Shelter and Mass Care Peer Planning Workshop Welcome Brian Greene - - PowerPoint PPT Presentation

Shelter and Mass Care Peer Planning Workshop

Welcome

Brian Greene President and CEO Houston Food Bank bgreene@houstonfoodbank.org

2

Introduction

Benzon John Homeland Security Planner Harris County Office of Homeland Security & Emergency Management benzon.john@oem.hctx.net 713-426-9554

3

Administrative

• Cell phones
• Photography
• Breaks
• Lunch
• Refreshments
• Certificates
• Public Wi-fi (HFB_Public)

4

Agenda

9:00 – 9:30 Registration and Networking 9:30 – 10:00 Welcome and Introduction 10:00 – 10:30 Overview of Workshop Products 10:30 – 11:30 Local Planning Perspective 11:30 – 12:00 Break/Lunch 12:00 – 1:45 Panel of Experts (working lunch) 1:45 – 2:15 Whole Community Planning 2:15 – 2:30 Open Forum 2:30 Adjourn // Food Bank Tour

5

Peer Planning Workshops

• The goal of this workshop to provide

guidance for organizations developing or improving their shelter and mass care plans.

– Designed to meet the challenges of integrating planning efforts – Is not the end-all, be-all to the planning efforts

6

Shelter Ops

7

Port Arthur Storm Shelter

8

Feeding

9

PODs/Mobile Feeding

10

Medical Needs

11

Transportation Needs

12

Animal Shelter & Decon

13

Public Information

14

Other Considerations

15

Overview of Workshop Products

Caroline Egan Disaster Recovery Manager Fort Bend County Office of Emergency Management caroline.egan@fortbendcountytx.gov 281-342-6185

16

Workshop Products

Plan Assessment Tool A resource to help you evaluate the degree to which you have planned and prepared for sheltering and mass care for general populations. Planning Resource List

• References for shelter

and mass care specific

• perations and tasks as

well as training information.

17

18

Purpose

• Guides planners through shelter and mass

care plan development

– Suggests strategies and considerations for concept of operations – Helps identify gaps in plans – Is not meant to be comprehensive

19

Introduction

• Loosely based on TDEM Local Emergency

Operations Plan – Annex C: Shelter & Mass Care

• Meant to be high level
• Geared towards general population

sheltering and mass care (i.e. not medical sheltering)

• Does not consider the operations of

unaffiliated mass care providers

20

Tool Format

• Shelter Concept of Operations

– Six Strategies

• Mass Care Concept of Operations

– Five Strategies

• Other Considerations

– Three Strategies

21

22

Strategy One: Coordinate Pre-Planning

• Activation triggers / authority
• Types of shelters
• Shelter organization(s)
• Pre-selected facilities
• ADA considerations
• EOC Shelter Coordinator
• Documentation process

23

Strategy Two: Open Suitable Shelter Facilities

• Factors to select type of shelter
• Agreements with shelter facility
• Unaffiliated, pop-up shelters

24

Strategy Three: Coordinate Shelter Management

• (Minimum) Staffing requirements
• Roles and responsibilities
• Communication

– Among sheltering and support agencies – With the EOC

25

Strategy Four: Coordinate Shelter Operations

• Shelter functions /

services

• Tracking of shelter
• ccupants
• Coordination between

shelter and EOC

• Access and functional

needs

• Animals
• Shelter safety

– Physical – Security – Health

• Additional services

– Behavioral Health – Transportation – Other services

26

Strategy Five: Coordinate Shelter Logistics

• Supplies and equipment needed
• Process for requesting resources
• Pre-positioned supplies
• Tracking costs

27

Strategy Six: Demobilization

• Demobilization triggers / authority
• Notification of closing
• Transitioning shelter occupants out
• Resource demobilization
• Documentation
• Hotwash

28

29

Strategy Seven: Coordinate Pre-Planning

• Activation triggers / authority
• Types of mass care
• Mass care organization(s)
• EOC Mass Care Coordinator
• Pre-identification of mass care needs
• Documentation process

