Shropshire Council Evacuation and Shelter Plan€¦ · Ludlow Sports Centre ... for evacuees to be...

1 Shropshire Council Evacuation and Shelter Plan 2014

Shropshire Council

Evacuation and Shelter Plan

© Shropshire Council 2014. All rights reserved. No part of this document may be reproduced or sold in any form or by any means without permission of Shropshire Council


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DOCUMENT VERIFICATION

RACIE Record - Signatures are required in Approved Revisions

Responsible:

Name: Emma-Jane Ellison

Job Title: Emergency Planning Officer

Signed:

Date: 30/07/14

Accountable:

Name: Rod Thomson

Job Title: Director of Public Health

Signed

Date: 30/07/14

Consulted: See Appendix H

Informed: See Appendix H

Endorsed:

Name: Clive Wright

Job Title: Chief Executive

Signed:

Date: 30/07/14

RACIE Terms

R Responsible The person(s) who actually produced the document

A Accountable The person who has to answer for success or failure of the quality and timeliness of the document

C Consulted Those who must be consulted before the document is published

I Informed Those who must be informed before the document is published

E Endorsed Those who must approve the document before publication


LIST OF AMENDMENTS

Serial Amendments Made Incorporated by

Date incorporated

01 Full update of plan Emma-Jane Ellison

07/08/14


CONTENTS

DOCUMENT VERIFICATION ......................................................................................... 2 LIST OF AMENDMENTS ................................................................................................ 4 INTRODUCTION ............................................................................................................ 8

SECTION 1 ..................................................................................................................... 8

PURPOSE OF THE PLAN ............................................................................ 8 AIM OF THE PLAN .................................................................................. 8 OBJECTIVES OF THE PLAN .................................................................. 8 EVACUATION & SHELTER STRATEGY .................................................. 9

PREMISES ASSOCIATED WITH EVACUATION SITUATIONS ............... 10 DEFINITIONS OF CENTRES ASSOCIATED WITH EMERGENCIES ....... 11

SECTION 2 ................................................................................................................... 12

ACTIVATION ............................................................................................................... 12

SECTION 3 ................................................................................................................... 14

COMMAND AND CONTROL .................................................................................. 14 GOLD COMMAND – EMERGENCY MANAGEMENT TEAM (EMT) .......... 15

EVACUATION CO-ORDINATING GROUP .............................................. 17 REST CENTRE MANAGEMENT TEAM .................................................. 18 REST CENTRE ACTIVATION DIAGRAM ..................................................... 19

SECTION 4 ................................................................................................................... 20 THE EVACUATION PROCESS IN DETAIL ................................................................ 20

Alert Population .................................................................................... 20

Move Population ................................................................................... 20 Recording Evacuee Details .................................................................. 20

Refusal to Evacuate .............................................................................. 20 Specific Rest Centre Arrangments ........................................................................ 17

SECTION 5 ................................................................................................................... 21

REST CENTRE LOCATIONS ...................................................................................... 21 Bridgnorth Leisure Centre .................................................................... 23 Shrewsbury Sports Village ................................................................... 26

Ludlow Sports Centre ........................................................................... 29 Craven Arms Community Centre .......................................................... 32 SPARC Bishops Castle ......................................................................... 35 Sports and Welfare Centre Highley ..................................................... 38

Whitchurch Leisure Centre .................................................................. 40 Wem Town Hall .................................................................................... 42 Oswestry Leisure Centre ...................................................................... 45 Church Stretton Leisure Centre ........................................................... 47

SECTION 6 ................................................................................................................... 49 SPECIFIC ARRANGEMENTS ..................................................................................... 49

Warning and informing ......................................................................... 49

Identification and care of vulnerable ................................................... 49


Transport .............................................................................................. 49

Media access ........................................................................................ 50 Media Management ............................................................................... 50 Catering ................................................................................................ 50 Crisis purchasing ................................................................................. 50 Pets ....................................................................................................... 50

Communications ................................................................................... 50 Media ..................................................................................................... 51 Media Management ............................................................................... 51 Rest Centre Control room .................................................................... 51

Crisis Support ......................................................................................... 51 Rest Centre Emergency Boxes .................................................................. 52

Signs and Notices .................................................................................... 53

Clothing .................................................................................................. 53 Sleeping Arrangements ............................................................................ 53 Information About the Incident and the Rest Centre .................................... 54 Property/Valuables ................................................................................... 54 General Enquiries .................................................................................... 54

Finance/Benefits ...................................................................................... 54

Translation .............................................................................................. 54 Guidelines for Different Faiths ................................................................... 55 Visitors ................................................................................................... 55

Entertainment .......................................................................................... 55 Smoking ................................................................................................. 55

SECTION 7 ................................................................................................................... 56

ROLES AND RESPONSIBILITIES OF INDIVIDUAL AGENCIES West Mercia Police ............................................................................... 56 Shropshire Council .................................................................................. 56

Shropshire CCG ...................................................................................... 57

SECTION 8 ................................................................................................................... 59 REST CENTRE REGISTRATION ................................................................................. 59

SECTION 9 ................................................................................................................... 62 ACTION CARDS ............................................................................................................ 62

1.0 Rest Centre Management Team Action Checklist ................................... 63

2.0 Registration Staff Action Card .............................................................. 65

3.0 Information Staff Action Card ............................................................... 67 4.0 Premises Supervisor Action Card ......................................................... 68 5.0 Pet Officer Action Card ........................................................................ 69 6.0 Catering Officer Action Card ................................................................ 70 7.0 Housing Officer Action Card ................................................................ 71

8.0 Transport Officer Action Card .............................................................. 72

SECTION 10 ................................................................................................................. 73 LETTER TEMPLATES .................................................................................................. 73

Letter Template 1 - Agreeing to Evacuate to an Alternative Location 74 Letter Template 2 - NOT Agreeing to Evacuate .................................. 75 Letter Template 3 - Agreeing to Evacuate to a Rest Centre or other


accommodation provided by Shropshire Council ............................... 76

Letter Template 4 - Letter for Hotels .................................................... 77 Evacuation Frequently Asked Questions Template ..................................... 78

SECTION 11 ................................................................................................................. 80 REST CENTRE DOCUMENTATION .............................................................................. 80

SECTION 12 ................................................................................................................. 87 REST CENTRE INVENTORY………………………………………………………………..86

SECTION 13 ................................................................................................................. 88 STAND DOWN AND RECOVERY ............................................................................... 88

Stand down ........................................................................................... 88

CLOSURE OF THE REST CENTRE............................................................. 88 POSSIBLE ACTIONS FOR THE RECOVERY GROUP TO CONSIDER ............. 88

SECTION 14 ................................................................................................................. 90 STRATEGIC CONSIDERATIONS ............................................................................... 90

Legal Issues ........................................................................................... 90 Reimbursement of Leisure Centres/Other Accomodation ................... 90

SECTION 15 ................................................................................................................. 91

Training and Exercising .............................................................................................. 91

SECTION 16 ................................................................................................................. 93

Radiation Monitoring units ......................................................................................... 93


INTRODUCTION

PURPOSE OF THE PLAN In the event of an emergency requiring evacuation and/or shelter, the emergency services will shelter the public using any suitable building as a place of safety (this is often referred to as a Survivor Reception Centre. It is the responsibility of the Council to arrange for these evacuees to be moved to a designated Rest Centre and once there, to take the lead in caring for them. A Rest Centre will act as a temporary place of safety until evacuees can return home or be moved into more comfortable and suitable accommodation (or longer term accommodation). Basic services will need to be in place before evacuees arrive at the Rest Centre. Local Authority staff, Health Service staff and supporting Voluntary Agencies all need early notification and clear guidance on their first tasks. It should be recognized that for many people, rest centre accommodation will be their last resort and indeed, many will seek lodging with family and friends. Wherever possible, this should be encouraged; pre-existing support networks will generally offer more social, emotional and practical support than can be provided in a rest centre.

AIM OF THE PLAN

The aim of this plan is to provide a flexible framework to enable the Council to respond effectively, at any time to a situation requiring the evacuation of people, and other living creatures, away from an actual or potential danger, to a safer place. OBJECTIVES OF THE PLAN

To provide humanitarian and other assistance to those involved and particularly those with special requirements.

To identify suitable rest centre facilities within the Council’s ownership that are capable of providing short term accommodation, security, welfare, communication, catering, medical facilities and overnight accommodation.

To provide procedures for opening, resourcing and operating the identified rest centres.

To define the roles and responsibilities of the individuals and organisations involved in the evacuation process.

