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Home My WebLink AboutResolution No. 20-7977 - Adopting the City of Downey Emergency Shelter Standard Operating GuideA RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNE"IF ADOPTING THE CITY OF DOWNEY EMERGENCY SHELTER STANDARD OPERATING GUIDE WHEREAS, Downey Municipal Code Section 2430 provides for the preparation and carrying out of plans for the protection of persons and property within the City in the event of an emergency; the direction of the Emergency Organization; and the coordination of th'A emergency functions of the City with all other public agencies, corporations, organizations, ame affected private person ; and WHEREAS, Downey Municipal Code Section 2436 states that the City of Downey Disaster Council is responsible for the development of the City of Downey Emergency Plan, which plan shall provide for the effective mobilization of all of the resources of the City, both public and private, to meet any condition constituting a local emergency, state of emergency, or state of war emergency, and shall provide for the organization, powers and duties, services, and staff of the Emergency Organization; and WHEREAS, the City Council now desires to adopt the City of Downey Emergency Shelter (SOG). NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOE�'-q VE?EBY OPESOLVE SECTION 1. That the City Council hereby adopts the City of Downey Emergency Shelter (SOG) attached hereto as Exhibit "A". SECTION 2. That the Emergency Shelter (SOG) shall govern the City's mass care and emergency shelter functions consistent with the authority set forth in Downey Municipal Code Section 2436. SECTION 3. That the City Manager is hereby authorized to amend and interpret the Emergency Shelter (SOG) consistent with Downey Municipal Code Article 11, Chapter 4, Part 4 ("Emergency Services Organization") and all existing regulations. APPROVED AND ADOPTED this 24 th day of November, 2020. PACHECO Mayor F-11 6 11 *11 44"Jokor's 0 1 - Wx'ej I AEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of the City of Downey at a Regular meeting held on the 24 th day of November, 2020 by the following vote, to wit: AYES: Council Members: Ashton, Rodriguez, is Frometa, Mayor Pachect, NOES: Council Member: None. ABSENT: Council Member: None. ABSTAIN, Council Member: None. A'Z;[« Emergency elr EI f Standard Operating Guidance ( ) 11/912020 This page intentionally left blank. Cju9 City�: Downey Emergency Sheiter • STANDARD OPERATING GUIDANCE (SOG) -C,FITIFICATMN Blanca Pacheco MAYOR CI-V_ OF DO 1 11 1•1 11 1 CITY OF DO';Vi1E'f' la� PROMULGATION The primary role of government is to provide for the welfare of its citizens. The welfare and safety of citizens is never more threatened than during disasters. The goal of emergency management is to ensure that mitigation, preparedness, response, and recovery actions exi so that public welfare and safety is preserved. I The City of Downey Emergency Shelter Standard Operating Guidance (SOG) provides a framework for how the city will operate emergency shelters when an emergency displaces residents from their homes. It addresses the roles and responsibilities of city departments, governmental agencies, as well as the private sector and non -governmental organizations. It also ensures consistency with the Standard Emergency Management System (SEMS). SEMS helps link local, State, Federal, and private organizations and resources during disasters and emergencies in the City of Downey. This SOG will continue to evolve, responding to lessons learned from actual disaster and emergency experiences, on -going planning efforts, training and exercise activities, and State and Federal guidance. 1111111111ppp�1111� Ina wlin ine autnurity vesfeu Ill [Ile d5 promulgate the City of Downey Emergency Shelter SOG. Blan�a-Pec:WCo Mayor, City of Downey Emergency elr EI f Standard Operating Guidance ( ) 11/9/2020 ACKNOWLEDGMENT AND APPROVAL Many agencies and organizations made significant contributions to the development of the City of Downey Emergency Shelter SOG. Representatives of City agencies, for -profit organizations, and nonprofit sectors contributed their time, expertise, and attention at various phases of this planning process. This Emergency Shelter SOG will be reviewed by all departments/agencies assigned a primary function in the Roles and Responsibilities Section. Upon completion of review and concurrence by these departments/agencies, the SOG will be submitted to the City Council for review and approval. Upon concurrence by the City Council, the SOG will be officially adopted and promulgated. A copy of the Emergency Shelter SOG will also be sent to the County Office of Emergency Management and the Governor's Office of Emergency Services (Cal OES), Southern Region for their records. Below are a list of departments/agencies that were a part of the Mass Care and Shelter Planning Committee: • American Red Cross • Area E Disaster Management Area • City of Downey Chamber of Commerce • Calvary Chapel Church, Downey • City of Downey City Manager's Office ■ ADA Coordinator ■ Office Public Affairs • City of Downey Fire Department ■ City of Downey Office of Emergency Management • City of Downey Parks and Recreation Department • Downey Police Department • Downey Unified School District • Los Angeles County Department of Public Health • PIH Health Hospital, Downey El, CityofDownej Emergency The Emergency Shelter SOG is maintained by Downey's Emergency Manager and will be reviewed every two (2) years and/or it may be modified after an incident, exercise or changes in procedures, law, rules or regulations. Updates and revisions may include: • Operating Procedures • Organizational structures • Changes in format No. Revision Date Section of SOG Revised Revised by Comments 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Emergency Shelter El City,ofDowney Standard Operating Guidance (SOG), 11/9/2020 SOG DISTRIBUTION The Emergency Shelter SOG will be distributed to the departments or agencies listed below and are also available upon request to external organizations. City Departments/ Divisions • City Attorney • City Clerk • City Manager • Community Development • Finance 0 IT Division • Fire N Emergency Management • Human Resources • Library • Mayor/ City Council • Parks and Recreation • Police • Public Works County • Area E Disaster Management Area Coordinator (DMAC) • Los Angeles County Office of Emergency Management State 0 Governor's Office of Emergency Services (Cal OES), Southern Region Special Districts and Other Organizations • American Red Cross • City of Downey Chamber of Commerce • Downey Unified School District • Southeast Area Animal Control Authority (SEAACA) iv El, CityofDownej Table of Contents Emergency Shelter SECTION tINTRODUCTION ..................................................................................................................... 1 1.1 Purpose ........................................................................................................................................ 1 1.2 Scope ............................................................................................................................................ 2 1.3 Situation ....................................................................................................................................... 2 1/4 Geographical and Hazards Overview ........................................................................................ 3 1.5 Assumptions ................................................................................................................................ 5 SECTyON2: DIRECTION, CONTROL, AND COORDINATION .................................................................. 8 2.1 SEK8S.N|Y0S,and ICS.................................................................................................................. Q 2.2 Authority bmActivate Emergency Shelters ............................................................................... Q 2.3 Thresholds boEmergency Shelter Activation .......................................................................... Q SECTVON3: ROLES AND RESPONSIBILITIES ....................................................................................... 12 3.1 City ofDowney .......................................................................................................................... 12 3.2 Districts, Authorities, Commissions, and Contract Services ............................................... 16 3.3 Nongovernmental Organizations and Additional Support ................................................... 1G 3.4 County mfLos Angeles ............................................................................................................. 17 3L5State wfCalifornia ..................................................................................................................... 18 SECTyON4: CONCEPT OF OPERATIONS .............................................................................................. 2O 4.1 Types mfShelters ...................................................................................................................... 2O 4.2 Emergency Shelter Services —Operations Responsibility ................................................... 21 4.3 Initial Direction and Management ............................................................................................ 24 4.4 Site Evaluation, Selection, and Activation ............................................................................. 24 4.5 Shelter Organization ................................................................................................................. 2S 4.6 Logistics and Services ............................................................................................................. 2G 4.7 Requesting Resources ............................................................................................................. 2G 4.8 Shelter and Registration ........................................................................................................... 27 4.9 Case Management ..................................................................................................................... 2M 4.10 Food Services ............................................................................................................................ 2M 4.11 Public Safety and Security ....................................................................................................... 2U 4.12 Site Security ............................................................................................................................... 29 4.13 Transportation .-------------------------------.—.—.—.—.—.—.---..3O v Emergency Shelter ce ( El ) City,ofDowney Standard Operating GuidanSOG, 11/9/2020 4.15 Health and Medical Support .................................................................................................... 32 4.16 Reporting .................................................................................................................................. 33 4.17 Bulk Distribution Operations .................................................................................................. 34 4.18 Volunteer and Donations Management .................................................................................. 34 4.19 Transition to Recovery ............................................................................................................. 36 4.20 Demobilization of Emergency Shelters .................................................................................. 36 4.21 Disaster Short-term and Long-term Housing ......................................................................... 36 4.22 Documentation and Time -keeping .......................................................................................... 37 SECTION 5: SOG DEVELOPMENT, TRAINING, AND MAINTENANCE ................................................. 39 SECTION 6: AUTHORITIES AND REFERENCES .................................................................................... 41 6.1 Authorities ................................................................................................................................ 41 6.2 References ................................................................................................................................ 43 SECTION 7: APPENDICES ........................................................................................................................ 45 Appendix1: Acronyms ...................................................................................................................... 45 Appendix 2: Local Emergency Shelter Site List .............................................................................. 47 Appendix 3: List of Emergency Supplies and Locations ............................................................... 49 Appendix 4: Job Aids for Emergency Shelter Site Operations ..................................................... 51 Appendix 5: Emergency Shelter Daily Report Form ..................................................................... 125 Appendix 6: Public Messaging Templates ..................................................................................... 126 Ap6ndice 7: Plantillas de mensajeria p6blica ................................................................................ 131 Appendix 8: ARC Shelter Inventory Form ...................................................................................... 135 Appendix 9: Meetings and Public Events ADA Accessibility Checklist .....................................139 List of Figures Figure1: Map of City of Downey .............................................................................................................. 3 Figure 2: City of Downey Incident Chain of Communications ............................................................... 9 Figure 3: Emergency Shelter Activation/Notification Flow Chart ........................................................10 Figure 4: City of Downey Emergency Operations Center Organizational Chart ................................22 Figure 5: City of Downey Emergency Shelter Site Organization Chart ...............................................25 Figure 6: City of Downey Emergency Shelter Resource Request Process ........................................27 Table 1: Downey's Top 13 Hazards ........................................................................................................... 5 Vi El, CityofDownej Emergency r. #• W. •. i The purpose of this Emergency Shelter Standard Operating Guidance (herein referred to as "the SOG") is to establish a framework for how the City of Downey (herein referred to as "the City") will address sheltering, feeding, and human service needs of persons displaced by a disaster. Information in the SOG strengthens the mass care services core capability of the City and partner agencies. (See Appendix 1: Acronyms for a full list of acronyms used throughout this SOG) By developing a localized Emergency Shelter SOG, the City is building community resiliency and ensuring that City departments and partner stakeholders are prepared to respond to an evacuation emergency. This SOG will also inform Los Angeles County Office of Emergency Management (LAC OEM) and surrounding jurisdictions of the capabilities contained within the City and potential resources that may be requested. State Homeland Security Grant FY-2017 funds were utilized to develop this Emergency Shelter SOG. This SOG addresses mandated requirements to provide mass care and shelter services to affected populations as specified in both the California Emergency Services Act, and the Federal Emergency Management Agency's (FEMA) Robert T. Stafford Disaster Relief and Emergency Assistance Act. Emergency Support Function (ESF) #6 — includes the Mass Care, Emergency Assistance, Temporary Housing, and Human Services Annex. As outlined in both state and federal statues, ESF-6 specifies that local governments are responsible for emergency mass care and shelter within their jurisdiction and includes mass care, emergency assistance, temporary housing, and human services. According to the California State Emergency Plan, ESF-6 provides coordination to assist responsible jurisdictions to meet the needs of victims displaced during an incident including food assistance, clothing, non -medical care and sheltering, family reunification, and victim recovery. Some aspects of ESF #6 are not included in this SOG, including Emergency Assistance and Temporary Housing. This SOG was developed under the authority of City of Downey Municipal Code which references that emergency plans shall provide for the effective mobilization of the resources of the City, both public and private, to meet any condition constituting a local emergency, state of emergency, or state of war emergency. Additionally, this SOG was developed following the guidance of the FEMA, 2010 Developing and Maintaining Emergency Operations Plans: Comprehensive Preparedness Guide (CPG) 101, version 2.0. See Section 6 for all municipal, state and federal codes providing authorities referenced in this SOG. Specifically, the main objectives for this SOG include the following: Identify roles and responsibilities for City departments and nongovernmental and private - sector stakeholders involved with emergency shelter operations. Identify and inventory existing City -owned emergency shelter supplies. Emergency elr El f Standard Operating Guidance ( ) 11/9/2020 • Identify procedures and resources available for services related to emergency sheltering, including volunteer and donations management, animal/pet sheltering, and public messaging. • Ensure integral planning for those with disabilities and others with access and functional needs using a whole community planning approach. 1.2 Scope This SOG is intended to address situations in which the City needs to open emergency shelters due to displaced residents. The American Red Cross (ARC) is the City of Downey's primary emergency shelter partner; however, there may be times when the ARC is either unable to respond (situation falls outside their disaster mission) or the City of Downey needs to help supplement shelter operations. The City of Downey Parks and Recreation Department is the lead City department for mass care and sheltering activities. This SOG includes roles/ responsibilities, and resources for Parks and Recreation as the lead agency as well as the other City departments, nongovernmental organizations (NGOs), and private -sector partners that will support the sheltering mission. This SOG was developed using the whole community approach to ensure inclusivity and integral planning for those with disabilities and others with access and function needs (DAFN), including but not limited to: • Individuals who have developmental or intellectual disabilities; • Individuals with physical disabilities, chronic conditions, or injuries; • Those with limited English proficiency or who are non-English speaking; • Older adults and children; • People living in institutionalized settings; • Those who are low-income, homeless, or transportation disadvantaged, including those who are dependent on public transit; and • Those who are pregnant. For the purpose of this SOG, "emergency shelter" and "shelters" refer to the capability to provide the people affected by a disaster with a safe, temporary place to be housed. Additionally, it is a location to help feed people during or immediately after a disaster or until they can either return to their homes or be relocated to other housing facilities of a more permanent nature. For a hazard that can be anticipated, these sites are normally located away from the disaster area (i.e., out of harm's way). Emergency shelter sites may be established within or in proximity to the affected area. Additional support sites may be activated to provide assistance to people affected by a disaster. Following a large-scale disaster event, a transition will occur from emergency shelter services such as those identified above to longer -term recovery services and programs. This recovery support includes both government assistance and more sustainable, ongoing efforts that evolve from community and faith -based organizations, but which are not included within this SOG. 2 Emergency Shelter ��mn��r��in��ui��noe (SOG) El, 11/9/2020 1,4 Geographical and Hazards Overview The City of Downey is part of the following: 1) Area E of the Loa Angeles Operational Area, 2} Region | of the Southern Administrative Region of California C)f5ue of Emergency Services (Co| CJE8). and 3\ Region |}( ofFEW1A. It is located 12 miles southeast nfLos Angeles and is the 10th largest city in Loa Angeles County. It has @ residential population of 113,092 and 8 daytime population of 148.557. It also operates its own police and fire departments. Downey is 12.7 square miles in size and is bordered by the cities ofSanta Fe 8prings, Pico Rivera, Bell Gardane, South GuLe, Paramount, E3e||f|ovver. and Norwalk (see Figure Y:Map of City 0fl}0N0ey). Downey has three major OOediC@| f3Ci|iUeS' K@iSB[ P8[OOGDeDt8 (352 Beds), P|H Health Hospital/Downey (199BedS).and Rancho Los Amigos National Rehabilitation Center. AS one of the largest rehabilitation hospitals in the United 8totes, Rancho Loa Amigos nonoG for approximately 4,000 inpatients each year, and services 71,000 outpatient visits each year. The Downey Unified Gnhno| District consists of 13 elementary schools, 4 middle schools, and 3 high SChOO|S. There are 18 private elementary and/or preschools, and 1 PB|igiOUS high SChOO|. Downey is surrounded byfour freeways: Interstate 5 to the north; Interstate 710 to the vv8St; Interstate 8O5hothe aaat', and Interstate 105tothe south.State Route 91 is within 2l� miles of the Citv'Ssouthern border. le City of Downey Geographc Border Figure 1: Map of City of Downey 3 Emergency elr El f Standard Operating Guidance ( ) 11/9/2020 Downey is home to over 3,700 retail, service and manufacturing companies, providing over 47,000 jobs to the region. Below is a list of large employers within Downey: • Kaiser Permanente — 4,500 • Los Angeles County Facilities — Education (4,400) and Library Headquarters (250) • Downey Unified School District — 2,754 • Stonewood Center — 1,765 • Rancho Los Amigos National Rehabilitation Center — 1,600 • PIH Health Hospital — 1,500 • Office of Education, County of Los Angeles — 1,200Coca-Cola Refreshments — 800 • Lakewood Park Health Center — 450 • Xpedex — 250 City of Downey is vulnerable to a wide range of threats, see Table 1: Downey's Top 13 Hazards. For additional detail, see the Local Hazard Mitigation Plan (separate cover). • An earthquake could impact all segments of the population. • The entire City is subject to dam failure. • The City has some major industries and faces the potential for hazardous materials incidents from the stationary hazardous materials users as well as transportation accidents, pipeline ruptures and illegal dumping. • The entire City may be subject to flooding, due to flash flooding, urban flooding (storm drain failure/infrastructure breakdown), river channel overflow, and downstream flooding. The City has historically been vulnerable