30

Strategy Eight: Establish Suitable Locations

• Types of mass care services

– Mobile vs fixed

• Agreements with facilities
• Unaffiliated mass care providers

31

Strategy Nine: Coordinate Mass Care Operations

• Staffing requirements
• Roles and

responsibilities

• Communication
• Coordination between

mass care provider and EOC

• Whole community

considerations

• Feeding (mobile vs

fixed site)

• Commodity Points of

Distribution

• Other mass care

services

32

Strategy Ten: Coordinate Mass Care Logistics

• Space requirements
• Supplies and equipment needed
• Process for requesting resources
• Tracking costs

33

Strategy Eleven: Demobilization

• Demobilization triggers / authority
• Notification of services ceasing
• Transitioning to intermediate/long-term

recovery

• Hotwash

34

35

Strategy Twelve: Coordinate Public Information

• Roles and responsibilities for public

information professionals

• Pre-scripted messaging for sheltering and

mass care

• Whole community / access and functional

needs considerations

• Coordinate with partners and media
• Situational awareness monitoring

36

Strategy Thirteen: Integrate with Other Plans

• Identify and reference other plans
• Integrate with other jurisdictions’ and

agencies’ shelter and mass care plans

37

Strategy Fourteen: Socialize the Plan

• Training and exercises
• Sharing the plan with the whole

community

38

39

Resource List

• Federal Guidance
• Texas and Local

Guidance

• Other Guidance
• Forms, Checklists,

Templates, and Other Helpful Tools

• Training Courses
• Helpful Websites

40

Spontaneous Shelter Planning Process

Steve Rosa, Emergency Management Coordinator Bill Ray, Homeland Preparedness Project Brazoria County steverosa@brazoria-county.com bill@homelandpreparedness.org

41

Walker County OEM State Shelter Hub

Butch Davis, EMC

Jack Colley, Chief of Governor’s Division of Emergency Management

» May 2005 – Walker County Shelter HUB » Tasked with housing 5000 displaced persons from the Gulf Coast and their pets. » First Shelter HUB on IH45 from the coast

Walker County

HURRICANE RITA 2005

2005 Hurricane Season

 28 named storms  4 major storms impacted the United States  3 Category 5 storms  November 30th ended hurricane season  Hurricanes continued into 2006

Hurricane Rita Sheltering

 23 Shelters were opened  7200 evacuees were in those

shelters

 Total approximately 15,000

evacuees

 Approximately 150,000

motorists on I-45 from South County Line to North County Line

 Fuel shortage  Walker County was supported

by State of Texas and FEMA

Huntsville, Texas

 September 2005

Hurricane Rita Evacuation

Hurricane Rita Evacuation

Hurricane Rita Evacuation

• Many people arrived in

Walker County with their pets and some livestock.

• A spontaneous animal

shelter was organized at the Walker County Fairgrounds.

• Later developments

included the opening of a shelter for evacuees at the fairgrounds.

Animals Housed during Rita: 27 Large Animals 377 Small Animals 404 TOTAL We learned the importance of a formal record keeping system with this incident. Our numbers above reflect only the animals which were placed on the “official count” following the first set

• f releases to owners.

Issues Experienced

 No pens, cages, pet

food, pet litter, feed, water bowls, leashes, water hoses

 No paperwork or

documentation

 Lack of volunteers to

• perate the makeshift

animal shelter

 Flea infestation during

clean up of Fairgrounds

The Walker County Fairgrounds Committeeman’s Room was adapted into a small animal shelter Goat pens were converted to dog kennels

Make shift paperwork during Hurricanes Katrina and Rita

Walker County Sheltering

 HURRICANES

 Katrina  Rita  Gustav  Ike  Harvey

 Walker County is tasked

by TDEM to house 5000 displaced persons during a hurricane

 Walker County has

agreements with two Point-To-Point Counties, 250 displaced persons from each county

 These Counties are

Liberty and Hardin Counties

 Planning meetings with

both Counties EMC’s took place to work out details for transporting displaced persons from the two counties to Walker County.

