STATE OFCONNECTICUT LOCALEMERGENCY OPERATIONSPLAN

STANDARDSGUIDELINES

FOR

EMERGENCY SUPPORTFUNCTION#6MASSCARE ANNEX

TABLEOFCONTENTS

PURPOSE3

SITUATION3

WholeCommunityPlanningandResponse4

MassCareLifeCycle4

TypesofMassCareFacilities4

ASSUMPTIONS5

ShelteringinPlace5

Responsibility5

MutualAid5

RegionalAssistance6

AmericanRedCross6

CONCEPTOFOPERATIONS7

General7

ShelterOperations9

Responsibility10

ExtendedOperation10

Facilities10

Reporting10

IndividualsRequiringAdditionalAssistance10

Children11

Pets11

FinancialConsiderations11

FeedingOperations13

HealthServices17

ShelterCommodities22

FamilyReunification22

Recovery23

Attachment1:ChildreninDisastersFactSheetAttachment2:VolunteersanddonationsFactSheetGUIDANCESIGNATUREPAGE

PURPOSE

Intheaftermathoftheseverestormsof2011,theDivisionofEmergencyManagementandHomelandSecurity(DEMHS)withintheDepartmentofEmergencyServicesandPublicProtectionestablishedaMassCareEmergencySupportFunction(ESF)6WorkingGrouptoreviewandupdatetheexistingMassCareAnnextotheLocalEmergencyOperationsPlan(LEOP).ThesedocumentsaretheproductofmanymeetingsoftheWorkingGroup,whosemembershipincludeslocal,state,federal,andprivatesectorpartners.Thisinstructions/consensusstandardsdocumentmaybeusedinseveraldifferentways.YouwillnoticethattheformatissimilartotheoriginallocalMassCareAnnextemplate.ItmaybeusedasthetemplateforyourlocalMassCareAnnex;youmaychoosetocutandpastepartsofthedocumenttocreateanewMassCareAnnex,or;yourannexmaybeassimpleasassemblingtherelevantdocuments,suchasagreements,procedures,andplans,andthenfillingintheblanksofthesummarysheet, includingindicatingwherethepartsoftheAnnexcanbefoundinyourmunicipality’sdocuments.ThepurposeofthisAnnexistooutlineorganizationalarrangements,operationalconcepts,responsibilities,andprocedurestoprotectresidentsandothersinTown/City/TribalNation/TribalNationof fromtheeffectsofanemergencysituationbyprovidingshelterandmasscare.

TheTown/City/TribalNationofisresponsiblefortheplanning,preparednessandoperationofMassCareserviceswithintheircommunityifneeded.

Town/City/TribalNationofficialsmustbereadytoprovidedifferenttypesofsupportinresponsetotheuniquenatureofthesituation.ThelocalEmergencyManagementDirector(EMD)mayidentifyadesigneewhoshouldreceivetrainingpriortotheonsetofanemergencyordisastertoplanandprepareforshelteroperations.IfadesigneeisnotidentifiedthentheEMDassumesthisresponsibility.

SITUATION

EachTown/City/TribalNationinConnecticutisvulnerabletoanumberofhazardsincluding:majorsnowfall,icestorms,blizzards,hazardousmaterialincidents/accidents,aircraftaccidents,tornadoes,hurricanes,electricalstorms,majorfires,energy/fuelshortages,forestfires,watercontamination,earthquakes,majorhighwayaccidents,longtermpoweroutagesandhealthrelatedemergencies.Someevents,suchaswinterstormsandhurricanes,haveawarningandpreparationperiod,whileothers,suchastornadoes,mayappearwithlittleadvancewarning.Therearenumerousnaturalandhuman‐causedemergenciesthatmightrequiretheopeningofshelterstoaccommodateTown/City/TribalNation’sresidents.TheextentofanyMassCareoperationswillbebasedontheextentofagivenemergency.

TherearetwoclassificationsofemergencieswithMassCarerequirements:

1.LocalEmergencyorDisaster‐anaturalortechnologicaldisasterlimitedtooneneighborhoodorscatteredneighborhoodswheretheeffectonresidentsandpropertyisnotwidespread,butnecessitatestheuseofalimitednumberoffacilitiesasshelter,andorcenters.

2.StatewideorMajorDisaster‐anaturalortechnologicaldisasterresultingingeneralwidespreaddestructionofproperty,withtheconcurrentlossofprivateshelter(homes/apartmentbuildings,etc.)necessitatingtheopeningofanumberofdesignatedfacilitiestoserveassheltersand/orcenters.

WholeCommunityPlanningandResponse

Disasterplanning,especiallyforMassCare,shouldbeintegratedandinvolvethewholecommunityandshouldbebuiltonafoundationofexistingprogramsandrelationships.Communitiesthatrecoversuccessfullytendtodrivetheirownrecovery.

MassCareLifeCycle

EachMassCareoperationincludingsheltering,feedingandprovidingsupportservicesshouldhaveabeginningandend.Thetimelineforeachoperationwilldependoncapacityandinfrastructure(damageandrestoration)andmayinvolvedifferentmunicipaldepartmentsandcommunitypartners.

  • Immediate:initialresponse(firstfewhourstoapprox72hours)
  • Sustained:thismayrangefromdaystoweeks
  • Long‐term:programsthatmovetowardself‐sufficiency

Typesof MassCareFacilities

“Shelters”aresafeplacesintendedtoprovideovernightlodgingforindividualsandfamilies.Abasicsheltershouldinclude:aplacetosleeporrest;basicnutrition,includingsnacks,beverages,coldorhotmeals;andsanitationfacilities,includingtoilets,andifpossible,showers.Basicfirstaidresourcesshouldalsobeavailable.

“Centers”areanalternativetoovernightsheltersthatmayserveanycombinationofneedssuchaswarmingcenter,coolingcenter,respitecenter,personalcarecenter,etc.Theymayofferelectricity,snacks,meals,information,showers,cellularphoneandotherelectronicdevicechargingstations,etc.

Sheltersandcenterscanbeco‐located.

Shelteringinplacemayalsobeanoption(seenextsection.)

ASSUMPTIONS

Shelteringinplace–Ongoingpreparednesseducationshouldemphasizepersonalself‐relianceandpreparedness.Assumethatsomepeoplewillchoosetoprovideandpreparefortheirownwelfarebyshelteringinplace.However,shelteringinplacecannotoccurinanareawithmandatoryevacuationorderssuchasfloodareas.Assumingsomepeoplearesafeintheirhomesontheirownforafewdays,therewillstillbeaneedtoestablishcommunicationslinkswiththosepeople.Onebestpractice(inasituationwhenphonesandpowerareout)ishavingvolunteerorganizationsgodoortodoorhandingoutprintedinformation.

TheTown/City/TribalNationistheprincipalorganizationresponsibleforprovidingmasscarewithinitsjurisdictionduringadisaster.Whileeverycitizenisencouragedtotakepersonalresponsibilitytobepreparedforemergenciesanddisasters,theultimateresponsibilityforMassCareservicesforcitizensrestswiththelocalgovernmentalauthority.Themunicipalityshouldplanforeventswithnoadvancewarning;whensheltersmayhavetobeopenedwithlittlenotice,andforeventswithsufficientwarningtime,whenMassCarefacilitiesandservicesshouldbereadiedandavailableaheadoftheevent.

TheTown/City/TribalNationmaychoosetoenterintoanagreementwithadjacentcommunitiestoprovide,orbeprovided,MassCareservices.Acommunity,may,afterassessingitsresourcesanditsanticipatedshelteringneeds,realizethatitdoesnothavetheresourcestoadequatelyprovideMassCareforitsresidents.ThisdoesnotreducetheresponsibilityofthecommunitytoensuretheprovisionofMassCareservicesforitsresidents.Inthiscase,thelocalMassCareplanwilldescribewhatthecommunityisabletosupport(e.g.“centers”)andthroughmulti‐jurisdictional/mutualaidagreements,worktoestablishacooperativeMassCareplantoensuretheprovisionofMassCareservicestoitscitizens.Inanemergencyofalocalnature,theDEMHSRegionalCoordinatorandcommunitieswithwhichmutualaidagreementsexistwillbealerted.Themutualaidagreements,oralandwritten,willbeutilizedwhennecessary.