to storm surge inundation associated with large amounts of rainfall in short periods. • A transportation incident such as a major air crash, train derailment or trucking incident could impact areas within the City. • A civil unrest incident could impact either isolated areas within the City or the entire City. • The entire Los Angeles basin is considered as a risk area for a nuclear event or act of terrorism; therefore, both sheltering and evacuation should be considered. Neither the City nor the County of Los Angeles has the capability to plan for the organized evacuation of the basin; therefore, the extent of planning at this time is restricted to assisting and expediting spontaneous evacuation. In the increased readiness stage, expedient shelters will be utilized as appropriate and information will be provided to the public, as the city no longer maintains public fallout shelters. • The City of Downey is not within the planned range of a radioactive plume of a nuclear power plant. • Any single incident or a combination of events could require evacuation and/or sheltering of the population. Depending on the event, there may be a requirement for sheltering -in -place or evacuating to a designated reception center/shelter within the jurisdiction or outside of the jurisdiction's boundaries. S El, CityofDownej Emergency r. #• W. •. i Table 1: Downey's Top 13 Hazards • In any disaster, primary consideration is given to the preservation of life. Additionally, time and effort must be given to providing critical life -sustaining needs. • In a catastrophic incident, disaster response and recovery resources may be required from the State and Federal governments, other local governments, and private organizations. • This SOG does not include planning for cooling and warming centers but focuses specifically on emergency shelters resulting from a situation where residents are displaced. • The City Emergency Operations Center (EOC) may or may not be activated in support of an event. EOC activation will be determined based on the scope and scale of the emergency. If the EOC is activated, the City Manager, who also serves as the Director of Emergency Services, will be the EOC Director in the City's EOC to coordinate city-wide emergency response activities. If the EOC is not activated, the Parks and Recreation Department is responsible for coordinating with the City Emergency Manager for emergency shelter services within the City. 5 Emergency elr El f Standard Operating Guidance ( ) 11/9/2020 • Vital infrastructure such as potable water supplies, electrical power, natural gas, and sewer services could be compromised. Re-establishment of these lifelines and resources will be critical. The percentage of the affected population that seeks congregate care is dependent on the size, scope, and nature of the incident. The majority of evacuees will stay with friends or family, stay in hotels, or temporarily relocate out of the area. For localized disasters of limited scale, the community may see at least 10 percent of the population in need of emergency shelter services. For large-scale and widespread regional disasters, the community may need to provide emergency shelter services for a significantly higher percentage. • Residents may choose to camp, sleep in cars, or stay close to their property rather than use emergency shelters. These individuals may still have needs and expectations for basic disaster assistance, such as feeding, from the City. • Transportation infrastructure could be damaged and in limited operation. Vital vehicle and rail corridors could be damaged and impassible. Re-establishment of transportation infrastructure will be critical. • Communications infrastructure could be damaged, causing disruption in landline telephones, cellular telephones, radios, microwaves, computers, and other communications services. Re-establishment of communications infrastructure will be critical. • In the immediate days after a major disaster, neighborhood organizations and houses of worship may emerge to provide emergency shelter support independent of local government. The challenge will be to coordinate and support their activities. • In a catastrophic event, community -based organizations (CBOs) that provide social services and serve disproportionately affected populations will initially be overwhelmed with requests for service. • The City of Downey follows established ARC guidelines for emergency shelter operation as it pertains to pets in the shelter. According to ARC policies, pets and emotional support animals are not permitted in shelters. The City will attempt to make accommodations available to co -locate animals housing services with the emergency shelter in coordination with SEAACA or to provide accommodations elsewhere, where available and appropriate. • Service animals are permitted in the City's emergency shelters and must be allowed to remain with their owner at all times. • Licensed care facilities, including skilled nursing facilities, residential care facilities for the elderly, and adult assisted living facilities must develop plans to relocate their clients to appropriate facilities that can provide a similar level care. The Medical Alert Center at the Los Angeles County Emergency Services is the lead agency for coordination of these operations. • The duration and scope of local, State, and Federal involvement will be proportional to the situation's severity and the assistance needed to the City. State, Federal, and Emergency Management Assistance Compact resources may be extremely limited. Available mutual aid could be affected due to high demand the first few days following a disaster as a result of widespread damage to access and transportation infrastructures and the supply chain. NI Emergency elr El f Standard Operating Guidance ( ) 11/912020 • In many cases, temporary evacuation points, as opposed to shelters, may be sufficient. Temporary evacuation points may provide information and canteen services but do not provide overnight accommodations. In the event that the City's capacity to open and manage adequate emergency shelter has been overextended, the City will coordinate with the LAC OEM Duty Officer or the LAC EOC to request assistance in coordination of additional emergency shelters in neighboring jurisdictions. The City, working with the County and other participating jurisdictions, will make efforts to ensure other jurisdictions receiving evacuees agree to accept these individuals prior to evacuation. Coordination regarding any Federal support will be through the OA to the State per the State Emergency Management System (SEMS). • In a major disaster, emergency shelter operations may require an influx of resources from outside the area to be fully operational. Availability of external resources from unaffected jurisdictions, the State, and the Federal Government will depend on transportation infrastructure and access to affected areas. In most emergencies, emergency shelter sites will generally not operate for more than a week. However, in a catastrophic disaster, it is likely that long-term sheltering will be required until rental assistance and temporary housing resources become available. In that case, the City will need to work through the Los Angeles Operational Area (OA) for other local, State, and potentially Federal mutual aid partners to transition from short-term services to long-term temporary housing. This SOG does not address mega shelter operations or long-term housing. 7 Emergency City,ofDowney Standard Operating Guidance (SO , • 1 1 SECTION 2: DIRECTION, CONTROL, AND This section describes how the City of Downey Emergency Shelter SOG is administered. Specifically, this section describes foundational guidelines, the process and authority for activating emergency shelters, and additional elements to manage emergency shelter operations during a disaster. 2.1 SEMS, NIMS, and ICS The City of Downey Emergency Shelter SOG complies with both the National Incident Management System (NIMS) and SEMS, and follows basic incident command system (ICS) philosophies. Please see the City of Downey Emergency Operations Plan, (March 26, 2019) for more details on how the City works within the NIMS and SEMS systems. The City uses both NIMS and SEMS in field command and EOC incident -management practices. The City of Downey Municipal Code outlines duties and responsibilities of various positions, departments, boards, commissions, and officers when functioning as part of emergency operations within City boundaries. In the event of an emergency resulting in displaced residents, the on -scene Incident Commander (IC) (either from Downey Fire or Police Departments) has the authority to request activation of this SOG when he or she has determined there to be a need. The City Manager/Assistant City Manager, Police Chief, Fire Chief, Director of Public Works, and Director of Parks and Recreation Department have the authority to activate the emergency shelter process if deemed necessary. Additionally, the City Manager or designee has the authority to request emergency shelter mutual aid assistance, if deemed necessary, from neighboring cities. Requests could include staff to assist City of Downey or to open emergency shelter locations in neighboring cities. .FEWATIVIrl, In most instances, once the determination has been made that emergency shelter is necessary, the ARC, as the City's primary shelter partner, will be activated to open and manage those shelters. This SOG addresses those events that could result in the displacement of residents that fall outside the scope and mission of ARC, such as certain law enforcement activities, civil/political unrest, etc. Another instance may be those large-scale emergencies where more shelters are needed than the ARC can immediately support. In those situations, it may be necessary for the City to open and manage emergency shelters. The City Manager (or designee), Parks and Recreation Department, and City Emergency Manager will coordinate to select and activate emergency shelters. There may be instances where the IC determines that temporary evacuation is necessary and that the situation resulting in the evacuation can be resolved relatively quickly without requiring overnight sheltering. These instances may still require the partial activation of this SOG in that a temporary respite area needs to be established, such as a recreation center. These temporary evacuation centers are not intended for overnight use and do not require a full activation of this 0 The decision to implement this SOG will be based on the following triggers: • Upon arrival on the scene of an incident, the IC assesses the situation and determines that at least 10 individuals in separate households or 10 families have been displaced and require emergency shelter. However, please note that the City will be responsible for addressing the emergency shelter needs for anyone displaced by an incident, regardless of the number of individuals. • The City Manager proclaims a local State of Emergency for an incident; and/or, • An automatic activation following a city-wide or regional disaster or event that the City has determined an immediate evacuation necessary. This assumes that ARC is also activated. City shelters would serve to supplement ARC activities within the City. Once it has been determined that an emergency shelter is needed, the IC will contact both the City Emergency Manager and/or Parks and Recreation Director to indicate emergency sheltering is needed and request that a location be identified. Upon approval from the City Manager or designee, the City Emergency Manager will coordinate with the ARC and the Parks and Recreation Department to determine the best location for an emergency shelter (see Figure 2: City of Downey Incident Chain of Communications). If it is determined that the City will open and manage the emergency shelter, the City's Parks and Recreation Department will take the operational lead and responsibility for the emergency -shelter process. Figure 2: City of Downey Incident Chain of Communications The City Parks and Recreation Department will coordinate with the City Emergency Manager or the EOC (if activated) to request support for ancillary shelter services such as public health inspections and mental health services through the LAC OEM Duty Officer. The City Emergency Manager will use a multi -tiered communications process to notify city management, relevant city departments, and the City's emergency shelter partners (see Figure 3: Emergency Shelter Activation/Notification Flow Chart). 9 Emergency Shelter ��nd��p��i��ui��noe (SOG) El, 11/9/2020 * Tier 1 will focus on getting authorization to activate an emergency shelter. This includes the City Manager ordesignee, Fire Chief, Police Chief. and Public Works Director. Any ofthese entities can provide approval toactivate emergency shelter. * Tier 2 focuses on entities necessary to start the emergency shelter opening process and includes the City Manager's Office (Public Information Officer and ADA Coordinator), ARC, Parks and Recreation, Public Works- Maintenance Division, Police, and Fire. Tier 3includes other City departments ondoortn8rsvvhonloybeinn but dnnot have any iDhU@| L8SkS [8|8tSd to the opening. This includes all other city departments, local area hospitals, the Area E Disaster Management Area Coordinator, LAC OEM, other County departments (Department of Public Social Services, Department of Mental Health, Department OfPublic Health, Los Angeles County Animal S9rViC8S\, neighboring affected O[partner cities, the Downey Unified School District, and members Ofthe Downey Disaster Resiliency Group (if deemed appnOpriate). 0 Tier 4 will include notification to the public via public information and mass notification (as needed).See the Qty'SMass Notification Standard Operating Guide for more information on the City's communications procedures. Figure 3: Emergency Shelter Activation/Notification Flow Chart In larger events, when the City's EOC is activated, the decision to open one or more sites will be made h«the EOCDirector iDcoordination with the Operations Section Coordinator and the Care and Shelter Branch Director/Mass Care Unit Leader. |nthe case ofamajor or catastrophicevent, the City E[>Cwill beactivated; the Care and Shelter Branch must be prepared to expand beyond standard operations. The City's Parks and Recreation Department or its designee is the lead for implementing department standard operating pn]CHdun9S (8()PG) for emergency shelter activities. If the E[)C Care and Shelter Branch activates Mass Care Unit, Parks and Recreation staff fills this position. The Care and Shelter Branch and/or WYuaa Core Unit may also include representatives from the following as requested and uaavailable: 0 ARC ~ Downey Unified School District W1 EI, CityofDownej • Southeast Area Animal Control Authority (SEAACA) • Faith -based sheltering partners Emergency if Emergency City,ofDowney Standard Operating Guidance (SO , • 1 1 SECTION ROLES fir ''; ., . .. RESPONSIBILITIES City Manager's Office • The City Manager or designee will serve as the EOC Director and develop polices related to emergency shelters. • The EOC Director will lead EOC objectives and prioritize development for emergency shelter operations once the EOC is activated. 1. Americans with Disabilities Act (ADA)/Section 504 Coordinator, • May provide a representative to fill the Disabilities, Access and Functional Needs (DAFN) Technical Specialist position in the EOC. • Coordinate ADA resources for field requests that support activated emergency shelter sites. • Ensure information and referral services to families with children and adults with disabilities are in place. • Assist, as needed, with production of information in alternative formats (e.g., braille, large print) for individuals with disabilities regarding the response operation, sheltering, and available services. • Secure sign -language interpreters and other reasonable accommodations for deployment to care and shelter sites or other City locations as needed. • Provide technical assistance to elected officials and City departments with respect to children and adults with disabilities. • Provide advisory assistance to the City Manager and the PIO to ensure public messaging is accessible. • Ensure that the City's website provides accessible messaging. • Provide ADA training to shelter staff. 11. Public Information Officer (PIO) • Provide a PIO representative to the Incident Command Post (ICP) or Emergency Operations Center (EOC), if activated. • Coordinate with ICP or EOC leadership to develop public and internal messaging. • Ensure public messaging is accessible by using multiple communication methods. • Coordinate with the City's ADA Coordinator to ensure public messaging is appropriate and accessible. • Keep City leadership apprised of incident status, messaging, and rumor control. • Maintain City social media platforms to ensure consistent messaging. 111. City Attorney's Office • Serves as the EOC Legal Officer and oversees all legal activities related to disasters, critical incidents, or major pre -planned events. This includes preparation of ivi El, CityofDownej Emergency emergency proclamations, emergency ordinances and other legal documents as necessary for the disaster or emergency. • Review agreements related to emergency shelters, agency partnerships, and other agreements that support emergency shelter operations. Community Development (includes Building and Safety, Economic Development and Housing, Code Enforcement, Planning and Administration) • Provide inspection services to potential emergency shelter sites. • Provide a representative if a Local Assistance Center (LAC) is activated. Finance Department (includes Administration, Accounting, Cashiering, Information Technology and Purchasing) • Responsible for staffing the EOC Finance Section. • Responsible for disaster cost recovery, fraud, waste, and abuse monitoring, compensation, payroll, and timekeeping. The Information Technology (IT) Division • Responsible for planning, coordinating, and directing the City's electronic data- processing to provide integrated computer services in a distributed, networked environment. • Supports IT equipment within the EOC and staffs the EOC Communications Unit. • Support connectivity needs at emergency shelter locations. Downey Fire Department • Assign emergency medical service assets to sites, as needed. • Coordinate fire and life -safety inspections of all emergency shelter sites. • May serve as the initial first responder/Incident Commander (IC) to request the activation of an emergency shelter. • Provide emergency medical response if dispatched through 9-1-1. • Provide a representative to the EOC, if requested. I. City Emergency Manager • Coordinate the City's emergency planning and response efforts of all City departments and between the City and outside agencies, including emergency shelter services. • Oversee the maintenance of the City's mass care and shelter bins within the city, in coordination with the Department of Parks and Recreation. • Update and maintain the Mass Care and Shelter Standard Operation Guide. • Facilitate the staffing for the EOC Care and Shelter Branch by coordinating with the Operation Section Coordinator. 13 EI, CityofDownej Emergency • Facilitate annual emergency shelter training for city staff, Community Emergency Response Team volunteers, and other partner agencies. • Assist in the activation of an emergency shelter through appropriate notification channels. • Coordinate activation and operations at PACs or Family Assistance Centers. • Facilitate recovery planning and operations. Human Resources • Activate the City's Disaster Service Worker (DSW) program and manage assignments of City workers and volunteers to various emergency activities as needed, including emergency shelter operations. • Staff the Personnel Unit in the EOC. • Provide case management staff for City -managed shelter sites in the event the ARC or other partners have no resources available. Parks and Recreation • Serve as lead department for emergency shelter operations. • Coordinate with the IC or EOC to determine location for emergency shelter(s). • Staff the EOC Care and Shelter Branch and the Mass Care Unit. • The Parks and Recreation Director or designee serves as the Care and Shelter Branch Director. • Staff the Shelter Manager position for City -managed sites. • Operate and oversee emergency shelter operations at Parks and Recreation facilities. • Ensure that emergency shelter locations are fully accessible and report mitigation needs to the ICP or the EOC Care and Shelter Branch, if necessary. • Activate Parks and Recreation Department staff to initiate emergency shelter activation, conduct shelter registration, and ensure proper signage. • Communicate any unmet needs to the ICP or the EOC Care and Shelter Branch. • Ensure a feeding schedule is established and implemented. • Provide a representative to the ICP if the EOC is not activated. • Activate Parks and Recreation Department staff to operate and maintain an emergency shelter. Staff may need to provide some personal assistance services for people with disabilities and others with access and functional needs • When the EOC is opened, request an ARC agency representative and/or liaison from the Downey Unified School District for the Operations Section, Care and Shelter Branch, if available and necessary. • Coordinate with other departments and agencies for support of emergency shelter operations as necessary. Emergency elr El f Standard Operating Guidance ( ) 11/912020 • Request the Downey Police Department for security and traffic control at emergency shelter sites. • Provide overnight shelter resident count to the ICP or the EOC Care and Shelter Branch. • Coordinate use of Parks and Recreation facilities for evacuation sites, staging areas, ICPs, casualty collection points, etc., if requested. • Inventory and restock as necessary any pre -staged emergency supply caches at designated sites. • Alert the ICP or EOC Care and Shelter Branch of any unaccompanied minors present in emergency shelters. • Provide appropriate childcare staff at sites. • Coordinate transportation services as needed (Dial -A -Ride, Downey Link). Downey Police Department • Provide security at emergency shelter sites. • Establish traffic management measures at sites. • Provide assistance to address unaccompanied minors in emergency shelters. • May serve as the initial first responder/Incident Commander (IC) to request the activation of an emergency shelter. City of Downey Public Works Department • Provide coordination and delivery of emergency shelter materials from emergency bins. • Provide support with emergency shelter set-up. • Provide facility maintenance throughout a shelter operation. • Provide assistance to address access and mobility issues at emergency shelter sites. 