Planning

 Good Staff  Volunteers

 CERT

 Local Partners

 Faith Based  University  School Districts

 State Partners

 TDEM

 Pre-land fall STAR in Que

 National Partners

 American Red Cross  The Salvation Army

Planning cont’d

 Shelter Team Meetings

 Monthly April – September

 Plans  Needs

 Donations Management

 Coordinator  Warehouse  Volunteers

Local Resources / Assets

 County  City  Texas A&M Forest Service  Texas Department of Criminal Justice  Department of Public Safety  Texas Department of Transportation

Butch Davis EMC 344 SH 75 N, Suite 200 Huntsville, TX 77320 936-435-2418 (office) 936-577-2846 (cell) bdavis@co.walker.tx.us Sherri Pegoda Deputy EMC 344 SH 75 N, Suite 200 Huntsville, TX 77320 936-435-8740 (office) 936-662-6109 (cell) walkercountyoem@co. walker.tx.us

Points of Distribution (POD)

Ammy Gierzak Homeland Security Planner Harris County Office of Homeland Security and Emergency Management ammy.Gierzak@oem.hctx.net 713-426-9570

65

Introduction

• A POD is where the public goes to pick up

emergency commodities following a disaster.

• The need for a POD is based on lack of

infrastructure to support normal distribution of food, water, and ice.

66

Mobility Issues

• In recent disasters, there have been

pockets of communities that struggled to

• btain commodities from traditional Points
• f Distribution (POD).
• The lack of mobility due to flooding,

damaged roadways, power outage, and debris were challenges residents faced in acquiring commodities.

67

Birth of First Contact

• First Contact was inspired by the actions
• f first responders during Super Storm

Sandy where they carried water and MREs into high-rises for trapped residents due to power outages.

68

Development of the Plan

• In an effort to get commodities to the

community immediately after Harvey, Harris County Office of Homeland Security and Emergency Management (HCOHSEM) was able to reallocate POD resources from the County Staging Area (CSA) to locations throughout the county.

69

70

Identifying Locations

• County Commissioner Precincts,

Constable Precincts, and other County Departments who had personnel deployed for rescue and recovery operations were tasked to distribute commodities to residents upon first contact without placing additional strain on the operation.

71

72

73

Lunch Break

Thanks to the Houston Food Bank for providing lunch and the Houston UASI Regional Planners Workgroup for providing snacks!

74

Panel of Experts

Tina Rose (Moderator) Regional Planner City of Houston Mayor’s Office of Public Safety and Homeland Security tina.rose@houstontx.gov

75

Panel Introductions

• Name, title, organization, typical role

during a disaster

• What mass care resources would your
• rganization provide

– To shelters – To the public

76

Panel of Experts

Tina Rose, Panel Moderator City of Houston Mayors Office of Public Safety and Homeland Security tina.rose@houstontx.gov Ethan Barton Conroe Independent School District ebarton@conroeisd.net

• Dr. Wesley Bissett

Texas A&M Veterinary Emergency Team wbissett@cvm.tamu.edu Sarah McIntire Houston Food Bank smcintire@houstonfoodbank.org Andy Meyer American Red Cross andy.meyer2@redcross.org Melissa Noriega BakerRipley mnoriega@bakerripley.org Tod Nutt Texas Health Resources todnutt@texashealth.org Ana Rausch Coalition for the Homeless arausch@homelesshouston.org Lori Upton SouthEast Texas Regional Advisory Council lori.upton@setrac.org

77

Disability Taskforce Toolkits Review

Will O’Neill Director Continuity of Operations and Emergency Management, Texas Health and Human Services Commission

May 18, 2017

Presentation Goals

➢ Explore best practices for communicating with members of the

disability community before and during emergencies through resources in the Effective Communications Toolkit.

➢ Understand how the FNSS Toolkit can provide planning guidance

to local emergency management and shelter planners to meet access and functional needs in general population shelters.

➢ Understand how resources in the FNSS toolkit enable children

and adults with or without disabilities who have access and functional needs maintain their health, safety, and independence in a general population shelter.