MutualAid

Mutualaidassistancefromothercommunities,volunteerorganizations,privateagencies,andtheStateand/orFederalgovernmentstosupportMassCarewillberequestedbytheChiefElectedOfficialandarrangedandcoordinatedbythelocaltheEmergencyManagementDirectorand/ortheirdesignee.

MutualaidassistancecanberequestedandreceivedfromanyothermunicipalityinConnecticutthroughthestate’sintrastatemutualaidcompact,ConnecticutGeneralStatutes(CGS)Section28‐22a.

RegionalAssistance

EachDEMHSRegionhasaRegionalEmergencyPlanningTeam(REPT).TheREPTsmayincludeChiefExecutiveOfficers/ChiefElectedOfficials(CEOs)andrepresentativesfromtheRESFs(RegionalEmergencySupportFunctions).Theresponsibilitiesoftheseregionalpartnersinclude:

  • Fosteringcollaborativeplanning;
  • TheREPTSteeringCommitteesprovideassistancetotheChiefElectedOfficial/ChiefExecutiveOfficer,localIncidentCommanderandtheEmergencyManagementDirector;
  • ProvidingforexpandedmutualaidsupportthroughtheRegionalSupportPlan,(planningsupportand/oroperationalsupport,dependingontheregion);
  • Providingcollaborativeresourcedevelopmentandallocationofavailablefunds.

TheTown/City/TribalNationmayactivatetheirownresourcesordevelopagreementswithprivateornon‐governmentalorganizationstoassistinMassCare.(e.g.,theAmericanRedCross(ARC),theSalvationArmy,housesofworship,etc.).

RoleoftheAmericanRedCross(ARC)inConnecticut

  • TheARCiscommittedtoprovidingshelteroperationstraininginadvanceofdisasters.
  • TheARCmaybeavailabletomanagesheltersinisolatedlocalemergencies(forexample,afterafire.)ThebestpracticeistodevelopastandingMemorandumofAgreementbetweentheARCandthemunicipality,settingouttermsofservice.
  • TheARCmayimplementashelteroperationsplanthatconcentratesresources,takingintoconsiderationthemostseverelyaffectedareasandgeographicdistribution.Prioritywillbegiventopre‐identifiedmulti‐jurisdictionalshelters.
  • ARC‐managedsheltersrequiresupportfromthefacilityownersandthecommunitiesinwhichtheyarelocated.Supportmayincludetheneedforadditionalsupplies,emergencymedicalservicesandlawenforcementresources.

CONCEPTOFOPERATIONS

AnumberoffactorsmustbeconsideredwhenplanningforMassCareoperations.Firstoftheseisthecharacteristicsofthemostlikelyhazardsorthreats;theirmagnitude,intensity,spreadofonset,duration,andimpactonthecommunity.ThecharacteristicsoftheeventswilldeterminethenumberofpeoplethatwillneedtoreceiveMassCareservices.Insomeevents,an overnightshelterwillbeneeded,whileinotherevents,acentermaybeopened(specific servicesofferedduringsethourseachday).

GENERAL

1.TheknownhazardareaswhichmayrequireevacuationaremaintainedinaseparateTown/City/TribalNationdocument,whichisattachedforreference.

2.TheTown/City/TribalNation’sworkingrelationshipwiththeRedCrossorothernonprofit,publicservice,orprivatesectororganizationthathasresponsibilityformanagingMassCarefacilitiesisdefinedina“LetterofAgreement.”

3.TheidentityandlocationofallMassCarefacilitiesareincludedasAttachment2ofthisAnnex.

4.ItistheresponsibilityoftheTown/City/TribalNation’sChiefExecutiveOfficer(CEO),actingthroughalocalCrisisCommunicationsPlan,tokeeptheevacueesandgeneralpublicinformedonMassCareactivities.

5.StandardOperatingProceduresmustbedeveloped(ifnotalreadyinplace)fortheoperationofMassCarefacilitiesandincludedwiththisAnnexintheLocalEmergencyOperationsPlan.Thesemayinclude:

  • Openingofthefacility;
  • Staffcompositionandmanagementstructure;
  • Makingprovisionsforregistering,screeningandtrackinglocationofeachevacuee(tobeabletorespondtoinquiriesfromtheevacuee’sfamily,trackhealthconcerns,etc.);
  • Outlinespecificservicesprovidedtoevacuees(shelter,feeding,medicalcare,mentalhealth,childcare,etc.);
  • Communicationsprocedures(updatestoshelterresidents,updatestocommunityandupdatestoEOC);
  • Reportingrequirements;
  • Terminationofservicesandclosureofthefacility;
  • Additionalservicesneededtofacilitaterecovery.

6.TheEMDordesigneeandthePublicInformationOfficerwilljointlyestablishaninformationflowproceduretotheTown/City/TribalNation’spublicinquiryresponseeffort.

7.TheEMDwillidentify,intheirlocalplan,populationgroupsrequiringspecialassistancewhenbeingshelteredinaMassCarefacility.Peoplemayneedassistancewithclothing,basicmedicalattention,storagefororhelpobtainingprescriptionmedicines/refills,disastermentalhealthservices,temporaryhousing,andothersupportservices.TheEMDordesigneemustidentifytheneedsofthoseinpublicshelters,andbeabletoarrangeforassistancefromothervolunteerorganizationsandagencies.Individualsneedingadditionalassistancemayinclude:school children;childrenindaycarecenters;nursinghomeresidents;thehearing/sight/mentallyormobilityimpaired;non‐Englishspeakingpeople;institutionalizedindividuals(inmentalhealthfacilities,hospitals,nursinghomes);transientpopulations(hotelresidents,seasonalworkers),and;peoplewithouttransportation.ThisshouldbecoordinatedwiththelocalHealthDepartment,ParksandRecreationand/orSocialServicesDept,ORlocalnonprofitsornon‐governmentalorganizationsthatservethesegroups.Tool:GuidanceonPlanningforIntegrationofFunctionalNeedsSupportServicesinGeneralPopulationSheltersNovember2010byFEMA.

SHELTEROPERATIONS

Thespecificfacilitiesthatwillbeusedforshelteringandfeedingduringanemergencywilldependon theneedsofthesituation,thestatusofavailablefacilities,thelocationofthehazardarea,andtheanticipateddurationofoperations.Sheltersareoftenschools,withpreferencebeinggiventohighschools.Seniorcenters,libraries,communitycentersandrecreationcentersareoftengoodsheltersforsmallernumbersofpeople.Somechurchesandothercommunitybuildingsalsohaveappropriatespace.Sheltersaretypicallyopenedandclosedbasedonneed.Whenoccupancyofexistingsheltersreaches75to80percent,considerationshouldbegiventoopeninganadditionalfacility. Seetheattachedchart,whichdetailsthethingsthatneedtobeconsideredineachcommunitywhendeveloping,andimplementing,aMassCareplan.Eachboxrepresentsastageofthedisaster,andthelistsbelowtheboxesareissuesthatneedtobeaddressedatthatstage:

Figure1

1.Localgovernmentisresponsibleforprovidingthefollowingbasicsupportforshelteroperations:

  • Securityand,ifnecessary,trafficcontrolatshelters;
  • Fireinspectionsandfireprotectionatshelters;
  • Transportationforfood,sheltersupplies,andequipment;
  • Transportationofshelteroccupantstofeedingfacilities,ifnecessary;
  • Followallapplicablepublichealthlawsandregulations;
  • Basicmedicalattentionandaccesstoemergencymedicalservicesshouldtheneedexist;
  • Resourcesandsystemstohelppreventdisease(trash,bathroomsupplies,foodsafety).

