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EB21: Long-Term Shelter-in-Place

EB21: Long-Term Shelter-in-Place. Herve Riou, CEM H.Riou@montaguetm.com. www.montaguetm.com Tel: 516-676-9234. Katrina Storm Surge In Bay St. Louis. Where Do You Start? . Does the company want to take the RISK to shelter employees in a designated facility ?

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EB21: Long-Term Shelter-in-Place

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  1. EB21: Long-Term Shelter-in-Place Herve Riou, CEM H.Riou@montaguetm.com www.montaguetm.com Tel: 516-676-9234

  2. Katrina Storm Surge In Bay St. Louis.

  3. Where Do You Start? • Does the company want to take the RISK to shelter employees in a designated facility ? • Does the company fully understand the implications of these RISKS? • Does the company need to take these RISKS in order to stay in operation? • If we assume the answer is YES to ALL of the above……..

  4. Questions... WHO will be in charge: • Before operation for planning and organizing the shelter. • During operation for managing the shelter. • Who is paying for the shelter operation and how will shelter staff access these funds?

  5. The Three KEY Questions Are... WHO? • Who will we accept in the shelter? HOW LONG? • For how long are we planning to have the shelter operational? WHERE? • Where will this shelter be located?

  6. Key Questions and Answers • WHO? will determine how much space, of what kind, and what kind of setup you will need. • HOW LONG? will facilitate the planning and organization you have to put in place. • WHERE? will be determined by the previous two questions.

  7. A Simple Case • Sheltering four staff members for up to one month • One office floor at one site • Easy to manage • Low cost • Not very difficult

  8. Now Add Their Families… • Need a lot more space • Difficult to manage • Very expensive • Significant liability • Not an easy task

  9. Where to Start: Shelter Design • Shelter design must be approved by local agencies for code compliance (fire, health, etc.). • Shelter rules are already in place (this is not the time to improvise, but do stay flexible). • Shelter pre-activation mode is operational. • Consult and involve local, state, and other emergency management groups.

  10. Where to Start: Obtain This Information • What is the nature of disaster for which you are activating the shelter (flood, fire, hurricane, etc.)? • The shelter location must be outside the danger zone (be sure to check with local authorities). • What is the capacity of the shelter as well as its estimated population?

  11. Declaration of Opening • Notify your shelter staff to open the shelter (this can take a day or two as per plan). • Notify your employees that the shelter is open. Make sure your employees do not come to the shelter until contacted. You will need a good notification system and solid, well-rehearsed procedures.

  12. Key Shelter Functions • Shelter Manager • This role is critical to the operation: • Avoids tensions • Avoids conflicts • Resolves all situations • Makes decisions • Enforces the rules • Is creative and flexible • Stays open to suggestions from guests and staff

  13. Key Shelter Functions • Logistics Team • Makes sure the shelter infrastructure will be operational at all times. • Ensures the ongoing safety of all shelter premises: (repairs any hazardous conditions, such as loose electrical wiring, sanitary facilities operations problems, etc., etc.) • Assures that the shelter has all necessary supplies at all times.

  14. Key Shelter Functions • Emergency Medical Team • Make sure: • Your medical team participates when guests register. • Your medical team notes any pre-existing medical condition of guests. • You have an emergency evacuation procedure in place, and have trained everyone in its use. • Your medical team is on duty at all times.

  15. Key Shelter Functions • Disaster Mental Health Counseling Team • It is extremely important to: • Support a displaced and traumatized population. • Identify and resolve conflicts. • Listen to the population and be available. • SUPPORT YOUR OWN STAFF.

  16. Key Shelter Functions • Social Workers • Help the guests to resolve the potential administrative quagmire. • Inform guests of possible resolutions to their problems and ways to improve their situations. • Listen to the population: be the “heart” of the shelter management team. • Be available at all times.

  17. Key Shelter Functions • Security Team • Make sure your security team always takes into account the existing stresses on the shelter population. • Must be open and flexible. • Make sure EVERYONE respects the rules of the shelter. • Remains in permanent contact with local civil authorities. • Responds to any emergency with tact.

  18. Key Shelter Functions • Administration and Guest Registration • You need to know who is inside your shelter at all times. • Who is checking in and checking out (need check-in hours). • Who is leaving for a short period of time; when they plan to come back. • Find out if guests need medical and disaster mental health assistance. Note any pre-existing medical conditions. • Find out each guest’s “story.” This will allow you to refer them to the right agency if they need help. Social worker job. • Now is a good time to explain the rules of the shelter (have guests read and sign a copy of the rules) and introduce the staff.

  19. Key Shelter Functions • Food Operations • Be prepared to feed every person in your shelter, including staff, for as long as the shelter is open. • Make sure you have a designated area for dining. • Make sure your dining rules are posted and enforced.

  20. Key Shelter Functions • Media Relations Team • Works with management to develop and disseminate the official corporate message. • Does not divulge what is going on inside the shelter: “What goes on here, stays here.” • Protects the privacy of the shelter population. • Manages all information requests from the media.

  21. How to Close the Shelter • Close the shelter gradually when the population starts to decrease. • Shut down some shelter services to ensure the population knows the shelter is a temporary solution. • Train your staff to be sensitive when they speak to guests about closing the shelter.

  22. How to Close the Shelter • Have a deadline for closing and STICK TOIT. Do not increase guest uncertainty about their already cloudy futures. • Debrief your staff thoroughly. • Offer Disaster Mental Health Counseling to your shelter staff.

  23. Conclusion • Long –Term Shelter-in-Place is a high-risk proposition for any company. • You need to have a detailed shelter plan, developed with the involvement of legal staff, local civil authorities, company management, and employees. • You need to train your shelter staff AHEAD OF TIME!

  24. In My Humble Opinion… Like Noah's Ark: Long-term shelter-in-place should be your solution of last resort.

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