To promote and facilitate self-help within the community.

SECTION 1


EVACUATION & SHELTER STRATEGY

This plan is intended for events that are not location specific and may occur at little or no notice. It is capable of being linked to the Rest Centre Plans of neighboring authorities in the event of a larger scale or cross boundary incident.

The evacuation process carries with it inherent risks. Decisions to evacuate need to be based on a proper assessment of all the risks and the availability of alternative public protection measures. Often this will be a dynamic assessment, undertaken as events on the ground are developing.

The following should be determined in order to inform the decision making process regarding evacuation:

The nature and scale of the Emergency and any specific risks o the public.

Is it safer for residents to shelter indoors preferably upstairs, with windows/doors/air vents closed?

If evacuation is required is it necessary to evacuate people immediately?

What are weather conditions like and what is the Met Office forecasting?

Are there any risks to responders, emergency services and/or other personnel?

What is the estimated duration of the evacuation period.

Can safe exit routes be identified for self evacuees?

How many people need to be evacuated ad do they include any vulnerable persons?

Have operators of business premises identified the risks associated with not being able to maintain or stop critical processes and can they be left unattended?

The situation must be reviewed at regular intervals to determine whether those people who remain need to be evacuated should the situation deteriorate.


Humanitarian

Assistance

Centre

Family and

Friends Reception

Centre

Police Casualty

Bureau

Rest Centre

Survivor

Reception Centre

Incident Occurs

Sheltering

Sheltering from an event may be undertaken in situ (e.g. within the home or workplace) or following an evacuation to a designated local authority Rest Centre. In many cases, a combined response may be required, within situ sheltering required for some areas (i.e. those in the possible path of contamination), and evacuation recommended for areas which have more time before the danger (e.g. flooding) materialises.

Timescales

This plan takes note of the different time scales needed for evacuation and shelter and the possibility that people might self evacuate. The latter could include cases where the public are advised to shelter in situ, or ‘go in, stay in tune in’. People should be warned not to endanger themselves or others by spontaneously evacuating. Where sheltering in situ is advised, shelters and other capabilities should be put on standby, in case people still evacuate against advice. People can be given an early indication of how long they will need to shelter.

PREMISES ASSOCIATED WITH EVACUATION SITUATIONS


DEFINITIONS OF CENTRES ASSOCIATED WITH EMERGENCIES

Survivor Reception Centre

A secure area where survivors not requiring acute hospital treatment can be taken for short term shelter and first aid (when required). It may be established and staffed initially by the emergency services until the council assumes the lead role.

Rest Centre

A building designated or taken over by the Council for the temporary accommodation of evacuees/homeless survivors. In incidents where small numbers of evacuees are involved, arrangements may be more appropriate for evacuees to be accommodated in local bed and breakfast establishments and/or hotels.

Police Casualty Bureau

The purpose of a Police Casualty Bureau is to provide an initial point of contact for the assessing and receiving of information relating to persons who have been, or are believed to have been, involved in an emergency.

Family and Friends Reception Centre

Family and Friends Reception Centres can be used to help reunite family and friends with survivors. Such centers need to provide the capacity to register, interview and provide shelter for family and friends. These Centres may be near the scene, in the area of the community affected or at arrival and departure points. Family and Friends Reception Centres will usually be staffed by the Police, the Local Authority and staff from suitably trained voluntary oragnisations. In setting up such facilities, representatives of faith communities should be consulted whenever appropriate. Interpreters may also be required.

Humanitarian Assistance Centres (HAC)

The purpose of the HAC is to act as a focal point for humanitarian assistance, but their establishment will also allow the collection of as much information and forensic evidence as possible. The HAC will act as a ‘one stop shop’ for survivors, families and those affected by a particular disaster. The HAC will offer information and assistance to allow those involved to make informed choices according to their needs.


SECTION 2

ACTIVATION ACTIVATION OF THE SHROPSHIRE COUNCIL REST CENTRE PLAN If the Emergency Services, or any other Category 1 or 2 Responder (as defined in the Civil Contingencies Act 2004), request the activation of a Rest Centre, the Council Emergency Planning Duty Officer will inform the relevant Service area(s) who will collectively decide upon the most appropriate site(s) to be set up. Supporting agencies to the Rest Centre (i.e CCG, Voluntary Aid Societies etc) will also be notified by the Council Emergency Planning Duty Officer and requested to attend the nominated Rest Centre(s) if their assistance is required. ALERTING PROCEDURE AND CHOOSING AN APPROPRIATE REST CENTRE Depending on the nature of the incident, the request to open a Rest Centre could come from a variety of different sources and for a range of different reasons. The organisation requesting a rest centre to be activated should contact Shropshire Fire and Rescue Service and ask them to notify the Emergency Planning Duty Officer of the need to open a Rest Centre.

It should be noted that the request to open a rest centre might come straight through to the Emergency Planning Office/Emergency Planning Duty Officer. Upon being alerted of the request to open a Rest Centre, the Emergency Planning Duty Officer will alert the Area Directors, Head of Facilities Management, and the SMB member on call. ACTIONS TO BE TAKEN BY THE EMERGENCY PLANNING DUTY OFFICER In the event of an emergency resulting in an evacuation and the need to open a Rest Centre, the Emergency Planning Duty Officer will refer to this plan and the Emergency Contacts Directory and liaise with the following people to arrange for their :

Rest Centre Key holder;

Rest Centre Managers;

Leisure Centre Manage;.

Shropshire Council Leisure Facilities Manager;

Rest Centre Volunteers;

Shire Services;

Community Health Trust;

CVEC organisations;


The Emergency Planning Duty officer should inform them of the location of the Rest Centre, the number of expected evacuees and their approximate time of arrival. If the chosen rest centre does not have any equipment on site, the Emergency Planning Duty Officer should arrange for these to be collected from the Shirehall Emergency Centre. ACTIONS TO BE TAKEN BY THE REST CENTRE MANAGEMENT TEAM ON ARRIVAL AT THE REST CENTRE Once members of the Rest Centre Management Team, start to arrive at the Rest Centre, they should locate the Rest Centre box and equipment and set up the Rest Centre ensuring the following areas have been established:

Registration Desk with appropriate stationary and forms;

Refreshment area;

Sleeping area;

Pets area;

Rest Centre Control Room;

First Aid area;

Information area;

Departure desk.


SECTION 3

COMMAND AND CONTROL Emergency response is based on the emergency services’ system of Gold, Silver and Bronze command. A brief explanation of the command framework is offered in the following text. In the event of an emergency resulting in the need to activate a Rest Centre, the following teams may convene depending on the nature and scale of the incident:

Strategic Level – ‘Gold’ – The Strategic Level of command is responsible for formulating strategy and commanding resources but delegates all tactical decisions to the Tactical ‘Silver’ Level.

Tactical Level – ‘Silver’ – The Tactical Level of command is responsible for formulating the tactics to be adopted to achieve the strategy set by the Strategic Group.

Operational Level – ‘Bronze’ – The Operational Level of command will control and deploy resources at the scene and implement any tactics set by the Tactical Level of command.

In the event of a large scale evacuation, it is likely that Multi Agency Partners will take primacy, with support from the Local Authority. In response to this, the following groups should be convened. These groups will then feed into the Multi Agency structures that will also be established.

Evacuation Co-ordinating Group (ECG)

Tactical Team looking at strategic evacuation and sheltering issues and overseeing all operational rest centers and dealing with any resourcing and operational issues.

Emergency Management Team (EMT)

Strategic and general Emergency and Business Continuity Response

Rest Centre Management Team(s) Operational Team overseeing the running of the rest centre they are managing, passing issues up top the Evacuation Management Group as necessary


GOLD COMMAND – EMERGENCY MANAGEMENT TEAM (EMT)

Position Name Deputy

Chief Executive Clive Wright Any director or if

unavailable any senior

manager

Director of Children’s Services Karen Bradshaw Phil Wilson

Director of Adult Services

Stephen Chandler Ruth Houghton

Director of Public Health Rod Thomson Irfan Ghani

Director of Commissioning

George Candler Any of the Area

Commissioners

Director of Resources and

Support

Nicki Beardmore N/A

Area Commissioners Chris Edwards

Tim Smith

Any of the other Area

Directors

Finance James Walton Claire Charlesworth

Jones

Marie Boxall

Head of Legal and Democratic

Services

Claire Porter Tim Collard

Communications Team

Manager

Nigel Bishop Simon Alton

Head of IT Barry Wilkinson

Ian Churms

Risk Management Team

Leader

Angela Beechey Jane Cooper

Emergency Planning Team

Leader

Lianne Deathridge Emma-Jane Ellison

Sherry Woolgrove

Health and Safety Manager Carol Fox Tim Tearle

Administrative Support PA’s to CX, Corporate Heads, and


all Directors.