2.Itmaybenecessarytohaveoneormoresheltersremainopenforanextendedperioduntilthosewhocannotreturntotheirresidencescanberelocatedtomotels,rentalunits,mobilehomes,andothertypesoftemporarylodging.Townandcommunitysocialservicespersonnelmayberequestedtosupportthesesheltersandtheirresidents’needforrelocationasneeded.StateSocialServicessupportcanberequestedthroughtheRegionalCoordinatoraswithanystateresourcerequest.

3.TheEMDand/orDesigneeshouldbefamiliarwiththefacilitiesandshouldkeepanupdatedlistofpre‐evaluatedshelters,trainedsheltermanagersandshelterworkersfromthelocalarea.

4.SheltermanagersshallprovideperiodicreportsonthenumberofoccupantsandthenumberofmealsservedtotheEMD/DesigneewhoisresponsibleforreportingthisinformationtotheDEMHSRegionalCoordinator.Areportfromeachsheltershallbegeneratedattheendofeachoperationalperiod.Volunteergroupsoperatingsheltersshouldalsoreportthisinformationthroughorganizationalchannels.

5.IndividualsRequiringAdditionalAssistance(IRAA)

Almosteveryindividualinacommunitywillfallintothiscategoryatonepointoranotheracrosstheirlifespan.Planningforeveryone’sassistanceneedsiscalled“wholecommunity”planning.Childrenandadultsmayhavephysical,sensory,mentalhealth,cognitiveand/orintellectualdisabilitiesaffectingtheirabilitytofunctionindependentlywithoutassistance.Specificissuesmayinclude:womeninlatestagesofpregnancy;theelderly,and;peopleneedingbariatric(feedingtubes,etc.)equipment.Toplanforthewholecommunity,MassCareservicesandshelterfacilitiesmustaddressthefollowingareas:

1.physicalaccess;

2.programmatic(transportation,medical,etc.)access,and;

3.accesstoeffectivecommunication(signage,language,culture).

FunctionalNeedsSupportServices(FNSS)aredefinedasservicesthatenableindividualstomaintaintheirindependenceinageneralpopulationshelter.Peoplewithfunctionalneedshavethesamerighttoservicesingeneralpopulationsheltersasotherresidents.Emergencymanagementdirectorsandshelterplannershavetheresponsibilityofplanningtoensurethatshelteringservicesandfacilitiesareaccessible.FNSSincludes:

  • Reasonablemodificationtopolicies,practicesandprocedures;
  • Durablemedicalequipment(DME);
  • Consumablemedicalsupplies(CMS);
  • PersonalAssistanceservices(PAS);
  • Othergoodsandservicesasneeded.
  • SeeFEMA’sGuidanceonPlanningforIntegrationofFunctionalNeedsSupportServicesinGeneralPopulationSheltersfordetailedguidance.(

6.Children

Childrenundertheageof18compriseabout25percentofthepopulationandhaveuniqueneedswhenanemergencyordisasterstrikes.Issuesthatshouldbeincludedinthetown’smasscareplaninclude:“childrensafe”areaswithinshelters;infantbeddingandsupplies;proceduresforunaccompaniedchildren,and;familyreunification.Formoreplanningconsiderations,seeFactSheet4,below.

7.Pets

ServiceAnimalsareallowedinshelters.Forreasonsofhumanhealthandsafety,allotherpetsarerestrictedfromthespecificareasofmunicipalorotherbuildingsusedtohousepeopleinemergencyshelters.Apetsheltermaybesetupatanearbyfacilityorataseparateportionoftheshelterfacility,aslongasitisclearlyseparatedfromthehumanresidentsoftheshelter.ConnecticutPublicActNo.07‐11requiresthatlocalplansaddressarrangementsforevacueeswithpets.Dependingonthesituation,townsmayuseoneormoreofthefollowingapproachestohandleevacueesarrivingwithpets:

  • Providepetownersinformationonnearbykennels,animalshelters,andveterinaryclinicsthathaveagreedtotemporarilyshelterpets.
  • Directpetownerstoapublicshelterthathasdesignatedareaswherepetsmaybetemporarilyhoused.
  • IncooperationwithitsDEMHSPreparednessRegion,amunicipalitymayengagetheCTStateAnimalResponseTeamtosupportmulti‐jurisdictional/mutualaidmasscareshelterswithanimalcareservicesinlargerincidents.

8.FinancialConsiderations

TherearemanyresourcesandpersonnelthatareneededtoprovideMassCare,eitherthroughtheMunicipality,theRedCross,orothersupportingagencies.ItiscriticaltounderstandthatiftheMunicipalityactivatessomethingthatwillincurcosts;theMunicipalityshouldclarifyinadvancewhowillhavethefinancialresponsibility.

Writtenagreementsorpoliciesshouldbeestablishedthatoutlinetheapprovalprocess,permittedexpenses,andlimits.CommunitiesshouldassumethatallcostsaretheresponsibilityoflocalgovernmentunlessaPresidentialdeclarationismade.TheremaybecoststhatRedCrosswillabsorbforRedCross‐managedshelters,butthatshouldbediscussedwithRedCrossinadvance.Forexample,ifaschoolisusedasashelterwithapetshelterco‐locatedinthefacility,RedCrosswillatmostabsorbthefacilitycostsandrelatedliabilitycostsforthoseareasthatprovidehumanshelter. ItwillbeuptotheMunicipalitytodeterminewhowillassumethecostsforthepetshelter.

FormunicipalitiesthatplantouseMedicalReserveCorps(MRC)staffandvolunteers,thepossibleneedforreimbursementshouldbediscussedinadvance.DEMHSandthestateDepartmentofPublicHealthprovideanactivationprocedurethatmustbefollowed.LocalHealthdepartmentsshouldcoordinatewithpersonnel/HumanResourcedepartmentstodeterminelocalproceduresforovertimecosts,activationanddeploymentofstaff,localbargainingunitissues,etc.

Similarissuesshouldbeaddressedforschoolcustodians,cafeteriaworkersandothermunicipalemployeeswhomaybetaskedtoassistwithMassCare.SincesheltersareMunicipaleventsandoftenshortlived,RedCrossdoesaskthatcommunitiesabsorbthesestaffcosts.Thesheltermanagermustdetermineinadvancetheprocesstobeusedforapprovalofexpendituresincludingexpendablesupplies,equipmentandlaborandreportingchannels.

FEEDINGOPERATIONS

Localcommunitiesmustensurethataplanisinplacetofeedemergencyresponders,shelterresidents,andresidentswhoareabletostayintheirhomesbutmaystillneedmeals.ThiswillrequirethelocalEmergencyOperationsCenter(EOC)toaddresslogisticalneedsassociatedwithfeeding.ThecommunityshouldconsiderandestablishagreementswithRedCross,SalvationArmy,orotherCommunityand FaithBasedOrganizationswithlicensedkitchens,aswellasthePrivateSector,toimplementfeedingstrategies.

LocalHealthDepartments/Districtsshouldassignasanitarianasearlyaspossibletomonitorfeedingoperations.Feedingoperationsmaybeneededuntilnormalfoodservicesarerestoredanddisastersurvivorsareabletomeettheirownneeds.

TheLocalEmergencyManagementDirectorordesigneeshoulddeterminetheplanningassumptionsonwhichthemunicipality’sfeedingoperationswillbebased(forexample,theFederalEmergencyManagementAgency(FEMA)’splanning assumptionsare:2mealsready‐to‐eat(MRE’s)and1Gallon(or3Liters)ofwater per person, per day.

AsofMarch2012,DEMHSisworkingwithstate,local,andfederalpartnerstoprovideaStandardOperatingProcedurefortheorderingofcommoditiesfromFEMAthroughtheStateEmergencyOperationsCenterifaPresidentialmajordisasteroremergencyhasbeendeclared,orasneededbasedonthedisaster.

Upontheshelteropening:

  • ProvideSnacks‐‐ifpossible,uponregistrationorshortlythereafter.
  • ProvideMeals–Shelterpersonnelmayneedtorationlimitedresourcesinitially.

