Annex G -Mass Care

I.Introduction

Mass Care will coordinate the emergency provision of temporary shelters, emergency mass feeding, and the bulk distribution of coordinated relief supplies for victims of a disaster and disaster workers. Mass Care can provide personnel and resources to support preparation, mitigation, response and recovery in support of the primary emergency management objectives. Other responsibilities include documentation and reporting (via Automated Shelter Board) shelter status, populations and any issues with residents, e.g. injuries and casualties; determination of needs and the processing of all requests to meet those needs; and securing donations of life-supporting supplies. Mass Care resources are used when individual agencies are overwhelmed and additional mass care, mass feeding assistance, and bulk distribution of coordinated relief supplies are needed. Mass Care/ESF 6 will coordinate the lodging and feeding of evacuees of any actual or potential disaster.

Source: Louisville/Jefferson County Metro Government Emergency Operations Plan, 2007/2008

II.Situations and Assumptions

A.Situations

  1. The magnitude of the public emergency will be such that the (Jurisdiction) will be too overwhelmed to assess the public emergency and respond effectively to basic human needs using routine operations. Damage to roads, airports, communications systems, and so forth will hamper emergency response efforts. The movement of emergency supplies may be seriously impeded.
  2. People’s homes may be destroyed or damaged to the point that entry will not be safe. People may not be able to access homes and other buildings due to damage to the city’s infrastructure and transportation systems.
  3. Hundreds or thousands of public emergency victims will be forced from their homes, depending on such factors as time of occurrence, area demographics, building construction, and existing weather conditions.
  4. There may be large numbers of dead and injured, which will leave large numbers of specialized population groups (e.g., elderly, children, interned) without support. Families may be separated and unable to reunite.
  5. Communications systems may be damaged or destroyed such that individuals will not be able to locate their friends or families or be able to identify alternative housing, feeding, emergency medical care, or other basic needs. Hundreds or thousands of transients such as tourists, students, foreign visitors, and homeless persons may be involved.

Source: the District of Columbia’s Emergency Response Plan, updated December, 2005

B.Assumptions

  1. A public emergency occurs that produces significant casualties and widespread damage. Individuals may develop serious physical, emotional, or psychological problems requiring specialized medical services.
  1. Mass care facilities will receive priority consideration for structural inspections to ensure safety of occupants.
  2. Mass care operations and logistical support requirements will be given high priority by city agencies.
  3. Primary shelter facilities will be available, and/or alternative, secondary sites will be identified in the (Jurisdiction) or in cooperation with neighboring government counties and states in adjacent locations outside the (Jurisdiction).
  4. It is anticipated that many individuals will be prepared and self-sufficient for a minimum of 72 hours after an incident; however, it is likely that a significant portion of dislocated citizens and (Jurisdiction) guests will not be self sufficient during the initial 72 hours. Department of Human Services and support agencies, in conjunction with local voluntary organizations, will need to be able to coordinate the evacuation and registration of victims, administer emergency first aid treatment and mental health counseling, and provide other initial mass care needs for at least the first 72 hours after the public emergency.
  5. For significant public emergencies, it is anticipated that federal and national assistance will be forthcoming to support mass care operations, including assistance from the (local) Chapter of the ARC, and the federal government under the auspices of the National Response Framework and the Stafford Act.
  6. The restoration of basic infrastructure (e.g., communications, roads, transportation services, and electricity) may take days, weeks, even months.
  7. Ongoing Mass Care assistance may be required as the response stage transitions to the recovery stage.
  8. Some percentage of the sheltered population will require shelter for an extended period of time.
  9. Individuals will be anxious to identify the location and health/condition of friends, family, and loved ones. The makeup of the dislocated will likely be diverse and will require attention to cultural, ethnic, language, and other related needs.
  10. The designated lead, DHS, and support agency staff will be trained and certified by the ARC in shelter management and emergency relief and support services.
  11. There are agreements in place between the ARC and the agents of the government of the (Jurisdiction) for the administration of shelter care, including shelter registration.

Source: the District of Columbia’s Emergency Response Plan, updated December, 2005.

III.Concept of Operations

A.General

As part of routine operations, the (Jurisdiction) Office of Property Management and (Jurisdiction) Public Schools, in concert with an agreement with the ARC, and in accordance with ARC protocols, routinely inspects designated shelter space in the (Jurisdiction) in preparation for a potential event that will require the temporary sheltering of citizens. In addition, the (Office of Contracting and Procurement) establishes procurement agreements from compiled lists of potential supplies, resources, and supply vendors that will be able to provide goods and services in the event of a public emergency.