3.2 Districts, Authorities, Commissions, and Contract Services Although the City of Downey has no authority to assign responsibilities to outside districts, authorities, or commissions, many of these agencies have primary or support responsibility for providing certain services to the City. Those agencies are listed below, along with the services they provide. Downey Unified School District • Provide a representative/liaison to the EOC Care and Shelter Branch, if requested. • Coordinate with the City Emergency Manager and the Parks and Recreation Department to identify potential emergency shelter locations. • Provide access and custodial services to school facility if activated as an emergency shelter. Downey Adult School 15 Emergency elr El f Standard Operating Guidance ( ) 11/9/2020 • Participate in city trainings and exercises pertaining to emergency shelter. • Provide additional personnel for emergency shelter operations, if available. • Provide assistance with setting up and operating first -aid stations associated with City emergency shelters. Southeast Area Animal Control Authority (SEAACA) • Provide coordination and support for housing household pets, livestock and large animals. • Participate in the emergency shelter site operations Animal Services Unit to coordinate support for animals involved in evacuations. • Provide information regarding animal sheltering during emergencies through their public networks. 3.3 Nongovernmental Organizations and di ional Support Many NGOs have primary or support responsibility for providing certain services to the City. These organizations are listed below, along with the services they provide. American Red Cross (ARC) Los Angeles Region The ARC Los Angeles Region serves as the primary support agency responsible for operating shelter sites, according to the roles stipulated in the Memorandum of Understanding between the Red Cross and the City. • May provide an ARC liaison to the ICP or the EOC Care and Shelter Branch, if requested. • Provide staff support for emergency shelter operations. • For ARC —managed shelter sites, provide status information and analysis of all operations to the ARC EOC. The ARC EOC provides all emergency shelter site situation reports to the ICP and/or the City EOC. • Provide care and shelter services including emergency shelters, fixed and mobile feeding sites, basic medical and health services, mental health support, disaster information services, assistance for other emergency needs, and disaster preparedness education and shelter operations training. • Assist the City in surveying potential emergency shelter facilities. • Maintain agreements with the City, Downey Unified School District, and other agencies for the use of its facilities for emergency shelter. • Provide shelter management training to city personnel and volunteers in coordination with the City. • Provide shelter administration go -kits upon completion of shelter -management training. • Identify and secure, in written agreement, emergency shelter services and resources (i.e., meals, shelter spaces, health equipment, shelter supplies, etc.). City of Downey Chamber of Commerce • Share disaster information with networks. Me • Coordinate available resources from business community. Emergency Network Los Angeles/Voluntary Organizations Active in Disaster (VOADs) • Coordinates emergency assistance through nongovernmental organizations (NGOs) within the LAC Operational Area (OA) (e.g., faith -based organizations and community -based organizations). Local Hospitals • Provide health services assistance if requested and available. Local Faith -Based Organizations • Share disaster information with congregations. • Provide emergency shelter support services. • Provide assistance with volunteers and donations management. 3.4 County of Loy Angeles Many county departments are the primary agency responsible for providing certain services to the City or can help supplement existing city shelter operations. These departments are listed below, along with the services they are responsible for providing at emergency shelter sites. Los Angeles County Department of Children and Family Services (LAC DCFS) • Deploy staff to emergency shelter sites to process initial intake and registration of unaccompanied minors, including follow-up actions to reunite them with their parents or guardians or other immediate family member, and ensure appropriate temporary or permanent placement when and where necessary. • Use Kinship Care Services to provide information, resources, services, and support to relative caregivers and their children to enhance the family unit, safety, and reduced reliance on detentions. • Provide emergency services through providers that will facilitate temporary homes for children and youth who have suddenly been placed under the care of DCFS and urgently need interim shelter. • Provide emergency services that are readily available within a 2-hour notice on a 24-hour/7- day-a-week basis, whereby meals, clothing, medical, dental care, and education support will be provided to children and unaccompanied minors. • Support LAC DPSS, on request, in provision of emergency social services, including staffing at emergency shelter sites or relief programs at LACs to assist in interviewing affected population, processing requests for disaster assistance, and other related tasks. Los Angeles County Emergency Medical Services Agency (LAC EMS) 17 Emergency elr El f Standard Operating Guidance ( ) 11/9/2020 • Serve as the lead for the emergency medical services system in the County. • Coordinate with and support the County's emergency medical services system, including hospitals, fire departments, ambulance providers, and other healthcare partners, to provide emergency medical services and maintain the County's emergency supplies. • Responsible for coordinating all system participants in the County, integrating both the public and the private sector. Los Angeles County Department of Health Services (LAC DHS) • Serve the healthcare needs of the County's residents, encompasses clinics, the EMS Agency, rehabilitation services, and personal health services. • LAC DHS runs four hospitals and multiple comprehensive health centers. • Activate mobilized command centers in the event of natural, technological, or human caused disasters. • Communicate updated health information to residents via news media and coordinate with local law enforcement and related Federal agencies. Los Angeles County Department of Mental Health (LAC DMH) • Coordinate all mental health response to the Los Angeles County OA. Provide mental health services to community disaster victims and disaster emergency responders throughout the duration of the response and recovery. • Augment LAC DPH and LAC DHS by providing crisis counseling services as requested, through the LAC EOC. • Provide liaisons to work at the City EOC in the Operations Section and coordinate the County's mental health response, if requested. • Provide mental health triage, education, assessment, and intervention of individuals affected by the disaster. • Conduct assessment, evaluation, and crisis counseling to emergency shelter clients. • Provide continuity of care for people with mental disorders who were receiving services prior to the disaster. • Provide mental health outreach and education to schools impacted by disasters as requested. • Provide referrals and coordinate other community counseling resources. • If County mental health resources become exhausted, the Department may coordinate with its contract providers for additional resources. If further support is still needed, mutual aid may be activated. Emergency elr El f Standard Operating Guidance ( ) 11/912020 Los Angeles County Office of Emergency Management (LAC OEM) • Coordinate with the City to assist with care and shelter operation requests, including, health and medical support, mental health support, medical or disability -related resources, public health support and/or assessment, etc. • If the LAC EOC is not activated, the City will coordinate with the LAC OEM Duty Officer. Los Angeles County Department of Public Health (LAC DPH) • Provides Public Health clinical staff to assist in medical and health support in the emergency shelter with the consent and direction of the health officer. • Inspects and ensures that emergency shelters are operated safely, follow hygienic feeding practices, and have access to clean water and other basic necessities. • Provide a liaison to the Emergency Shelter Site Operations Medical/Health Services Unit, if requested and available. • Investigates and mitigates any disease outbreaks in emergency shelter sites. Los Angeles County Department of Public Social Services (LAC DPSS) Serve as the LAC EOC Branch Director for the Care and Shelter Branch. LAC DPSS is also the LAC OA liaison with private, nonprofit human services agencies (including CBOs and the grocery industry). • May be able to provide local government with emergency shelter staff and Functional Assessment and Service Teams (FAST) to support people with disabilities and others with access and functional needs. In times of disaster, LAC DPSS also supplements local jurisdictional response. Many State of California departments have primary or support responsibility for providing mutual aid to local jurisdictions in times of disaster. State assistance is coordinated through the LAC OEM Duty Officer or LAC EOC. State department response and recovery responsibilities can be found in the State Emergency Plan and the California Disaster Recovery Framework. Federal departments such as FEMA have primary or support responsibility for providing emergency shelter resources to assist local jurisdictions through the State mutual aid system. All mutual aid assistance requests are submitted to the LAC OEM Duty Officer or the LAC EOC through the Operational Area Response and Recovery System (OARRS). Federal mutual aid assistance is coordinated through the State Operations Center. ig Emergency City,ofDowney Standard Operating Guidance (SO , • 1 1SECTION 4: CONCEPT OF OPERATIONS The term "shelter" in this Emergency Shelter SOG refers to a traditional emergency shelter activated during incidents that prevent individuals from accessing their homes that would include pre -identified and inspected locations such a school gymnasium or a parks and recreation center. The emergency shelters in this SOG are meant to be activated, managed and operated by the City of Downey in instances where the ARC is not available or needs support. These emergency shelters do include overnight accommodations but are intended to be short- term in nature and provide basic necessities such as feeding, hydration, information, health and mental health services as well as referrals to other services and resources when necessary. Temporary evacuation sites provide a gathering place for residents temporarily displaced from their homes to get information but is not intended to provide overnight sleeping accommodations. For reference, several other types of shelters are described below. Spontaneous Shelters In a larger -scale disaster, it is assumed that community shelters run by organizations other than the ARC, the City, or the County will open spontaneously. These sites may be run by neighborhood groups, community -based organizations (CBOs), or faith -based organizations. For example, it is assumed that many faith -based organizations (churches, parishes, synagogues, etc.) will open their doors to people seeking shelter. Other spontaneous shelters may operate with no formal sponsorship. As the City, the ARC, or the County learn about these spontaneous operations, assistance may be provided if deemed appropriate and requested. This assistance is contingent on the site meeting some basic health and building safety standards. The Los Angeles County Department of Public Health (LAC DPH) is responsible for conducting health inspections at spontaneous gathering sites. Los Angeles County Environmental Health Services and the City of Downey Building and Safety Division may provide assessment services to ensure emergency community shelters are safe and accessible and meet basic health code standards. Requests for County services will be coordinated through the LAC OEM Duty Officer or the LAC EOC. For sites that do not meet minimum health or safety standards, or are deemed unacceptable for other reasons, the City, the ARC, or the County will work with the site to address the problem(s). Otherwise, evacuees will be relocated to nearby ARC, City, or County care and shelter sites. Outdoor Care and Shelter Sites Some persons displaced from their residence may converge on public parks or open spaces as an alternative to using indoor shelter sites. Since these "open shelter areas" will generally emerge spontaneously, the City, the ARC, or the County may consider taking a role in managing the sites from the start to mitigate potential health and sanitation problems. If the City decides to support selected outdoor congregate sites, the City must ensure comparable levels of emergency shelter services as provided to indoor sites, including restroom facilities, feeding, and information sharing. The coordination of outdoor sheltering is extremely complicated and requires massive logistics support in resources. Providing such sheltering will remain a last -resort, secondary option to the primary service to the public of establishing a network of fully serviced, indoor shelter sites. 20 Emergency elr El f Standard Operating Guidance ( ) 11/912020 Household Pet Shelters In an emergency, it is assumed there will be a variety of animal species arriving with pet owners when they evacuate to emergency shelter sites (i.e., cats, dogs, rabbits, guinea pigs, reptiles, domestic birds, and other pets, including exotic pets). The City will reach out to SEACCA and/or Los Angeles County Animal Services to request assistance in coordinating for the housing of household pets. If possible, pets may be housed in sites that are co -located or near emergency shelters. For large animals such as livestock, horses, etc., the City will coordinate with SEACCA and Los Angeles County Animal Services to identify a location that can accommodate large animals. The City will communicate this information to the public. While the City has primary responsibility for ensuring that displaced residents receive emergency shelter, the ARC will serve, where possible, as the primary support agency responsible for operating emergency shelters. When the ARC has exhausted its capacity to support operations prior to national resources being requested or is unable to respond, the City will provide emergency shelter management and oversee site operations. The extent of impact to the City may limit operations and resources needed to ensure the care and welfare of the impacted population. The City Emergency Manager and/or the City EOC will submit a request for mutual aid to the Los Angeles County OA/EOC if deemed necessary. Mutual aid requests may be submitted through the County's Operational Area Response and Recovery System (OARRS). Incident Management: If the responsibility for emergency shelter operations remains at the field level, all critical decisions, operations, resource management, and communications are the responsibility of the Field Command organization under the direction of the IC. The field may request additional support from City Emergency Manager, the ARC, other City departments, or the EOC as outlined in the City of Downey Emergency Operations Plan and City policies. When the EOC is not activated, resource requests will be directed to the IC and delegated appropriately. City EOC: The City EOC may be activated to transition responsibility for emergency shelter operations from the field level to the EOC. The establishment of priorities and objectives for emergency shelter operations during response and recovery phases will be established by the EOC Director. The EOC Care and Shelter Branch will work within the Operations Section to create an action plan to complete established objectives and priorities. See Figure 4 for the City EOC Organizational Chart. 21 Emergency elr Eilf Standard Operating Guidance ( ) 11/9/2020 Figure 4: City of Downey Emergency Operations Center Organizational Chart The Parks and Recreation Department and/or the City EOC coordinates opening and closing of emergency shelter sites with all involved agencies. Emergency shelter sites are closed when it is determined that displaced individuals are allowed to return home or alternative arrangements have been made for those displaced persons who are unable to return to their homes and need long-term housing solutions. The City's Parks and Recreation Department will coordinate with the City Emergency Manager or the EOC Care and Shelter Branch (if activated) to request support for ancillary shelter services such as public health inspections and mental health services through the LAC OEM Duty Officer/EOC. For City -Managed Emergency Shelters: The following emergency shelter support functions are to be considered (the ARC may be able to provide material support if it is unable to manage the shelters themselves): • Shelter managers and operations staff • Health services (as defined by ARC protocols and guidance from LAC DPH) • Mental health services and/or disaster spiritual care (given available disaster mental health resources available) • Meal, snack, and beverage services • Operational supplies (cots and blankets, hygiene kits, signage, etc.) • Site security and traffic control 22 EI, CityofDownej Emergency • Custodial services • Sanitation facilities and resources (e.g., portable toilets, showers, hand -washing stations) • Support and accessibility for people with disabilities and others with access and functional needs • Communications • Child services Additional City support: • Access to additional City -owned facilities/sites • Use of disaster service workers (DSWs) • Public messaging • Environmental health services • Post -earthquake structural assessment of emergency shelter sites • Transportation resources, including paratransit services • Household pet sheltering and support • Access to other City services and assistance programs County support: • Access to County -owned facilities and sites • Access to durable medical equipment • Assistance with staffing or managing shelters • Support with health and behavioral/mental health services • Operational supplies (cots and blankets, hygiene kits, signage, etc.) • Sanitation facilities (e.g., portable toilets, showers, hand -washing stations) • Support for individuals with disabilities and others with access and functional needs • Transportation resources, including paratransit • Housing relocation assistance for shelter residents • Household pet sheltering • Communications • Chaplain Corps services • Access to other County services and assistance programs 23 Emergency elr El f Standard Operating Guidance ( ) 11/9/2020 4.3 Initial Direction and Management When there is a situation involving evacuation and emergency shelter needs, the City will activate the EOC with the following procedures for activating, evaluating, prioritizing, and coordinating emergency shelter resources. These procedures are based on the City of Downey Emergency Operations Plan (under separate cover). • The City Emergency Manager will facilitate the implementation of the City's Emergency Operations Plan and will activate the EOC in coordination with the Director of Emergency Services or a delegate serving as the EOC Director. • The EOC Director will determine what positions need to be filled in the EOC and will ensure that appropriate City personnel and partner agencies are notified of the EOC activation. • For incidents involving evacuation and emergency shelter activities, the EOC Director will activate the Care and Shelter Branch and the Mass Care Unit (if warranted) by communicating with the Director of Parks and Recreation. • Personnel from the Parks and Recreation Department will staff the Care and Shelter Branch and the Mass Care Unit, if activated. • The EOC Care and Shelter Branch will receive all emergency shelter support requests and will coordinate with the EOC Logistics Section to fulfill such requests. • The EOC Director will coordinate with the EOC Operations Section Coordinator and the Care and Shelter Branch Director to complete the following: ➢ Review the incident situation report. ➢ Develop priorities and objectives for emergency shelter activities. ➢ Develop a coordinated emergency shelter action plan and submit requests to LAC OEM for additional resources necessary to complete the plan. ➢ The EOC Logistics Section prioritizes requests based upon urgency and available resources. For a list of pre -identified City -owned facilities that have been deemed appropriate for emergency shelter activities, please see Appendix 2: Local Emergency Shelter Site List. See Appendix 3: List of Emergency Supplies and Locations, for a list of the City's Emergency Supply Bin and their contents. Each facility has been assessed by the American Red Cross for shelter capacity and for accessibility for people with disabilities. The City uses ARC standard forms for site evaluation, registrations, and other requirements found in the ARC Standard Shelter Forms Manual. • Upon determination that an emergency shelter is necessary in the City, the City Emergency Manager will coordinate with the Parks and Recreation Department, the ARC if available, and possibly the Downey Unified School District (if additional shelter locations are necessary) to determine location based on needs and availability (i.e., size, proximity to disaster and associated services, etc.). • The City Parks and Recreation Department will coordinate with Public Works Department and Building and Safety Division for site evaluation and selection prior to activation. This 24 Emergency elr El f Standard Operating Guidance ( ) 11/912020 includes evaluation of the site for accessibility and suitability for emergency shelter operations as required by the Americans with Disabilities Act (ADA). • If there are any accessibility issues that can be mitigated, Parks and Recreation Department staff will submit requests to the IC or the EOC, if activated. • The City Parks and Recreation Department is responsible for ensuring emergency shelter sites are appropriately set up and facilities are fully functional and staffed before opening to the public. See Figure 5 below for an illustration of the City`s emergency shelter organizational chart. It is based on standards set and used by ARC. Additionally, see Appendix 4: Job Aids for Emergency Shelter Site Operations to learn more about each position/unit. Figure 5: City of Downey Emergency Shelter Site Organization Chart 25 El, City,ofDowney 4.6 Logistics and Services Emergency Logistical support and service requests for emergency shelters will follow the standard resource request process established within the City's EOC. All requests from the shelter site will be submitted to the EOC or the IC (if the EOC is not activated). See Appendix 2: Local Emergency Shelter Site List for a list of potential local shelter sites. Initial Shelter Setup: City -Managed Emergency Shelters • The City Public Works Department will coordinate with Parks and Recreation Department to ensure emergency shelter setup with the necessary resources at the time of activation. • The Parks and Recreation Department will ensure that selected emergency shelter sites are fully accessible and request modifications (i.e., portable ramps) if necessary. • The Parks and Recreation Department will use site setup procedures as prescribed by the ARC. • See Appendix 3: List of Emergency Supplies and Locations for a list of storage containers containing pre -staged, City -owned shelter supplies. Note: If the EOC is not activated and the incident is managed from the field, resource requests will be directed to the lC or the delegated department, such as the City Emergency Manager. City Parks and Recreation Department Resource Order Procedures Shelter Manager at the emergency shelter site completes a resource request order. If the EOC is not activated and the incident is being managed from the field, the resource request will be submitted directly to the IC or the City's Emergency Manager. If the EOC is activated, resource request will be submitted from the Shelter Manager to the Care and Shelter Branch in the EOC. City EOC Resource Order Procedures (see Figure 6: City of Downey Emergency Shelter Resource Request Process) • Field or emergency shelter site completes a resource request order. This can be done using the City's online EOC information management system, VEOCI. • The resource request order form is submitted to the EOC Care and Shelter Branch. If VEOCI was used, the requester will send the resource request to the EOC Care and Shelter Branch for approval. • The EOC Care and Shelter Branch and the Operations Section Coordinator review the request and approve, and the Operations Section submits the approved request to the EOC Logistics Section. If VEOCI is used, the request will go automatically to the Logistics Section once the Operation Section Coordinator approves it. We El, CityofDownej Emergency r. #• W. •. i Figure 6: City of Downey Emergency Shelter Resource Request Process Resource Lists • Each City department assigned responsibility for care and shelter functions shall maintain an inventory of available and obtainable resources, including vehicles, equipment, material, and personnel. • The City EOC retains a number of electronic and hard -copy resource lists at various Sections and Branches. Here are the lists that are available in the EOC at the Care and Shelter Branch. 