A.ExampleOne–CateredorFastFood.Thesimpleststrategyforfeedingtheshelterpopulationmaybetohavefoodcateredorbroughtinfromtheoutsideifroadsareopen.Developingpre‐disasterrelationshipsandpre‐disasteragreementswithprivatesectorvendorsisespeciallybeneficialinmassfeedingoperations.

Whenthecommunityrequestsassistancefromaprivatesectorvendor,determineupfrontwhatthecosttothemunicipalitywillbe,inordertoavoidconfusionaboutwhetherthetownisbuyingthegoods/servicesorreceivingadonation.

  • FastFoodOutlets–Untilmassfeedingoperationscanbeorganized,itmaybeeasiesttoinitiallyuse24hourrestaurantsorfastfoodoutletsinobtainingmealsforshelterresidents.Lateritmaybecomeeasiertoprepareorobtainotherhotmeals.
  • RestaurantCaterers–Pre‐Identifylocalcommercialsuppliers–restaurants,cateringfirms,hotels,etc.–andmakepre‐disasteragreementsforsupplierstoprovidemealstopersonsinshelters.
  • InstitutionalSuppliers–Therearenumeroussuppliersthatwillprovidefullyprepared,packagedmealsforinstitutionsinbulkandinanemergency,theycouldbeusedtosupplydisastershelters.Identifyandmakepre‐disasteragreementsifpossible.
  • Localvendors–Localgroceryandbulksupplystoresmayprovidepackagedmeals.Thelocalemergencymanagementdirector/designeeshouldtalktotheselocalvendorsaspartofpre‐disasterplanning,andmakeagreementsinadvanceifpossible.

B.ExampleTwo–DesignateaCentralKitchen.Analternativestrategyistodesignateonelarge,centralinstitutionalkitchenwithinthelocaljurisdictionasthesitetoprepareandprovidemealsforeach shelteroperatingwithinthejurisdiction.

  • BulkFoodDonations–Createaplanaheadoftimetoidentifywherethecommunitymightobtainbulkfooditems.Atthetimeofthedisaster,workthroughthelocalEmergencyOperationsCenter(EOC)toobtainlargebulkfooditemsfromlocalsourcesandthendirectsuppliestothecentralkitchen.Sourcestoconsiderareschools,grocerystoresandwarehouse/bulksupplystores.
  • ShelterDeliveredMeals–LocalHealthdepartmentsshoulddetermineifmealsareacceptable,madeoffsiteanddeliveredtosheltersmeethealthregulations.

C.ExampleThree–On‐siteMealPreparation.Athirdstrategy,assumingthesheltersitecontainskitchenorcafeteriafacilities,istopreparemealson‐site.

  • CafeteriaStaff–Ifaschoolisusedfortheshelterfacility,pre‐identifytrainedfoodservicespersonnel,includingmunicipalstaffmembers,whomaybeavailabletooperatethecafeteria.Thismayrequireadiscussionwithmunicipalhumanresourcesofficials.
  • BasicMenuPlanningTips–Whenplanningmenusfortheshelter,avoidusingpeanutbutterandotherfoodscontainingnuts.Considerindividualdietaryneedswherepossible,includingreligious,vegetarianandinfantconsiderations.Strivetomeetasmanyspecialdietrequestsaspossible,althoughresourcestodosomaybelimitedimmediatelyfollowingadisaster. Examplesofpossibledietaryissuesinclude:
  • LowSalt/Sugar–Ifmealsarepreparedthroughanon‐siteorcentralkitchen,wherepossible,uselowsaltandlowsugarguidelinesinconsiderationofpersonswithrestrictions.
  • InfantNutrition–Determinetheneedforinfantformulasorbabyfoods.
  • HospitalDietaryDepartments–Forthepersonsonspecialdiets(suchasapersonwithdiabetes,heart,orkidneydisease),careandshelterpersonnelmayneedtoconsultwithmedical stafforhavemealscateredfromlocalhospitals.
  • Kosher/SpecificReligiousneeded‐forshelterresidentswithspecificdietsduetoreligiousstandards,shelterpersonnelshouldconsultwithresidentstodeterminethebestlocaloptions.

D.Reporting–StaffandvolunteerswhoarehandlingfeedingoperationsshouldreportthenumberofmealsandsnacksservedtothelocalEOC/EmergencyManagementDirector,aswellasplansforthenextoperationalperiod.Accuraterecordsoffoodandsuppliesreceived/purchasedandusedshouldbekept.Recordhoursofpersonnelwhoworkshouldalsobekept.Thisinformationwillbeessentialtosupportarequestforafederaldisasterdeclarationand,ifthedeclarationisreceived,tosupportreimbursement tothemunicipality.AseparaterecordshouldbekeptofanyUSDAfoodthatisusedsothesesuppliescanbereplaced.

E.DonatedFood‐Donationsofpreparedfoodfromresidentsorunknownsourcesshouldnotbeacceptedforsafetyreasons.ThePrimaryexceptiontothisruleisifacommercialrestaurantwishestodonatefoodwhichisinperfectcondition.AcceptanceofdonatedfoodMUSTbeapprovedbyalocal

healthofficialandtheShelterFoodServiceManager,ifthereisone.Allhealthlawsprevail,evenunderdisasterconditions.

F.MobileFeeding

Whenplanningmobilefeedingoperations,considerthefollowingelementsbeforestarting:

  • Vehicles
  • Crew/staff
  • Gas
  • Food(types,storage,distribution)
  • Plan(routes,schedule,etc)

PageIntentionallyBlank

HEALTHSERVICES

RoleofthePublicHealthDepartment–Pre‐disasterplanningisessentialtodeterminestaffing.ThelocalEmergencyManagementDirectormayplanaheadwiththelocalPublicHealthauthorityinordertobereadytoperformthefollowingfunctionsduringamasscareoperation.Humanandlogisticalresourceswillvarydependingontheemergency,andplansshouldbelaidoutinadvancetoidentifythecapacityoflocalhealthdepartments/districtstorespond.Inalargedisaster,theavailablepoolof medicalpersonnelwillbeextremelylimited.Moreover,additionalprofessionalstaffmaybenecessaryifthereisasignificantamountofillnessintheshelterpopulation.MedicalStaffinsheltersshouldfollowtheStandardsofCare:ProvidingHealthCareDuringAProlongedPublicHealthEmergency,awhitepaperproducedbytheCTDepartmentofPublicHealth.

  • HealthSanitationInspection–Toprovideperiodichealthinspectionsoftheshelter,includingasanitaryinspectionandsupervisionoffoodpreparationandhandling.
  • PublicHealthNurses–Toprovidepublichealthservicestoshelterresidents.
  • PreventCommunicableDisease–Tomonitor/evaluatethehealthstatusoftheshelterpopulationandpreventthespreadofcommunicabledisease.

1.OtherResources–LocalhealthcareclinicsandNursingHomesarealsoaresourceforjurisdictions.MedicalReserveCorps(MRC)volunteersmayalsobeactivatedtoprovideassistancerequestedthroughthelocalEMDandorRegionalCoordinator.

2.ContractforMedicalPersonnel–Localjurisdictionsmayneedtoplantohire,orcontractforadditionalmedicalpersonnelfromprivatesources.Inadditionorganizationssuchasmedicalequipmentprovidersorrespiratoryprovidersmayberequiredtosupportshelteroperations.

ContagiousDiseaseConcernsMedicallyFragilePersons

  • SeparationtoReduceSpreading–Plantoprovidefortheseparationofpersonswithsuspectedcommunicablediseasesthatcanrangefromcommoncoldstomoresevereinfluenzaandintestinalinfections.
  • Note:Giventhecloseconfinesofshelterconditions,illness(especiallyrespiratoryinfections)spreadeasilyamongtheshelterpopulationwithoutinterventionactions.
  • Pre‐DesignatedAlternativeFacilities–IdentifyanalternateshelterfacilityandcoordinatesupportthroughthelocalEOCinordertoaddresstheissuesof(1)alargenumberofpersonshaveacommunicablediseaseintheshelter,or(2)amedically‐fragilepopulation.Inthiseventthelocalhospitalshouldbeconsulted.

