partners in emergency preparedness conference … disaster sheltering partners in emergency...
TRANSCRIPT
Practical Disaster Sheltering
Partners in Emergency Preparedness Conference
Tacoma, WA April 11, 2012
Dennis D. Tate, MPA
Engineer/Safety DirectorUnited Enertech, Inc.
Purpose of Disaster Shelter(s)
“...to take care of eating and sleeping needs of people affected by disaster while they are making other
arrangements...”
Shelter Values
Ensure the shelter is a safe place Respect everyone Provide services fairly and consistently Enable clients to make other arrangements Use resources wisely
Dr. Hiam Ginott
I have come to the frightening conclusion that I am the decisive element in the classroom. As a teacher, I possess a tremendous power to make a child's life miserable or joyous. I can be a tool of torture or an instrument of inspiration. I can humiliate or humor, hurt or heal. In all situations, it is my response that decides whether a crisis will be escalated or de-escalated and a child humanized or dehumanized.”
Shelter Cycle
1.Preparedness2.Disaster occurs3.Pre-occupancy inspection4.Shelter opens5.Clients arrive6.Disaster concludes7.Shelter closes8.Rinse and repeat
Preparedness Goals
Use hazard analysis & demographics to forecast # & kinds of persons likely affected by event(s).
Conduct surveys of potential shelter sites Obtain written agreements to use others' facilities Identify & train staff for min. 72 hours operations Est. vendor accounts for food & supplies Prep. Manager & ops kits to open & run shelter(s)
Hazard and Risk AnalysisHazards=events; Risk = Hazards + humans
Warning vs. no warningEmotional & physical
preparedness of survivors & shelter organization
Short-term vs. long term sheltering
Staffing & logistical implications
Pandemic Tech./Industrial/Hazmat Transport/Air/Rail/Auto.
Geological (EQ, tsunami) Weather /Climate Terror/Crime/Civil Disturb.
Solar / EMP/ Space Cyber/critical infrastructure Low prob./high impact
Demographics of Shelter Populations
Location Language Culture Disabilities Foods Sleeping arrangements Communications Transportation
In localized events tend to be lower income / fewer resources to escape events (cash, insurance, relatives)
In larger events may be more diverse groups
Use census bureau, local agencies, prior history for information
Partnerships Support Sheltering
Facilities:Churches
(evangelizing, control issues)
Rec Centers
Schools
(in session)
Food:Restaurants
Schools
Wholesalers
Personnel:Businesses
Churches
State/local agencies
Information:EMA
Police/Fire/Rescue
Media/Utilities
ServicesHousekeeping
Medical support
Plumbing/Electrical
Communications
Staffing
Shelter Facility Survey(s)
American Red Cross forms (ex. 6564 rev. 01/02)
CDC Env. Health Assessment Form for Shelters
IAVM/ARC Shelter Guidance Aid & Staffing Matrix
FEMA Guidance on Planning for Integration of Functional Needs Support Services in General Population Shelters
(8 Appendices with checklists)
Pre-Occupancy Inspection
Assess general building condition Note any safety concerns/pre-existing damage(s) Identify space/supplies/equipment to be secured Consider ADA compliance/mobility impaired access Receive any restrictions info or special instructions Document conditions w/ signature from owner/rep.
Strategy vs. Reality
Key Shelter Responsibilities
Registration Feeding Health Services Mental Health Services Dormitory Management Communications Logistics Management
StaffingProviding InformationOther Client Services
Clothing/LaundryTransportationFamily RelocationAnimal CareRecreationRecovery Support
Organizing Shelter/Space Allocation
Registration Sleeping areas
Congregate vs. segregated areas
Meal Prep/Service Snack/Drink (24 hour) Storage (food/supplies) Play (child/teen/adult) Housekeeping
Health ServicesMental Health ServicesFamily Svc./CaseworkMedia AreaInformationStaff restrooms/rest areaShelter ManagementCommunications
3 “R”s of Sheltering
RESPECT all people, all the time, all functions
Routines establish/re-establish normalcy
Rules essential for order & harmony
Registration
Set up before clients arrive if possible Exterior signage directing to single entrance Allow room for line indoors / out of weather ALL register on entry & sign in / out Identify medical issues for referral Identify client expertise/skills for help with ops Technology great but index cards work if need be
The comfort of food!