1. Emergency Shelter Bin Locations and Inventories 2. Emergency Shelter Site Locations 3. Local Shelter Contact List Intake and assessment of shelterees at City -managed emergency shelter will be conducted according to ARC guidelines and protocols as closely as possible, using the ARC's Shelter Dormitory Registration Form (or an equivalent) by Parks and Recreation Department staff assigned to manage the emergency shelter. 27 Emergency elr El f Standard Operating Guidance ( ) 11/9/2020 The ARC Shelter Dormitory Registration Form is also used to identify Functional Needs Support Services (FNSS) that may be needed by shelterees to maintain their independence and to ensure that they receive access to all services and activities while at the site. The FEMA Guidance on Planning for Integration of Functional Needs Support Services in General Population Shelters provides more detail on FNSS. A number of other standard ARC forms may be used during the registration process. Personal and/or family disaster information will be collected at the emergency shelter site or at other support sites such as a local assistance center (LAC). The City may use personnel from the Human Resources Department in the emergency shelter site for the intake process given its experience dealing with sensitive personal information. Shelterees may need assistance working with online resources, telephone accessed services, LACs, Federal Disaster Recovery Centers, the ARC's Safe and Well Program, and the City and/or the County's long-term recovery services and/or programs. t1l~ti The ARC typically has responsibility for ensuring food service is provided in ARC -managed shelters. The City has the responsibility for ensuring food service is provided in any City - managed shelters, either through ARC -provided resources or through City contracts. As a general guideline, an emergency shelter anticipated to be open for 6 hours or more may provide a full meal. Incidents lasting less than 6 hours (temporary evacuation points) may include basic refreshments, snacks, and water. However, each incident will be assessed on a case by case basis. When available, the City will coordinate with ARC for food service. Shelter staff will have responsibility for providing food servers at the emergency shelter site. The Shelter Manager will ensure the food service area is set up to meet the needs of all shelterees, including ensuring accessible setup. The Shelter Manager will strive to ensure that food meets dietary requirements of people with disabilities and others with access and functional needs, and requests made based on with culture, religion, and ethnicity. Feeding programs, both at emergency shelter sites and through mobile programs, will continue until deemed no longer necessary. Ensuring the safety and security of shelterees and shelter personnel in and around the emergency shelter site is essential. In addition to traditional law enforcement issues that arise with any large gathering and at large venues, site safety and security personnel will face additional issues. For City -managed shelters, the Downey Police Department will provide security services. The Downey Police Department may request mutual aid from neighboring jurisdictions or the Los Angeles County Sheriff's Office if necessary. Security personnel should be present at all emergency shelters, regardless of who is managing them. 28 Emergency elr El f Standard Operating Guidance ( ) 11/912020 Law enforcement and/or security will provide internal and external security. Volunteers can perform some security functions such as traffic control to release law enforcement personnel for other critical responsibilities. Public Safety responsibilities include: • Managing and securing the emergency shelter site environment and the shelter population, including staff, assets, and supplies stored at critical staging areas; • Coordinating with the Shelter Manager and other site management for site security needs; and • Coordinating traffic control plans. If the EOC is not activated, the Parks and Recreation Department representative at the Incident Command Post (ICP) or the on -site Shelter Manager will notify the EOC Law Branch or the law enforcement representative at the ICP of all security needs and concerns. They will coordinate Downey Police Department to provide a suitable level of security at the site. If the EOC is activated, the on -site Shelter Manager will alert the EOC Care and Shelter Branch Director of the security needs for the shelter site along with any general concerns (such as known issues with the evacuating population). Weapons Weapons are not permitted in any City emergency shelters. Only sworn, duly -authorized peace officers may have any sort of weapon in a City -managed shelter. If somebody has a Concealed Carry Permit for California or any other state, he or she cannot have any weapon in the shelter for any reason at any time. Criminal Activity Criminal activity of any nature should be reported to and handled by sworn law enforcement officers. For medical and law enforcement emergencies, personnel should contact 9-1-1 and site security, safety, or medical personnel. In the event of an interruption of cell phone service or 9-1-1 service, emergency notifications may be made through the Field ICP or the EOC Care and Shelter Branch. Unaccompanied Minors If an unaccompanied minor is identified, emergency shelter staff must assume temporary care and immediately escort the minor to an access -controlled, highly visible shelter location for safeguarding until reunification with legal guardian, custodial parent, and/or caretaker. Protection of the unaccompanied minor may extend for hours to days depending on the scope of the disaster. Additionally, the Shelter Manager will notify the on -site police officer or designee if the child needs to remain in City custody for more than 24 hours. The on -site police officer or designee will contact the Los Angeles County Department of Children and Family Services (DCFS) 24/7 Child Protection Hotline for assistance. DCFS staff have the responsibility to take the minor(s) into protective custody. Trained and credentialed caregivers within the shelter organization should be the only staff assigned to administer temporary care to unaccompanied minors at the location. 29 Emergency elr El f Standard Operating Guidance ( ) 11/9/2020 Traffic Management On -site security and/or law enforcement personnel are responsible for executing the traffic management plan to address controlled ingress and egress of transportation modes and traffic around the emergency shelter, if deemed necessary. They are considered part of the shelter management organization and should stay in communication with the Shelter Manager. All traffic management plans will be specific to the site and incident. Plans may be changed based on the evolving needs or situation at the facility. Shelter traffic management plans should include information regarding the following: • Control of an outer perimeter, including surrounding streets leading to the facility • Designated arrival and drop-off points • Ingress and egress areas • Client arrival and departure routes • Supplies, deliveries, and personnel • Donation redirection to donation sites • Parking for transportation modes • Fully accessible parking • Checkpoints for re -direction to other locations of unauthorized people (e.g., media personnel) to prevent traffic congestion around the facility • Tow -truck services for obstructing cars (pre -staged or on -call) • Vehicle traffic and vehicle accessible directional signage Emergency shelter sites may require regular access and communication with transportation resources throughout an event. The range of transportation needs may cover movement of clients from safe areas, evacuation points, and/or reception centers to emergency shelter sites; movement from emergency shelter sites to various assistance resources; non -urgent medical transportation to treatment facilities; and transportation of clients back to their residences. Transportation needs will be considered for the whole community including accessible resources for people with disabilities and others with access and functional needs. Related issues for transportation considerations during an emergency shelter event may include the following: • The IC or EOC Transportation Unit (in coordination with the EOC Care and Shelter Branch) will be the first point of contact for any transportation needs and have responsibility for coordination of all transportation assets. • Public information regarding available client routes and access to transportation will be the responsibility of the IC or the EOC PIO. If a Joint Information Center (JIC) is activated, public information will be released through the JIC. 30 Emergency elr El f Standard Operating Guidance ( ) 11/912020 • Transportation resources (including accessible assets) may be provided for emergency shelter clients when necessary. Some resources may include Dial -A -Ride, Downey Link, and the County's Access. • Clients at an emergency shelter site will be provided with information regarding shelter transportation resources. Shelter staff is responsible for information sharing in the shelter environment and for providing information in multiple communication methods so that the information is available to those with disabilities and others with access and functional needs. • During a major to catastrophic event, City and partner transportation agencies may require additional resources outside of the City. The City EOC will coordinate with the Los Angeles County OA for mutual aid assets. The EOC Operations Section and EOC Transportation Unit will be the central point for determining any mutual aid needs to address operational priorities and will coordinate with the LAC OEM Duty Officer or the LAC EOC. • Service animals are required to be transported with their owners and are allowed in shelters. 4.14 Communications The Shelter Manager is responsible for ensuring clear, concise, and up-to-date information to emergency shelter clients. This includes daily briefings, bulletin boards, and access to information on community -based services. Additionally, Shelter Managers will ensure that communications within the site are clear and accessible, including both oral and written messaging, highly visible signage with large fonts, television(s) that provide closed captioning if available, telephone accessibility, Internet accessibility, etc. The City is responsible for ensuring all sites have multiple, accessible, and redundant communication strategies available to support people with disabilities and others with access and functional needs. Inter jurisdictional and Inter -agency Communications: • Inter jurisdictional and inter -agency communications will be coordinated through the Field ICP or the City's EOC for City -managed sites. • Communications equipment and infrastructure at each site and between each site and the City's EOC will be provided by the City. • Telephones, whether mobile or landline, are the primary means of communication between an emergency shelter site and the City EOC. If telephones are not available for use, alternate methods of communication may be used, such as city radio systems, amateur radios, and/or finally runners. Communications equipment should be requested by the Shelter Manager from the EOC Care and Shelter Branch. • Communications systems and protocols will be coordinated through the City of Downey Information Technology Division. Communication to Shelterees: • The lead PIO should coordinate with the Shelter Manager prior to making public announcements in any emergency shelter site. The Shelter Manager will assign personnel to disseminate information to shelterees. All efforts will be made to ensure information is clear, concise, and accessible in multiple 31 Emergency elr f tan r er i i ance ( ) 11// formats, including use of large fonts and audible and visual messaging. Below is a list of some methods that may be used to provide information to shelter residents. ■ Display bulletin boards in key traffic areas throughout sites to share relevant information. Bulletin boards will be updated regularly. ■ Provide auxiliary aids and services necessary to meet communications needs of shelterees. ■ Provide access to the City's assistive technology. Every City device should have access to the City's Language Line account which includes translation and American Sign Language capabilities. If services are unavailable and needed, such devices may have to be requested from the LAC EOC through the OARRS. ■ Provide translation services to any non-English speaking shelterees when requested, see above. ■ Provide sign -language interpreters as necessary. ■ Use of pictograms for questions and providing key information. ■ Provide way -finding guidance for individuals with visual impairments as necessary. ■ Provide specific briefings to individuals who have difficulty understanding group announcements or meetings to ensure that information is effectively shared. ■ Ensure accessible signage by using large print combined with images. Provide critical documents when requested in braille and, when feasible, include braille on large posted signage. ■ Provide assistance with filling out or reading forms when necessary and requested. Individuals in emergency shelter sites may require support for health and medical needs. The primary resource in Downey is the City Fire Department, Downey Adult School, and/or local hospitals. However, the Los Angeles County Department of Health Services (LAC DHS) may provide support. LAC DHS will have responsibility for providing policies, procedures, medical direction, and resources to support health and medical services, including prescription medications, medicine administration, clinic support, alternate care sites, and medical staff. The following applies to key public health, emergency medical services (EMS), and mental health organizations services: • Medical services for emergency shelter sites will be coordinated through the ICP or City EOC Care and Shelter Branch. Basic medical and health support may be provided by the City Fire Department, Downey Adult School, and local hospitals with guidance from LAC DPH and LAC DHS. • When possible, the City Fire Department will assign EMS assets to larger emergency shelter sites. • The LAC DPH functions in a preventative role by providing disease surveillance, control measures, and environmental health support. LAC DPH resources can be requested through the LAC EOC. • The Los Angeles County Department of Public Social Services (LAC DPSS) is available to coordinate social services and staffing support as well as Functional Assessment and 32 El, CityofDownej Emergency r. #• W. •. i Service Teams (FAST) resources. FAST resources provide staff who are trained to conduct a functional assessment of facilities and shelterees with disabilities or access and functional needs as they arrive at shelters. The assessment will also evaluate the essential functional needs that may exist within the general population area of an emergency shelter. FAST resources may be deployed as shelters are opened and remain in the shelters until it is determined that they are no longer needed. • Issuance of durable medical equipment (DME) and consumable medical supplies will be coordinated through the ICP or the EOC Care and Shelter Branch. The City has the capacity to use cached resources, purchase equipment or supplies, and/or use the EOC process to request supplies through the LAC OEM Duty Officer or the LAC EOC. • The ICP or the EOC Care and Shelter Branch may request the Los Angeles County Department of Mental Health to provide mental and behavioral health services. Occurrence of Public Health Emergency If there is an active public health emergency (such as COVID-19) when an emergency shelter is needed, the City will coordinate with Department of Public Health and the ARC to consider the following: Ability to provide sheltering at existing local hotels/motels before establishing a congregate emergency shelter Ability to implement protocols to limit exposure (i.e., restrict occupancy level, social distancing, etc.) Ability to provide personal protective equipment/ supplies needed to ensure staff and client's safety Emergency Medical Transport If there is an acute medical issue that requires immediate transportation to a hospital, shelter staff should call 9-1-1. Other non -emergency issues should be reported to the City EOC Care and Shelter Branch through the Shelter Manager immediately. Fatality Management During emergency shelter operations, the on -site death of a client is an unfortunate possibility. Anytime a death occurs in an emergency shelter site, the City of Downey Police Department shall be contacted immediately to respond, conduct an investigation, and provide security over the deceased. The City Police Department will be responsible for contacting the Los Angeles County Medical Examiner, Office of the Coroner. The Shelter Manager should also report the death to the EOC Care and Shelter Branch as soon as possible. Site Reporting A shelteree count should be provided the ICP or the EOC Care and Shelter Branch at midnight each day. Additional site reports will be provided once every day at noon after the midnight 33 Emergency elr El f Standard Operating Guidance ( ) 11/9/2020 count is completed. Shelter Managers will report site status to the ICP or City EOC Care and Shelter Branch (see Appendix 5: Emergency Shelter Daily Report Form). Opening Additional Shelters If an emergency shelter nears maximum capacity, the site will notify the EOC Care and Shelter Branch well before it reaches "full" status. The EOC Care and Shelter Branch will determine how many additional shelters are necessary, identify locations, and will work with the EOC Facilities Unit to secure additional locations. The Shelter Manager will also provide written copies of the Facility/Shelter Opening and Closing Inspection Form (see ARC Standard Shelter Forms Manual (separate cover)) to the ICP or the EOC Care and Shelter Branch. Any accessibility barriers and affiliated corrective actions, resource requirements for people with disabilities and others with access and functional needs, and unmet needs reflecting the same should be noted in the additional comments section. Feeding Operation Status Updates Partner and City -managed kitchens and feeding sites will provide the daily number of meals prepared and distributed; number of fixed and mobile feeding sites and routes; and the projected number of meals to the ICP or the EOC Care and Shelter Branch. In addition, uncooked food product quantity consumption rates and resupply requests should be considered and coordinated with on -site logistics planning efforts for future meal plans. Any supply or logistics problems or significant anticipated changes should be reported regularly. Private contractors providing food services will report the same information directly to the Shelter Manager, the ICP, and/or the EOC Care and Shelter Branch. .17 Bulk Distribution Operations Note: ARC now uses the term "Distribution of Emergency Supplies" for this activity. In the event that distribution of supplies such as personal care items and cleaning supplies is deemed necessary, the EOC Operations Section and the Care and Shelter Branch may coordinate with the EOC Logistics Section to determine an appropriate point of distribution (POD) site location(s) or commodity POD sites. These sites will require adequate staffing for distribution, security, and traffic control. Once operational, the appointed manager for the POD site will notify the ICP or the EOC Care and Shelter Branch of inventory status and distribution rates for each operational shift to ensure maintenance of adequate supplies at the site. Distribution of emergency supplies operations will continue until no longer needed. Triggers and criteria determining when this activity can be phased out will be an operational decision by the ICP and/or the City EOC based on community needs. Volunteers During emergencies, it is common for unaffected individuals to want to help those affected. They may show up at emergency shelter sites and ask to help. In these instances, discouraging volunteerism is not ideal, but emergency staff must remain cognizant of persons with access to 34 Emergency elr El f Standard Operating Guidance ( ) 11/912020 shelter sites to maintain safety and security. If spontaneous volunteers come to the shelter site, the Shelter Manager should report them to the EOC Care and Shelter Branch. The Shelter Manager may direct those individuals to nonprofit volunteer organizations such as the ARC and/or the Salvation Army to identify volunteer opportunities. The EOC Care and Shelter Branch Director may also reach out to the Emergency Network of Los Angeles (ENLA) to coordinate potential volunteer opportunities. The EOC Care and Shelter Branch also could possibly develop a list of volunteer opportunities that could be kept at the emergency shelter for reference. Furthermore, the City PIO could share volunteer opportunities on the City's public messaging platforms. There are pre -scripted messaging available to address volunteers, donations, and