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Mid Atlantic Division Mass Care and Logistics Workshop

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SHELTERING WORKSHOP. AGENDA. Sheltering Overview. Opening Shelters. Operating Shelters. Consolidating and/or Closing Shelters. Planning for a HQ s Role in Sheltering. – PowerPoint PPT presentation

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Title: Mid Atlantic Division Mass Care and Logistics Workshop


1
  • Mid Atlantic Division Mass Care and Logistics
    Workshop
  • SHELTERING WORKSHOP

2
AGENDA
  • Sheltering Overview
  • Opening Shelters
  • Operating Shelters
  • Consolidating and/or Closing Shelters
  • Planning for a HQs Role in Sheltering
  • Sheltering Task Forces and Preparedness
  • Open Discussion

3
Sheltering
  • In times of disaster, Red Cross shelter workers
    provide safety, shelter, meals and a caring
    presence to people in communities throughout the
    United States and its territories. Sheltering is
    an integral part of Red Cross disaster relief,
    whether sheltering thousands in a community
    devastated by a hurricane, or dozens displayed by
    a multi family fire. 

4
Our Commitment
  • Our commitment as shelter workers is to take care
    of the sheltering needs of people affected by
    disaster. We are committed to providing shelter
    on an interim basis while our clients arrange for
    their recovery or until they are able to return
    home. We demonstrate these commitments in our
    sheltering philosophy.

5
Sheltering Philosophy
  • Shelters must be places of comfort and safety.
  • Shelters must be readily accessible to
    individuals affected.
  • All shelter workers must be strong advocates for
    their clients.
  • Clients must remain proactive participants in
    recovery.
  • Shelters must provide a safe and secure
    environment that accommodates the broadest range
    of needs in our communities.

6
National Mass Care Strategy
  • The National Mass Care Strategy will provide a
    unified approach to the delivery of mass care
    services by establishing common goals, fostering
    inclusive collaborative planning and identifying
    resource needs to build the national mass care
    capacity engaging the whole community including
    underserved and vulnerable populations.
  • NIMS National Incident Management System.

7
Mass Care Standards and Indicators
  • Service provision is made available through one
    or more of five integrated elements
  • (1) individual or congregate temporary shelters
  • (2) fixed or mobile feeding operations
  • (3) distribution of relief supplies
  • (4) health and / or mental health services
  • (5) information on recovery assistance

8
Concept of Operations
  • In a Regional Operation Mass Care will report up
    to Operations Lead.
  • Mass Care at a District will report up to the
    District Director. Then the District Director
    will report up to the AD of Ops at Headquarters.
  • In a Divisional Operation, Mass Care(shelter
    support or feeding support person, if needed) at
    the Division HQ will report up to the AD of
    Operation in the Headquarters.

9
Critical Thinking for Managing Multiple Shelters
and Multiple Sites.
  • EEIs
  • Span and Control
  • HQ support staff
  • Triggers
  • Tracking
  • Reporting
  • NSS/Safe and Well/FNSS
  • Partners/Task Forces

10
Questions
11
  • Mid Atlantic Division Mass Care and Logistics
    Workshop
  • SHELTERING WORKSHOP
  • Managing Open Shelters

12
Standards and Procedures
  • EEIs Essential Elements of Information/Triggers
  • Geography and affected area.
  • Community Diversity
  • Number of shelters open.
  • Locations of Shelters
  • Staffing Needs
  • FNSS/NSS/Safe and Well
  • Issues

13
Critical Thinking
  • Do they have enough staff and stuff?
  • Do they have enough support staff in the District
    for Span and Control?
  • Do they have any major issues?
  • Are there enough HS and DMH and SC available to
    the shelters?

14
Critical Thinking
  • Is NSS report reflective of what is happening?
  • What is in the IAP?
  • Is there a SDP yet?
  • Do you need support staff?

15
District Level Span and Control
  • So lets think about the District Level
  • You are working in the District Site. You have 42
    shelters to manage. What would your TO look like.