OtherPublicHealthPartners:

Behavioral/MentalHealthServices

Thementalhealthimpactofdisastersrangesfromemotionalstressandangertoseveretraumaanddepression.Behavioral/Mentalhealthsupportforshelterresidentsisveryimportantinhelpingpeopletodealwiththeirlossesandbegintherecoveryprocess.Inalargedisaster,theavailablepoolofbehavioralHealthcounselorsmaybeextremelylimited(similartothesituationwithPublicHealthNurses).Planningconsiderationsinclude:

EnlistBehavioralHealthCounselors–EachmunicipalityshoulddeveloparesourcelistofMunicipalandcommunitybasedbehavioral/mentalhealthproviders.Theseresourcesmayinclude:

  • CommunityBasedOrganizations(CBO)thatprovidecrisiscounselingorpsychologicalfirstaid;
  • PastoralCounselingServices(congregationsandfaith‐basedorganizations);
  • VolunteersfromtheMunicipalwhoaretrainedaslicensedtherapists/socialworkersorcounselors.Volunteersmustprovideacopyoflicenseandinsurancecoverage;
  • StateofCT‐DisasterMentalHealthCrisisTeam‐EachDEMHSregionhasadisastermentalhealthteamcomprisedoflocalproviders.ThelocalEmergencyManagementDirectorshouldcontacttheDEMHSRegionalCoordinatortoactivate.
  • MunicipalitiesmayconsideractivatingtheirEmployeeAssistancePlan(EAP)forstaffandrespondersworkinginshelters.

IndividualsRequiringAdditionalAssistance(IRAA)

WithineachcommunitythereareIndividualswhomayrequireadditionalassistancethatcouldincludehealth,disability,age,literacy,genderandeconomicpoverty.EachMunicipalityshouldbefamiliarwiththedemographicsoftheircommunityanddevelopplanstoaddressneedsforspecializedmeals,equipment,supplies,and/orotherassistancetosupportclientsandmaintaintheirindependence.

A.MaintainaListandContactInformationforCriticalServicesProviderslocatedinthecommunity‐ThelocalEmergencyManagementDirectorordesigneeshouldcommunicatewithlocalserviceproviderspre‐disaster,andestablishandmaintainalistoflocalserviceproviders,bothtohelptheprovidersobtaintheresourcesnecessarytomaintaintheirpost‐disasteroperations,andsothatlocalserviceproviderscanprovidesupporttothecommunityinturn.

a.DiscussemergencyplanswithNursingHomesinyourcommunitytodeterminetheirpreparednesslevelsinanemergency.Specifically,generatorsandcapacityissues.Createoverflowshelteringagreementsandreimbursementsolutions.

b.ReachouttoGroupHomestodeterminepopulationshelteringneedsandpreparednessplans.

B.EncourageDoor‐to‐DoorOutreach‐thiscanbeaccomplishedbydoor‐to‐dooroutreachinareasheavilyimpactedbythedisastertoresidentstoassuretheyareokayandhaveadequatefood,waterandmedicationsonhand.Placespecialemphasisonthefollowing:

  • Mobilehomeparks
  • Seniorhousing
  • Assistedlivingcenters
  • Singleroomoccupancyhotels
  • Lowerincomeareas
  • Mealsonwheelsrecipients
  • In‐homecarerecipients

C.Transportation–Somepersonswithmobilityimpairmentsmayhavenomeansoftransporttosheltersorhelpcentersandwillrequireaccessibletransportation.Pre‐identifyhowthecommunitywilltransporttheseindividuals.

  • Planfortransportationforthosewhohavenomeansoftransportation,anddocumenttheplan.
  • WheelChairs‐assurethattransportationprovidedwillaccommodateforwheelchairsandotherFunctionalneedsequipment.

D.IdentifyNeedsDuringRegistration.UseshelterregistrationformorotherIntakeformtoidentifyneedsthatolderordisabledpersonsmayhaveforassistance.

  • PrescriptionMedications–identifyindividualsinneedofemergencyprescriptionmedicationsreplacement.
  • DietaryNeeds–identifyindividualsthatneedspecialdietssuchasthosewithdiabetesorhypertension.
  • Durablemedicalequipment–identifyindividualswhomayrequirewheelchairsand/orpersonalorhealthcaresupplies,orotherequipment.
  • PersonalCareorOne‐on‐OneAssistance–identifythosewhoneedpersonalcareorone‐on‐oneassistancetohelpwithbathing,dressing,feeding,walkingorneedhelpcommunicating.
  • Caregivers/PersonalAssistants‐Somefunctionalneedsresidentsmayarriveattheshelterwithacaregiver,personalassistantorprivatenurse/healthprovider.Theseindividualsshouldalsocompleteashelterregistrationformwhichcanthenbecross‐referencedtotheirclient.

Note:Underfederallaw,localgovernmentandshelteroperatorscannotmakeeligibilityformasscaresheltersdependentonaperson’sabilitytobringhis/herownpersonalcareattendant.

E.ShelterAccessibility.Pre‐identifysheltersthatmeettheaccessibilitystandards(seeAttachment1:ShelterAssessmentForm)thatwillenablepersonswhousewheelchairsorothermobilityaidstofunctionwithgreaterindependence. SeeshelteraccessibilityguidanceontheDEMHSwebsite:

Standardsinclude:

  • Parking–arrangeforparkingthatisclosetothebuildingentrancewithappropriatecurbcuts.
  • AccessibleEntrance–provideanaccessibleentrancetotheshelter.Forexample,providearampiftherearestepsatthefront.Itshouldhavedoorsthatareeasytoopen,orareautomatic.Forhelpingettingtraininginassessingaccessibility,contacttheOfficeofProtectionandAdvocacy.
  • AccesstoAllShelterServiceAreas–provideaccesstoallshelterserviceareassuchaseating,sleepingandbathrooms.
  • Restrooms–providerestroomsthatallowforfreeaccesstotoiletandwashingfacilities.
  • OpenAisles‐oncetheshelterisinoperation,arrangefurnitureandequipmentasneededtokeepaccessaislesclearofobstructionsandtoensurethatthosewithavisualormobilitydisabilityareabletoaccess.

F.ProvideBasicCommunication

  • Havenotepads,pensandpencilsavailableattheshelterforstafforvolunteerstouseincommunicatingwithdeaforhearing‐impairedpersons.
  • Keeplanguagesimpleanddrawpicturesifnecessary.
  • Largerprintedsignsarehelpful
  • Createsystemofvisualcuestoassistthehearingimpairedordeaf.ItmaybenecessarytoobtainanAmericanSignLanguageinterpretertoensureeffectivecommunication.
  • Ensuremultiplemeansareusedtocommunicateinformation(e.g.postingannouncementstoabulletinboard,usingapublicaddresssystem,makingsureclosedcaptioningisturnedontelevisionsets,etc..

G.Medications,SuppliesandEquipment:residentsmayhavelessopportunitytoaccesstheirpersonalitemsandemergencymedicalsuppliesbeforeevacuatingtheirhometodisastershelters.

  • DisabilitySupplies–Pre‐identifywherethecommunitymaybeabletoobtaindisabilitysuppliessuchaswheelchairs,canes,walkers,hearingaidsandcolostomybags.BereadytorequestsuchsuppliesthroughthelocalEOC/EmergencyManagementDirector.
  • Seniors‐givefirstprioritytoseniorsandpeoplewithdisabilitieswhencotsandblanketsarelimited.
  • VendorAgreements‐establishvendoragreementswithlocalpharmaciesandmedicalsupplyproviderssuchasOxygenproviderstoexpeditepurchaseformedicationorpersonalequipmentneeds.