family reunification (see Appendix 6: Public Messaging Templates). In large-scale events, the City may need volunteers to assist with various activities. Activities appropriate for volunteers depend on the sensitivity of the situation and the level of necessary vetting. For instance, activities involving children, finances, etc., require a highly vetted individual and most likely would not be deemed appropriate for spontaneous volunteers. For such tasks, the City may use city staff or city volunteers, such as the Community Emergency Response Teams (CERT). The City can also reach out to ENLA and local partner agencies to request volunteers for specific activities, such as the Church of the Brethren for child services within emergency shelters. These volunteers are background -checked, trained, vetted, and deemed appropriate to work with children. Cash Donations Often times, shelterees or other members of the community will try to give shelter workers donations. Workers should never accept cash or checks. The City may coordinate with the City of Downey Chamber of Commerce for assistance with cash donations. Additionally, the City may decide to create a donations account for the public to utilize. The following is an example of language that could be posted at the emergency shelter site: Anyone interested in making a donation can do the following: Visit the City of Downey homepage (www.downeyca.gov) to find organizations involved in the emergency that are accepting cash donations. Information provided through public information. In -kind Donations Businesses in the community may contact the emergency shelter site to offer meals or goods for the relief effort. Shelter managers should provide these donors the phone number for ARC headquarters or chapter and have them speak with the In -Kind Donations Administrator. Shelter managers should also report donation offers to the EOC Care and Shelter Branch. The EOC Care and Shelter Branch can coordinate with the EOC Donations Unit and reach out to ENLA and other local community partners to determine who can accept these types of donations. Food Donations Just as food that is prepared in an emergency shelter site must meet local health department guidelines, donated food must also meet these same safety and sanitation requirements. Only food that has been prepared in Health Department —certified kitchens can be accepted. Always coordinate acceptance of any donated prepared food with LAC DPH. Food that has been prepared in a home cannot be accepted. Re-routing or denying these donations should be 35 Emergency elr f tan r er i i ance ( ) 11// handled tactfully. Shelter managers should report such attempted donations or offers to the EOC Care and Shelter Branch. Used Clothing Sometimes individuals or community groups offer donations that an emergency shelter site cannot accept for health and safety or logistical reasons. Emergency shelter sites should not generally accept used clothing. These sites are not set up to sort and clean donated used clothing that may or may not be useful to shelterees. A best practice is to encourage cash donations to organizations involved with the response. The EOC Care and Shelter Branch can also identify locations, NGOs, or CBOs where these donations can be accepted and put to good use. The City may also need to consider opening an official donations -management location in coordination with local or national organizations such as the Salvation Army. The most effective means to manage incoming donations is to coordinate public messaging through the PIO or the JIC, encouraging the public to donate cash to responding nonprofit organizations, and/or providing locations where in -kind donations will be accepted. The EOC Care and Shelter Branch may coordinate with ENLA and local faith -based organizations to amplify the message. Even with this messaging, the City should expect spontaneous in -kind donations at or near emergency shelter sites. After the initial event, housing, feeding, bulk distribution, and disaster social systems will be engaged to their fullest extent. This SOG does not address triggers, key issues, and criteria to be used when moving from the initial event response to transitioning to long-term recovery operations. Recovery planning begins as soon as the disaster occurs. Whether through shelters, LACs, Federal Disaster Recovery Centers, or other emergency shelter sites, planning and the transition to recovery will need to be implemented early and throughout the event. Emergency shelters will remain operational until there is no longer a need in the community. The demobilization of emergency shelter sites is the responsibility of the Parks and Recreation Department, the ICP, and/or the City EOC. Resources and assets assigned to these sites will be returned to their respective owners, contracts will be closed out, the emergency shelter facility will be inspected for damage and a final shelter closure inspection form will be completed and submitted along with the final records packet to the EOC Care and Shelter Branch. This SOG is not intended to provide guidance on short-term and long-term housing. Housing is only addressed here as an advanced planning consideration. A major disaster may significantly reduce the supply of available housing. Emergency shelter sites may need to maintain operations for an extended period of time until adequate interim, temporary, or long-term housing is identified for all shelterees. The City will work in close partnership with CBOs, the ARC, the LAC OEM Duty Officer or the LAC EOC, and FEMA, among others, to address short-term or long-term housing needs. IN Emergency Shelter ��mn��r��in��ui��noe (SOG) El, 11/9/2020 During an emergency situation or incident, it is important to keep specific records of all completed work duties and costs related tothe response toand recovery from the emergency or incident. Each department has its own internal processes for ensuring proper documentation Of actions, incident -specific cost tracking, personnel time keeping, and record retention of these documents. In accordance with standard cost -accountability practices for unique events including human - caused and/or natural disasters, all City departments are required to document staff assignments and time and financial costs of labor, materials, and equipment. Each department is required to have internal administrative procedures in place to track financial costs related specifically to incident response and/or recovery. A department's expenditure tracking and record -retention system includes operating costs directly r8|8Uad to the incident. Expenditures also include personnel SOotn such osstraight and overtime pay n8|@t8d specifically to assigned duties during an incident. The ICS 214 Form is the recommended document to use as o personnel iimneshee1for all assigned shift duties. |CS 214 Forms should bgsubmitted along with all other incident documentation. Departments are also required tohave documented internal administrative procedures for requesting, fulfilling, and tracking internal resource requests across departments through department operating centers (DOCs), field to department (field-to-DOC), field to EOC, and department to E(]C (D[)C-toE[)C) requests. Each department is responsible for tracking its own resources, including tracking of personnel. If an incident meets designated thresholds for Proclamation or Declaration of State and/or Federal Emergency orMajor Dieoeher,the Finance Department (working through the EOC Finance 8ectiun), acting as the Citv'u authorized ogent, will develop a method for collecting financial documentation from departments as needed for submission as part of the City's reimbursement application process. The City will work with the LAC OEM on determination of eligible costs, submission of the application packet, and processing of reimbursement through the State. Each City department will operate its respective accounting operations and practices during an emergency within the guidelines of the Cit/S Emergency Operation Plan, the California Natural Disaster Assistance Act, and the Federal Code of Regulations Title 44 of the Stafford Act to maximize potential reimbursement eligible costs and minimize ineligible costs. The City Parks and Recreation Department will ensure collection and maintenance of documentation as it relates to emergency shelter operations. The final documentation packet for all incident care and shelter operations should be submitted to the E[)C Documentation Unit. If the E{]C in not octivo[ed, submit all final documentations to the City Emergency Manager. 37 Emergency elr f tan r er i i ance ( ) 11// This page intentionally left blank. 38 The City of Downey Emergency Shelter SOG is developed to support the City's capability to provide basic emergency shelter needs to displaced populations during the response and recovery phases of an incident. This SOG was developed in cooperation with and with input from City departments with primary response or support activities and input from appropriate non -City agencies with identified services related to emergency shelter. This SOG is developed to describe overall city-wide response functions and capabilities. It is to be used by each department identified within this SOG to develop its own SOPs that direct its internal operations. When developing SOPs, each department is to take into consideration all of the activities identified in this document directly related to its own responsibilities. The SOP should also describe how these activities interact with, support, or require support from other departments identified within this SOG. Departments must ensure SOPs include planning for people with disabilities and others with access and functional needs. If, at any time, a department, agency, or stakeholder to this document changes, develops, or amends any policy, procedure, or operation that will change or affect the contents of this document, it is to immediately notify the City Emergency Manager. This SOG is to be corrected immediately upon notification or observation of any operational errors or conflicts. Such corrections are to be reflected within the Record of Changes at the front of this document. Every two years, a formal review of this SOG will be conducted by departments and agencies that are identified within the SOG and any other departments or agencies that may need to be included in the review process. The City Emergency Manager will lead the review and revision effort. Upon completion of the formal review, all corrections to the document will be reflected in the Record of Changes at the front of this document. The City will include this SOG as a resource to identify emergency shelter resource needs, develop training, and conduct exercises. The City will use after -action reports to identify strengths and opportunities for improvement in its emergency shelter operations. The City will coordinate with the ARC to provide appropriate City staff with shelter operations and shelter management training. 39 Emergency elr f tan r er i i ance ( ) 11// This page intentionally left blank. Federal American with Disabilities Act of 1990, as amended. Accessed online January 9, 2020. Federal Emergency Management Agency. "Emergency Support Function Annexes." Accessed online January S'2O2O. Federal Emergency Management Agency. 2011. "Fact sheet: Disaster declaration proceaa.^Accessed online January S.2O2O. Federal Emergency Management Agency. 2017. National Incident Management System 3rdedition. Accessed online January 9'2O2O. Pets Evacuation and Transportation Standards Act of 2006. Accessed online January 9, 2010. U.@.Department OfHomeland Security. 2O10.National Response Framework, 4bh edition. Accessed online January 9'2O2O. U.S. Department of Housing and Urban Development. 2013. "Service animals and assistance animals for people with disabilities in housing and HUD —funded programs." Accessed online January 0.2O2O. U.S.Department ofJustice. 2O11.''/\DArequirements: Service 8nirn8|S.^Accessed online January 9.2O2O. U.@.Department ofJustice. "Fair Housing Aot.''Accessed online January 9.2020. U.@.Equal Employment Opportunity Commission. "The Rehabilitation Act Of1973: Sections 5O1and 5O5.^Accessed online January 9.2O2O. U.S. Government Publishing Office. 2003. ^||0me|ond Security Presidential Directive/HSPD-5—Management of domestic incidents. Accessed online January 9, 2020. Senate Amendment 4615 Witter Amendment." U.S. Department of Homeland Security Appropriations Act (Public Law 1O0-205).Accessed online January 8.2O2U. a EI, City,ofDowney State Emergency Shelter 11/9/2020 "California Disaster and Civil Defense Master Mutual Aid AoreemnenL^Accessed online January 9.2O2U. California Law. California Government Code 88550-8G88.Accessed online January 0. 2020. Governor's Office ofEmergency Services. 2O15."California Emergency Services Act; California Disaster Assistance /\c[; Emergency Compacts; California Disaster and Civil Defense Master Mutual Aid Agreement." Accessed online January 9, 2020. == Governor's Office ofEmergency Services. 2017. State ofCalifornia Emergency Plan. Accessed online January 0.2Q2O. California Health and Safety Code § 34070-34072. Accessed online January 9, 2020. VVeSU8vv2U2O."California Code ofRegulations, Title 18:Public Safety. Chapter 1: Standardized Emergency Management System (SEMG).^Accessed online January 9. 2020. https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeof Regulations? nsitionType=Default&contextData=(sc. Default) Los Angeles County Chief Executive Office, County ofLos Angeles. 2O18."Emergency Management: Emergency/disaster plans and annexes." Los Angeles County Code, Chapter 2.08. Lon Angeles County Ordinance Title 2, Administration 2.77.050 Los Angeles County Ordinance Title 10. Division 2. Animal Health 10.48.040. 10.64.030. 10.68.020 City of Downey City of Downey Municipal Code §2340-2349, https://www.downeyca.org/our- City ofDowney Emergency Operations Plan (E[)P).dated March 20.2O18 City of Downey Emergency Operations Center Staff Manual, dated May 23, 2018 City of Downey Mass Notification Standard Operating Guide, dated July 24, 2019 WA Emergency Shelter ��mn��r��in��ui��noe (SOG) El, 11/9/2020 American Red Croaa, Shelter Operations Handbook, dated May2O12. American with Disabilities Act of 1990, as amended. Accessed online January 9, 2020. City OfDowney Emergency Operations Plan (EC}P).dated March 2G.201S. City of Downey Emergency Operations Center Manual, dated March 21, 2019. City nfDowney Hazard Mitigation Plan (||yNP).dated 2O17 City of Downey Mass Notification Standard Operating Guide, dated July 24, 2019. Federal Emergency Management Agency. 2010. Developing and Maintaining Emergency Operations Plans: Comprehensive Preparedness Guide (CPG) 101, version Federal Emergency Management Agency. 2U1U. Guidance on Planning for Integration nf Functional Needs Support Services inGeneral Population Shelters. Accessed online January 9.2O2U. U.S. Census Bureau Census. "Quick Facts, Downey Ca|ifornia.^Accessed online January 0'2O2U. 43 Emergency elr f tan r er i i ance ( ) 11// This page intentionally left blank. Emergency Shelter ��mn��r��in��ui��noe (SOG) El, 11/9/2020 ADA American Disabilities Act ARC American Red Cross CAL[)E8 California Office ofEmergency Services CBC) Community -based Organization CERT Community Emergency Response Team DAFN Person with disabilities and others with access and functional needs OyWE Durable K88dio8| Equipment D(]C Department Operation Center DSVV Disaster Service Worker EMS Emergency Medical Services ENLA Emergency Network OfLos Angeles EC)C Emergency Operations Center E8F Emergency Support Function FAST Functional Assessment and Service Teams FEMA Federal Emergency Management Agency FNG8 Functional Needs Support Services |c Incident Commander |CP Incident Command Post |CS Incident Command System J|C Joint Information Center LAC Local Assistance Center LAC DCFS Los Angeles County Department ofChildren and Family Services LAC[>HG Los Angeles County Department OfHealth Services LACOPH Los Angeles County Department 0fPublic Health LACDPGS Los Angeles County Department nfPublic Social Services LACDWYH Los Angeles County Department ofMental Health LACECJC Los Angeles County Emergency Operations Center LAC OEM Los Angeles County Office ofEmergency Management NG[) Nongovernmental Organization N|K4S National Incident Management System (JA Operational Area C)ARR8 Operational Area Response and Recovery System OEM Office ufEmergency Management PHERT Public Health Emergency Response Team P|C} Public Information Officer PC)O Point nfDistribution GEMS Standardized Emergency Management System 8E/\ACA Southeast Area Animal Control Authority G(]G Standard Operating Guidance GC)P Standard Operating Procedure 45 Emergency elr f tan r er i i ance ( ) 11// This page intentionally left blank MR EI, CityofDownej Emergency The Local Emergency Shelter Site List contains a listing of possible emergency shelter sites and includes address, point of contact, phone, email, capacity of site for overnight shelter purposes, and whether or not there is a current shelter agreement. Shelters will be open based on the incident need. For additional details on the shelter site please see the Shelter Agreement for each facility. The city -owned emergency shelter sites have shelter agreements with the American Red Cross (ARC) which include a Shelter Survey Form. The ARC shelter survey process is as described below: 1. ARC staff/volunteer will conduct surveys of potential shelter facilities using a Shelter Facility Survey form. Staff/ volunteer will consider the desirable size, capacity, safety, functionality and accessibility of possible shelters on the basis of likely disaster events and sheltering needs. 2. Arrange for an authorized representative from the relevant ARC chapter to sign a Shelter Agreement with a facility representative. 3. File the Shelter Agreement with the Shelter Facility Survey. This agreement should be updated on a routine basis and provided to the shelter manager upon opening. 47 Local Emergency Shelter Site List Barbara J. Riley 7850 Quill Drive, Downey, CA 71 City Owned, ARC and City Community and 90242 as of 2/2020 Senior Center Apollo Park Gym 12544 Rives Avenue, 200 City Owned, ARC and City Downey, CA 90242 as of 2/2020 Sussman Middle 12500 Birchdale Ave, Downey, TBD TBD School CA 90242 Stauffer Middle 11985 Old River School Rd, TBD TBD School Downey, CA 90242 Griffiths Middle 9633 Tweedy Ln, Downey, CA TBD TBD School 90240 Doty Middle 10301 Woodruff Ave, Downey, TBD TBD School CA 90241 Columbus High 12330 Woodruff Ave, Downey, TBD TBD School CA 90241 Downey High 11040 Brookshire Ave, 351 ARC and DUSD as of School Downey, CA 90241 2/2020 Warren High 8141 De Palma St, Downey, 368 ARC and DUSD as of School CA 90241 2/2020 Calvary Chapel 12808 Woodruff Ave, Downey, TBD ARC and Calvary as of Church CA 90242 2/2020 MN El, CityofDownej t • The City of Downey is in the process of a four-year project (2020- 2023) to repair/replace/maintain a total of four (4) emergency shelter supply bins (total $60,000 budget). Each bin will be stocked with supplies for 200 people, totaling to 800 people capacity. Supplies will include durable items that require low maintenance. Below is a recommended list of items and quantities for each emergency supply bin. 4 each Medical Shelters 10'x10' (Ez-up) 180 each Standard Cots 20 each Medical Cots 425 each Disposable Disaster Blankets 225 each Disposable Fitted Sheets 2 each First Aid Cabinets (100 persons) 10 boxes Microflex ES Gloves (100 box) 48 boxes N95 Particulate Respirator Masks (20 box) 1 roll Bio-Hazard Bags Red 33gal (100 roll) 20 sheets Tarps for the floors 10 rolls Duct tape 4 Ice Chest (48 qt) 1 6- Foot Folding Accessibility Ramp 1 Plastic Flat Dolly and Hand Truck Below are locations for the Emergency Bins and Community Emergency Response Team Supply Bin. 1. Warren High School, 8141 De Palma St, Downey, CA 90241 2. Sussman Middle School, 12500 Birchdale Ave, Downey, CA 90242 3. Griffiths Middle School, 9633 Tweedy Ln, Downey, CA 90240 4. Downey Parks and Recreation Administration (Apollo Park), 7850 Quill Drive, Downey, CA 90242 5. Community Emergency Response Team Supply Bin, Rio San Gabriel Park, 9612 Ardine St, Downey, CA 90241 EEO This page intentionally left blank 50 El, CityofDownej tPERFORM OPINIONr III Table of Contents AnimalServices Unit.................................................................................................................53 ChildCare Unit..........................................................................................................................57 Disability and Access and Functional Needs Unit......................................................................61 Donations Management Unit.....................................................................................................65 FacilitiesUnit............................................................................................................................71 FeedingUnit.............................................................................................................................75 IT and Communications Unit.....................................................................................................79 Medical/Health Services Unit....................................................................................................85 MentalHealth Unit....................................................................................................................89 Shelter Registration/Case Management Unit............................................................................93 Shelter Services/Set Up Unit.....................................................................................................97 StaffingUnit............................................................................................................................101 SuppliesUnit...........................................................................................................................107 TransportationUnit.................................................................................................................111 Care and Shelter Branch Position Checklist............................................................................115 51 This page intentionally left blank. 52 cit�dbowney ANIMAL SERVICES UNIT JOB AID SECTION The Animal Services Unit oversees all activities related to animal services at OVERVIEW the shelter. POSITION OVERVIEW The Animal Services Unit Manager is responsible for: • Appropriately plan for pets and service animals that may arrive at the shelter with shelterees. REPORT TO Shelter Operations Coordinator REPORT TO ME Animal Services Unit Personnel and Volunteers as assigned PLANS ANIMAL SERVICES PLAN I DEVELOPS & REPORTS x 0 UNIT DEMOBILIZATION PLAN I DEVELOPS ANIMAL SERVICES OPERATION STATUS REPORTS I OVERSEES COMPUTATION & DISTRIBUTION AFTER -ACTION REPORT SUPPORTS DEVELOPMENT FORMS , • POSITION JOB AID & GUIDES r • ICS-214 ACTIVITY LOG " • ANIMAL SERVICES STATUS REPORT TECHNOLOGY/RESOURCES • LAPTOP, if available • PHONE (DESK OR CELL), if available • VEST • IDENTIFICATION Check in with the Shelter Operations Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Animal Services Unit needs from the Shelter Operations Coordinator or previous Animal Services Unit Manager Determine current Animal Services Unit staffing and assign duties. Request additional staff as necessary Assemble and brief the Animal Services Unit. ✓ Provide incident/disaster situation summary. ✓ Brief Unit staff on work schedule, position roles & responsibilities, assignments, priorities, and ensure staff has appropriate access to all electronic files and forms. 