic bucket with a tight lid (use a port-a-potty) or office trash cans • Small Trash bags • Household chlorine bleach • Large trash container

MORGUE AREA: Assist the MECT to establish a temporary morgue. Find a location furthest from the main sheltering facility as possible and in a cool, dark, dry location that can be secured.

• Access should be restricted and the room should remain secure at all times (see DARST).

• Use large trash bags or large red Biohazard bags to store the deceased. • Place mark with identification if known or available. (Name, title, time/date

located).

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F. Shelter-In-Place (SIP) Plan, continued

Emergency Numbers

The follow table list emergency contact numbers.

Agency Number

ACCESS (211 – After 5 PM) (909) 381-2420

ARMC Information (909) 580-1000 County Fire (Fire Extinguisher Training) (909) 386-8400 County Fire (Fire Clearance Inspections – CARF/MediCal) (909) 387-5372 County Human Resources (909) 386-9024

DBH Information Technology (909) 382-3062

DBH Director’s Office (Allan Rawland) (909) 382-3084

DBH Disaster/Safety Coordinator (Gwen Morse) (909) 873-4476

DBH Payroll (909) 382-3022 DBH Personnel (909) 382-3080 DBH Property Management (909) 382-3003 Employee Health & Productivity (EHaP) (909) 386-5084 Environmental Health (Public Health) (909) 387-4655 Facilities Management (909) 382-3125 Facilities Management (after 5 PM) (909) 356-3805

ISD Computer Help Desk (909) 884-4884 Local Emergency (Police/Sheriff) 9-911 Local Non-Emergency (Police/Sheriff)

Office of Emergency Service (909) 356- 3998

Poison Control (800) 222-1222

Risk Management (909) 386-8624 Risk Management (After 5 PM - Co. Fire Dispatch) (909) 356-8805

Road Conditions (Local Mountain Roads) (909) 866-7669

Road Conditions (Statewide) (800) 427-7623

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F. Shelter-In-Place (SIP) Plan, continued

SIP Forms/Signs The following forms will be used when a SIP is established:

• Shift Roster/Schedule • Shelter Area Locations • Supplies Collected on ”Scavenger Hunt” • Inventory Log • Sleeping Area – Male • Sleeping Area – Female • Sleeping Area – Families • Sleeping Area – Staff Only • Counseling Area • Supplies • Canteen • Medical Assistance • Children’s Room

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Roster / Schedule

TEAM:

AM SHIFT HOURS: AM to PM

SHIFT DATE: Assignment includes room/area set up (if required)

Position Name Responsibilities Cell Number TEAM CAPTAIN: Supervise team activities Damage Assessment Team Assistants Assist with initial damage

assessment and rescue. Identify areas that can be used for supply areas.

Supply inventory, control & issue Set up supplies, inventory and issue items as needed. Maintain inventory control and room security.

Sleeping Area Set up sleeping areas and provide supplies. Oversee area.

Canteen Set up canteen area and a feeding schedule. Maintain supply contol and distribute food/water IAW the schedule

Children’s Room Set up children’s room with toys, activities, sign in/out procedures and supervision

Sanitation & Hygiene Establish sanitation area for toilet and washing. Maintain area

Medical Aid Station Set up medical aid station with supplies and privacy area

Counseling area Set up counseling area in a private area with tables and chairs

Morgue Set up a temporary morgue. Insure the security of the room and proper identification and tracking of the deceased.

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Roster / Schedule

TEAM:

PM SHIFT HOURS: AM to PM

SHIFT DATE: Assignment includes room/area set up (if required)

Position Name Responsibilities Cell Number TEAM CAPTAIN: Supervise team activities Supply inventory, control & issue Set up supplies, inventory and

issue items as needed. Maintain inventory control and room security.

Sleeping Area Set up sleeping areas and provide supplies. Oversee area.