The remit of the Evacuation Co-Coordinating Group is to:

Manage the overall evacuation of persons, as safely as is reasonably practicable from places of danger to places of safety;

Identify the approximate number of people requiring to be evacuated;

Identify suitable locations for sheltering people;

Identify suitable transport methods;

Identify Traffic Management Strategy;

Provide regular information to the Multi Agency Silver Group and EMT on the status of the evacuation.

EVACUATION CO-ORDINATING GROUP

Position Name

Deputy

Relevant Area Commissioner Tim Smith

Chris Edwards

Chris Edwards

Tim Smith

Director of Adult Service Stephen Chandler Ruth Houghton

Director of Children’s Services Karen Bradshaw Phil Wilson

Leisure Services Peter Davis Jacqui Allford

Housing Brighid Carey TBC

Passenger Transport James Willocks

Andy Evans

Legal Helen Powell Tim Collard

Insurance Sam Fraser Tracey Read

Group Manager Public

Protection and Enforcement

Paul McGreary Martin Key

Emergency Planning Officer

Local Authority

Emma-Jane Ellison

Sherry Woolgrove

Sherry Woolgrove

Emma-Jane Ellison

West Mercia Police

representative

Tactical Planning Sgt Tactical Planning Sgt


REST CENTRE MANAGEMENT TEAM

Position Name

Deputy

Leisure Centre Manager Manager of the centre

being used

Deputy Manager of the centre

being used.

Rest Centre Manager To be decided from list

in ECD

To be decided from list in ECD

Voluntary Organisations Identified through

CVEC

Identified through CVEC

Shire Services Janet Croft

Jacky Hammett

Jacky Hammett

Janet Croft

Communications

Press and PR Manager

TBC

TBC

Risk Management

Jane Cooper

N/A

Passenger Transport

James WIllocks

Andy Evans

Premises and Planning

(Schools)

Phil Wilson

Jenny Crowder

Health and Safety

Tim Tearle

TBC

Emergency Planning

Lianne Deathridge

Sherry Woolgrove

Emma-Jane Ellison

Lianne Deathridge

Emma-Jane Ellison

Sherry Woolgrove


REST CENTRE ACTIVATION DIAGRAM

Incident resulting in the need to

evacuate

Emergency Services make decision to evacuate

Emergency Services to notify Shropshire Council

Emergency Planning Duty Officer

(request that SFRS to alert them via pager)

Notify Chair of EMT

Chair will decide whether to convene

Notify Chair of Evacuation Co-Coordinating Group

Chair will decide whether to

convene

Notify members of the Rest Centre Management Team

(Request that they convene at the designated Rest Centre confirming the location, time to arrive and the expected numbers of evacuees)


SECTION 4

THE EVACUATION PROCESS IN DETAIL

The evacuation process is broken down into 4 principle phases outlined below.

Alert Population

Warning and informing procedures will be implemented as outlined in Section 4 as soon as the decision to evacuate is made. It is likely that this process will be managed by the Multi Agency Silver Group.

Move Population

Shropshire Council is responsible for facilitating the movement of evacuees to transport links, with the assistance of West Mercia Police and relevant transport operators. Measures to meet the needs of vulnerable groups including people with mobility, hearing or visual impairment must be readily available.

Displaced persons (those that require managed evacuation) will be directed to the evacuation assembly points where their needs will be considered. Evacuation assembly points will be ideally located near or at evacuee loading points/transport pick up points. All other evacuees will be encouraged to make their oven way home or to places of safety (friends/family etc.). On arrival at the evacuation assembly points, people should be encouraged to consider where they might be able to stay in the longer term scenario.

Recording Evacuee Details

It is regarded as best practice to record evacuee details. The speed and scale of the evacuation will dictate how this is achieved acknowledging that a spontaneous, dynamic evacuation may require a retrospective recording strategy to be implemented. Recording evacuee details should be undertaken at the evacuation assembly points using the letter templates within section 9, and also on arrival at the Rest Centre using the registration templates within section 10.

Refusal to Evacuate

Other than under the Terrorism Act 2000, there is no statutory power to enforce an evacuation. It is possible that individuals may refuse to evacuate against responders advice. Where this happens, an appropriate record should be made. A template letter for this can be found at section 9.


SECTION 5 SPECIFIC REST CENTRE ARRANGEMENTS

REST CENTRE LOCATIONS


Designated Rest Centre Maximum Capacity

Severn Centre, Bridgnorth Road, Highley, Shropshire, WV16 6JG 200

Whitchurch Leisure Centre, Heath Road, Whitchurch, Shropshire, SY13 2BY

400

Ludlow Leisure Centre, Bromfield Road, Ludlow, Shropshire, SY8 1DR

300

Oswestry Leisure Centre, College Road, Oswestry, SY11 2SA 400

SpArC, Bishops Castle, Brampton Road, Bishops Castle, Shropshire, SY9 5AY

600

Shrewsbury Sports Village, Sundorne, Shrewsbury, Shropshire, SY 1 4RQ

500

Church Stretton Leisure Centre, Shrewsbury Road, Church Stretton, Shropshire, SY6 6EX

400

Wem Town Hall, High Street, Wem, Shropshire, SY4 5DG 200

All of the above will be supplemented where appropriate by locations identified by Town and Parish Councils in their Community Emergency Schemes.

The Shropshire Association of Local Council’s (SALC) website holds contact details for each of the Town and Parish Council’s within the County. This database can be found here.

http://www.2shrop.net/2shropnet/AToZOfMini-sites/A/Alc/LocalCouncils


Bridgnorth Leisure Centre Location Map and Contact Details

Bridgnorth Leisure Centre

Address Northgate, Bridgnorth, WV16 4ER

Capacity 300

Daytime Contact Details

01746 761541


-Page Intentionally Left Blank-


Bridgnorth Leisure Centre Ground Floor Layout


Shrewsbury Sports Village Location Map and Contact Details

Shrewsbury Sports Village

Address Sundorne Road, Shrewsbury, SY1 4RQ

Capacity 500


03450 007002


Shrewsbury Sports Village Floor layout


Shrewsbury Sports Village Floor Layout ctn’d


Ludlow Sports Centre Location Map and Contact Details

Ludlow Sports Centre

Address Bromfield Road, Ludlow, SY8 1DR

Capacity 300


01584 876620


-Page Intentionally Left Blank -


Ludlow Sports Centre Floor Layout


Craven Arms Community Centre Location Map and Contact Details

Craven Arms Community Centre

Address Newington Way, Craven Arms, SY7 9PS

Capacity 300


01588 672847


Craven Arms Community Centre Floor Layout


–Page Intentionally Left Blank-


SPARC Bishops Castle Location Map and Contact Details

SPARC Bishops Castle

Address Bishops Castle, SY9 5AY

Capacity 600


01588 630243


-Page Intentionally Left Blank-


SPARC Bishops Castle Floor Layout


Sports and Welfare Centre Highley Location Map and Contact Details

Sports and Welfare Centre Highley

Address Bridgnorth Road, Highley, Nr Bridgnorth, WV16 6JG

Capacity 200


01746 860000


Sports and Welfare Centre Highley Floor Layout


Whitchurch Leisure Centre Location Map and Contact Details

Whitchurch Leisure Centre

Address Heath Road, Whitchurch, SY13 2BY

Capacity 400


01948 660660


Whitchurch Leisure Centre Floor Layout


Wem Town Hall Rest Centre Location Map and Contact Details

Wem Town Hall Centre

Address 28-32 High Street, Wem, Shropshire, SY4 5DG.

Capacity 250


01939 232299


-Page Intentionally Blank-


Wem Town Hall Rest Centre Floor Plan


Oswestry Leisure Centre Location Map and Contact Details

Oswestry Leisure Centre

Address College Road, Oswestry, SY11 2SA

Capacity 400


03450 007006


Oswestry Leisure Centre Floor Layout


Church Stretton Leisure Centre Location Map Contact Details

Church Stretton Leisure Centre

Address Shrewsbury Road, Church Stretton, SY9 5AY

Capacity 400


01694 720051


Church Stretton Leisure Centre Location Map Contact Details


SECTION 6

SPECIFIC ARRANGEMENTS Warning and informing

As a Category 1 Responder under the CCA 2004, we have a duty to warn and inform the public if an emergency is likely to occur or has occurred. The methods available to deliver urgent information to members of the public are extremely varied. Examples of different warning methods are outlined below.