H.CareandShelterPlanningTipsforPre‐DisasterHomelessPersons:

  • KeepPre‐DisasterShelterProgramsOpen–Pre‐identifyexistinghomelessshelterprogramsandmakeitamunicipalprioritytokeepthemopenifpossible.
  • KeepaReferralListofPrograms‐homelesssheltersgenerallyrunatfullcapacity,butwillacceptmorepersonsafteradisaster.Keepareferrallistofpre‐disasterhomelessshelterprograms.
  • SeekAdditionalSupportServices‐whenpre‐disasterhomelesspersonscomprisepartoftheshelterpopulation,theremaybeaneedforadditionalsupportservices.Thesemayinclude:SubstanceAbuseAddictionServices,MentalMedicalHealthServices,Transitionalhousingassistance.
  • RequestDMHAS/DPHSupport‐requestoperationalareasupportfromDepartmentofHealthandHumanServicesorDepartmentofPublicHealththroughtheDEMHSRegionalCoordinator.

I.LiteracyandLanguageIssues:Mostemergencypreparednessmaterialsareavailableinwrittenform.Fewoptionsexisttoinformandpreparepeoplewithlowreadinglevels,despitethepotentialforsuchmaterialstohelppeopleacrossliteracylevels,languagebarriers,cognitiveabilities,andageranges.Emergencymanagersandshelterstaffshouldberesponsivetolanguageandculturaldifferences.

SomeofthemorecommonlyspokenlanguagesinCTinclude:

Albanian / Arabic / Chinese / Creole‐Haitian
French(includingPatois,Cajun) / Gujarati / Korean / Polish
Portuguese / Russian / Serbo‐Croatian / Spanish
Vietnamese / Urdu

MassCarePlanningTipsforPersonswhoareNon‐EnglishSpeaking:

1.Outreach–workwiththemediatoidentifynon‐Englishlanguagemediaforradio,TVandnewspapers.IdentifyCommunityBasedOrganizations(CBO)andHousesofWorshipwhichservespecificethniccommunitiesandenlisttheirhelptoreachdiversenon‐Englishspeakingpopulations.

2.BilingualAssistance–TheMunicipalityshouldidentifyandprearrangeforbilingualassistanceortranslationservicestoassistwithcareandshelteroperations.Thefollowingaretipsforgettingbilingualworkers/volunteerstohelpatdisastershelters:

  • UseShelterResidents–askbilingualshelterresidentstovolunteerandassistpersonswhoarenon‐Englishspeaking.TrytoavoidaskingyoungerEnglishspeakingchildrentotranslatefortheirfamilies.
  • UseEmployees–Municipalitiesmaywishtopolltheiremployeestodevelopalistofthosewhospeak,write,orreadotherlanguages.Considerrecruitingandtrainingbilingualemployeestoserveasshelterworkers.
  • UseCommunityBasedOrganizations(CBO)–pre‐arrangeagreementswithCBOstoallowtheutilizationofbilingualstaff.
  • LocalResources–othersourcesforlocatingbilingualstaffincludeuniversities,thecourtsystem,schooldistrictsandchurchesorcontactUnitedWay211.
  • PrivateTranslationServices–prearrangeagreementswithprivatetranslationservicestoassistwithcareandshelterbilingualneeds.
  • SocialServicesSupport–whereavailablerequestsupportfromHuman/SocialServicesthroughtheMunicipalEOC.

J.PrivacyArea–Considercreatingasectionoftheshelterthatisseparatefromtheothershelterresidentsforusea“privacyroom”.Somepersonsmayneedtoattendtomedicalorotherpersonalhygieneneeds.Also,considerestablishingachildren’s“safe”area. (SeeFactSheet4,attached.)

K.OptionsforMedicalSupport:

  • LocalSupport–Communicatepre‐disasterwithPublicHealthtoidentifylocalnursingandmedicalpersonneltoprovidesupportinacareandshelter.ResourcesmayincludeMedicalReserveCorpsvolunteersorHealthdept/districtstaff.Don’tassumetheywillbeavailable,planahead.
  • PrivateNursingCare–considercontractingwithprivate,nursingcareproviderstosupportmedicallyfragileshelterresidentsincaseswherelocalandregionalresourcesareatfullcapacity.
  • HospitalorHealthcarefacility–incaseswheretherearepersonswithcontagioushealthconditionsormedicalneedsthatcannotbehandledbyshelterstaff,transfertoamedicalfacilitythatisappropriatelyequippedandproperlystaffed.Thismayincludeahospital,nursinghome;oralternatecarehome.Thejurisdictionmayalsosetasideorreserveatleastonesheltersiteforpeoplewhoneedahigherlevelofmedicalcare,oramorecontrolledcareenvironment.Communitiesmayworktogethertoidentifyamulti‐jurisdictionalfacility.

UsefulinternetwebsitesforplanningforIRAA:

SHELTERCOMMODITIES

Forextendedshelteroperations,theMunicipalitymayneedtoprovidesuppliesandcommoditiestoresidentsintheshelter.ShelterpersonnelshouldplantocoordinatewithexternalagenciesandservicesviatheEmergencyOperationsCenter(EOC)tohelpmeetthepersonalneedsofshelterresidents.

Communicatepre‐disasterwithlocalbusinessesandnongovernmentalorganizationstodetermineaplanforprovidingsuchpersonalitemsasclothingandcomfortkits(basichygieneitemssuchassoap,awashcloth,toothbrush,toothpaste,arazor,andacomb.)

FAMILYREUNIFICATION/SAFEandWELLINQUIRIES

Respondtosafeandwellinquiries(seekingtolocatedpersonswhoarepresentlyunaccounted)byreferringtoshelterregistrations.

  • CentralShelterRegistrationLog–Considerimplementingacentralshelterregistrationlogtocombineregistrationsfromallshelterlocations.
  • CoordinationwithRedCross–CoordinatefamilyreunificationsupportwiththeRedCross–considermakingaweb‐enabledcomputeravailableforresidentstoregisterontheSafeandWellwebsite.

RECOVERY

Shelterresidentswillneedassistanceinidentifyingwheretogoforservicestomeettheirspecificdisasterrecoveryneeds.DisasterrelieforganizationssuchastheRedCross,SalvationArmy,andFederalEmergencyManagementAgency(FEMA),alongwithothergovernment,faithandCommunity‐basedreliefprograms,mayallinitiaterecoveryservicesfordisastervictims.TheStateofConnecticutisestablishingaLong‐TermRecoveryESF14WorkingGroupmadeupoflocal,state,federalandnon‐governmentalpartnerstoassistwithlong‐termrecoveryissues. Recoveryconsiderationsformunicipalitiesinclude:

  • DistributeResourceLists–Developresourcelistswithcontactinformationandadescriptionofavailablereliefandrecoveryservicesfordisastervictims.
  • InformationandReferralServices–CareandshelterpersonnelcanworkincoordinationwithCommunity‐basedInformationandreferralserviceprograms,includingUnitedWay211,whicharelinkedwithhundredsofhumanserviceproviders.LocalLibrariesareanadditionalinformationandreferralservice.

LongTermHousingAssistance‐LocalHousingAuthoritiesshouldbeinvolvedinplanningforlongtermhousingassistancefortheirexistingclientsaswellasresidentsimpactedbytheemergency.

HousingResourceList–Identifyresources(e.g.,hotels,motels,apartmentcomplexes,localcongregations,trailerparks,etc.)withthepotentialtoprovidepostdisastertemporaryhousingforshelterresidents.

TransitionalSupportNeeds–Collaboratewithfamilyservicesprovidersandsocialworkerstosupportshelterresidentsintheirtransitionfromtheshelterintotemporaryorlonger‐termhousing

  • CollaboratewithVoluntaryOrganizationsActiveinDisaster(VOAD)andlocal,regionalandstateESF14LongTermRecoveryWorkingGroups–Toestablishlong‐termrecoveryandunmetneedscommitteesatthelocallevel.