16
Possible District TO
17
Possible Division Level TO
18
Mass Care Needs Assessment/Level Setting
  • What is the Operational Period of the IAP?
  • TO in place?
  • Do you have current contact information(IAP form
    203 and the 204.)
  • Do the Work sites match the 204s and MC site
    locations and sit reps, anything missing?
  • Does the staffing report on each 204 in the IAP
    meet the needs of that shelter site?

19
Mass Care Needs Assessment/Level Setting
  • Does the staffing report and the 215/204 and the
    SDP say the same thing? Does the NSS report
    support the staffing needs requests and in the
    field already?
  • Do the 215s coming in requesting more staff
    match the need of the 204 and SDP?
  • Are there hot shots?
  • Is the 5266 matching the reports from the
    districts.

20
Partners/VOADS/County/State
  • What are the conversations going on around
    shelters?
  • Do we have Partners for shelter support?
  • Are the VOADS members involved?
  • What counties are owning the shelters? Could be a
    state with county run shelters, or DHS owned or
    DHEC owned. Get to know the states All Hazards
    Plan.

21
Questions?
22
  • Mid Atlantic Division Mass Care and Logistics
    Workshop
  • SHELTERING WORKSHOP
  • Managing Daily Operations in Shelters

23
What goes into daily operations?
  • District Level Sheltering Manager
  • Situation Reports
  • 215s
  • NSS
  • Safe and Well
  • Conversations with Feeding, HS, DMH, SC, GL, LOG,
    CP
  • Delivering on daily IAP tactics.
  • Addressing shortfalls and issues.

24
District Level Management
  • You have 42 shelters, with a population of
    23,100.
  • You need to fill out a 215.
  • NSS support/expanded reports
  • Shelter supplies
  • FNSS supplies
  • Children
  • Elderly
  • Feeding Plan

25
Division Level Management
  • Are the districts meeting operational plans and
    tactics. 215s management.
  • Hot Shots being met.
  • Issues being support to solution.
  • Reports coming in a timely manner.
  • Staffing, Supplies management, SDP, IAP, Sit
    Reps, NSS reports, 5266 all support what is
    happening in the field.

26
Putting together the Plan
  • Look at the requests and sit reps from the
    districts and trend the needs.
  • Think about how during the operational period the
    tactics are being completed or not completed.
  • Think 3 days out, and 5 days out and 7 days out.
  • Think about supporting with site visits.
  • Think about consolidation and involving casework
    in the shelters and the plan.
  • Think about information to the lowest level.

27
Non Traditional Sheltering
  • Large Tent Sheltering
  • Mega Shelters 2,500
  • Large Partnered Sheltering Both government and
    Partners and Red Cross have roles.
  • SMN sheltering and General Population Sheltering

28
Other Items to consider
  • Preparedness messaging in the shelters.
  • Pets in the shelters.
  • Shelter Models
  • TDD/Just Point Tools
  • MARC support
  • Recovery Planning

29
Just think
  • 114 shelters with 62,000 clients. In three states
    within three districts.
  • Thats 62,000 comfort kits. 124,000 blankets.
    60,000 cots, 2,000 medical cots, 62,000
    pillows.
  • Thats 186,000 meals a day. 310,000 hydration
    units a day and 310,000 snacks a day.
  • About half the population will be a child or
    elder, 31,000.
  • Think about baby items(3,000 bottles a day)

30
Just Think Long Term
31
Questions
32
  • Mid Atlantic Division Mass Care and Logistics
    Workshop
  • SHELTERING WORKSHOP
  • Managing Shelter Operations Closing

33
Consolidation
34
Information
  • Collecting paperwork
  • Messaging with PA
  • Staff release or re-assignment
  • Evaluations
  • Discussion with LOG on facility closures.
  • IAP planning tactics
  • Community planning
  • VOADS
  • Government Partners
  • Strategy development

35
Critical Thinking
  • Community Needs
  • Working with FNSS
  • Transportation
  • Timing
  • Feeding Plan Adjustments
  • Collection of supplies and cleaning of cots
  • Final Walk Through and Paperwork (LOG)
  • Messaging to Clients, Community and Partners and
    Staff.