Including People with Disabilities in State-Level Emergency Management

Texas Disability Task Force on Emergency Management

 Convened in 2011  Resource to Texas Division of Emergency Management (TDEM)  Provides input to Texas emergency management community to assist in enhancing state and local emergency management planning and response  Promotes preparedness efforts for Texans with disabilities  Membership of state and local disability

• rganizations

Where can you find the Toolkits?

www.preparingtexas.org

Download: from the Preparing Texas Website under the preparedness link. Effective Communications Toolkit: Emergency Communications With People Who Have Disabilities Functional Needs Support Services Toolkit and resource tools

Who do the toolkits apply to?

This toolkit applies to professionals from local jurisdictions in the following fields: ➢ First responders; ➢ Emergency management professionals; ➢ Public information officers; ➢ Shelter managers; and ➢ State and local government

• fficials.

Communication Before & After a Disaster

The Effective Communications Toolkit helps you ensure that emergency communications services and equipment address the functional and access needs of people with disabilities as part of the “whole community” approach endorsed by FEMA

Chapter 2: General Guidance for All Communications

• 1. Accessibility
• 2. Steps to take before an incident occurs
• 3. People first language
• 4. Plain language
• 5. Multi-modal communications
• 6. Accessible charts, graphs, maps, images and visuals
• 7. Accommodation statement for all messaging

Check Your Documents and Website for Accessibility

Before disaster strikes, each agency and jurisdiction should develop a plan to:

• ensure that all documents, slide presentations,

spreadsheets, PDF documents, websites and any other documents are created in accessible formats;

• ensure that staff and contractors responsible for web page

and content development are properly trained;

• post a telephone number or email address on the home

page to provide a way for visitors to request accessible information or services.

Accessible Presentations & Meetings

• Plan ahead to meet the needs of all audience members
• Ask in the meeting invitation for participant’s accommodation needs
• Ensure that the presentation environment is accessible
• Prepare and share accessible materials including braille and large print
• Speak slowly and clearly so that an ASL interpreter can keep up
• Describe images and graphs

Quick Reference:

http://accessibility.hhs.texas.gov/docs/guidelines/AccessiblePresentationsQuickReferenceGuide.pdf

Plain People First Language

Plain language is communication your audience can understand the first time they read or hear it. According to the Plain Language website, plain-language writing saves

• time. The Toolkit covers:
• Plain Language Writing Process
• Plain Language Writing Techniques
• Plain Language Formatting Techniques

Multi-Modal Warnings and Notification

Chapter 3: How to make the following methods of communications accessible

• alerts and warnings
• press conferences
• written communication
• videos
• social media
• Meetings
• face-to-face communications

Plan Ahead with Local Media

Consult with local media, and in non-emergency times discuss the stations’ requirements from the FCC for accessibility of emergency broadcasts

• Live Broadcast Briefings by

Emergency Managers to the Public with real-time captioning

• Sign language interpreter within

the camera frame

• Describe visual information for

listeners who are blind or have low vision.

Face to Face Meetings – Just Ask

Anytime you are in an interaction with a person with a disability, you already have one expert to guide the interaction. Just “ask”.

Talkboards, Pictograms & Signage

Chapter 4: Auxiliary Aids and Services for Various Disabilities

• Interpreting Services For People Who Are

Deaf or Hard of Hearing

• Phone Calls with People Who Are Deaf, Hard
• f Hearing or Have Speech Disabilities.
• Auxiliary Aids for People Who Are Blind or

Have Low Vision

Accessibility & Assistive Technology

“For most people technology makes things easier. For people with disabilities, technology makes things possible.” Assistive technology creates

• pportunities for people with

disabilities to gain equal access to information, services, and employment . . . only when you do your part.

Chapter 5: Emergency Communications Tools for People with Disabilities

➢ General Etiquette ➢ People Who Are Older ➢ People Who Use a Service Animal ➢ People Who Have Mobility Impairments ➢ People Who Use Crutches, Canes or Other Mobility Devices ➢ People Who Have a Mental Illness ➢ People Who Have a Cognitive Disability ➢ High Tech and Low Tech Communication Tools ➢ People Who Are Blind or Have Low Vision

Access the mobile app at:

disabilitytips.tamu.ed u

Tips for First Responders

Chapter 6: Additional Resources and Training

This chapter contains links to all the resources you need to go from an effective communications novice to an effective communications expert!

