Shelter Operations An Overview of the Sheltering Activity

1. Shelter OperationsAn Overview of the Sheltering Activity Saturday, August 30, 2014

2. Housekeeping • Prerequisites: • Fulfilling Our Mission: Translating Your Compassion Into Community Action • Mass Care Overview • Breaks • Smoking • Emergency Exits and Restrooms • Sign In Please • Please Set Phones and Pagers to Silent 2

3. Course Evaluation • Title • Shelter Operations • Instructor • Jessica Thompson • Location • Washington D.C. • Affiliation • National Capital Region • Date • Saturday, August 30, 2014 3

4. Course Purpose The purpose of this basic level Disaster Services training is to prepare volunteers and employees of the Red Cross and other agencies to effectively and sensitively conduct shelter operations as a team to meet the needs of people displaced as a result of a disaster. 4

5. Describe shelter opening, operating, and closing procedures. Explain ways to demonstrate quality service. Organize available human resources as a shelter operations team. Organize the physical facility and material resources to meet the needs of people in the shelter. Identify available resources Course Objectives 5

6. Introduction Segment 1 – What is Mass Care? Segment 2 – Overview of Shelter Operations Segment 3 – Opening a Shelter Segment 4 – Operating a Shelter Segment 5 – Concluding Shelter Operations Summary Course Organization 6

7. Segment 1: What Is Mass Care? 7

8. Disasters impact the community in a variety of ways Disasters result in losses for individuals and families and create basic needs: Physical Emotional Informational Establishing the Need for Mass Care 8

9. Physical Basic Needs Emotional Informational • A place to sleep • Blankets to keep warm • Food • Water • First Aid/Medical Supplies • Clean-up supplies • Toiletries • Baby Supplies • Need to feel safe • Need to know someone is concerned • Need to tell their story • To know that family members are safe • To know if the disaster is over • To know what kind of assistance is available • To know where to get help ? ? ? 9

10. … is to provide service on a congregate basis to the community as a whole Services are given to all who have disaster-caused needs, free of charge The Red Cross provides support equally to all people who have disaster caused needs The Basic Commitment of Mass Care… 10

11. The Mass Care Group in the DSHR System 11

12. Think of a time when you received excellent service in a restaurant or hotel. List several words that describe what stood out about the service that made it excellent. Quality Service 12

13. Segment 2:Shelter Operations Overview 13

14. VIDEO – Overview of Shelter Operations Participant Workbook – Pg. 55 14

15. Ensure that the shelter is a safe place Respect clients and coworkers Provide services equally to all clients Enable clients to make other arrangements Use resources wisely Values for Shelter Workers Participant Workbook – Pg. 56 15

16. Preparedness Disaster Occurs Pre-Occupancy Inspection Shelter Opens Clients Arrive After Disaster Shelter Closes Preparedness… Shelter Cycle Participant Workbook – Pg. 57 16

17. The types of hazards that could pose a threat to the community The people who might be affected The types of needs they would have Red Cross preparation to meet client needs as quickly and effectively as possible Preparedness (STEP 1) Participant Workbook – Pg. 58 17

18. Sheltering Operations:Short-Term Participant Workbook – Pg. 59 18

19. Sheltering Operations:Long-Term Participant Workbook – Pg. 59 19

20. Establish agreements with schools, governments, religious organizations, and other groups to use their facilities Share information about our plans and/or operations with other organizations Other organizations may lend us their personnel, or provide food, equipment or materials when a disaster occurs Establishing Partnerships Participant Workbook – Pg. 60 20

21. The chapter is notified by local emergency management officials An assessment of the situation is conducted Disaster response leadership determines if a shelter should be opened Staffing identifies workers to run the shelter Disaster Occurs (STEP 2) Participant Workbook – Pg. 61 21

22. Segment 3: Organizing A Shelter 22

23. VIDEO - Organizing A Shelter Participant Workbook – Pg. 62 23

24. Shelter workers pull together as a team to fulfill key responsibilities The Shelter Manager organizes the team and assigns key responsibilities Depending on the size of the disaster and staff availability, shelter workers may be responsible for one or more roles Checklists provide detailed information to ensure that quality service is provided Functions on a Shelter Team 24

25. Shelter Manager Registration Feeding Dormitory Providing Information Other Client Services Disaster Health Services Disaster Mental Health Services Communications Staff Recruitment and Placement Material Support Services There are checklists for every key responsibility Participant Workbook – Pg. 63 & 64 25

26. Shelter Manager and/or Material Support Staff meet with the facility representative and complete a Facility Agreement (Form 6621) if not already completed Complete the Self-Inspection Worksheet Off-Premises Liability Checklist (Form 6505) Pre-occupancy Inspection (STEP 3) Participant Workbook – Pg. 65 26