36
Questions?
37
  • Mid Atlantic Division Mass Care and Logistics
    Workshop
  • SHELTERING WORKSHOP
  • Planning for a HQs Role in Sheltering

38
Concept of Operations
  • Become Familiar with the Concept of Operations.
  • Become Familiar with the Incident Reporting
    Standards and Procedures.
  • Become Familiar with the Operational Planning
    Standards and Procedures.
  • Become Familiar with the Service Delivery Plan.
  • Become Familiar with the 5266.
  • Know your geographic area history, diversity,
    state plans and local red cross all hazards plans.

39
HQ Role
  • Be supportive of your field managers.
  • Encourage self confidence in decision making.
  • Handle issues quickly and effectively, involving
    those who need awareness and those who can
    support solutions.
  • Have conversations with other activity leads as
    needed and when needed(dont work in a vacuum)
  • Be organized and proactive.
  • Plan ahead 3-5 days out with your SDP.

40
HQ Role
  • Be willing to support local task forces in
    meetings.
  • Keep to your objectives, strategies and tactics
    on the IAP, but think next steps for tomorrow and
    beyond.
  • Remember you can plan out forward and have it in
    the IAP as a future plan. (closing of shelters,
    etc)
  • Develop plans to follow up on tactics or
    objectives that did not get accomplished as
    planned.
  • Make sure your sit reps are thorough and dated.

41
HQ Role
  • Make sure if you have SH/SVs supporting you with
    shelter managers in the field that you are
    supporting them with current information and
    plans so they can share that information in the
    field.
  • Shelters always open to close, so have a plan and
    work closely with casework to make sure clients
    in the shelters are moving toward recovery.
  • And as always make sure the shelter managers in
    the field have the staff and supplies they need
    to perform their jobs and care for the clients.

42
HQ Role
  • Make sure Safe and Well is available in each
    shelter.
  • Encourage Apps. In shelters for clients.
  • Have Preparedness pamphlets available in
    shelters.
  • Make a Plan
  • Recovering From a Flood
  • Moving Forward After A Disaster.

43
Questions?
44
  • Mid Atlantic Division Mass Care and Logistics
    Workshop
  • SHELTERING WORKSHOP
  • Sheltering Task Forces and Preparedness

45
Shelter Task Force
  • Hurricane shelter standards
  • Shelter Agreements
  • Planning with VOADs and State Emergency
    Management and Government Task forces in Steady
    State.
  • FEMA preparedness planning
  • Pre-planning 204s for shelters with feeding plan
    for that shelter.

46
Preparedness Planning
  • Local / State EOC planning
  • Local / State VOADs
  • Local / State Task Force meetings
  • Local / State Exercises participation
  • NSS up to date with current surveys/agreements/POC
    s
  • Feeding Plans for shelters.
  • Know your caps for evacuation for your shelters.

47
Preparedness Planning
  • Do you have shelters in areas that are
    geographically spread out and historically based
    needed areas.
  • NSS current and up to date.
  • Shelter kits ready to go and current.
  • Nursing kits ready to go and current.
  • Build out shelter teams for shelters, especially
    in hurricane areas. Let them take ownership of
    their shelter and team.

48
Preparedness Activities Engagement Opportunities
  • Divisional Work Groups
  • Mentoring Program
  • Fire Preparedness Campaign
  • Pillow Case Project
  • Local Red Cross Leadership groups participation
  • Hold Shelter Team Meetings quarterly for
    engagement during steady state with tasks or
    training opportunities.

49
CLOSING
  • THANK YOU FOR YOUR TIME AND TALENTS HERE TODAY!
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