Meals
Culturally sensitive/appropriate Vegetarian, kosher, medical needs/allergies
Disaster sensitive NO meat-on-bone or tomato based food service in mass casualty incidents
Immediate service vs. longer term feeding Larger scale feeding supports (school system) Prepared foods must be from licensed kitchens
Health Services
Operates under protocols & medical supervision Roles served in shelters expanding Nursing and Housekeeping 2 critical functions Lockbox for Rx; self-admin. OTC avail/supervised Contacts / Referrals & MD available to consultper local/State regulations Currency of OTC, control/documentation of Rx Documentation of licenses
Mental Health Services
Originally set up for repeatedly deployed STAFF Psychological First Aid Self-and-peer monitoring Informal interventions up to Emerg. Response Team Maximum visits & referrals to community resources Appropriately certified /credentialed providers Documentation of licenses as appropriate
Communications
PSTN, cellular services Email, social networks SECURITY Public address/intercom
FRS, GMRS, PTT radioFast internal comms NO Personally Identifiable
Info by radio
Email (secured) SMS via email Protect clients & staff
personal info
Amateur RadioARES, RACES, clubs,repeater owners Originate/Receive in
writing only
Shelter Communications (Internal)
Job inductions Staff meetings Shift change briefings Log sheets Shelter staff journals Staff Bulletin Boards Operational Memos Runners
Resident meetingsResident Bulletin Boards
Function meetingsLiaison SupportsTelevision“Internet cafe”WiFi Message Forms
Physical Security
Must be calculated into operations plan from start Entrance, egress, fire safety/evacuation planning Smoking, slip/fall, traffic mgt., visitors access VIP mgt., public groups' support, daily in/out logs Staff ID, resident ID, temp. Ids Alcohol/drugs use, sales/purchase, community
interactions, gangs, law enforcement Rules, residents' support, leadership committee Night-time securing of physical spaces
Identifying information:
Sex: M F AGE: Height: Weight: Race:
Hair: Facial Hair: Eyes: Tatoos:
Color Beard ColorObject
Length Moustache Glasses Location
Style Goatee Color(s)Word(s)
Complexion: Headwear: Coat: Pants:
Tan/Tone Type Color Color
Scar(s) Color Length Material
Earring(s) Word/Logo Material Logo/Brand
Shirt: Socks: Shoes: Other NOTES
Color Yes / No Color Accent
Sleeve length Color Type Gang
Material Brand/Logo Brand/Logo Carrying Item
Media Relations
Media are allowed into shelters – but privacy and dignity of residents ALWAYS top priority
Train all shelter workers as media spokespersons & how to handle appearance of media representatives
Work with partners (school district, etc.) to est. media protocols prior to disaster
Keep public affairs guidance in all shelter kits. Review with all staff on deployment / shelter opening.
Media Relations
ALWAYS leave media reps in company of shelter worker while getting shelter manager
Invite anyone objecting to being photo'd to step away a few minutes
Tell all no obligation for clients to participate
Ask media angle or story requirements.
Identify candidate interviewees as part of shelter operations
Announce media presence and desire for story before admitting to common area(s)
Media Relations – Key Messages
What we're doing: “___residents in shelter”“____meals served to residents”
When doing it: “remain open as long as needed” How: Working closely w/ local Emerg. Mgt.
Very proud and thankful of/for volunteers Very grateful for supporting/participating agencies
How people can help: info on donating & volunteering
Media Relations
Speak only to what you know personally and only to shelter operations – not more general disaster info.
Stay on message / don't be baited / be professional Remember nothing necessarily “off the record” Be responsive and helpful to media – generally they
will be responsive and helpful in return Maintain operations standards and relationships with
all partners, clients, staff, and public at the highest ethical and professional levels.
Media Relations
Aviation disasters: privacy of survivors and family members protected by Aviation Disaster Family Assistance Act of 1996 & NTSB Federal Family Assistance Plan. Client confidentiality & privacy of highest priority.
Casualty information in other disasters: refer to local health, medical, and emergency management authorities. Only release overall numbers in concurrence of operations management & relevant official authorities.
Media Relations
Problem solving example: Katrina criticism of FEMA racial makeup associated with response; local response criticism paralleled locally.
Individuals' criticisms were covered, but rather than address response to media, immediate liaison with relevant local organizations & leadership.
Immediately invited training and volunteer opportunities to appropriate parties. Defused and deterred further negative comments and broadened diversity in volunteer base.
Transitioning to Longer-term Sheltering
Client needs change(s) of clothing Laundry, hygiene, transportation, play space Coordination with recovery resources/agencies
Supply & waste management issues
Staffing transition tensions are predictable -recognize contributions of start-up and newer staff
Closing the Shelter
Work with Family Svcs/casework – ensure all residents have verified post-shelter plans
Work with Damage Assessment & EMA to ensure no new sheltering needs ID'd
Notify media at least 48 hours prior to closing Return facilities to original or better condition Return leased/borrowed materials/equipment Terminate Services agreements
Closing the Shelter
Complete release of facility form ID'ing & resolving any damages & how to be repaired/compensated
Debrief function leads & all staff Follow-up referrals committed as appropriate Document lessons learned in after-action report(s) Participate in overall response effort “hot washes” Adapt Planning Elements & Preparedness Actions
Developing Trends Integration of functional needs support
ADA Compliance Checklist for Disaster Shelters
Mega-shelter concepts of operations IAVM/ARC Natl Fire Protection Assn Em Mass Shelters
project
Crisis Stds of Care: Systems Framework for Catastrophic Disaster Response – Nat. Acad. Med.
Nat'l Commission on Children and Disaster Safety, Mental Health, Health, Trauma/Pediatrics Juv. justice, reunification, education/school safety
Pres.Policy Dir. 8: Nat'l vs. Federal Prep. Policy
Developing Trends
Katrina as Prelude (Leonard/Howitt 2006)
2011 Costliest Year for Emergencies? (Rubin/Hubbard)
Technology and its limits
Tech. Fails (+ has learning curves)(Fukushima) laminated paper critical contacts info Paper copy critical plans/procedures in Pelican
case Review Field Operations Guide USAID
Geological hazards recognition (Central,E. US-Virginia) Autism/special needs increasing as boomers age
Professional Development
Read broadly, widely, deeply Prioritize physical & mental health Play! Be engaged in your community (-ies) Team-build constantly US AID Office of Foreign Disaster Assistance
motto: “Stay alert, keep calm, think
clearly, and act decisively”
Working Together Works!