27. Pre-occupancy Inspection (STEP 3) • Self-Inspection Worksheet Off-Premises Liability Checklist (Form 6505) • Assess the general condition of the building • Note any safety concerns or pre-existing damage • Receive any special instruction or restriction on the facilities use • Identify equipment or supplies that need to be secured Participant Workbook – Pg. 65 27

28. Allocating Space • During the pre-occupancy inspection the shelter manager and logistics will begin to think about which rooms are suitable for various uses. • Consider which areas you will designate for the following activities: • Registration • Dormitory • Feeding • Storage • Entertainment • Disaster Health / Mental Health • Individual Client Services • Shelter manager’s office • Staff room • Media area Participant Workbook – Pg. 66 28

29. A shelter has to be staffed 24 hours a day One shelter manager who works the primary shift Two to three shift supervisors Disaster Health Services available 24 hours a day Other workers who report each shift Clients may volunteer to help out Staffing a Shelter Participant Workbook – Pg. 67 29

30. If possible, set up the registration area before clients arrive Provide clear signage outside of the building directing clients to the entrance Provide enough room for clients to form a line without having to waiting outside Register people as they first come into the shelter Sign clients in and out if they leave the shelter Identify medical problems or concerns Registration Participant Workbook – Pg. 68 30

31. Helps workers know how many people are staying in the shelter, which allows for better planning. Tells workers who is staying in the shelter. Helps workers determine whether a client may need additional services. Shelter Registration Form 31

32. Important Items: Name Address Phone numbers Language Total family members registered Shelter Registration Form 32

33. Medical and SpecialNeeds Yes/No Questions Quickly assesses if the client should be referred to Health Services Initial Intake and Assessment Tool 33

34. Serving People with Disabilities ARC Board of Governors Policy 3.1.1 mandates Equal Opportunity, Nondiscrimination and Cultural Diversity in governance, employment and providing services. The American Red Cross complies with the Americans with Disabilities Act (ADA), which prohibits discrimination against people with disabilities in: • Employment • Public accommodations, such as Red Cross shelters and facilities • Other areas, such as access to buildings and transportation 34

35. Serving People with Disabilities The ADA requires the American Red Cross to make reasonable accommodations in policies, practices or procedures when necessary to afford goods, services, facilities, privileges, advantages or accommodations to individuals with disabilities. 35

36. Reasonable Accommodations • Wheelchair Access • Braille instructions/rules • Service Animal • Hospital Bed • Wider Paths for Wheelchair/Walkers 36

37. The Shelter team may arrive at the shelter before the clients; however, if the building has been previously used as a shelter, clients may get there before you. If this is the case, use the Quick Start-up checklist (Page 35) to get the shelter set up and operating as quickly as possible. Shelter Opens (STEP 4) Participant Workbook – Pg. 69 37

38. Provide a safe environment for our clients Make their shelter stay as pleasant as possible Get them connected to the Red Cross services and other organizations who may be able to assist them. Clients Arrive (STEP 5) Participant Workbook – Pg. 69 38

39. Break See you in 10 Minutes 39

40. Break 5 Minutes Remaining 40

41. Break 1 Minute Remaining 41

42. Class will resume shortly 42

43. Segment 4: Operating the Shelter 43

44. VIDEO - Operating the Shelter (STEP 6) Participant Workbook – Pg. 70 44

45. The Three R’s of Sheltering Respect Routines Rules The shelter team uses these to help build a sense of communitywithin the shelter and to prevent some problems before they occur. Participant Workbook – Pg. 71 45

46. During thefirst 24 hours that the shelter is open, the staff should establish aroutine to help structure the daily life of the staff and residents untilthe shelter closes. Routines What aspects of shelter life can be used to establish a daily routine? • Meal times • Lights out • TV time • Shower schedule • Children’s activities • Information updates • Shelter staff meetings • Shelter advisory committee meetings Participant Workbook – Pg. 71 46

47. In addition to rules that are part of a daily routine, what types ofground rules would you need to ensure a safe and pleasant shelterenvironment? Rules Smoking areas No food or beverages (except water) in the sleeping areas Noise levels Restricted areas Phone use Signing in and out No weapons No drugs or alcohol Which shelter workers’ value is the basis for setting rules? SAFETY Participant Workbook – Pg. 71 47

48. Clear and timely communications are vital to running a successful shelter operation. Think in terms of the informational needs of: Other team members Clients The Chapter Disaster Relief Operation Headquarters The Media Communication Participant Workbook – Pg. 72 48

49. Which shelter value is of greatest concern when it comes to working with the media? Respect for clients is the primary concern However, we rely on the assistance of the media to help us get resources Working with the Media Participant Workbook – Pg. 72 49

50. Forms are very important Forms document conversations / activities / resources Forms allow HQ to track requests and ensure that those requests are filled When in doubt, WRITE IT DOWN Use Form 1 when necessary Forms 50