Possible public warning methods

Mobilising staff to knock on doors of those in the risk area

By loudhailer or other amplified means

Media announcements

Electronic/variable message boards

PA announcements in public buildings

Automated phone/text/fax/e-mail messages to subscribers

Identification and care of vulnerable

In 2008, the Cabinet Office launched guidance to help the development of local action plans for identifying groups of people who may be vulnerable in an emergency, ‘Identifying People who are Vulnerable in a Crisis’.

The guidance aims to provide local responders with advice on the definition and identification of vulnerable people and on planning to support them in an emergency. The WMLRF Humanitarian Assistance Group is leading on this project and are the holders of a list of those organisations that gather information about people that might be vulnerable in an emergency.

Transport

Upon being alerted to the need to evacuate groups of people from a place of danger to a Rest Centre, Shropshire Council Passenger Transport Service will facilitate safe transport arrangements for evacuees.

The team will need to know:

The location(s) from where evacuees are to be collected.


Any road closures, diversions and/or specified access and egress routes to the Rest Centre as a result of the emergency.

The location(s) of the Rest Centre(s).

Who to report to at the Rest Centre.

The number of people to be transported.

Any special requirements for transporting evacuees.

Any other transport needs (i.e. movement of equipment etc).

Media access

The media will not be allowed access to the Rest Centre. If evacuees wish to provide the media with an interview, they will be invited to go outside the Rest Centre to do so.

Media Management

Any media messages will be co-ordinated through the normal multi agency protocols. Any media statements should be checked by 360 Communications before being released to the media.

Catering

Feeding will be provided either by using the on-site catering facilities or through Shire Services. Additional support may be available from Voluntary Aid Societies which can be activated through CVEC.

Crisis purchasing

The Emergency Planning Duty Officer holds a credit card which can be used to purchase food/clothing in the event of an emergency.

Pets

Evacuees may bring their pets with them to the Rest Centre. Owners will be responsible for the safe custody and behavior of their pets within the designated area for pets at the Rest Centre.

The Rest Centre Manager must make necessary arrangements for the welfare and housing of evacuees pets.

Shropshire Council’s Street Scene Teams Dog Warded and the RSPCA will assist the evacuees in ensuring the welfare of animals in the care of the Rest Centre.

Communications

All Rest Centres are equipped with telephones and as far as possible an additional telephone for use by evacuees.

Whilst mobile phones are not secure, staff should bring work issued mobile phones with them to the Rest Centre. As staff register at the Rest Centre, they should report the possession of a mobile telephone and provide its number to


staff registration personnel. Staff should also remember to bring their phone chargers with them if possible in case of extended use of mobile phones.

Media The media will not be allowed access to the Rest Centre. If evacuees wish to provide the media with an interview, they will be invited to go outside of the Rest Centre to do so. Media Management Any media messages will be coordinated through the normal multi agency protocols. Any media statements will be checked by the Shropshire Council Communications Team prior to being released to the media. Rest Centre Control room The Rest Centre Control Room will act as the conduit for the receipt and dissemination of messages.

All messages, whether internally or externally generated must be actioned and closed.

Actions taken against requests must be noted and results passed to originators. The control room must develop a system to check that messages have been closed, actions taken, information passed and all those involved have been notified.

A record of all communications and actions taken must be kept in a log. The log will serve as a true record of events, aid the compilation of post incident reports and be available for reference during both debriefs and any subsequent inquiries. The log is an important component of investigations following an incident and the requirement for accuracy and legitimacy is very important. There is a log book in each of the Rest Centre boxes for this purpose. Crisis Support

Individuals caught up in a major incident may need a range of support and care services. These may include victims and their families, survivors, witnesses and the personnel of agencies involved in the emergency response and recovery. The support available will range from the provision of immediate comfort and practical help through to longer term psychological support. Individuals may receive support from their families and friends and any formal response provided through this initiative is intended to compliment this.

The Crisis Support initiative in intended to meet local responder obligations to provide care and psychological support following a major incident in accordance with the requirements of the Civil Contingencies Act 2004. The initiative also aims to meet recommendations 19, 20, 22,. And 27 of the Lord Justice Clarkes Public Inquiry into the Marchioness Disaster.

In the event that evacuees in the Rest Centre require assistance from the Crisis Support Team, this should be coordinated through Telford and Shropshire County Volunteers Emergency Committee (CVEC).


Rest Centre Emergency Boxes Shropshire Council has in place Rest Centre Boxes which will be deployed to a Rest Centre when they are required to open. Contents of Rest Centre Boxes: Shropshire Council Evacuation and Shelter Plan Evacuee’s Information Leaflet Multilingual Phrasebook Registration Forms Log Books Policy Decision Log Badge Holders Raffle Tickets Stationery Pens Pencils Marker Pens Erasers Pencil Sharpeners Rulers Hole Punch Clipboard Staples and Stapler Drawing Pins Blue Tac Paperclips Scissors Sellotape Rubber Bands A4 Ruled Pads Telephone Message Pad Envelopes Luggage Labels Torch Wind up radio Bin Liners String Visitors Book


Signs and Notices

Sings and notices will be displayed around the Rest Centre to allow specified areas to be identified. Details of these signs are specified below and are kept in each of the Rest Centre Boxes.

Arrows Rest Centre

Before Leaving Report to Departure Desk

Exit

Car Park Housing

First Aid Information

Mothers and Nursing Children No Exit

No Smoking Pets

Prayer Room Property Store

Reception Refreshments

Registration Staff Only

Telephone Toilets

Transport

Clothing

Clothing will be made available for evacuees through Shropshire Council’s Emergency Planning Duty Officer. The Emergency Planning Duty Officer holds a credit card for purchasing items of clothing as and when necessary. A clothing areas (with changing facilities) will be set up in an appropriate area of the Rest Centre.

Sleeping Arrangements

In the first instance, every effort will be made by Shropshire Council to accommodate evacuees in local hotels or Bed and Breakfast establishments, but if this cannot be facilitated then an area may be put side in the Rest Centre for the specific use of sleeping. If sleeping areas are established, ideally separate areas should be provided for:

Families with younger children;

Unattached males/females;

Ethnic and cultural needs.

Allocation to such accommodation must be done sensitively.


The Emergency Planning Unit holds a limited stock of bedding and mattresses for use in Rest Centre’s. To access these stocks, requests should be made through the Local Authority Emergency Planning Duty Officer.

Information About the Incident and the Rest Centre

Shropshire Council Housing Teams will be responsible for providing information to evacuees on matters relating to housing. The Rest Centre Manager will be responsible for providing information and updates in relation to the incident. Information should be collated from a number of sources and it will be the responsibility of staff within the Rest Centre to disseminate this information to evacuees.

Property/Valuables

Evacuees arriving with bulky personal possessions or valuables will be encouraged to deposit them in a designated store room to be identified within the Rest Centre. Possessions should be labelled using luggage tags with the evacuees name and registration number (as per raffle ticket number).

All valuables will be left at the owners risk.

General Enquiries

An information desk will be set up by a member of the Rest Centre Team to deal with all enquiries. Where appropriate, messages will be recorded on the message pads and filed at the information desk.

Finance/Benefits

Financial support to evacuees who have proven that they have no access to finances can obtain support from the Department of Work and Pensions by applying for a Crisis Local, which is specifically aimed at assisting people that have been affected by and emergency.

Applications can be made online or by calling Job Centre Plus on 0800 1699891. A member of the Council’s Revenues and Benefits Team will be available to provide advice.

Any assistance required by an evacuee due to a disability must be brought to the attention of the Rest Centre Manager during registration. Special arrangements can be made at this stage of the process to ensure a comfortable stay (or arrangements can be made for more suitable facilities) for the individual concerned.

Translation

Shropshire Council uses the Big Word Company as the supplier of Translation and Interpretation Services. This telephone service is provided on a ‘pay as you go’ basis which costs 79p per minute over the telephone and £38 per hour face to face plus £14 per hour travel and expenses.

Any service area that may require this service will need an access code which


they will be asked to key in when they dial the Big Word Company’s telephone number.

Access codes have already been set up for Customer Services, Housing, Benefits and Social Services Teams. The Emergency Planning Unit code is held in the Emergency Contacts Directory.

Guidelines for Different Faiths

As part of the activation of the plan, representatives from Faith Communities will be invited to attend the rest centre via the Crisis Support Team.

Where possible, an appropriate area for meeting the religious needs of evacuees in the Rest Centre should be provided.

