4. Evacuation centre management sub-plan
4.1 Purpose
Management of facilities which provide affected people with basic human needs including accommodation, food and water, and community personal support processes. The size and number of evacuation facilities available will depend upon the scale and extent of the emergency/disaster situation.
This sub-plan has considered the:
· recommendations of interim report of the Queensland Floods Commission of Inquiry, 1 August 2011
· Queensland Evacuation Guidelines for Disaster Management Groups, Version one, August 2011.
4.2 Functional responsibility
The LDMG is responsible for the management of evacuation centres.
The community liaison officer will have responsibility for ensuring the logistical and operational running and provision of support services for the effective operation of evacuation centres.
The community liaison officer will report to the SCLDMG / LDCC on all matters relating to the functional operation of evacuation centres.
Noosa Council and Australian Red Cross have entered into a Memorandum of Understanding about the operation of evacuation centres.
4.3 Context and assumptions of this plan
· that a disaster / emergency situation has occurred or is likely to occur which requires members of the community to be temporarily sheltered in a safer place for an unknown period
· to clearly identify the role of evacuation centre management in the operation of an evacuation centre
· to note the role of evacuation shelters in the transition to disaster recovery
This sub-plan assumes that staff or agencies that are involved in the management of an evacuation centre have the required skills and resources to do so.
This sub-plan is to be read in conjunction with Appendix B.3 of the Evacuation Sub-Plan. The Evacuation Sub-Plan identifies that there are five stages of evacuation:
1. decision to evacuate – decision makers analyse event intelligence and make an assessment on the necessity to evacuate persons exposed to a range of hazards
2. warning – notification of event conditions and appropriate actions required are conveyed to the public
3. withdrawal – the movement of exposed persons from a dangerous or potentially dangerous area to a safer location
4. shelter – the provision of refuge and basic needs for evacuees in a safer location
5. return – assessment of the disaster area and managed and planned return of evacuees
This sub-plan is dealing principally with shelter but has linkages to the other five stages.
This sub-plan notes that there may be specific requirements during an evacuation to manage the needs of aged care facilities and retirement villages
4.4 Introduction
This plan details the requirements necessary to establish and manage evacuation centres in the event of a disaster / emergency for an unknown period. The provision of shelter for short duration evacuations (e.g. up to 48 hours) may be readily facilitated but longer duration operations of more than 48 hours will require additional planning and resources.
The Community Support Officer, with the assistance of Australian Red Cross and the Department of Communities, may consider what type of facility is most appropriate for the event, and may consider alternatives such as placing evacuees in commercial overnight accommodation, such as motel / hotel type facilities.
4.5 Support agencies
The following agencies provide support as required in the management and operation of evacuation centres:
· Australian Red Cross
· Blue Care
· Department of Communities
· Lifeline Sunshine Coast
· Meals on Wheels
· Noosa Council
· Public and private transportation providers
· Queensland Police Service
· Queensland Ambulance Service
· St Vincent de Paul
· St. John Ambulance
· State Emergency Service and WICEN
· Noosa Council
· Sunshine Coast Division of General Practitioners Ltd
The following agencies may provide support as required in the management and operation of evacuation centres:
· Queensland Health – Sunshine Coast Health District
· Queensland Transport
4.6 Identification of centres
The Community Support Officer from the Noosa LDMG is responsible for identifying suitable evacuation centres to service the different geographic communities and types of identified risks and natural hazards within their local government area. The location of all potential evacuation centres will be advertised on Council’s website.
In the event of a disaster the LDC in consultation with the Community Support Officer will determine those evacuation centres which will be opened to provide shelter for that particular event. Once the decision has been made to open an evacuation centre the location of these evacuation centres will be announced publically through print, radio, social media and on council’s website.
If during an evacuation public and private hospitals are unavailable, an alternative primary centre for medical high needs evacuees, is the University of the Sunshine Coast medical ward.