PageIntentionallyBlank

Attachment1 CHILDRENINDISASTERS

Childrenundertheageof18compriseabout25percentofourpopulationandhaveuniqueneedswhenanemergencyordisasterstrikes.Someplanningconsiderationsforchildreninclude:

  • Identifyplaceschildrenwillmostlikelybewhenundersupervisedcare(school,preschool,childcare,summercamps,grouphomes,juvenilejusticefacilities).
  • Workwithlocalchildcareproviders(listedabove)regardingtheiremergencyplansandevacuationproceduresandstaffingpatternsifchildrenhavetoberelocatedtoashelter.Developalternateplansonthelocallevelformasstransportationofchildcarefacilities(whomaybehousing50‐100infants)inthecaseofevacuation/relocation.
  • Designateafocalpointofresponsibilityforcoordinatingchildren’sneeds,includingprovidingmentalhealthsupport,safeandaccessibleshelterenvironments,age‐appropriatesuppliesandactivitiesandcare.
  • Designanevacuationplanthatprovidestransportationforchildrenwiththeirfamiliesandcaregivers,especiallychildrenwithdisabilities.
  • Includechildtrackingandfamilyreunificationproceduresindisasterplansandplanforestablishingemergencychildcare.
  • Developalong‐termdisasterrecoveryplansthataddressestheneedsofchildrenandfamilies(housing,schools,childcare,health,andmentalhealth).
  • Identifylocalresourcesavailabletoassistwithpsychologicalfirstaid/mentalhealthservicesforchildreninshelters.Theseresourcesmayincludementalhealthstaffemployedorcontractedbytheschoolsystem,orcommunitybasedmental‐healthproviders.Inaddition,theStateDepartmentofChildrenandFamiliesortheDepartmentofMentalHealthandAddiction ServicesmayhaveavailableresourcesthroughtheDEMHScoordinator.

ChildrenWhoAreUnaccompaniedorUnsupervised:Followingadisaster,manychildrenandfamiliescanbeseparatedfromtheircaregivers.

A.ReunificationofChildrenwithParents–Undermostcircumstances,aparent,guardian,orcaregiverisexpectedtobetheprimaryresourceforhisorherchildren,ages18andyounger.Incaseswhereparentsorguardiansarenotwiththeirchildren,locallawenforcementpersonnelandlocalchildprotective/childwelfareservicesmustbecontactedtoassistwithreunification

  • Establishacentraldatabasetotrackinformationonmissingpersons.
  • UsetheregistrationlistsfromMunicipalshelterstohelplocatedisplacedfamilymembers‐theseshelterlistsareconfidentialandcannotbepostedforgeneralaccess.
  • Ifachildarrivesattheshelterwithoutaparent,gettheparent’snameandtrytolocatetheparent.Planforaqualifiedstaffpersontosupervisethechilduntilsuchatimethattheparentorguardiancanbelocated.
  • Ifthechildisnotpickedupimmediately,requestthattheemergencyoperationscentercontacttheDepartmentofChildrenandFamilies‐Careline:1‐800‐842‐2288
  • Considermentalhealthsupport/psychologicalfirst‐aidforthesechildren.

Shelteringconsiderations:

  • Everyeffortismadetodesignateanareaforfamiliesawayfromthegeneralshelterpopulation.Familyareasshouldhavedirectaccesstobathrooms.
  • Parents,guardians,andcaregiversarenotifiedthattheyareexpectedtoaccompanytheirchildrenwhentheyusethebathrooms.
  • Everyeffortismadetosetasidespaceforfamilyinteraction:
  • Thisspaceisfreefromoutsidenewssources,therebyreducingachild’srepeatedexposuretocoverageofthedisaster.
  • Ifage‐appropriatetoysareavailable,theywillbeinthisspace,withplaysupervisedbyparents,guardians,orcaregivers.
  • Sharedenvironmentalsurfacesinsheltersthatarefrequentlytouchedbychildren’shandsorotherbodypartsshouldbecleanedanddisinfectedonaregularbasis.
  • Highcontactareasmayincludediaperchangingsurfaces,communaltoys,sinks,toilets,doorknobs,andfloors.Thesesurfacesshouldbecleaneddailywitha1:10bleachsolutionoracommercialequivalentdisinfectantbasedonthemanufacturer’scleaninginstructions.Localhealthdepartmentauthoritiesmaybeconsultedforfurtherinfectioncontrolguidance.
  • Whenchildrenexhibitsignsofillness,staffwillreferchildrentoon‐siteorlocalhealthservicespersonnelforevaluationandwillobtainconsentfromaparent,guardian,orcaretakerwheneverpossible.
  • Whenchildrenexhibitsignsofemotionalstress,staffwillreferchildrentoon‐siteorlocaldisastermentalhealthpersonnelandwillobtainconsentfromaparent,guardian,orcaretakerwheneverpossible.
  • Childrenintheshelterscomeinallagesandwithuniqueneeds.Age‐appropriateandnutritiousfood(includingbabyformulaandbabyfood)andsnacksareavailableassoonaspossibleafterneedsareidentified.
  • Diapers,pull‐upsandwipesshouldbeavailableforinfantsandcildrenassoonaspossibleafterneeds are identified.General guidelinessuggest infantsand toddlers needup to12diapersaday.
  • Age‐appropriatebedding,includingfolding,portablecribsorplaypensarealsoavailable.
  • Asafespaceforbreastfeedingwomenisprovidedsotheymayhaveprivacyandasenseofsecurityandsupport.(Thiscanincludeacurtained‐offareaorprovidingblanketsforprivacy.)
  • Basinsandsterilesuppliesforbathinginfantsareprovidedassoonaspossibleafterneedsareidentified.
  • Whentheareaforchildrenislocatedinthedormitoryarea,surroundthedesignatedareaforchildrenbyafamilysleepingarea,thenbysinglewomen,thensinglemenandotherswithmoreextensiveneeds.
  • Designatestaffand/orlawenforcementofficialstomonitorshelters,specificallybathrooms.Thesearedangerousplacesforchildren,especiallythosewithmultiplestallsandshowerfacilities.
  • Designateshower/bathingfacilitieswithtimesforchildbathingandfamilyuseandappropriatemonitoringbyshelterstaff/security.

Reference:hs.gov/index.html

Forsuggestedsheltersuppliesforinfantsandtoddlers,goto

Attachment2

DonationsandVolunteerManagement

ThepurposeofthissectionistoprovidedetailedinformationtoassistmunicipalitieswithDonationManagementandVolunteerCoordination,includingSpontaneousVolunteers.

Emergencymanagersmustplanfortheinvolvementofvolunteersinallaspectsofdeliveringcareandshelterservices.Volunteers(eitherfromthecommunityorfromtheshelterpopulation)mayhelptostaffshelterfunctions.Itisimportanttotrainasmanysheltervolunteersaheadofthedisasteraspossible.Thisallowsyoutoissueidentificationbadgesandconductbackgroundchecksasnecessary.Followingadisaster,spontaneousvolunteersmayarriveatthesheltertooffertheirassistance.