Texas Functional Needs Support Services Tool Kit

To provide planning guidance to local emergency management and shelter planners, the State of Texas FNSS Integration Committee has created a tool kit that can be incorporated into existing shelter plans to meet access and functional needs in general population shelters. This tool kit is designed to provide first responders and emergency management professionals basic information about interacting with Texans with disabilities during a disaster and to identify disability leaders in the local communities.

Texas Functional Needs Support Services Tool Kit PART I: PLANNING TOOLS

Tab-A Emergency Management Planning Assessment Tab B- Planning for the Inclusion of People with Disabilities Tab D- Statewide Disability Stakeholders Tab E- Selected County Demographic, Functional and Medical Needs Data

Just Ask

Anytime you are in an interaction with a person with a disability, you already have one expert to guide the interaction. Just “ask”.

Planning Tools

Tab C- ADA Compliance Checklist Tab H - Medical Services Attachment 7- Public Health Shelter Checklist Tab- G- Attachment 3-Temporary Solutions for Emergency Sheltering Ramps Rapid Triage and Assessment

Facility Accessibility

➢ All shelters and facilities must meet ADA physical access requirements. ➢ If a shelter or facility that has inaccessible features is selected, it must be made accessible before use.

Tab E - Transportation Services

• Provide resources for

accessible transportation

• People with disabilities

must have access to the same benefits/ services as individuals without disabilities

Tab G-Rapid Assessment (Triage)

Attachment 1-Shelter Placement Guidance Attachment 2-Shelter Placement Form

Texas Functional Needs Support Services Tool Kit

Tab H - Medical Services Attachment 2-Durable Medical Equipment Attachment 3-Consumable Medical Supplies (CMS) Attachment 4- Oxygen Support (O2)

PART II: OPERATIONAL TOOLS

Personal Assistance Services

Personal Assistance Services (PAS) are formal and informal services that enable children and adults to maintain their usual level of independence in a shelter setting.

Tab H - Medical Services

Attachment 1-Disaster Behavioral Health Services Attachment-5 Pharmacy Support Attachment 6- Kidney Dialysis

Mental Health & Medical Services

• Plans should reflect an understanding of state and

local laws, rules and regulation related to mental health services

• Must provide access to:

— Mental health services — Medical services — Emergency dental services — Medications

Attachment 1- Tips for Interacting with People with Disabilities, Functional and Access needs during a Disaster Attachment 2- Talk boards Attachment 3- Pictograms Attachment 4- Signage Attachment 5- Basic Emergency Sign Language & Deafblind Guidelines

Tab I - Effective Communications

Texas FNSS Tool Kit

PART III: Recovery

Tab K- Medical/Functional Needs Discharge Assessment Tab L- Support Capabilities for Repatriation of Evacuated Persons with Disabilities

Transition and Recovery

In order to transition out of the shelter environment and into the community plans must: Ensure local government has determined that the jurisdiction has been declared safe to inhabit Determine that the individuals house is safe to return to Ensure services have been restored to the area Ensure accessible transportation is available

Training Resources

Instructor Guide and Slides @ Preparing Texas

• Overview of the Whole Community Approach, Disability

Rights, and FNSS Integration in Emergency Management Training Package DSHS TRAIN FNSS General Population Shelter Course CBT

• Published on TRAIN (https://tx.train.org). The course

number is 1070230.

FNSS Instructor Guide and Slides @ Preparing Texas

Overview of the Whole Community Approach, Disability Rights, and FNSS Integration in Emergency Management

FNSS General Population Shelter Computer Based Training

Functional Needs Support Services (FNSS) in General Population Shelters https://tx.train.org Course #: 1070230

Adjourn

Please take a moment and fill out a feedback form. Stick around if you plan to participate in the tour. Thank you for attending!

116