The shelter management team will maintain liaison with and coordinate requests for assistance through the EOC for food, clothing, and medical assistance; provide assistance in the dissemination of public emergency assistance information; provide an evacuees locator service for family members and public officials; maintain and submit records of shelter operations and resource expenditures; and close the shelter(s) when they are no longer needed. (Shelters operated by the ARC will follow ARC guidelines and policies.)

Source: the District of Columbia’s Emergency Response Plan, updated December, 2005

B.Interjurisdictional Relations

Intrastate Mutual Aid Compact shall apply only to requests for assistance made byand to authorized representatives. Requests may be verbal or in writing. If verbal,the request shall be confirmed in writing within thirty (30) days of the verbalrequest. Requests shall provide the following information:

  1. A description of the emergency service function for whichassistance is needed, including, but not limited to, fire services, lawenforcement, emergency medical, transportation, communications, publicworks and engineering, building inspection, planning and informationassistance, mass care, resource support, health and medical services, andsearch and rescue;
  1. The amount and type of personnel, equipment, materials andsupplies needed and a reasonable estimate of the length of time they will beneeded; and
  2. The specific place and time for staging of the assisting party'sresponse and a point of contact at that location.

Source: The Oklahoma County All Hazards Emergency Operations Plan, 2005

IV.Organizations & Assignment of Responsibilities

A.General

Mass Care, Housing and Human Services:

  1. Assists in the development, review and maintenance of the EOP;
  1. Responds to the EOC or the field, as needed;
  2. Assists the County EMA in maintaining a listing of Mass Care – Shelter facilities including capacities;
  3. Coordinates with American Red Cross and other appropriate agencies;
  4. Requests Mass Care – Shelter support from the County during an emergency;
  5. Coordinates with (Transportation) and (Resource Management) regarding evacuation issues;
  6. Advises elected officials and the EMC about Mass Care, Evacuation and Shelter activities; and
  7. Performs other responsibilities as assigned by the Section Chief.

Source: portions come from Pennsylvania Emergency Management Agency (PEMA), Model EOP

B.Responsible Organizations

The ultimate responsibility for the care of evacuees in theCounty restswith local governments. In most emergencies, some level of government supportwill be required. The appropriate City/Village Emergency ManagementCoordinator with the support of the Region 23 Emergency ManagementCoordinator will act for their jurisdictions in coordinating mass care activities untilthe Red Cross can respond.

  1. Emergency Management Coordinators:

The Emergency Management Coordinator or designee will be responsible foridentifying appropriate lodging and feeding facilities, coordinating utilizationof transportation resources, supporting registration of evacuees, andoverseeing lodging and feeding operations. Depending on the magnitude ofmass care requirements, the Emergency Management Coordinator mayappoint additional mass care staff.

  1. The Chapter of the American Red Cross (ARC):

The Chapter of the American Red Cross will carryout the MassCare coordination function. The nature and scope of the emergency willdetermine specific actions to be taken by the Red Cross, but in any case, theRed Cross will be responsible for carrying out its mandated responsibilitiesas indicated in the Act of Congress, January 5, 1905, as amended, 36 U.S.C.

The Red Cross will not assume responsibility for government functions butwill support state and local government and will provide assistance toindividuals and families as indicated and within the realm of existing RedCross disaster relief policies. Red Cross will coordinate registration ofevacuees, shelter, feeding and other support as the situation may indicate.

The Red Cross will be responsible for only those costs committed by itsauthorized representative.

  1. Supporting Organizations:
  1. The Salvation Army and other disaster relief organizations may supportmass care operations as provided for in their plans and procedures.
  2. The USDA County Emergency Board (CEB) maintains a listing of food,feed, and seed facilities located within the county which may be ofassistance for mass care operations.
  3. The public health agencies will work in partnership with the Emergency
  4. Manager and the mass care shelter manager to plan for and assist themto accommodate people who have special needs.

Source: Box Butte County, Nebraska, Local Emergency Operations Plan, 2007

V.Direction and Control

A.General

The Mass Care Annex complies with the National Response Plan, the National Incident Management System and uses the Incident Command System (composed of Planning, Operations, Logistics andFinance/Administration Sections with their standardized Units, Teams, positions, forms and (terminology) to manage its emergency/disaster responsibilities. Key to this system is the County Metro Emergency Management Agency, which functions as the official disaster organization for preparedness, mitigation, response and recovery within the County. The agency also serves as the focal point for Mass Care activities. It is responsible for ensuring that all appropriate program departments, support agencies, other Emergency Support Functions and private voluntary agencies have knowledge about the system and Mass Care expectations.