4.7 Management and coordination of evacuation centres
4.7.1 Coordination of multiple coordination centres
Where more than one evacuation centre is operating, the central coordination of the evacuation centres shall be established in or nearby to the LDCC.
The Community Support Officer will be in attendance at the LDCC and is responsible for the coordination of community support operations, including evacuation facilities within the region.
Depending upon the scale of operations the Community Support Officer may delegate the task to another officer to be the overall coordinator of evacuation centres. This person, reporting to the community liaison officer, shall sit in the LDCC or in a council office with easy access to the LDCC
The coordinator of evacuation centres is likely to be a council employee.
4.7.2 Management and operation of individual centres
The Community Support Officer or delegate will appoint an evacuation centre coordinator to each established evacuation centre. It will be the role of the evacuation centre coordinator to run all aspects of the centre, including liaison with other key agencies engaged in the operations of the centre.
Australian Red Cross officers will assist with the operations of evacuation centres and the registration of people staying at the centre.
The Red Cross’s primary function is to ensure the comfort and welfare of all people including agencies engaged in the evacuation centre operations and to provide expert assistance to the evacuation centre coordinator.
4.7.3 Briefings and debriefings
The Community Support Officer will ensure that the LDC and coordination centre manager is aware of all situations relevant to the management and welfare of an evacuation centre.
The Community Support Officer is to ensure that the evacuation centre coordinator of each facility has received a briefing about evacuation centre operations. Briefings for all facilities may be held at a single evacuation centre or at the LDCC.
If more practical, these may be conducted by teleconference or other electronic means depending upon the circumstances of the event.
The senior representative of each support agency is to attend briefings and debriefings conducted by the evacuation centre coordinator at each facility. Centre briefings and debriefings will be held as determined by the evacuation centre coordinator; there will be at least a daily briefing for the duration of operations.
Each organisation shall be responsible for its own internal briefings and debriefings.
4.7.4 Function and layout of evacuation centres
The layout and function of a typical evacuation centre is outlined at Appendix B 4.10
4.7.5 Responsibilities within the evacuation centre
The following groups may be required to assist and be responsible for specific jobs within an evacuation centre.
· Evacuation Centre Coordinator (usually a council employee)
· Council officers
· Australian Red Cross
· St Vincent de Paul
· Salvation Army
· State Emergency Service
· Queensland Police Service
· Department of Communities
The deployment of other agencies to assist will be at the operational discretion of the community liaison officer, upon advice from the Evacuation Centre Coordinator.
4.7.6 Safer location
The LDC in consultation with the Community Support Officer shall ensure that a prospective evacuation centre is in an area unaffected or not likely of being affected by the disaster. Mapping held by the LDMG assists with this task.
Safer Locations concepts are outlined in the Queensland Evacuation Guidelines August 2011 at page 40 – 46 and further discussed in Appendix B.3 Evacuation Sub Plan.
4.7.7 Logistics
The Community Support Officer is responsible for the acquisition of resources for evacuation centres and response personnel as required. Assistance with this task is to be sought through the LDCC logistics officer.
4.7.8 Length of stay, capability and facilities
Evacuation centres by definition provide temporary emergency accommodation only and most of the evacuation centres which have been identified for use in Noosa Shire will only be able to accommodate people for a maximum of two to three days duration.
If accommodation is required for longer periods of time the community liaison officer in liaison with the Department of Communities will need to make alternative arrangements.
Facility capabilities for all prospective evacuation centres have been identified by the community liaison officer.
4.7.9 Medical support
The Community Support Officer is to make the LDC aware of any requirements for support by medical personnel at an evacuation centre, other than basic first aid.
Sunshine Coast Division of general practice can be a primary supplier of medical support in an evacuation centre. Contact should be made when the LDCC is at lean forward status and it is likely that evacuation centres are to be opened.