PlanningconsiderationsforShelterVolunteersinclude:

A.SourcesforVolunteerRecruitment–Thejurisdictionshouldworktotrainacadreoflocalvolunteersinadvanceofthedisastertoprovidesupportatdisastershelters.Itisrecommendedthateachjurisdictionmaintainalistofsheltertrainedvolunteersandincludethemindisasterexercisestopracticeshelteractivation.SourcesofvolunteersforMassCareinclude:

  • CommunityEmergencyResponseTeam(CERT)orlocallydevelopeddisastervolunteerscorps.CERTmembersandotheraffiliateddisastervolunteerprogramsareanexcellentvolunteersourcetorecruitandtraininadvanceofadisaster.
  • Residents.Residentsareanexcellentsourceofspontaneousvolunteers.UsevolunteersfromtheMunicipal,eitherthroughreferralsfromphonebanks/centerssetuptomanagetheevent,theRedCrossorlocalvolunteercenter.
  • VoluntaryOrganizations.CommunityBasedOrganizations(CBO),faithbasedorganizations,localcongregationsandRetiredandSeniorVolunteerProgram’s(RSVP)areanothersourceforrecruitingMasscarevolunteers.
  • ShelterResidents.Whileshelterresidentswillnotbepre‐trainedinMassCareandShelter,youmightconsiderutilizingshelterresidentstoassistwithfoodserviceorothershelterduties.
  • Amateurradio.Toassistwithsheltercommunication,consideractivatingyourjurisdiction’shamradiooperatorsfromtheConnecticutAmateurRadioEmergencyService(CTARES).
  • MedicalReserveProgram(MRC).ThisMedicalVolunteerProgramisavolunteerinitiativethatutilizeslocalhealthcareprofessionalsandotherstobuildandsupportthepublichealthinfrastructure.MRCisaDPHprogramthatcanberequestedbytheMunicipalEmergencyOperationsCenter(EOC)throughyourDEMHSRegionalCoordinatortosupportashelterbyprovidingMedicalServices.
  • VolunteerActionCenters.TherearemultipleVolunteerActionCentersservingtheStatethatareoperatedinpartnershipwithUnitedWay.Thesesitesassistnon‐profitorganizationswithvolunteerrecruitmentandretentionprogramsandmayalsooperatevolunteer/mentorprogramsintheMunicipality.Inadisaster,theVolunteerCenterscanserveaslinksbetweenrequestsforemergencyhelpandthecommunity‐basedorganizationsavailabletoprovidehelp.

B.AreasforVolunteerInvolvement–Thefollowingaresomeoftherolesforvolunteerswithintheshelter:

  • Reception.Meetandgreetarrivingshelterresidentsandprovidecomfort.
  • Registration.Helpnewlyarrivedshelterresidentstofilloutregistrationforms.
  • Runners.Helpinobtaininggoodsandservicesoractingas“runners”.
  • GeneralOperations.Supportwithshelteroperationssuchassheltersetup,foodservices,sheltermaintenance,etc.
  • HealthandHumanServices.Supportwithmorespecializedservicessuchasfirstaid,mentalhealth,childcare,recreationandpersonalassistanceservicesfromsupporttoseniorsandpeoplewithdisabilitiestohelpwithlanguagetranslation.Manyofthesepositionsrequirecopiesofprofessionallicensesandmunicipalitiesshouldhaveasystemtocollectandcopylicenseswheninterviewingvolunteers.

C.MassCareandShelterTraining–WorkwiththeRedCrosstoconductgovernmentpartnershipsheltertraininginadvanceofadisaster.Itisimportantforeachjurisdictiontomaintainalistoftheirowntrainedvolunteers(suchasCERTmembers,etc)thatarepre‐identifiedtorespondtoshelterswithintheirjurisdictions.Toassistwithshelterpreparation eachjurisdiction,theRedCrosswill:

  • ProvideGovernmentPartnershipCareandShelterTraining:EachjurisdictionshouldworkwiththeRedCrosstoarrangeperiodicMassCare/Sheltertraining.RedCrossmayelecttoofferregionaltraining,wherebyseveraljurisdictionsareinvitedtosendpre‐identifiedvolunteers.
  • ConductBackgroundCheck:RedCrosswillconductbackgroundchecksforvolunteerswhobecomeaffiliatedwiththeRedCrossaswellascompleteallrequiredsheltertrainingandbecomeregisteredintheirDisasterhumanresourcessystem.WhenRedCrosstrainsapartneragency,suchasCERT,theMunicipalitymustconductandfinancethebackgroundchecks.
  • IssueIdentificationBadges:RedCrosswillprovideRedCrossidentificationbadgestovolunteerswhocompletetheirrequiredregistration,backgroundcheckandtraining.Municipalitiesshouldprovideidentification(badges,vests,etc)totheiraffiliatedvolunteers(CERT,etc).
  • Duringoperations:RedCrosswillmanageandfinancebackgroundchecksandprovideIdentificationforthespontaneousvolunteersandwhocometoRedCrossmanagedandRedCrosspartnershipshelters(Type1and2).RedCrosswouldnotassumeresponsibilityforbackgroundchecksontype3and4shelters.

AspontaneousvolunteerisanindividualwhocomesforwardfollowingadisastertoassistagovernmentalagencyorNon‐GovernmentAgency(NGO)withdisaster‐relatedactivitiesduringtheresponseorrecoveryphasewithoutpayorotherconsideration.Bydefinition,spontaneousvolunteersarenotinitiallyaffiliatedwitharesponseorreliefagencyorpre‐registeredwithavolunteergroup.

Roleofshelterresidentsasvolunteers

Onceresidentshavearrivedatashelterandhavebecomesettledinandfamiliarwiththeshelterfacilities,theremaybesomewhowishtovolunteer.ItisthedecisionofeachMunicipalhowtoprocesstheserequests,butusingresidentstoassistcanbeagreatbenefit,especiallyifresourcesarelimitedandhaveapositivementalhealtheffectforthosewhoprefertobebusy.

Standardsafetyprecautionsshouldapplywhenusingshelterresidentsasspontaneousvolunteers.Supervisionshouldbeavailableandlimitresponsibilitiestothoserolesthathavelimitedinteractionwithresidentsandconfidentialshelterregistrationinformation.Consideridentifyingappropriatetasksinadvanceandhaveasign‐in/outsheetforvolunteersandcreatingajust‐in‐timetrainingmoduleforresidents.

SpontaneousVolunteersManagement

Itisimportanttonotethatonlypre‐trainedmasscareandshelterstaffshouldbeutilizedattheshelter.However,youmaywanttoconsideraskingnon‐trainedvolunteerstoassistwithfoodservice,sheltercleanup,orothernon‐essentialfunctionsthatdonotrequiremasscareandsheltertrainingorunsupervisedinteractionwithshelterresidents.Forthepropermanagementofspontaneousvolunteers,eachMunicipalityshoulddevelopaplantoregister,process,placeandtrackvolunteersinadvanceofanemergency,includingidentifyingpotentialjobsforspontaneousvolunteersandassigninganindividual orgrouptocoordinate,train,andmanagevolunteers.

Ifbackgroundcheckscannotbeconductedforspontaneousvolunteers,municipalitiesareadvisedtolimittheirusetositeswithlimitedornointeractionwithshelterresidents,childrenorothervulnerablepopulationsorbegivenanyaccesstoshelterregistrationforms.Closesupervisionshouldberequiredforallvolunteers,butespeciallyspontaneousvolunteers.Ifvolunteersarenotmeetingexpectationsortherearebehavioralissues,theyshouldnotbeaskedtoreturn.

TheAmericanRedCrosscanassistinSpontaneousvolunteermanagementtoprovidesupportatARCmanagedorsupportedsheltersandotherareasoftheirresponse.IntakeandmanagementoftheseSpontaneousvolunteersbytheRedCrosswouldbeabenefittothemunicipalitiesandRegion,sincetheycanbedeployedasneeded.

A.RegisterandProcessSpontaneousVolunteers–OnceaLocal,Stateand/orFederalEmergencyDeclarationisdeclaredfortheemergencyaffectingthejurisdiction,thelocalEmergencyManagementDirectorordesigneemayswearinvolunteersinordertoreceivecertainprotectionsunderConnecticutGeneralStatutesTitle28.

  • Registration.Thenewvolunteermustregister,andrecordtheirname,addressandothercontactinformationtoincludeatleastoneemergencycontactperson.
  • IdentifyCapabilities.DVCCstaffwillworktoensurevolunteersareassignedpositionsthattheyarecapableoffulfillingorhaverelatedexperiencein.
  • Placement.Staffshouldidentifyaworklocation;workshiftstartandendtime;shiftsupervisor;andresponsibility/function.Ensureanyvolunteerschedulechangesaredocumented.

TOWN/CITY/TRIBALNATIONCONNECTICUT

LOCALEMERGENCYOPERATIONSPLANESF6ANNEX

GuidanceReviewed:

EmergencyManagementDirectorDate

GuidanceReviewed:

ChiefExecutiveOfficerDate