Visitors

Visitors at the Rest Centre collecting relatives or friends will be invited to wait for them in an appropriate area. Visitor’s details will be recorded in a visitor’s book and issued with a visitors badge.

Entertainment

Where possible, arrangements will be made by the Council for the provision of suitable entertainment for evacuees.

Smoking

A strict no smoking policy will be in force throughout the Rest Centre.


SECTION 7

ROLES AND RESPONSIBILITIES OF INDIVIDUAL AGENCIES

West Mercia Police

Identify the need to evacuate or shelter a community during an emergency;

Identify Reception Centre as a holding area for evacuees;

Alert the Emergency Planning Duty Officer of the Local Authority when the decision to evacuate has been made;

Become familiar with the venues identified as Rest Centres;

Become familiar with the contents of the Evacuation and Shelter Plan and supporting procedures;

Ensure awareness of the plan is cascaded throughout operational staff;

Maintain close liaison links with Shropshire Council and Voluntary Aid society representatives acting in support of a nominated Rest Centre;

Establish and maintain communication links with Multi Agency Silver Control;

Maintain a presence at the nominated Rest Centre and liaise with the Rest Centre Manager.

Shropshire Council

Shropshire Council is responsible for co-ordinating welfare support to their communities in the event of an emergency and play and important leadership role which includes:

Providing temporary shelter in the form of Rest Centres including any transport arrangements needed to help people get to and from them;

Ensuring suitable arrangements are in place to meet welfare needs;

Feeding and providing refreshment for those in temporary shelter;

Establishing arrangements for local GP’s to issue emergency prescriptions at Rest Centres through Shropdoc;

Providing the long term social and welfare needs of survivors, their families and friends;

Ensuring compliance with all relevant Health and Safety Procedures and Fire Regulations within the Rest Centre.


Shropshire CCG

Ensuring the provision of medical support (G.P Consultation and/or pharmacy) to Rest Centres;

Provide a presence at nominated Rest Centres and liaise with the Rest Centre Manger. An area will be put aside or the provision of limited medical care and consultation for the replacement of medications.

Telford & Shropshire County Volunteers Emergency Committee

Emergencies could overstretch the resources of the Emergency Services and Local Authorities, and the value of additional support from the voluntary sector has been demonstrated on many occasions. These occasions have shown that overall co-ordination of voluntary activity results in a more efficient response. It is recognised that the local Category 1 Responders bear the responsibility for the overall response to an emergency, but the voluntary sector can and do offer valuable support. The skills and services offered by the voluntary sector include:

Practical support:

o first aid, support to ambulance services, supporting hospital personnel, referral to other organisations, rescue, refreshments and emergency feeding, searching for survivors, transportation and medical services (e.g. diagnosis and administration of drugs).

Psychological support:

o Comforting, befriending, listening, help lines, support lines, support networks, advice, counselling, spiritual support and group therapy.

Equipment

o Including communications, (e.g.)radios, medical aid equipment (e.g. mobility aids), bedding, clothing and hygiene packs.

Information Services:

o Public training (e.g. first aid, flood preparation), communications and documentation.

Shropshire and Telford & Wrekin Council’s have a joint County Volunteer Emergency Committee (CVEC) which would be used to co-ordinate the volunteer response too an incident. Some of the organisations included in CVEC are:

Age UK

British Red Cross

Chaplaincy Response Group

Community Council of Shropshire


Cruse Bereavement Care

Rapid UK

RAYNET

Rotary

RSPCA

Samaritans

Severn Area Rescue association

St John Ambulance

Telford & Wrekin CVS

WRVS.

CVEC Activation

Requests for assistance from CVEC members should be facilitated through the Multi Agency Silver Group.

In the event of Silver not being activated, individual agencies can be activated using the contact details in the Shropshire Council Emergency Contacts Directory.


SECTION 8

REST CENTRE REGISTRATION

REGISTRATION PROCESS The registration of evacuees at a Rest Centre is important because it:

Enables the Rest Centre Manager to operate the Rest Centre and meet the evacuees needs.

Provides information to the Police and other agencies and answers enquiries from relatives and friends.

Facilitates the best use of resources. There are two steps to registration:

Initial Registration on Arrival- allows evacuees immediate needs to be assessed and let them into the rest centre

Formal Registration- where evacuees will be called forward later on to complete the full registration forms.

REGISTRATION PROCESS – ARRIVAL

As evacuees arrive at the Rest Centre they will be met by a member of the Reception Area Team who will provide a sympathetic and understanding reception. Evacuees will be issued with a numbered cloak room ticket, and be asked to complete and hand in an Initial Registration Form (example can be found at Section 11) and given an Information Sheet (see Section 11) and a plastic wallet.

The Reception Area Team will identify those who have any immediate problems by checking the entries on the Initial Arrival Card once evacuees have returned them. REGISTRATION PROCESS - FORMAL

Once evacuees have completed their initial Registration Form, they will be invited into the Rest Centre.

Evacuees will then be called forward to the Reception Desk by their number on their raffle ticket where they will be asked to provide information for recording on a Registration Form (Section 11).

Once the Registration form has been completed, each evacuee will be issued with a Temporary Absence Slip (Section 11).

In the case of families, one Temporary Absence Slip should be issued to each member of the family - which should be displayed prominently on their person (in the plastic wallet) together with their numbered cloak room ticket.


DEPARTURE – TEMPORARY

In the case of evacuees who wish to leave the Rest Centre on a temporary basis having completed the registration procedure, the evacuee MUST report to the Departure Desk.

The Departure Desk will note on Part B of the Temporary Absence Slip the time of leaving the Rest Centre and destination.

The Departure Desk staff will retain the Temporary Absence Slip.

The evacuees will retain the plastic wallet containing their numbered cloak room ticket.

On return to the Rest Centre the evacuee MUST report to the Departure Desk where the staff will complete Part B of the Temporary Absence Slip with the time of return. The Temporary Absence Slip will then be returned to the evacuee.

Where the plastic wallet and numbered cloak room ticket have been lost by the evacuee, a thorough check will be made to establish identification and a new plastic wallet issued.

Another numbered cloak room ticket WILL NOT be issued.

DEPARTURE – FINAL

If evacuees wish to leave the Rest Centre not intending to return they MUST report to the Departure Desk and hand in their plastic wallet containing the Temporary Absence Slip.

Property previously deposited at the Property Desk must be reclaimed using their numbered cloak room ticket and/or receipt, PRIOR to reporting at the Departure Desk.

Part C of the Temporary Absence Slip will then be completed and this slip stapled to the Evacuees Registration Form.

Only when this process has been completed will the evacuees leave the Rest Centre taking all their belongings, pets with them.

[NB. EVACUEES MUST REPORT TO THE DEPARTURE DESK]

This registration process is shown by the flowchart form on Page 25 of this document

In the case of evacuees who wish to leave the Rest Centre almost immediately, the Registration Desk Staff will complete the Registration Form INCLUDING Parts F and G

A Temporary Absence Slip will NOT be completed or issued. The evacuee will hand in their plastic wallet and numbered cloak room ticket and then leave the Rest Centre.


DISTRIBUTION OF DOCUMENTATION

Registration Form This form is self carbonating and is completed in duplicate. Distribution of completed forms is as follows: Original - Registration Team for the Rest Centre Manager

Copy - Police Liaison Officer for Police Casualty Bureau (if applicable)

Filing

Registration forms should be filed by the Departure Desk Team in alphabetical order, for the Rest Centre Manager, in order to enable enquiries about evacuees to be answered. When evacuees leave the Rest Centre, the Temporary Absence Slip should be stapled to the Registration form and retained on file.

Police Liaison The Police role within the Rest Centre is that of liaison between the Local Authority and Police Headquarters/Police Casualty Bureau. Any requirements for the attendance of a Police Officer at a Rest Centre should be requested through the Rest Centre Manager.


SECTION 9 ACTION CARDS

1.0 Rest Centre Management Team Action Checklist

2.0 Registration Staff Action Card

3.0 Information Staff Action Card

4.0 Premises Supervisor Action Card

5.0 Pet Officer Action Card

6.0 Catering Officer Action Card

7.0 Housing Officer Action Card

8.0 Transport Officer Action Card


1.0 Rest Centre Management Team Action Checklist

REST CENTRE MANAGEMENT TEAM ACTION CHECKLIST

Actions Means to achieve Actioned

Y N

Upon receipt of initial notification, determine contacts on site and deploy to your site.

Request clarification and further information from source e.g. location of the Rest Centre, number of evacuees, food provision etc. Inform person notifying you of the incident of your expected time of arrival at the Rest Centre.