Requirements for prescription medication may arise in evacuation centres and consideration will be required for how necessary medication can be accessed. The evacuation centre coordinator is to give consideration to medication storage and associated administrative processes for people that arrive at a centre with medication. It is noted that some medications may require refrigeration. Further, some evacuees may require assistance taking their medication such as the elderly, disabled and persons with limited English.
Further levels of medical support are to be requested by the LDC through the LDMG to Queensland Health.
In the event of a health emergency the evacuation centre coordinator or delegate will call for an ambulance by calling Triple Zero (000).
4.7.10 Toilets and bathing
Where additional toilet capacity is required e.g. portaloos, the Community Support Officer through the LDCC logistics officer will make arrangements for the delivery of temporary facilities. Advice from an Environmental Health Officer must be sought on their placement.
4.7.11 Kitchen facilities
The Community Support Officer is to be aware of all kitchen and catering facilities available in the intended evacuation centre and to ensure meals and or food stocks are available as required. An Environmental Health Officer should carry out an inspections of facilities as deemed necessary.
4.7.12 Refuse collection
Council is responsible for the disposal and storage of refuse produced by an evacuation centre in their local government area. The evacuation centre coordinator will ensure waste removal is undertaken to avoid overflow of waste bins or health risk.
4.7.13 Vehicular access
Sealed driveway access especially during rainy periods for all evacuation centres is desirable and the driveway / parking area should also be wide enough to permit entry and exit by buses.
4.7.14 Access for people with mobility impairments
A full list of specialist evacuation centres with wheelchair access has been identified and this listing is held by the Community Support Officer. Council facilities listed as evacuation centres all have access for mobility
Where required, specialist centres may be activated that provide additional assistance to people with impaired mobility.
4.7.15 Pets
Those facilities that have suitable areas available for pets / service animals are listed in the listing of centres held by the Community Support Officer. The Community Support Officer will ensure that facilities are available to the relocation of pets or other animals.
The Community Support Officer with the Council’s local laws manager will ensure refuge facilities are available for animals.
4.7.16 Vehicle parking
Each of the major centres has appropriate parking. The majority of the evacuation centres listed only have sufficient parking spaces for essential vehicles.
The LDMG community liaison officer shall nominate suitable assembly areas when required that have sufficient parking facilities for the anticipated number of evacuees.
4.7.17 Needs of nursing mothers, infants and children
The evacuation centre coordinator shall nominate (if available) changing / nursing spaces / facilities for mothers with infants and will ensure that the needs and safety of children within the centre are provided for.
4.7.18 Security and social considerations
The security and good order of an evacuation centre is the responsibility of the evacuation centre coordinator and security services will be employed as required.
All evacuation centres must have visible and clear evacuation plans in the event of a fire or other emergency situation, and evacuees are to be advised of these plans by the evacuation centre coordinator.
The Community Support Officer and the evacuation centre manager will ensure that evacuation centre procedures address culturally and linguistic diverse community needs. These procedures may incorporate all or any requirements of culturally and linguistically diverse evacuees.
4.7.19 Entertainment
Provision of a range of entertainment will help maintain a positive mood at an evacuation centre. Attempts are to be made by evacuation centre coordinators to provide television / DVD / video / radio facilities for evacuees. Newspapers, magazines and books will be provided if available. Special attention is to be given to identifying suitable activities for children.
4.7.20 Public information
The Evacuation Centre Coordinator shall provide, when available, regular disaster related and general information for evacuees at the centre. The provision of television / and radio facilities for use by evacuees will assist with this task.
4.7.21 Management processes
The Evacuation Centre Coordinator shall ensure that all staff members/volunteers are aware of their responsibilities and requirements. The evacuation centre coordinator shall institute a staff roster system as soon as possible after the evacuation centre has been activated.
The SES may assist, following a request through the LDCC with radio communications at an evacuation centre. Red Cross personnel and the Police are responsible for the registration of all evacuees at the centre. It is the responsibility of the evacuation centre coordinator to ensure evacuees are registered.
4.7.22 Closure of evacuation centres