The Mass Care system operates at two levels – the Emergency Operations Center and field operations.

All management decisions regarding county and/or regional resource allocation are made at the Emergency Operations Center by the Mass Care Coordinator during emergency activations.

Per the Incident Command System structure, the Planning, Logistics, Finance/Administration and Operations Section Coordinators plus staff at the Emergency Operations Center (EOC) assist the EOC Manager in achieving the overall mission. Sections, Units, Teams, staffing levels, etc. are modular and scalable, depending on the type, size, scope and complexity of the emergency or disaster event.

The staffing directory, Mass Care Emergency Operations Plan plus accompanying Appendices,Annexes and Standard Operating guidelines are maintained by LJCMEMA with notification lists updated at least quarterly and all other documents at least annually.

In accordance with a mission assignment from Mass Care and further mission tasking by a local primary agency, each support organization assisting in an Mass Care assignment will retain administrative control over its own resources and personnel but will be under the operational control of Mass Care. Mission operational control may be delegated to a Management Support Unit, Multi-Agency Coordination Team or a local entity.

Source: Louisville/Jefferson County(KY) Plan 2007/2008.

B.Command

At the Local level, ARC, assisted by DHS and the Emergency Management Agency (EMA), will coordinate all Mass Care activity. Since each support agency will be represented at the EOC, DHS will maintain contact with those representatives as necessary at those locations for the duration of the emergency response period. Support agency representatives will have sufficient knowledge of the capabilities and resources of their agencies, with appropriate authorities to commit resources to the response effort.

Source: the District of Columbia’s Emergency Response Plan, updated December, 2005

C.Finance and Administration

The County EMA will forward reports and requests for assistance to State EMA.

  1. Municipal and county governments will utilize pre-established bookkeeping and accounting methods to track and maintain records of expenditures and obligations.
  2. Narrative and written log-type records of response actions will be kept by the municipal emergency management agency. The logs and records will form the basis for status reports to the County and PEMA.
  3. The local EMA will make reports to the County by the most practical means and in a timely manner.
  4. All written records, reports and other documents will follow the principles of NIMS.
  5. Section to be assigned to-(ESF) or specific delegated government local administrative branch:
  1. Maintains oversight of all financial and cost analysis activities associated with the emergency;
  1. Tracks costs and personnel time records;
  1. Coordinates the conduct of damage assessment and reporting to the county EMA;
  1. Starts planning for recovery of vital community functions; and performs other responsibilities as assigned by the Section Chief.

Source: portions come from Pennsylvania Emergency Management Agency (PEMA), Model EOP

VI. Information Collection and Dissemination

The Emergency Management Planning Section is responsible for the collection, evaluation, and dissemination of information regarding the incident. The Planning Section will provide planning for not only the current, but future operational periods.

Source: Louisville/ Jefferson County (KY) Emergency Operations Plan 2007/2008

VII.Communications

See the Communications Annex C

VIII.Administration and Logistics

The Red Cross will maintain records of all expenses incurred by their masscare activities. The Executive Group will ensure that adequate records oflocal government expenses are maintained.

The Red Cross offers training in Shelter Operation Workshop and DisasterWelfare Inquiry Operations and will provide these trained persons for disasteroperations when requested by the Region XX Emergency ManagementCoordinator.

Source: Box Butte County, Nebraska, Local Emergency Operations Plan, 2007

IX.Plan Development and Maintenance

The Emergency Management Director is responsible for the content of this annex and for its currency. All EOC staff members must be familiar with its content.

Source: The Oklahoma County All Hazards Emergency Operations Plan, 2005

X.Authorities and References

Federal

Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-288) as amended

Homeland Security Act of 2002

Homeland Security Presidential Directive 5

Post-Katrina Emergency Management Reform Act of 2006

Pets Evacuation and Transportation Standards Act of 2006 (HR3858)

Draft National Response Framework, July, 2007

Draft National Incident Management System, FEMA 501, Draft, August 2007

DHS, State NIMS Integration, Integrating the National Incident Management System into State Emergency Operations plans and Standard Operating Procedures, Version 1.0

Publication of the National Incident Management System (NIMS), March 1, 2004,.

Target Capabilities List: Version 1.1, April 6, 2005.

Guide for All-Hazard Emergency Operations Planning – State and Local Guide (SLG) 101, September 1996.

Source: Various Federal and State resources