Collect the Rest Centre box from its current location.

Locate rest centre box and deploy contents accordingly.

Open and maintain written personal log. Use prepared sheets or log book if available.

Along with the Local Authority Rest Centre Manager, prepare the Rest Centre to receive evacuees.

Inform the Evacuation co-ordinating Group when the Rest Centre is opened, and of information regarding evacuees etc. Ensure that all Rest Centre staff have been activated and ascertain their expected time of arrival on site.

With the other members of the Rest Centre Management Team, Establish which rooms will be used for each purpose.

Signs indicating the facilities to be made available in the Rest Centre are kept in the Rest Centre box. Affix the signs and mark locations on the floor plan accordingly.

As further staff arrive on site- brief them. As soon as members if the Rest Centre Management Team arrive, hold a meeting to brief them on the current situation and identify any problem areas. Consider whether any additional resources are required. If so, ensure that the Evacuation Co-ordinating Group.

Arrange for the reception and registration of all evacuees.

Deploy an officer to the Registration area with blank registration forms and associated supplementary forms and stationary.

Maintain close liaison with the Evacuation Co-Ordinating Group and the Emergency Planning Unit.

Ensure that the Evacuation Co-Ordinating Group receives regular updates concerning the Rest Centre and it’s occupation. Inform them of any problems encountered and request assistance if necessary.

Ensure that relief staff and volunteers are available for the end of each shift.

Ensure that the Evacuation Co-Ordinating group has these


arrangements in place well before the end of a shift.

Handover At the end of your shift, when you hand over to the incoming Rest Centre Manager, entire they are fully briefed including the state of any outstanding matters.

Prepare for Stand Down if it occurs during your shift

Participate in any post incident debriefs.


2.0 Registration Staff Action Card

REGISTRATION STAFF


Y N

On arrival at the Rest Centre, establish who will be working with you and make contact with them.

On arrival at the Rest Centre, meet the Rest Centre Manager and arrange for the setup of the registration desk. Ideally this should be near the door where evacuees will enter the building leaving enough space inside for a queue to form without evacuees having to wait outside.

Equipment Once the registration desk(s) have been set up, ensure all stationary and forms are available and request any additional items from the Rest Centre Manager.

Queuing Agree a system for evacuees to queue whilst waiting to be registered.

Registration During registration, you will become aware of any evacuees that require translation services or any other specialized services. Alert the relevant supervisor of this need as soon as possible. If an evacuee has notified you that they require medication, contact the Shropdoc representative on site.

Casualties If an evacuee arrives at the Rest Centre and is unable to stand or sit whilst waiting to register, direct them to a seating area and arrange for another member of registration staff to sit with them to complete the forms.

After Initial Registration Direct evacuees to the refreshment area.

Pets If an evacuee arrives at the Rest Centre with a pet, arrange for another Rest Centre volunteer to direct the pet and it’s owner to the allotted animal area. Complete the pet registration form and affix it to the owners registration form.

Final Registration Once individuals have been initially registered, you should call them back to complete full registration.

Temporary Departure Evacuees who want to leave the building either temporarily or permanently must complete departure


form

At the end of the shift When you hand over to relief staff, at the end of your shift, ensure that they are full briefed including the state of any matters and are given a copy of your log sheets.

Prepare for Stand Down if it occurs during your shift

Participate in any post incident debriefs.


3.0 Information Staff Action Card

INFORMATION STAFF


Y N

On instruction from the Rest Centre Manager, deploy to the Rest Centre.

Establish role of Information Officer.

Information Point On arrival at the Rest Centre, with the Rest Centre Manager and by means of the building layout plan, location where the central information point will be.

Resources Once the information point has been set up, establish what resources will be required.

Registration Establish what needs evacuees have e.g. interpreters, signers etc. and organize such resources using the contact details in the Emergency Contact Directory.

Gather information Liaise with the Rest Centre Manager and other responders including the Emergency Services and the Emergency Planning Duty Officer to gather information relating to the incident.

Announcements Arrange to announce and relay any information provided. Information may need to be provided in a number of ways i.e. verbally, written, translated, signed etc.

Ensure emotional needs are taken into account

When speaking to evacuees, ensure that any information that is likely to cause distress is given in a sensitive manner. Request the assistance of the Crisis Support Team if emotional support is required.


4.0 Premises Supervisor Action Card

PREMISES SUPERVISOR


Y N


Establish role of Premises Supervisor.

Arrange for the site to be closed down.

Arrange for the site to be closed down from it’s original purpose, ensure that service users are made aware of the closure and arrange for the press to broadcast information relating to the closure. The site will be reimbursed as per the terms of use.

Open and maintain a written log.

Use prepared sheets where available, if not, use any available writing material.

On arrival at the Rest Centre.

Make contact with the other members of staff on site.

Meet with the Rest Centre Manager.

Establish the layout of the Rest Centre using the plan of the building. Discuss and resolve any issues there may be. It may be necessary to move furniture around within the building so that it can function as a Rest Centre.

Signage. With the layout plan and the Rest Centre Manager, agree where signage can be placed.

Stores. With the Rest Centre Manager, agree an appropriate area to be used for the dispersal of evacuee equipment i.e. bedding, clothing, hygiene packs etc.

Damage to the building. If there is any damage to the building, this must be reported to Shropshire Council’s Emergency Planning Team in order for repairs to be paid for.

End of shift. When you hand over to relief staff at the end of your shift, ensure that they are fully briefed including the status of any outstanding matters and are given a copy of your log sheets.


5.0 Pet Officer Action Card

PET OFFICER


Y N


Establish the role of Pet Officer

Upon arrival at the Rest Centre Rest Centre, prepare to receive animals from evacuees.

Establish a safe and appropriate area where animals will be temporarily kept until suitable resources arrive to house them or arrangements are made with the boarding kennels.

Upon arrival of pets Ensure that pets are at ease, ensure they are kept together with their owners until they are comfortable with you.

If necessary, contact suppliers for cages and other relevant supplies required.

Contact the suppliers using the yellow pages. Once supplies are received, ensure animals have a supply of drinking water and food. Reassure owners of the animals welfare.

Establish if there are any injured animals

Information can be obtained from the registration desk. Contact the RSPCA using the Emergency Contacts Directory and arrange for them to assess and treat the animal. Place injured animals into cages first. Notify owners if animals need to be taken away for further treatment.

Once animals have settled, prepare to transfer to boarding kennels

Assist with the transfer of animals to boarding kennels, ensure all documentation is correct for each animal. DO NOT RELEASE THE ANIMAL WITHOUT THE OWNERS PERMISSION.

Once you have been stood down, establish whether the owner wishes to collect their animal or they require the kennels to drop them off and to which location

Inform kennels of situation after stand down.


6.0 Catering Officer Action Card

CATERING OFFICER


Y N

On instruction from the Rest Centre Manager, deploy to the Rest Centre

Establish the role of the Catering Officer

On arrival at the Rest Centre, prepare the rest centre to cater for evacuees

Establish numbers of evacuees for catering requirements. This will include staff, emergency services and other organisations involved in the response. Special dietary needs should be taken into consideration.

Check Kitchen Familairise yourself with the kitchen layout and locate source of boiling water.

Liaise with registration staff

Ascertain whether any evacuees have indicated any special dietary needs on their registration forms.

If there are babies and young children, establish their feeding needs

You may require baby food and other baby essentials. These can be purchased using the Morrison’s Crisis Purchasing Scheme or Sainsbury’s Emergency Assistance Policy. Contact the Emergency Planning Duty Officer to activate.

Compile supplies list for Morrison’s and/or Sainsbury’s

Arrange order, collection and delivery of stocks with the Emergency Planning Duty Officer. Ensure copies of orders are kept for proof of purchase.

Maintain high standards of hygiene and cleanliness at all times.

Ensure Food Standards Guidelines are adhered to.

At the end of your shift When you hand over to the relief catering officer at the end of your shift, ensure that they are fully briefed including the state of any outstanding issues.


7.0 Housing Officer Action Card

HOUSING OFFICER


Y N

Attend Rest Centre upon notification that it has been activated.

Establish whether properties are safe to return to or whether alternative accommodation will be required. Ensure the Rest Centre Manager is kept informed of updates.

Meet with affected evacuees

Establish what their housing requirements are and inform the Homelessness Team.

Schedule departures Formulate a schedule of when evacuees can start to leave the Rest Centre, where they are going and how they will get there.

Departure Liaise with the Passenger Transport Team to arrange for evacuees without transport to be taken to alternative longer term accommodation.