Canteen Set up canteen area and a feeding schedule. Maintain supply control and distribute food/water IAW the schedule

Children’s Room Set up children’s room with toys, activities, sign in/out procedures and supervision

Sanitation & Hygiene Establish sanitation area for toilet and washing. Maintain area

Medical Aid Station Set up medical aid station with supplies and privacy area

Counseling area Set up counseling area in a private area with tables and chairs

Morgue Set up a temporary morgue. Insure the security of the room and proper identification and tracking of the deceased.

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SHELTER AREA LOCATIONS Determine appropriate locations for sheltering areas. When a SIP order is issued, the SLT shall allocate space for and establish following areas:

(Write in the location of where this area in the shelter will be established)

Area Room Number/Location Admin Team

(Locate at main entrance of facility)

Canteen

(Locate within or near the sheltering area)

Children’s Room

(Locate near the sheltering area, but in a private, secure room)

Counseling Area

(Locate near the main sheltering area, but in a private room. Provide security for counseling teams)

Medical Care

(Locate at within sheltering area, but in a private area)

Morgue Area

(Locate in a cool, dry area as far from the main sheltering location as possible, provide 24/7 security)

Sleeping Area(s)

(Locate in the main sheltering area in warm, spacious & quiet locations – establish staff quarters separate from clients, male separate from female and singles separate from families Security for this area is provided 24/7 by the Damage Assessment and Security Team. Establish separate areas for staff, clients, attempt to keep areas separated by male/female and singles separate from families. The rooms should be large enough to provide at least 10 square feet per person sheltered. A shelter room should have as few windows, vents and doors as possible. A windowless room is best. Have all occupants sign-in/out for accountability)

Supply Area

(Locate in a central location in a room with only one door/entrance. Station one team member and security here 24/7)

Toilets/Sanitation Area

(Locate two sites (Male/Female) near the at main sheltering area, but a distance for sanitary control)

Other

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Supplies Collected on ”Scavenger Hunt”

Once the supply room is identified send teams on a “Scavenger Hunt” to collect supplies: (Employees should surrender any/all supplies requested by the SLT)

Batteries Blankets Bleach Biohazard Bags Bucket (with lid) Can Opener (Manual) Clothes Crowbars Cups, plates, utensils Diapers Disinfectant Emergency Phone Numbers Food First Aid Kits Flashlights Formula (baby) Games/Toys Garbage Bags Knives Matches Medications: All medications & medical supplies, include all diabetic supplies (syringes, glucometer) as well as inhalers & nebulizers

Paper Pens/Pencils Pillows Radio(s) & TVs: (Monitor KFRG 95.5 FM & Channel 7 KABC)

Rope

Soap

Toilet Paper

Tools & Other Emergency Supplies

Trash Bags

Water: (All usable water - potable/non-potable)

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Supply Issue Control Log

ITEM Amount

Collected & on hand

Issued (To, when, quantity)

Issued (To, when, quantity)

Issued (To, when, quantity)

Issued (To, when, quantity)

Issued (To, when, quantity)

Batteries

Blankets

Bleach

Biohazard Bags

Bucket (with lid)

Can Opener (Manual)

Clothes

Crowbars

Cups, plates, utensils

Diapers

Disinfectant

Emergency Phone Numbers

Food Bars

Food (Other)

First Aid Kits

Flashlights

Formula (baby)

Games/Toys

Garbage Bags

Knives

Matches

Paper

Pens/Pencils

Pillows

Radio(s) & TVs

Rope

Soap

Toilet Paper

Tools & Other Supplies

Trash Bags

Water (All usable water - potable/non-potable)

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SLEEPING AREA

PLEASE KEEP QUIET

MALE ONLY

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SLEEPING AREA

PLEASE KEEP QUIET

FEMALE ONLY

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SLEEPING AREA

PLEASE KEEP QUIET

FAMILIES ONLY

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SLEEPING AREA

PLEASE KEEP QUIET

STAFF

ONLY

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COUNSELING AREA

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SUPPLIES

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CANTEEN

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MEDICAL ASSISTANCE

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CHILDREN’S ROOM

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