Captain Frank XiquesCaptain Eric Jones

Lt Jim ReidyLt Dean Watson

Engineer Brandon Murray

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

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

Push Pack and other supplies

Push-packs

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

Pallet 1

Maintenance items

Trash cans, trash bags, brooms etc.

Fans, buckets, ice chests

Two wheel dolly

Pallet 2 Greenlee storage container

Office supplies – folders, paper, pens, batteries, etc.

Fax/copy/scanner

EMS gloves, food service gloves

Wrist bands, registration forms

Pallet 3

Folding table

Folding chairs

Pallet jack

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

Pallet 5

Cots

Toilet paper, Kleenex

Hand sanitizer

Bug spray

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 DepartmentRed Cross, VOAD

Shelter Organization

Shelter Task Force Leader

Law MedicalShelter Support

(American Red Cross)

•ALS-SAFD•Metro Health

•Functional Needs•Staff Mental Health

•Food•Dorms

•Resource•Nurse

•Welfare

•Shelter Security•Private Security

PIO

Shelter Registry(DCI)

Assistant Manager

“Manager”SAF

D

SAFD

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:

1. Conduct orientation and tour of shelter for staff.

2. Discuss Issues from the previous shift.

3. Discuss objectives for the oncoming shift.

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.

Assistant ManagersYou 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

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 termsBuilding availability

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.

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 agenciesDevelop tracking system to link pets with ownersDevelop plan for transport and access of pets and

owners to access pets

Mega Shelter: Bldg 1536 – Kelly AFB

Mega Shelter: Bldg 1537 – Kelly AFB

Use of School as Shelter

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.

Shelter manager office

24

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

Shelter Set-up/Layout cont’d: The reception area should include the following desks in this

order1. Security check, Wanding and bag check2. Registration, Scanning of wrist bands3. Information/ Shelter maps and rules4. 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

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

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

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Shelter Set-up/Layout: Dorm

Shelter Set-up/Layout: Dorm

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

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

Planning for FNSS

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

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

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

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

FNSS References FEMA Guidance on Planning for Integration of

Functional Needs Support Services in General Population Shelterswww.fema.gov/pdf/about/odic/fnss_guidance.pdf

State of Texas – Functional Needs Support Services Toolkithttp://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

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

Wristband

Radiant RFID portal

Pet tag or asset tag

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 itemsEx: light plants, golf carts, generators

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

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.

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.

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?