At the end of your shift When you hand over to the relief Housing Officer at the end of your shift, ensure that they are fully briefed including the state of any outstanding issues.


8.0 Transport Officer Action Card

TRANSPORT OFFICER


Y N

Attend Rest Centre upon notification that it has been activated.

Establish how many evacuees need transporting and contact transport companies. Establish pick up point near incident location and request that this information is passed onto affected residents.

Establish whether there are any special transport requirements

If there are individuals who require special transport arrangements, arrange for this transport to be activated.

On arrival at the Rest Centre

Meet the Rest Centre Manager Establish transport drop off point at the Rest Centre.

Departure Confirm with the Rest Centre Manager arrangements for transporting residents back to their homes or other temporary accommodation.

At the end of your shift When you hand over to the relief Transport Officer at the end of your shift, ensure that they are fully briefed including the state of any outstanding issues.


SECTION 10

LETTER TEMPLATES This section provides letter templates which can be printed off and signed by evacuees in the event of an evacuation.

Letter Template 1 Agreeing to evacuate to an alternative location which is NOT a Rest Centre.

Letter Template 2

Not Agreeing to Evacuate.

Letter Template 3 Agreeing to evacuate to a Rest Centre/other accommodation provided by Shropshire Council.

Letter Template 4 Letter for hotel manager.


Letter Template 1 - Agreeing to Evacuate to an Alternative Location


Letter Template 2 - NOT Agreeing to Evacuate


Letter Template 3 - Agreeing to Evacuate to a Rest Centre or other accommodation provided by Shropshire Council


Letter Template 4 - Letter for Hotels


Evacuation Frequently Asked Questions Template Evacuation, [LOCATION/INCIDENT] Explanation - why is an evacuation needed? [INSERT DETAIL OF INCIDENT RESULTING IN THE EVACUATION] How long have I got to evacuate? Ideally as soon as possible but we recognise that essential belongings will be needed. What happens if I refuse to leave? We cannot force you to leave your property, however we do advise that this is the appropriate action to take. However if you are happy to accept that risk, we will ask you to sign a disclaimer. How long will I be gone? We cannot give a timescale at this time but we ask you to have sufficient belongings including any medication until at least [INSERT DATE] when it will be reviewed again at [INSERT DATE] How do I know my property will be secure? We would expect you to secure your property as you normally would. When leaving it. Shropshire Council will cordon off the area and the Police will target patrol activity whilst the area is cordoned off. When will I be allowed back? When we have been given the reassurance that it is safe for you to return. What can I take with me? We suggest essential personal belongings, any medication and sufficient clothing that you may need What do I need to shut down (gas/electric etc)? We suggest residents take the normal approach if going away from their property for the weekend Where will I go? If you have family or friends to go to, we would suggest staying with them. If not, then accommodation is on standby for you and transport, if needed. What do I do with my pets? The temporary accommodation will accept pets/ we have arranged for the local cattery/kennels to accommodate your pets.


Will I incur any costs? We will cover accommodation costs, travel to any alternative accommodation, if you don't have your own vehicle. We will provide you with food/food allowance. How do I notify my family and friends? As you would do normally. If there are issues, we can assist. How will we be kept informed of progress? We will take an appropriate contact telephone number to keep you personally updated of the situation. If you do have an urgent query or question please call 0345 678 9000.


SECTION 11

REST CENTRE DOCUMENTATION

INITIAL ARRIVAL CARD & INSTRUCTIONS FOR USE

INSTRUCTIONS FOR USE AND COMPLETION INITIAL ARRIVAL CARD

This card should be given to each evacuee, and in the case of family groups, the head of that group, as they enter the Rest Centre. It provides details regarding the need for registration and the action to be taken if they or any member of the family have any ‘special needs’. The card is in two parts, each having an identical card number which enables the evacuee to be called forward for registration in numerical order. Part 1 shows the number of evacuees in the group and any medical or special needs, it should be detached and used for call forward purposes. The evacuee retains part 2.

Part 1 – Ticket No. Part 2 - Ticket No.

FAMILY SURNAME FAMILY SURNAME ................................

Total No. in Group You will be called forward in numerical order so

that we can take some important details from you

for registration purposes. If you have any urgent special needs please

make them known to a member of staff.

Medical or Special Needs?

()

Once Registration has been completed you will be issued with a Facilities Card which gives you access to the Centres facilities. We hope your stay will be brief. Centre staff will do all they can to make you comfortable.

If you have difficulty reading this card please inform the staff as soon as possible


REST CENTRE REGISTRATION FORM

Date Name and Address of Rest Centre

Evacuees Surname

Time Registration No:

Rest Centre Registration Form

Location form which evacuated;

Evacuee Details:

Reg No Surname Mr/Mrs/Other Forename (s) D.O.B

Address:

PERSONS IN HOUSE AT TIME OF INCIDENT NOT ACCOUNTED FOR

MEMBERS OF FAMILY AT OTHER KNOWN LOCATIONS

Name: NAME: LOCATION

Name: NAME: LOCATION:

VEHICLE DETAILS ACCOMPANYING PET (S)

Make: Breed:

Colour: Name:

Location: (PLEASE ENSURE PETS ARE LABELLED)

TO BE COMPLETED BY DEPARTURE DESK

Final Departure

Date

Time

Destination

Form Completed by: Name Organisation:

Notes: 1. please complete parts A-E of registration form and then pass to departure desk to be filed alphabetically until

final departure. 2. One registration form to be filled out for each person entering rest centre including children and babies (part

A only needed for them) 3. Complete Part A only of the temporary absence slip for each evacuee(inc Children and babies) and out into

evacuees plastic wallet 4. staple registration forms together for same name family members if they live at the same address 5. complete parts F & G if evacuees wish to leave immediately do not issue temporary absence slip 6. Keep both parts of the registration together unless the Police require a copy.


PET REGISTRATION FORM

Rest Centre –Pet Registration

Evacuees Name:

Rest Centre Name:

Evacuees Address:

Registration No:

Animal Breed Sex Name

1. 2. 3. 4.

Relocation of pet:

Name and address of premises

Signature of evacuee

Form to be retained by pets area supervisor


Rest Centre Message Form

REST CENTRE MESSAGE FORM AND INSTRUCTIONS

PLEASE PRINT ALL MESSAGES ORGINATOR OF MESSAGE NAME PHONE/FAX NO: ADDRESS REGISTRATION NO (if evacuee) MESSAGE TAKEN BY:

Oral Information desk

Telephone Welfare

Fax First Aid

Radio Other

Message: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Received by: _____________________________________________________________ Date:_________________________________Time:__________________

ALL MESSAGES TO BE SENT TO THE INFORMATION DESK

Action taken:______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Signature:________________________Time:______________________Date:__________________ ORIGINATOR OF MESSAGE INFORMED (IF RELEVANT)?

YES

NO

Message No

Urgent Non Urgent Information


LOG SHEET & INSTRUCTIONS FOR USE

Serial Time Information Actions Taken Initials

:

:

:

:

:

:

;

:

;

;

:

;

:

:

:

:

:

:

:

:

:

:

:

:

:

:


LOG SHEET GUIDE TO COMPLETION

1. LOG WRITING CONVENTIONS

(a) Use BLOCK CAPITALS and ball point pen. (b) Be brief, accurate and use only the standard abbreviations. The log is only a precis of events and action taken.

2. DETAILED PROCEDURES corresponding to log book headings

(a) INCIDENT to which the log refers. (b) DATE will include 1st three letters of month (e.g. 10/1200/APR). A new sheet will commence at 0001 hrs. daily. (c) SERIAL NUMBER OF ENTRY to run CONSECUTIVELY from initiation to completion of the event. (d) TIME of entry

(e) INFORMATION (Brief summary - Times must be included)

should include a reference to all relevant events e.g. (i) Dispatch/receipt of messages, situation reports, resources requests etc. (ii) Meetings and decisions reached. (iii) Other events affecting the Emergency Centre or functional cell.

(f) ACTION TAKEN (By whom and comments - Times must be included)

should include references to all:- (i) Action taken or to be taken and by whom, both in the Emergency Centre and elsewhere (ii) Comments in relation to action taken or to be taken. (iii) Notes for next shift or matters arising out of (i) or (ii)

(h) INITIALS (Print) PRINTED initials by officer making entry

4. ON COMPLETION (OR WHEN INSTRUCTED), THE EEL SHOULD BE DISTRIBUTED AS BELOW:-

COPY COLOUR METHOD OF HANDLING

ORIGINAL COPY

WHITE YELLOW

Retained by log keeper in Functional Cell Sent to Management Information Cell


INFORMATION FOR EVACUEES


SECTION 12

REST CENTRE INVENTORY

All Rest Centre Equipment is kept in the Emergency Centre at the Shirehall. Access to this outside of office hours will be by contacting one of the Shirehall key holders (contact details can be found in the Emergency Contacts Directory), and requesting access to the Shirehall. The Emergency Planning Incident Officers can be requested to bring the equipment to the Rest Centre in the Emergency Response Vehicle.

