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!