There is also a limited amount of equipment at each of the Rest Centres..

Kit Quantity

Mattresses

Blankets

Pillows

Torches

Radios

Female Wash Kits

Male Wash Kits

Rest Centre Boxes


SECTION 13

STAND DOWN AND RECOVERY

STAND DOWN

The decision to stand down from the emergency phase will be taken by the multi-agency Silver commanders involved in the management of the emergency.

In making the decision to stand down, consideration will be given to the following points:

Has the incident been brought under control?

Is it safe for the evacuees to return to their homes and businesses?

Each responding organisation will stand down their personnel that they are responsible for. Any decisions made will always be relayed to the Rest Centre Manager.

CLOSURE OF THE REST CENTRE Closure of the Rest Centre will be easier during daylight hours. If homes have been damaged or destroyed, the preparation for finding more permanent accommodation will be started by the Council as soon as possible following the incident. When the Rest Centre is to be handed back to it’s original purpose, the building will be returned to it’s original state by the Rest Centre Team. During this process, consideration will be given to the following key tasks:

Tidy up of the building;

Provide a list of any breakages or equipment which required repair or replacement;

Assist in returning equipment and furniture to their original places;

List any items that have been used and need replacing;

Collate all reports and documentation that will be held by the relevant authority that operated the Rest Centre;

All staff will be invited to attend any post incident structured debriefs;

All staff will be formally thanked for their help and assistance;

A joint inspection of the building will take place with the Rest Centre Manager and the Building Owner/Operator.

POSSIBLE ACTIONS FOR THE RECOVERY GROUP TO CONSIDER

Full recovery from a serious event can take years and will involve significant resources. The inter-linked consequences that follow an evacuation include economic, environmental, social and health dimensions. The consideration of actions that could be taken before, during and after an emergency situation to promote recovery should be central to emergency planning. This may include the identification of specialist resources to aid recovery or simply defining a process to enable a full needs analysis to be undertaken after an event, within appropriate timescales.

The Multi Agency Silver Group will formulate a strategy to return the

JESCC (Scene) Incident Command

Evac. Assembly

Point

BECC

Key:

Continuous Communication

Possible Communication

Incident Area

Evac. Assembly

Point

BECC


community to normal as best as practicable. The principle considerations for recovery from the evacuation (as opposed to the wider incident) will be around either arranging for people to be returned to their homes (or friends and family) or helping local authorities to arrange shelter beyond the 48 hr period, in incidents where it is not possible to return to the affected area. However, the Recovery Group may also need to consider the following points specifically concerning the recovery from an evacuation: Authorising the return of the public to the area in an appropriate manner.

Identifying numbers of people who continue to require shelter

Identifying potential longer term shelter facilities

Identifying transport options

Access to and security of sites

Recovery structures and processes

Financial aid to Local Authorities

Financial support for individuals

Mutual aid

Data protection and sharing

Impact assessments

Needs of people - health

Needs of people – non-health

Community engagement

Working with the media

VIP visits and involvement

Displaced communities

Community cohesion

Foreign nationals

Dealing with insurance issues

Economic and business recovery

Transport

Animal health and welfare


SECTION 14

STRATEGIC CONSIDERATIONS

Legal Issues

Following Civil Contingencies Secretariat Guidance, this plan should not assume that the Government will use emergency powers under the Civil Contingencies Act 2004 to facilitate an evacuation.

However, the plan should assume that any evacuation ‘necessary and proportionate in the circumstances’ and so should be legally defensible.

This plan assumes that individual responding agencies will have in place their own plans to cover legal requirements such as working hours and data protection as well as necessary insurance/indemnity cover (for example for Local Authorities shelter provision).

Reimbursement of Leisure Centres/Other Accomodation

Local Authorities have general powers to provide temporary shelter, and the costs will lie with them for doing so. In certain circumstances the authority could then seek recourse from Central Government for costs incurred. This resource might take different forms depending on what had led to the evacuation. Financial Assistance through the Belwin Scheme (which operates under Section 155(2) of the Local Government and Housing Act 1989 might be available. However, there is no automatic entitlement to reimbursement through the Belwin Scheme. Ministers are empowered to decide whether or not to activate the scheme after considering the circumstances of each individual case. Traditionally, the scheme has been set out as a response to incidents involving severe weather and although law does not rule out other types of incident, it is unlikely that other types of incident would be eligible. In addition, the Bellwin scheme is not applicable for the recovery phase of an incident, since the grant is limited by Section 155 of the Local Government and Housing Act 1989to contributing to immediate costs incurred on or in connection with safeguarding life or property or preventing inconvenience following an incident. It is important to be aware that precautionary actions and longer term clearing up actions are ruled out by the terms of the statute. In other circumstances, the Local Authority might be able to recover costs from third parties, for example, if the cause of the evacuation was pollution of some kind, the polluter may be obliged to pay once proved responsible.


SECTION 15

TRAINING AND EXERCISING The following table outlines the training and exercising that has been carried out which has enabled the Evacuation and Shelter Plan to be tested. Organiser Title of

Exercise Type Date Relevant Lesson or

link

Exerc

ise T

um

ulu

s Shropshire

Council Exercise Tumulus

Live Exercise

13th August

2007 Debrief Report can be requested from Shropshire Council Emergency Planning Unit.

Exerc

ise E

xte

nd

West Mercia LRF

Exercise Extend Table Top Exercise

30th

September 2008

Debrief Report can be requested from Shropshire Council’s Emergency Planning Unit

Pow

ys

Coun

ty

Council

Liv

e

Rest

Centr

e E

xerc

ise

Powys County Council

-

Live Exercise

24th

September 2008

Asssited in the understanding of the differences between Rest Centre Operations in a cross border incident

Rest

Cen

tre T

rain

ing

Shropshire Council

WRVS Rest Centre Training

Training 9

th

December 2009

15 Volunteers Trained

Shropshire Council

WRVS Rest Centre Training

Training 25

th

February 2010

10 Volunteers Trained


Shropshire Council

Shropshire Council Emergency Planning Unit Rest Centre Training

Training 20

th June

2014 20 Volunteers Trained


SECTION 16

RADIATION MONITORING UNITS

In the event of a radiation emergency, Public Health England/ NHS England may identify that there is a requirement to establish a Radiation Monitoring Unit (RMU) to undertake radiation monitoring of the public.

A RMU is used to determine levels of radioactive contamination in or on people and any subsequent requirement for decontamination. It will also inform decisions regarding the need for any medical interventions for persons contaminated with radioactive material. The RMU should, where possible be adjacent to any Reception Centre set up by Shropshire Council.

The RMU itself will be provided by Shropshire Fire and Rescue Services Decontamination Units and West Midlands Ambulance Service will provide Decontamination Units outside the Rest Centre.

Once people have been decontaminated they will go into the Reception/Rest Centre where normal rest centre functions such as feeding, welfare etc. will be in place for displaced people to utilise.

Evacuees should be monitored at the RMU and, if necessary, decontaminated, before entering the evacuee reception centre to avoid the potential for contaminating the evacuee reception centre. The process is illustrated below.

.


Requirements of the a RMU The following is an idealised list of attributes considered to be necessary for any RMU venue. Should a venue not meet all of these requirements, consideration should be given to how the suggested functions can otherwise be carried out.

Be available to allow establishment of an RMU within a few hours of the requirement being identified or the activation of related plans;

Have an area for people awaiting monitoring (indoor or outdoor under shelter);

Have an area for external contamination measurements to be carried out;

Have a segregated area to decontaminate people identified as contaminated (showers preferable) or an area where decontamination facilities can be rapidly created;

Have a quiet area for recording and reporting information with communications equipment;

Have adequate toilet facilities for staff and public;

Have storage for replacement clothing;

Have adequate power supply.

The diagram below illustrates how the management of the RMU will link with the Management of the Reception/Rest Centre.


Contact

Shropshire Council Emergency Planning Unit, Shirehall,

Shrewsbury, SY2 6ND

[email protected]

In Shropshire

mailto:[email protected]

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