53 54 55 cit�dbowney ANIMAL SERVICES UNIT JOB AID REP CityofDowney CHILD CARE UNIT JOB AID SECTION The Child Care Unit oversees all activities in support of children in the OVERVIEW 00emergency shelter. POSITION OVERVIEW The Child Care Unit Manager is responsible for: • Ensuring the safety and care of all children who come to the shelter. 4*10 . Providing vetted and safe child care and children's activities. REPORT TO Shelter Operations Coordinator REPORT TO ME Child Care Unit Personnel and Volunteers as assigned PLANS CHILD CARE PLAN I DEVELOPS & REPORTS x o UNIT DEMOBILIZATION PLAN I DEVELOPS CHILD CARE OPERATION STATUS REPORTS I OVERSEES COMPUTATION & DISTRIBUTION AFTER ACTION REPORT SUPPORTS DEVELOPMENT FORMS • POSITION JOB AID & GUIDES ` R • ICS-214 ACTIVITY LOG t'`� • CHILD CARE STATUS REPORT TECHNOLOGY/RESOURCES • LAPTOP, if available • PHONE (DESK OR CELL), if available • VEST • IDENTIFICATION Check in with the Shelter Operations Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Child Care Unit needs from the Shelter Operations Coordinator or previous Child Care Unit Manager Determine current Child Care Unit staffing and assign duties. Request additional staff as necessary 57 cit�dbowney CHILD CARE UNIT JOB AID Assemble and brief the Child Care Unit staff. ✓ Provide incident/disaster situation summary. ✓ Brief Unit staff on work schedule, position roles & responsibilities, assignments, priorities, and ensure staff has appropriate access to all electronic files and forms. Ensure staff makes appropriate entries into logs or ICS 214 forms, as required. Provide Shelter Operations Coordinator with routine updates on the needs of the Child Care Unit and brief on any significant issues or concerns. Ensure general welfare and safety of all Child Care Unit personnel. Maintain after-hours contact information for Child Care Unit staff in case of emergencies. Review work and evaluate performance. Resolve problems early; involve Shelter Operations Coordinator, as appropriate. Ensure that any unaccompanied minors are in the temporary care of an emergency shelter staff member and immediately escort the minor to an access -controlled, highly visible shelter location for safeguarding until reunification with legal guardian, custodial parent, and/or caretaker. Alert Shelter Operations Coordinator/Shelter Manager of unaccompanied minor and contact Downey PD immediately. Downey PD will contact Los Angeles County Department of Children and Family Services (LAC DCSF). Ensure all Child Care Unit staff are highly vetted and properly background checked and credentialed. Maintain detailed list of all personnel and volunteers assigned to the Child Care Unit including their name, contact information, agency/organization, and activities performed. FT C Tl . ..:: Provide an initial situation report to the Shelter Operations Coordinator. Review the Memorandum of Understanding (MOU) between the sheltering agency and the American Red Cross (ARC). 58 CityofDowney CHILD CARE UNIT JOB AID Determine the need for Child Care Unit overhead (personnel) support and ensure that the Child Care Unit is set up properly and that appropriate personnel, equipment, and supplies are in place. Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). Identify key issues currently affecting the Child Care Unit; meet with Unit personnel and determine appropriate Unit objectives for the Operational Period. Attend and participate in Shelter Operations Section meetings. Provide Child Care Operation Status updates anticipated needs, and significant issues to the Shelter Operations Coordinator. Ensure that all media contacts are referred to the Public Information Officer. Ensure Unit objectives are accomplished within the operational period or within the estimated time frame. Conduct periodic briefings to Unit Staff and work to reach consensus among staff on objectives for forthcoming operational periods. Work with Downey PD and Los Angeles County Department of Children and Family Services (LAC DCFS) to process initial intake and registration of unaccompanied minors. Coordinate with City's shelter partners to provide children's activities and child care services. Work with Downey Unified School District to provide information regarding available services for children who attend Downey Unified schools. Assess the transportation needs of any school -aged children in the emergency shelter and work with the Downey Unified School District and the Transportation Unit to provide necessary transportation. Complete a Unit summary report for the Operational Period. SIFT CHA 1G 1 RATS ER C UTI S` Provide relief with a briefing at shift change, informing them of all ongoing activities, outstanding requests, Unit objectives for the next operational period, and any other pertinent information. 59 cit�dbowney CHILD CARE UNIT JOB AID Complete Unit logs (ICS Form 214) and provide to the Shelter Operations Coordinator daily. Clean up your work area before leaving for the day. Follow emergency shelter check out procedures, including signing out with the Staffing Unit and turning in your identification card, if provided. When approved for demobilization, deactivate your assigned position and close out logs and documents. Follow emergency shelter demobilization plan final check out procedures, including signing out with the Staffing Unit, turning in your identification card, if provided, and completing any Demobilization paperwork (ICS Form 221). Return any equipment checked out to you (cell phone, laptop, etc.) and leave a forwarding telephone number where you can be reached. If requested, complete any necessary performance evaluations for staff (ICS Form 225) Be prepared to provide input during a "Hot Wash" and/or in an After -Action Report ® Of ` . DISABILITIES, ACCESS & FUNCTIONAL NEEDS (DAFN) UNIT JOB AID SECTION The DAFN Unit oversees all activities supporting people with disabilities and OVERVIEW 001 others with access and functional needs at the shelter. POSITION OVERVIEW The DAFN Unit Manager is responsible for: • Ensuring the emergency shelter is fully accessible to those with disabilities and access and functional needs. • Ensuring transportation provided is fully accessible. • Ensuring information is available in multiple formats. • Ensuring that resources addressing functional needs such as translators, and reading assistance are available. • Ensuring necessary durable medical equipment resources are available for people with disabilities and others with access and functional needs. REPORT TO Shelter Operations Coordinator REPORT TO ME DAFN Unit Personnel and Volunteers as assigned PLANS DAFN PLAN ( DEVELOPS & REPORTS UNIT DEMOBILIZATION PLAN ( DEVELOPS � DAFN OPERATION STATUS REPORTS I OVERSEES COMPUTATION & DISTRIBUTION AFTER ACTION REPORT SUPPORTS DEVELOPMENT FORMS & GUIDES t ,`; • POSITION JOB AID • ICS-214 ACTIVITY LOG • DAFN STATUS REPORT TECHNOLOGY/RESOURCES • LAPTOP, if available • PHONE (DESK OR CELL), if available �° `�� • VEST • IDENTIFICATION 91 ,E1clt�6foowney , DISABILITIES, ACCESS & FUNCTIONAL NEEDS (DAFN) UNIT JOB AID Determine current DAFN Unit staffing and assign duties. Request additional staff as necessary Assemble and brief the DAFN Unit. ✓ Provide incident/disaster situation summary. ✓ Brief Unit staff on work schedule, position roles & responsibilities, assignments, priorities, and ensure staff has appropriate access to all electronic files and forms. Ensure staff makes appropriate entries into logs or ICS 214 forms, as required. Provide Shelter Operations Coordinator with routine updates on the needs of the DAFN Unit and brief regarding any significant issues or concerns. Ensure general welfare and safety of all DAFN Unit personnel. Maintain after-hours contact information for DAFN Unit staff in case of emergencies. Review work and evaluate performance Resolve problems early; involve Shelter Operations Coordinator, as appropriate. Ensure that shelter facility and all the services provided to shelterees are fully accessible to those with disabilities and others with access and functional needs. . Provide an initial situation report to the Shelter Operations Coordinator Review the Memorandum of Understanding (MOU) between the sheltering agency and the American Red Cross (ARC) Determine the need for DAFN Unit overhead (personnel) support and ensure that the DAFN Unit is set up properly and that appropriate personnel, equipment, and supplies are in place. Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). ® 0f ` . DISABILITIES, ACCESS & FUNCTIONAL NEEDS (DAFN) UNIT JOB AID Identify key issues currently affecting the DAFN Unit; meet with Unit personnel and determine appropriate Unit objectives for the Operational Period. Attend and participate in Shelter Operations Section meetings Provide DAFN Operation Status updates and anticipated needs to the Shelter Operations Coordinator and brief of any significant issues or concerns. Work with Feeding Unit to ensure that food meets dietary requirements of people with medical needs and people with disabilities and others with access and functional needs. Work with the Transportation Unit to ensure transportation resources are ADA compliant. Work with the IT and Comms Unit to provide information in multiple communication methods and formats. Work with the Transportation Unit and Animal Services Unit to accommodate service animals and emotional support animals for people with disabilities and others with access and functional needs. Work with the Shelter Registration/Case Management Unit to ensure that registration staff assist shelterees requiring assistance through the registration process with challenges such as language or reading with shelter registration. Ensure that all media contacts are referred to the Public Information Officer. Ensure Unit objectives are accomplished within the operational period or within the estimated time frame. Conduct periodic briefings to Unit Staff and work to reach consensus among staff on objectives for forthcoming operational periods. Ensure that the Shelter Registration Unit staff use the ARC Shelter Dormitory Registration Form to identify Functional Needs Support Services (FNSS) that may be needed by clients to maintain their independence and to ensure that they receive access to all services and activities while at the site. 63 ,E1clt�6foowney , DISABILITIES, ACCESS & FUNCTIONAL NEEDS (DAFN) UNIT JOB AID Complete a Unit summary report for the Operational Period. Provide relief with a briefing at shift change, informing them of all ongoing activities, outstanding requests, Unit objectives for the next operational period, and any other pertinent information. Complete Unit logs (ICS Form 214) and provide to the Shelter Operations Coordinator daily. Clean up your work area before leaving for the day. Follow emergency shelter check out procedures, including signing out with the Staffing Unit and turning in your identification card, if provided. When approved for demobilization, deactivate your assigned position and close out logs and documents. Return any durable medical equipment, assistive technologies, and other equipment borrowed from external partners. Complete all required forms, reports and other documentation. Check for accuracy and completeness of records submitted. Electronic forms or documents should be saved on the computer shared drive under the incident name and date. All manual forms and documents should be submitted to the Shelter Operations Coordinator, as appropriate, prior to your departure. Clean up your work area before you leave. Return any equipment checked out to you (cell phone, laptop, etc.) and leave a forwarding telephone number where you can be reached. If requested, complete any necessary performance evaluations for staff (ICS Form 225) Be prepared to provide input during a "Hot Wash" and/or in an After -Action Report CityofDowney DONATIONS MANAGEMENT UNIT JOB AID SECTION The Donations Management Unit ensures that the donations are properly OVERVIEW managed. POSITION OVERVIEW The Donations Management Unit Manager is responsible for: • Coordinating unsolicited donations in the emergency shelter • Coordinating with City EOC to establish cash donations management program • Supervising and ensuring the safety of the Donations Management staff • Keeping accurate records related to donations activity REPORT TO Shelter Logistics Coordinator REPORT TO ME Donations Management Unit Personnel and Volunteers as assigned PLANS DONATIONS MANAGEMENT PLAN I DEVELOPS & REPORTS UNIT DEMOBILIZATION PLAN I DEVELOPS DONATIONS ACTIVITY REPORTS I OVERSEES COMPUTATION & DISTRIBUTION AFTER ACTION REPORT I SUPPORTS DEVELOPMENT FORMS • POSITION JOB AID & GUIDES1 15• ICS-214 ACTIVITY LOG TECHNOLOGY/RESOURCES` • LAPTOP, if available • PHONE (DESK OR CELL), if available • VEST • IDENTIFICATION Check in with the Shelter Logistics Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Donations Management Unit needs from the Shelter Logistics Coordinator or previous Donations Management Unit BEIM Determine current Donations Management Unit staffing and assign duties. Request additional staff as necessary 65 cit�dbowney DONATIONS MANAGEMENT UNIT JOB AID Assemble and brief the Donations Management Unit staff. ✓ Provide incident/disaster situation summary. ✓ Brief Unit staff on work schedule, position roles & responsibilities, assignments, priorities, and ensure staff has appropriate access to all electronic files and forms. Ensure staff makes appropriate entries into logs and on ICS 214 forms. Ensure general welfare and safety of all Unit personnel. Maintain after-hours contact information for Donations Management Unit staff (phone numbers, hotel, etc.). Review work and evaluate performance. Resolve problems early; involve Shelter Logistics Section Coordinator, as appropriate. Ensure staff has reviewed the appropriate desk/position checklists. .... . �' SHIFT UTI� �' Provide an initial situation report to the Shelter Logistics Coordinator. Review the Memorandum of Understanding (MOU) between the sheltering agency and the American Red Cross (ARC). Determine the need for Donations Management Unit overhead (personnel) support. Ensure that the Donations Management Unit is set up properly and that appropriate personnel, equipment, and supplies are in place, including maps and status boards. Determine necessary tasks for the Donations Management Unit and assign staff, request additional staff as necessary with approval of the Shelter Logistics Coordinator or approved process. Set up your work station and review your position responsibilities. Determine your resource needs, such as a computer, phone, emergency plan copies, and other reference documents. Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). CityofDowney DONATIONS MANAGEMENT UNIT JOB AID e Develop objectives as well as plans to accomplish objectives within the first operational period, or in accordance with the EOC Action Plan. Request additional personnel for the Donations Management Unit as necessary for 24-hour operation. Coordinate with City EOC, local shelter partners, NGOs, and Faith -Based communities to identify entities who can assist with managing in -kind donations including providing a location for in -kind donations. Coordinate with City EOC to develop a plan to manage cash donations. Coordinate public messaging with the PIO regarding locations where both cash and in -kind donations can be accepted. Develop a plan for spontaneous in -kind donations at or near the shelter site. Ensure that shelter workers know never to accept donations in the form of cash or checks from the public. Ensure that shelter workers know that emergency shelter sites are not able to accept used clothing. Have information readily available on alternative locations that will accept in -kind donations. Ensure emergency shelter staff know that only food prepared in health department -certified kitchens with Los Angeles County Department of Public Health (LAC DPH) can be accepted. Identify key issues currently affecting the Donations Management Unit; meet with Unit personnel and determine appropriate Unit objectives for the first Operational Period. Adopt a proactive attitude, thinking ahead and anticipating situations and problems before they occur. Ensure that all Unit personnel are maintaining their individual position logs (ICS form 214) and other paperwork, as required. Attend and participate in Shelter Logistics Section meetings. Keep the Shelter Logistics Coordinator informed of all significant issues relating to the Donations Management Unit. 67 CityofDowney DONATIONS MANAGEMENT UNIT JOB AID .• cit�dbowney DONATIONS MANAGEMENT UNIT JOB AID This page intentionally left blank. 70 CityofDowney.. FACILITIES UNIT JOB AID SECTION The Facilities Unit ensures that the emergency shelter facility is property OVERVIEW supported. POSITION OVERVIEW Facilities Unit Manager is responsible for: • Ensuring the emergency shelter site is accessible. • Coordinating with Shelter Services/Set Up Unit to perform opening inspection and setting up site. • Supervising and ensuring the safety of the Facilities Unit staff. • Keeping accurate records related to facilities. REPORT TO Shelter Logistics Coordinator REPORT TO ME Facilities Unit Personnel and Volunteers as assigned PLANS UNIT DEMOBILIZATION PLAN I DEVELOPS & REPORTS x FACILTIES ACTIVITY REPORTS/SHELTER BREAKDOWN PLAN OVERSEES COMPUTATION & DISTRIBUTION AFTER ACTION REPORT I SUPPORTS DEVELOPMENT FORMS POSITION JOB AID &GUIDES << • ICS-214 ACTIVITY LOG • FACILITY OPENING INSPECTION FORM TECHNOLOGY/RESOURCES • LAPTOP, if available • PHONE (DESK OR CELL), if available • VEST • IDENTIFICATION Check in with the Shelter Logistics Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Facilities Unit needs from the Shelter Logistics Coordinator or previous Facilities Unit Manager Determine current Facilities Unit staffing and assign duties. Request additional staff as necessary 71 cit�dbowney FACILITIES UNIT JOB AID Assemble and brief the Facilitates Unit staff. ✓ Provide incident/disaster situation summary. ✓ Brief Unit staff on work schedule, position roles & responsibilities, assignments, priorities, and ensure staff has appropriate access to all electronic files and forms. Ensure staff makes appropriate entries into logs and on ICS 214 forms. Ensure general welfare and safety of all Facilities Unit personnel. Maintain after-hours contact information for Facilities Unit staff (phone numbers, hotel, etc.). Review work and evaluate performance. Resolve problems early; involve Shelter Logistics Section Coordinator, as appropriate. Ensure staff has reviewed the appropriate desk/position checklists. Provide an initial situation report to the Shelter Logistics Coordinator. Review the Memorandum of Understanding (MOU) between the sheltering agency and the American Red Cross (ARC). Determine the need for Facilities Unit overhead (personnel) support and request any necessary additional personnel. Ensure that the Facilities Unit is set up properly and that appropriate personnel, equipment, and supplies are in place, including maps and status boards. Determine necessary tasks for the Facilities and assign staff, request additional staff as necessary with approval of the Shelter Logistics Coordinator or approved process. Set up your work station and review your position responsibilities. Determine your resource needs, such as a computer, phone, emergency plan copies, and other reference documents. Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). 72 CityofDowney FACILITIES UNIT JOB AID Develop objectives as well as plans to accomplish objectives within the first operational period. Conduct the initial Facility Opening Inspection using the ARC Facility/Shelter Opening/Closing Inspection Form noting any American with Disabilities Act (ADA) compliance requirements and deficiencies. Identify any pre-existing damage. Maintain and provide current facility status (e.g., open, closed, standby) Coordinate with the Shelter Services/Set Up Unit to ensure any accessibility or mobility issues are addressed. Ensure facilities are kept clean and stocked. Coordinate custodial services at regular intervals. Track and document all equipment and supplies requested and deployed. Develop a shelter cleaning schedule to ensure cleanliness of the entire facility. Identify key issues currently affecting the Facilities Unit; meet with Unit personnel and determine appropriate Unit objectives for the first Operational Period. Adopt a proactive attitude, thinking ahead and anticipating situations and problems before they occur. Attend and participate in Shelter Logistics Section meetings. Keep the Shelter Logistics Coordinator informed of all significant issues relating to the Facilities Unit. Ensure Facilities Unit objectives are accomplished within the operational period or within the estimated time frame. Conduct periodic briefings to Facilities Unit Staff and work to reach consensus among staff on objectives for forthcoming operational periods. Complete a Facilities Unit summary report for the Operational Period. Based on the situation known or forecasted, determine likely future needs of the Facilities Unit. 73 74 CityofDowney FEEDING UNIT JOBS AID SECTION The Feeding Unit oversees all the feeding activities in the emergency OVERVIEW shelter. POSITION OVERVIEW The Feeding Unit Manager is responsible for: • Evaluating feeding needs and scheduling meals • Ensuring safe food handling and storage procedures • Supervising and ensuring the safety of the Feeding Unit staff • Keeping accurate records related to the feeding activity REPORT TO Shelter Logistics Coordinator REPORT TO ME Feeding Unit Personnel and Volunteers as assigned PLANS FEEDING PLAN I DEVELOPS & REPORTS x 0 UNIT DEMOBILIZATION PLAN ( DEVELOPS FEEDING OPERATION STATUS REPORTS I OVERSEES COMPUTATION & DISTRIBUTION AFTER ACTION REPORT SUPPORTS DEVELOPMENT FORMS • POSITION JOB AID & GUIDES r • ICS-214 ACTIVITY LOG • FEEDING STATUS REPORT TECHNOLOGY/RESOURCES • LAPTOP, if available • PHONE (DESK OR CELL), if available ° ` • VEST • IDENTIFICATION Check in with the Shelter Logistics Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Feeding Unit needs from the Shelter Logistics Coordinator or previous Feeding Unit Manager Determine current Feeding Unit staffing and assign duties. Request additional staff as necessary 75 cit�dbowney FEEDING UNIT JOB AID Assemble and brief the Feeding Unit. ✓ Provide incident/disaster situation summary. ✓ Brief Unit staff on work schedule, position roles & responsibilities, assignments, priorities, and ensure staff has appropriate access to all electronic files and forms. Ensure staff makes appropriate entries into logs or ICS 214 forms, as required. Provide Shelter Logistics Coordinator with routine updates on feeding inventory, meals served and anticipated meals and brief on any significant issues or concerns. Ensure general welfare and safety of all Feeding Unit personnel. Maintain after-hours contact information for Feeding Unit staff in case of emergencies. Review work and evaluate performance. Resolve problems early; involve Shelter Logistics Coordinator, as appropriate. sir c��sCLI . Provide an initial situation report to the Shelter Logistics Coordinator. Review the Memorandum of Understanding (MOU) between the sheltering agency and the American Red Cross (ARC). Determine the need for Feeding Unit overhead (personnel) support and ensure that the Feeding Unit is set up properly and that appropriate personnel, equipment, and supplies are in place. Work with the shelterees and entire Shelter staff to ensure the appropriate menus are being planned that reflect all cultural and dietary needs Establish initial feeding services, at a minimum beverages and snacks. Ensure a feeding schedule is established and implemented including a plan for feeding needs for the current and following shifts. Ensure food is ordered and delivered at the appropriate times. Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). Me 77 cit�dbowney FEEDING UNIT JOB AID 78 CityofDowney IT AND COMMUNICATIONS UNIT JOB AID SECTION The IT and Communications Unit supports the emergency shelter with OVERVIEW technology and communications needs. POSITION OVERVIEW IT and Communications Unit Manager is responsible for: • Supporting the facility with necessary communications and vow equipment (phone, Wi-Fi, laptops, cell phones, etc.). • Supervising and ensuring the safety of the IT and Comms Unit staff. REPORT TO Shelter Logistics Coordinator REPORT TO ME IT and Communications Unit Personnel and Volunteers as assigned PLANS x & REPORTS AFTER ACTION REPORT SUPPORTS DEVELOPMENT FORMS • POSITION JOB AID & GUIDES ;"..,r.° • ICS-214 ACTIVITY LOG TECHNOLOGY/RESOURCES • LAPTOP, if available • PHONE (DESK OR CELL), if available • VEST • IDENTIFICATION Check in with the Shelter Logistics Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Supplies Unit needs from the Shelter Logistics Coordinator or previous Supplies Unit Manager Determine current IT and Comms Unit staffing and assign duties. Request additional staff as necessary Assemble and brief the IT and Comms Unit staff. ✓ Provide incident/disaster situation summary. ✓ Brief Unit staff on work schedule, position roles & responsibilities, assignments, priorities, and ensure staff has appropriate access to all electronic files and forms. 79 :1 CityofDowney IT AND COMMUNICATIONS UNIT JOB AID Ensure that there is adequate communications equipment and radio frequencies available, as necessary for the Unit and dependent upon the needs of the activation. Identify key issues currently affecting the IT and Comms Unit; meet with Unit personnel and determine appropriate Unit objectives for the first Operational Period. Adopt a proactive attitude, thinking ahead and anticipating situations and problems before they occur. Establish and maintain a position log (ICS form 214), IT and Comms Unit log, and ensure other necessary files are maintained. Ensure that all IT and Comms Unit personnel are maintaining their individual position logs (ICS form 214) and other paperwork, as required. Attend and participate in Shelter Logistics Section meetings. Ensure that facility has the communications equipment necessary to provide clear and accessible, including both oral and written messaging, television(s) that provide closed captioning if available, telephone accessibility, Internet accessibility, etc. Work with the DAFN Unit/City ADA Coordinator to ensure all sites have accessible communication strategies with multiple formats available to support people with disabilities and others with access and functional needs. Ensure that access to the City's assistive technology is available. Every City device should have access to the City's Language Line account which includes translation and American Sign Language capabilities. Alert the Shelter Logistics Coordinator of any additional assistive technology needs so that a request may be made to Los Angeles County Office of Emergency Management. Work with the DAFN Unit to ensure sign and language and translation services are made available when necessary. Ensure that universal pictograms for questions and providing key information are made available if necessary. CityofDowney IT AND COMMUNICATIONS UNIT JOB AID Ensure facility communications equipment is left in original condition. If requested, complete any necessary performance evaluations for staff (ICS Form 225) Follow emergency shelter demobilization plan final check out procedures, including signing out with the Staffing Unit, turning in your identification card, if provided and any issued equipment, and completing any Demobilization paperwork (ICS Form 221). Be prepared to provide input during a "Hot Wash" and/or in an After -Action Report 83 cit�dbowney IT AND COMMUNICATIONS UNIT JOB AID This page intentionally left blank. CityofDowney MEDICAL/HEALTH SERVICES UNIT JOB AID SECTION The Medical/Health Services Unit oversees all activities related to medical OVERVIEW and health services at the shelter. POSITION OVERVIEW The Medical/Health Services Unit Manager is responsible for: • Supporting health and medical services, including prescription Allow medications, medicine administration, clinic support, alternate care sites, and medical staff. REPORT TO Shelter Operations Coordinator REPORT TO ME Medical/Health Services Unit Personnel and Volunteers as assigned PLANS MEDICAL/HEALTH SERVICES PLAN I DEVELOPS & REPORTS x 0 UNIT DEMOBILIZATION PLAN ( DEVELOPS MEDICAL/HEALTH SERVICES OPERATION STATUS REPORTS OVERSEES COMPUTATION & DISTRIBUTION AFTER -ACTION REPORT SUPPORTS DEVELOPMENT FORMS , • POSITION JOB AID & GUIDES r • ICS-214 ACTIVITY LOG • MEDICAL/HEALTH SERVICES STATUS REPORT TECHNOLOGY/RESOURCES • LAPTOP, if available • PHONE (DESK OR CELL), if available ° ` • VEST • IDENTIFICATION Check in with the Shelter Operations Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Medical/Health Services Unit needs from the Shelter Operations Coordinator or previous Medical/Health Services Unit Manager Determine current Medical / Health Services Unit staffing and assign duties. Request additional staff as necessary 85 cit�dbowney MEDICAL./HEALTH SERVICES UNIT JOB AID Assemble and brief Medical/Health Services Unit. ✓ Provide incident/disaster situation summary. ✓ Brief Unit staff on work schedule, position roles & responsibilities, assignments, priorities, and ensure staff has appropriate access to all electronic files and forms. Ensure staff makes appropriate entries into logs or ICS 214 forms, as required. Provide Shelter Operations Coordinator with routine updates on the needs of the Medical/Health Services Unit and brief on any significant issues. Ensure general welfare and safety of all Medical/Health Services Unit personnel. Maintain after-hours contact information for Medical/Health Services Unit staff in case of emergencies. Review work and evaluate performance Resolve problems early; involve Shelter Operations Section Coordinator, as appropriate. SHfFT UT.ES C�ECKLIT Provide an initial situation report to the Shelter Operations Coordinator Review the Memorandum of Understanding (MOU) between the sheltering agency and the American Red Cross (ARC) Determine the need for Medical/Health Services Unit overhead (personnel) support and ensure that the Medical/Health Services Unit is set up properly and that appropriate personnel, equipment, and supplies are in place. Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). Identify key issues currently affecting the Medical/Health Services Unit; meet with Unit personnel and determine appropriate Unit objectives for the Operational Period. Attend and participate in Shelter Operations Section meetings. Provide Medical/Health Services Unit Operation Status updates and anticipated needs to the Shelter Operations Coordinator. :. CityofDowney MEDICAL/HEALTH SERVICES UNIT JOB AID e Keep the Shelter Operations Coordinator informed of all significant issues relating to the Medical/Health Services Unit. Ensure that all media contacts are referred to the Public Information Officer. Ensure Unit objectives are accomplished within the operational period or within the estimated time frame. Conduct periodic briefings to Unit Staff and work to reach consensus among staff on objectives for forthcoming operational periods. Work with Los Angeles County Department Health Services (LAC DHS) to support health and medical services, including prescription medications, medicine administration, clinic support, alternate care sites, and medical staff. Work with the EOC, City Fire Department, LAC Department of Public Health (LAC DPH), and LACDHS to ensure basic medical and health support is provided to shelterees. Request LACDPH resources, as needed, for disease surveillance, control measures, and environmental health support. Request Los Angeles County Department of Public Social Services (LAC DPSS), as needed, to coordinate social services and staffing support as well as Functional Assessment and Service Teams (FAST) resources. Coordinate through the ICP or the EOC Care and Shelter Branch to request necessary durable medical equipment and consumable medical supplies. Work with the Mental Health Unit coordinate mental and behavioral health needs for shelterees. Complete a Unit summary report for the Operational Period. SHIFTGNA > CRAN QPES`: Provide relief with a briefing at shift change, informing them of all ongoing activities, outstanding requests, Unit objectives for the next operational period, and any other pertinent information. Complete Unit logs (ICS Form 214) and provide to the Shelter Operations Coordinator daily. Clean up your work area before leaving for the day. 87 Follow emergency shelter check out procedures, including signing out with the Staffing Unit and turning inyour identification card, ifprovided. When approved for demobilization, deactivate your assigned position and close out logs and documents. Complete all required forms, reports and other documentation. Check for accuracy and completeness of records submitted. Electronic forms or documents should be saved on the computer shared drive under the incident name and date. All manual forms and documents should be submitted to the Shelter Operations Coordinator, as appropriate, prior to your departure. Clean up your work area before you leave. Return any equipment checked out to you (cell phone, laptop, etc.) and leave a forwarding telephone number where you can be reached. If requested, complete any necessary performance evaluations for staff (ICS Form 225) Be prepared to provide input during a "Hot Wash" and/or in an After -Action Report ME CityofDowney .. ,. MENTAL HEALTH UNIT JOB AID SECTION The Mental Health Unit ensures mental health support is available to both OVERVIEW shelterees and shelter staff. POSITION OVERVIEW The Mental Health Unit Manager is responsible for: • Supporting the mental health needs of both shelterees and shelter staff. • Ensuring mental health professionals are available at the emergency shelter site. REPORT TO Shelter Operations Coordinator REPORT TO ME Mental Health Unit Personnel and Volunteers as assigned PLANS x UNIT DEMOBILIZATION PLAN I DEVELOPS & REPORTS AFTER ACTION REPORT SUPPORTS DEVELOPMENT FORMS • POSITION JOB AID & GUIDES ;"..,r.° • ICS-214 ACTIVITY LOG TECHNOLOGY/RESOURCES • LAPTOP, if available • PHONE (DESK OR CELL), if available • VEST • IDENTIFICATION Check in with the Shelter Operations Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Mental Health Unit needs from the Shelter Operations Coordinator or previous Mental Health Unit Manager Determine current Mental Health Unit staffing and assign duties. Request additional staff as necessary. Assemble and brief the Mental Health Unit. ✓ Provide incident/disaster situation summary. ✓ Brief Mental Health Unit staff on work schedule, position roles & responsibilities, assignments, priorities, and ensure staff has appropriate access to all electronic files and forms. :• cit�dbowney MENTAL HEALTH UNIT ,JOB AID Ensure staff makes appropriate entries into logs or ICS 214 forms, as required. Provide Shelter Operations Coordinator with routine updates on the needs of the Mental Health Unit and brief regarding any issues or concerns. Ensure general welfare and safety of all Mental Health Unit personnel. Maintain after-hours contact information for Mental Health Unit staff in case of emergencies. Review work and evaluate performance Resolve problems early; involve Shelter Operations Section Coordinator, as appropriate. SNfFT UT�ES C�C�IST Provide an initial situation report to the Shelter Operations Coordinator Review the Memorandum of Understanding (MOU) between the sheltering agency and the American Red Cross (ARC) Determine the need for Mental Health Unit overhead (personnel) support and ensure that the Mental Health Unit is set up properly and that appropriate personnel, equipment, and supplies are in place. Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). Identify key issues currently affecting the Mental Health Unit; meet with Unit personnel and determine appropriate Unit objectives for the Operational Period. Anticipate needs for next Operational Period. Attend and participate in Shelter Operations Section meetings Provide Mental Health Unit Status updates and anticipated needs to the Shelter Operations Coordinator and keep informed of any significant issues or concerns. Ensure that all media contacts are referred to the Public Information Officer. Ensure Unit objectives are accomplished within the operational period or within the estimated time frame. Request resources from Los Angeles County Department of Mental Health (LAC DMH) and the American Red Cross (ARC) to provide mental health personnel support as needed for shelterees and shelter staff. .r 91 cit�dbowney MENTAL HEALTH UNIT ,JOB AID This page intentionally left blank. FA CityofDowney SHELTER REGISTRATION/CASE MANAGEMENT UNIT JOB AID, SECTION The Shelter Registration/Case Management Unit oversees all activities OVERVIEW related to registration and case management at the shelter. POSITION OVERVIEW The Shelter Registration/Case Management Unit Manager is responsible for: • Setting up and conducting emergency shelter registration activities at the shelter. • Overseeing information collection process for case management. REPORT TO Shelter Operations Coordinator REPORT TO ME Shelter Registration/Case Management Unit Personnel and Volunteers as assigned PLANS SHELTER REGISTRATION / CASE MANAGEMENT PLAN I DEVELOPS & REPORTS UNIT DEMOBILIZATION PLAN ( DEVELOPS x SHELTER REGISTRATION / CASE MANAGEMENT OPERATION STATUS REPORTS OVERSEES COMPUTATION & DISTRIBUTION AFTER ACTION REPORT I SUPPORTS DEVELOPMENT FORMS • POSITION JOB AID & GUIDES • ICS-214 ACTIVITY LOG • ARC SHELTER REGISTRATION FORM • ARC INTAKE AND ASSESSMENT FORM TECHNOLOGY/RESOURCES "" • LAPTOP, if available • PHONE (DESK OR CELL), if available • VEST • IDENTIFICATION Check in with the Shelter Operations Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Shelter Registration/Case Management Unit needs from the Shelter Operations Coordinator or previous Shelter Registration/Case Management Unit Manager 93 .a CityofDowney SHELTER REGISTRATION/CASE MANAGEMENT UNIT JOB AID, s Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). Identify key issues currently affecting the Shelter Registration/Case Management Unit; meet with Unit personnel and determine appropriate Unit objectives for the Operational Period. Attend and participate in Shelter Operations Section meetings Provide Shelter Registration/Case Management Operation Status updates and anticipated needs to the Shelter Operations Coordinator and brief on any significant issues or concerns. Ensure that all media contacts are referred to the Public Information Officer. Ensure Unit objectives are accomplished within the operational period or within the estimated time frame. Conduct periodic briefings to Unit Staff and work to reach consensus among staff on objectives for forthcoming operational periods. Utilize the ARC's Shelter Dormitory Registration Form to conduct intake and assessment of clients at emergency shelter according to ARC guidelines and protocols. Use the ARC Shelter Dormitory Registration Form to identify Functional Needs Support Services (FNSS) that may be needed by clients with disabilities and access and functional needs to maintain their independence and to ensure that they receive access to all services and activities while at the site. Collect personal and/or family disaster information at the emergency shelter site. Provide a copy of all new registrations to the Shelter Operations Coordinator on a daily basis. Complete a Unit summary report for the Operational Period. �"�"�- CHASE IANSR OF C�UTIES Provide relief with a briefing at shift change, informing them of all ongoing activities, outstanding requests, Unit objectives for the next operational period, and any other pertinent information. 95 CityofDowney SHELTER SERVICES/SETUP UNIT JOB AID SECTION The Shelter Services/Set Up Unit oversees the initial setup of the shelter. OVERVIEW 00'r POSITION OVERVIEW The Shelter Services/Set Up Unit Manager is responsible for: • Coordinating with Parks and Recreation to delivery and set up necessary items to the shelter location. • Coordinating with the Facilities Unit Manager to ensure any accessibility issues are addressed and resolved. • Coordinating with Parks and Recreation to break down shelter set up and restore emergency shelter site to original condition. • Coordinating with Shelter Operations Coordinator and external partners to provide supporting activities in the emergency shelter. • Working with the Shelter Registration Unit to identify needs that may arise and address those needs to support shelterees. REPORT TO Shelter Operations Coordinator REPORT TO ME Shelter Services/Set Up Unit Personnel and Volunteers as assigned PLANS X 0 SHLETER SET UP PLAN ( DEVELOPS & REPORTS SHELTER BREAK DOWN PLAN ( DEVELOPS (—X AFTER ACTION REPORT I SUPPORTS DEVELOPMENT FORMS • POSITION JOB AID &GUIDES W5 • ICS-214 ACTIVITY LOG TECHNOLOGY/RESOURCES • LAPTOP, if available • PHONE (DESK OR CELL), if available �° `�� • VEST • IDENTIFICATION Check in with the Shelter Operations Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Shelter Services/Set Up Unit needs from the Shelter Operations Coordinator. Determine current Shelter Services/Set Up Unit staffing and assign duties. Request additional staff as necessary 97 9N CityofDowney "SHELTER SERVICES/SETUP, UNIT JOB AID, Determine the need for Shelter Services/Set Up Unit overhead (personnel) support and ensure that the Shelter Services/Set Up Unit is set up properly and that appropriate personnel, equipment, and supplies are in place. Work with the Facilities Unit Manager to complete the initial Opening Inspection form, by assessing the general condition of the facility, noting any pre-existing damage, accessibility issues or other items worth noting. Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). Based on shelter set up plan, retrieve emergency shelter equipment, materials and supplies from City's emergency bins and deliver to emergency shelter site. Work with Facilities Unit Manager to ensure any accessibility issues are addressed during the shelter set up phase. Ensure restrooms facilities, heating and cooling units, and other utilities are fully operational. Address any issues observed with the Facilities Unit. Identify key issues currently affecting the Shelter Services/Set Up Unit; meet with Unit personnel and determine appropriate Unit objectives for the Operational Period. Attend and participate in Shelter Operations Section meetings Coordinate with external partners to address shelter service needs. Track all shelter services requested and provided including agency or organization providing the service and a list of volunteers involved. Provide Shelter Services/Set Up Unit Operation Status updates, anticipated needs and any concerns or significant issues to the Shelter Operations Coordinator. Once emergency shelter is deemed closed, work with Facilities Unit to implement a shelter breakdown plan. Return all equipment, materials, and supplies to original storage location and condition. CityofDowney .. .. STAFFING'UNIT JOB AID SECTION The Staffing Unit ensures that the staffing needs of the emergency shelter OVERVIEW 0operation are met. POSITION OVERVIEW The Staffing Unit Manager is responsible for: • Managing and fulfilling staffing requests • Ensuring the safety and well-being of all assigned staff and volunteers at the emergency shelter site • Supervising and ensuring the safety of the Staffing Unit staff • Keeping accurate records related to staffing REPORT TO Shelter Logistics Coordinator REPORT TO ME Staffing Unit Personnel and Volunteers as assigned PLANS STAFFING PLAN I DEVELOPS & REPORTS UNIT DEMOBILIZATION PLAN DEVELOPS STAFFING ACTIVITY REPORTS ( OVERSEES COMPUTATION & DISTRIBUTION AFTER ACTION REPORT I SUPPORTS DEVELOPMENT FORMS • POSITION JOB AID & GUIDES1 15• ICS-214 ACTIVITY LOG TECHNOLOGY/RESOURCES • LAPTOP, if available • PHONE (DESK OR CELL), if available • VEST • IDENTIFICATION Check in with the Shelter Logistics Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Staffing Unit needs from the Shelter Logistics Coordinator or previous Staffing Unit Manager Determine current Staffing Unit staffing and assign duties. Request additional staff as necessary 101 cit�dbowney STAFFING UNIT JOB AID Assemble and brief the Staffing Unit. ✓ Provide incident/disaster situation summary. ✓ Brief Staffing Unit staff on work schedule, position roles & responsibilities, assignments, priorities, and ensure staff has appropriate access to all electronic files and forms. Coordinate with Shelter Logistics and Operations Coordinators to ensure staffing needs are being properly requested and fulfilled. Anticipate future staffing needs. Ensure staff makes appropriate entries into logs and on ICS 214 forms. Ensure general welfare and safety of all emergency shelter site personnel. Assign duties to Staffing Unit personnel. Maintain after-hours contact information for Staffing Unit staff (phone numbers, hotel, etc.). Review work and evaluate performance. Resolve problems early; involve Shelter Logistics Section Coordinator, as appropriate. Ensure staff has reviewed the appropriate desk/position checklists. Provide an initial situation report to the Shelter Logistics Coordinator. Review the Memorandum of Understanding (MOU) between the sheltering agency and the American Red Cross (ARC). Determine the need for Staffing Unit overhead (personnel) support. Ensure that the Staffing Unit is set up properly and that appropriate personnel, equipment, and supplies are in place, including maps and status boards. Determine necessary tasks for the Staffing Unit and assign staff, request additional staff as necessary with approval of the Shelter Logistics Coordinator or approved process. Set up your work station and review your position responsibilities. 102 CityofDowney STAFFING,UNIT JOB AID e A � Determine your resource needs, such as a computer, phone, emergency plan copies, and other reference documents. Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). Develop objectives as well as plans to accomplish objectives within the first operational period, or in accordance with the EOC Action Plan. Request additional personnel for the Staffing Unit as necessary for 24-hour operation. Coordinate with other Unit leads and Shelter Logistics Coordinator to establish staffing needs for next operational period. Coordinate with City EOC Personnel Unit (if activated) to fulfill staffing requests. Coordinate with City of Downey HR, if EOC is not activated. Request additional staffing support through the City's disaster service worker program (DSW) through HR, if deemed necessary. Track and document any external agencies or partners providing emergency shelter support such as American Red Cross, LA County Mental Health, local hospitals, etc. Include name, time on premises, agency, and activity performed. Develop a staffing plan to anticipate staffing needs for multiple operational periods. Ensure that all personnel and volunteers assigned to emergency shelter site are cared for physically and mentally. Coordinate with the Medical Health Services and Mental Health Unit to ensure all shelter staff are supported Identify key issues currently affecting the Staffing Unit; meet with Unit personnel and determine appropriate Unit objectives for the first Operational Period. Adopt a proactive attitude, thinking ahead and anticipating situations and problems before they occur. Ensure that all Staffing Unit personnel are maintaining their individual position logs (ICS form 214) and other paperwork, as required. Attend and participate in Shelter Logistics Section meetings. 103 104 CityofDowney STAFFING,UNIT JOB AID e A � If requested, complete any necessary performance evaluations for staff (ICS Form 225) Follow emergency shelter demobilization plan final check out procedures, including signing out with the Staffing Unit, turning in your identification card, if provided and any issued equipment, and completing any Demobilization paperwork (ICS Form 221). Be prepared to provide input during a "Hot Wash" and/or in an After -Action Report 105 EI, City,ofDowney Emergency Shelter Standard Operating Guidance (SOG) 11/9/2020 This page intentionally left blank. W. CityofDowney .. ,. SUPPLIES UNITJOB AID SECTION The Supplies Unit ensures that the emergency shelter is properly stocked OVERVIEW 0and supported with needed materials and supplies. POSITION OVERVIEW The Supplies Unit Manager is responsible for: • Ensuring the emergency shelter site is stocked with needed supplies. • Coordinating with Facilities Unit to stock items needed for various shelter activities. • Supervising and ensuring the safety of the Supplies Unit staff. • Keeping accurate records related to supplies. REPORT TO Shelter Logistics Coordinator REPORT TO ME Supplies Unit Personnel and Volunteers as assigned PLANS & REPORTS AFTER ACTION REPORT I SUPPORTS DEVELOPMENT FORMS �7 • POSITION JOB AID & GUIDES ' ti, • ICS-214 ACTIVITY LOG • RESOURCE REQUEST FORMS • SUPPLIES INVENTORY TECHNOLOGY/RESOURCES • LAPTOP, if available �� • PHONE (DESK OR CELL), if available • VEST • IDENTIFICATION Check in with the Shelter Logistics Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Supplies Unit needs from the Shelter Logistics Coordinator or previous Supplies Unit Manager Determine current Supplies Unit staffing and assign duties. Request additional staff as necessary 107 cit�dbowney SUPPLIES UNIT JOB AID e e Assemble and brief the Supplies Unit staff. ✓ Provide incident/disaster situation summary. ✓ Brief Unit staff on work schedule, position roles & responsibilities, assignments, priorities, and ensure staff has appropriate access to all electronic files and forms. Ensure staff makes appropriate entries into logs and on ICS 214 forms. Ensure general welfare and safety of all Supplies Unit personnel. Maintain after-hours contact information for Supplies Unit staff (phone numbers, hotel, etc.). Review work and evaluate performance. Resolve problems early; involve Shelter Logistics Section Coordinator, as appropriate. Ensure staff has reviewed the appropriate desk/position checklists. SF CIJTIES��: S` Provide an initial situation report to the Shelter Logistics Coordinator. Review the Memorandum of Understanding (MOU) between the sheltering agency and the American Red Cross (ARC). Ensure that the Supplies Unit is set up properly and that appropriate personnel, equipment, and supplies are in place. Determine necessary tasks for the Supplies and assign staff, request additional staff as necessary with approval of the Shelter Logistics Coordinator or approved process. Set up your work station and review your position responsibilities. Determine your resource needs, such as a computer, phone, emergency plan copies, and other reference documents. Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). Ensure staff also complete activity logs. Develop objectives as well as plans to accomplish objectives within the first operational period. n, dbowney SUPPLIES UNIT JOB AID Return all rented or borrowed equipment to the owners. Ensure all signed receipts are turned in to include in the shelter documentation Return all facility supplies to their appropriate locations. Log all items returned and turn in the log to include in the documentation. Complete a final supplies inventory status report and provide to the Shelter Logistics Coordinator. Complete all required forms, reports and other documentation. Check for accuracy and completeness of records submitted. Electronic forms or documents should be saved on the computer shared drive under the incident name and date. All manual forms and documents should be submitted to the Shelter Logistics Coordinator as appropriate, prior to your departure. Clean up your work area before you leave. Return any equipment checked out to you (cell phone, laptop, etc.) and leave a forwarding telephone number where you can be reached. If requested, complete any necessary performance evaluations for staff (ICS Form 225) Be prepared to provide input during a "Hot Wash" and/or in an After -Action Report 110 CityofDowney .. .. TRANSP611TATI©N UNIT JOB AID; SECTION The Transportation Unit supports the transportation needs of the OVERVIEW 0emergency shelter. POSITION OVERVIEW Transportation Unit Manager is responsible for: • Coordinating necessary transportation for shelterees and shelter staff. • Supervising and ensuring the safety of the Transportation Unit staff. • Keeping accurate records related to transportation. REPORT TO Shelter Logistics Coordinator REPORT TO ME Transportation Unit Personnel and Volunteers as assigned PLANS 0 TRANSPORTATION ACTIVITY REPORTS ( OVERSEES COMPUTATION & & REPORTS x — DISTRIBUTION AFTER ACTION REPORT SUPPORTS DEVELOPMENT FORMS • POSITION JOB AID &GUIDESrt t'"' • ICS-214 ACTIVITY LOG TECHNOLOGY/RESOURCES • LAPTOP, if available • PHONE (DESK OR CELL), if available �° `�� • VEST • IDENTIFICATION Check in with the Shelter Logistics Coordinator Obtain vest and any necessary identification/badging and review Job Aid Obtain a situation briefing and immediate Transportation Unit needs from the Shelter Logistics Coordinator or previous Transportation Unit Manager Determine current Transportation Unit staffing and assign duties. Request additional staff as necessary Assemble and brief the Transportation Unit staff. ✓ Provide incident/disaster situation summary. ✓ Brief Unit staff on work schedule, position roles & responsibilities, assignments, priorities, and ensure staff has appropriate access to all electronic files and forms. 111 cit�dbowney TRANSPORTATION UNIT JOB AID Ensure staff makes appropriate entries into logs and on ICS 214 forms. Ensure general welfare and safety of all Transportation Unit personnel. Maintain after-hours contact information for Transportation Unit staff (phone numbers, hotel, etc.). Review work and evaluate performance. Resolve problems early; involve Shelter Logistics Section Coordinator, as appropriate. Ensure staff has reviewed the appropriate desk/position checklists. IFT I11T1:C�KI.IST Provide an initial situation report to the Shelter Logistics Coordinator. Review the Memorandum of Understanding (MOU) between the sheltering agency and the American Red Cross (ARC). Determine the need for Transportation Unit overhead (personnel) support. Ensure that the Transportation Unit is set up properly and that appropriate personnel, equipment, and supplies are in place, including maps and status boards. Determine necessary tasks for the Transportation Unit and assign staff, request additional staff as necessary with approval of the Shelter Logistics Coordinator or approved process. Set up your work station and review your position responsibilities. Determine your resource needs, such as a computer, phone, emergency plan copies, and other reference documents. Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). Develop objectives as well as plans to accomplish objectives within the first operational period. 112 CityofDowney TRANSP611'T'ATION UNIT JOB AID, Request additional personnel for the Transportation Unit as necessary for 24- hour operation. Coordinate transportation resources to fulfill transportation requests. Maintain log of all transportation requests including date, agency providing transportation, destination, time of pick up/return. Ensure all transportation providers' vehicles are full ADA accessible. Coordinate with Southeast Area Animal Control Authority (SEAACA) for requests involving the transport of animals. Identify key issues currently affecting the Transportation Unit; meet with Unit personnel and determine appropriate Unit objectives for the first Operational Period. Adopt a proactive attitude, thinking ahead and anticipating situations and problems before they occur. Attend and participate in Shelter Logistics Section meetings. Keep the Shelter Logistics Coordinator informed of all significant issues relating to the Transportation Unit. Ensure that all media contacts are referred to the Public Information Officer. Ensure Transportation Unit objectives are accomplished within the operational period or within the estimated time frame. Conduct periodic briefings to Transportation Unit Staff and work to reach consensus among staff on objectives for forthcoming operational periods. Complete a Transportation Unit summary report for the Operational Period. Based on the situation known or forecasted, determine likely future needs of the Transportation Unit. 113 cit�dbowney TRANSPORTATION UNIT JOB AID Provide relief with a briefing at shift change, informing them of all ongoing activities, outstanding requests, Unit objectives for the next operational period, and any other pertinent information. Complete Unit logs (ICS Form 214) and provide to the Shelter Logistics Coordinator daily. Clean up your work area before leaving for the day. Follow emergency shelter check out procedures, including signing out with the Staffing Unit and turning in your identification card, if provided. When approved for demobilization, deactivate your assigned position and close out logs and documents. Complete all required forms, reports and other documentation. Check for accuracy and completeness of records submitted. Electronic forms or documents should be saved on the computer shared drive under the incident name and date. All manual forms and documents should be submitted to the Shelter Logistics Coordinator, as appropriate, prior to your departure. Return any equipment checked out to you (cell phone, laptop, etc.) and leave a forwarding telephone number where you can be reached. If requested, complete any necessary performance evaluations for staff (ICS Form 225) Be prepared to provide input during a "Hot Wash" and/or in an After - Action Report Clean up your work area before you leave 114 i . ® . . ® A P • • SECTION The Care and Shelter Branch is responsible for coordinating the sheltering, OVERVIEW � feeding, potable water, and clothing for evacuated or displaced personnel at the time of the emergency, and linking them to Care and Shelter agencies and/or facilities. Also responsible for coordinating the sheltering and feeding of domestic animals. POSITION OVERVIEW Care and Shelter Branch Director is responsible for: • Coordinate with City's shelter partners to provide food, potable water, clothing, shelter and other basic needs as required in emergency shelters. • Coordinate to provide shelter for pets and livestock. • Providing information to EOC Operations Section Coordinator regarding emergency shelter status, needs, issues and concerns. • Develop operational objectives for the Care and Shelter Branch to achieve overall incident objectives. • Participate in EOC Action Planning meetings. • Activate and manage units within Care and Shelter Branch as deemed necessary. REPORT TO EOC Operations Section Coordinator REPORT TO ME Care and Shelter Branch/Units Personnel and Volunteers as assigned PLANS SHELTER REGISTRATION / CASE MANAGEMENT PLAN I DEVELOPS & REPORTS x 0 UNIT DEMOBILIZATION PLAN ( DEVELOPS SHELTER REGISTRATION / CASE MANAGEMENT OPERATION STATUS REPORTS OVERSEES COMPUTATION & DISTRIBUTION AFTER ACTION REPORT SUPPORTS DEVELOPMENT FORMS , • POSITION JOB AID & GUIDES r • ICS-214 ACTIVITY LOG • SHELTER REGISTRATION / CASE MANAGEMENT STATUS REPORT TECHNOLOGY/RESOURCES • LAPTOP, if available • PHONE (DESK OR CELL), if available • VEST • IDENTIFICATION 115 Obtain a situation briefing from the Operations Section Coordinator, Planning Section Coordinator or other EOC management staff as appropriate. Meet with Operations Section Coordinator to identify immediate Care and Shelter Branch needs. Provide an initial situation report to the Operations Section Coordinator. Review the Memorandum of Understanding (MOU) between the sheltering agency and the American Red Cross (ARC). Determine the need for Care and Shelter overhead (personnel) support. Ensure that the Care and Shelter Branch is set up properly and that appropriate personnel, equipment, and supplies are in place, including maps and status Determine necessary tasks for the Care and Shelter Branch and assign staff, request additional staff as necessary with approval of the Operations Section Coordinator or approved process. Consider assigning a Deputy Care and Shelter Branch Director. Based on the situation, activate and direct appropriate Units within the Care and Shelter Branch. Designate Unit Leaders as necessary. Examples: V Care and Shelter Unit Community Based Organizations Unit Faith Based Organizations Unit Animal Services Unit Cooling/Heat Centers Unit Set up your work station and review your position responsibilities. Determine your resource needs, such as a computer, phone, emergency plan copies, and other reference documents. Establish and maintain a position log that chronologically describes your actions taken during your shift (ICS form 214 at a minimum). Assist Unit Leaders in developing objectives for the Care and Shelter Branch/Operations Section as well as plans to accomplish their objectives within the first operational period, or in accordance with the EOC Action Plan. Request additional personnel for the Care and Shelter Branch as necessary for 24-hour operation. 116 CityofDowney CARE AND SHELTER BRANCH POSITION CHECKLIST e w ®o Obtain a current Care and Shelter communications status briefing from the Service Branch/Communications Unit in the Logistics Section. Ensure that there is adequate communications equipment and radio frequencies available, as necessary for the Branch and dependent upon the needs of the activation. Determine the estimated times of arrival of Care and Shelter Branch staff from the Personnel Unit in the Logistics Section. Coordinate with the Liaison Officer regarding the need for Agency Representatives in the Care and Shelter Branch. Establish phone or radio communications with Care and Shelter Operations Centers and/or with the Incident Commander(s), and coordinate accordingly. Based on the situation known or forecasted, determine likely future needs of the Care and Shelter Branch. Identify key issues currently affecting the Care and Shelter Branch; meet with Branch personnel and determine appropriate Branch objectives for the first Operational Period. Establish a system for tracking evacuees and identifying populations using shelters. Review responsibilities of Units in the Care and Shelter Branch; develop an Operations Plan detailing strategies for carrying out Care and Shelter Branch objectives. Adopt a proactive attitude, thinking ahead and anticipating situations and problems before they occur. UPM Determine Branch/Unit staffing. Order/release staff as necessary. 117 e e . W ` g® s • Assemble and brief Branch/Unit. ✓ Provide incident/disaster situation summary. ✓ Provide Care and Shelter Branch staff with information updates via Branch briefings, as required. ✓ Brief and keep subordinates informed on incident status and work priorities. ✓ Brief Branch/Unit staff on work schedule, position roles & responsibilities, priorities, and ensure staff has appropriate access to all electronic files and forms. ✓ Ensure Branch/Unit schedule matches EOC planning and operational cycle. ✓ Provide staff with assignments and any immediate actions to accomplish. Ensure staff makes appropriate entries into logs and on ICS 214 forms. Ensure general welfare and safety of all Branch personnel. Assign duties to Branch/Unit personnel. Maintain after-hours contact information for Branch staff (phone numbers, hotel, etc.). Review work and evaluate performance. Resolve problems early; involve Operations Section Coordinator, as appropriate. Ensure staff has reviewed the appropriate desk/position checklists and their portion of the EOC manual. Ensure that the Care and Shelter Branch function is carried out. Attend and participate in EOC Action Planning meetings, as necessary. Coordinate directly with the American Red Cross and other volunteer organizations and/or agencies to provide food, potable water, clothing, shelter and other basic needs as required to disaster victims. Coordinate directly with Animal Service agencies for the sheltering and feeding of domestic animals. Assist the American Red Cross with inquiries and registration services to reunite families or respond to inquiries from relatives or friends. 118 e A w ®o Coordinate with emergency response agencies for requests for Care and Shelter. Ensure coordination with Public Health and the Department of Environmental Resources for shelters activated and their needs. Assist the American Red Cross with the transition from mass care to separate family/individual housing. Provide regular Branch Status Reports to the Operations Section Coordinator and Situation Unit. Establish the appropriate level of Unit organizations within the Care and Shelter Branch to effectively fulfill the EOC Action Plan objectives. Exercise overall responsibility for the coordination of Unit activities within the Care and Shelter Branch. Authorize resource requests and forward critical resource requests to the Operations Section Coordinator for approval. Continuously monitor the organizational effectiveness and modify as necessary. Ensure all Care and Shelter Branch resources are tracked and accounted for in cooperation with the Planning Section Resource Unit. Ensure Care and Shelter Branch mobilization and transportation requirements, in support of response operations, are coordinated through the Logistics Section. Meet regularly with Care and Shelter Branch staff and work to reach consensus on Care and Shelter objectives for forthcoming operational periods and that they are carried out effectively as per the EOC Action Plan. Provide the Operations Section Coordinator with Care and Shelter Branch objectives at least 60 minutes prior to each Action Planning meeting. Ensure that the Operations Section Coordinator is provided with status reports and major incident reports as they occur. Review suggested list of resources to be released with the Logistics Section prior to their release. 119 cit�dbowney CARE AND SHELTER BRANCH POSITION CHECKLIST e g® s T QUTIES V�4r1T Establish and maintain a position log (ICS form 214), Care and Shelter Branch log, and ensure other necessary files are maintained. Ensure that all Branch personnel are maintaining their individual position logs (ICS form 214) and other paperwork, as required. Attend and participate in Operations Section meetings. If requested, attend other planning, Management and General Staff meetings. Keep the Operations Section Coordinator informed of all significant issues relating to the Care and Shelter Branch. Ensure critical Care and Shelter resources are allocated according to EOC Action Plan policy, priorities and direction. Ensure that situation and resources information is provided to the Operations Section Coordinator and Planning Section on a regular basis or as the situation requires, including Status Reports and Major Incident Reports. Provide the Operations Section Coordinator with the Care and Shelter Branch objectives prior to each Action Planning meeting. Ensure that all media contacts are referred to the Public Information Officer. Ensure Branch objectives as stated in the EOC Action Plan are accomplished within the operational period or within the estimated time frame. Ensure that the Care and Shelter Branch Units coordinate all resource needs through the Logistics Section. Assist the American Red Cross with identifying, staffing and managing shelters. Coordinate with the Law Enforcement Branch for requests for shelter security. Coordinate with the Facilities Unit for shelter -site needs. If necessary, arrange for the inspection of potential shelter sites to ensure the safety of the structure. Coordinate health issues with the Medical and Health Branch. Coordinate with the Medical and Health Branch for Behavioral Health and Recovery related issues at shelters. Ensure coordination with the Transportation Unit to transport evacuees to and from shelters. 120 e A w ®o Ensure that each activated shelter meets the requirements as described under the Americans with Disabilities Act. Ensure that intelligence information from Unit Leaders is made available to the Operations Section Coordinator and Planning Section, or other assigned/appropriate intelligence function, in a timely manner. Ensure that the Care and Shelter Branch Units coordinate all resource needs through the Logistics Section. Ensure that fiscal and administrative requirements are coordinated through the Finance/Administration Section (notification of emergency expenditures and daily time sheets). Brief the Operations Section Coordinator on all significant Care and Shelter issues. As requested, provide estimate of the emergency's impact on area animals, and the need for animal control and care. As necessary, determine the extent of damage to, and the operational capacity of, all animal shelter facilities in the jurisdiction. On a daily basis, report the total number of people using shelters and numbers for each shelter location. On a regular basis, complete and maintain a Care and Shelter Status Report. Use California Office of Emergency Services electronic reporting system, or other appropriate form, as available. Conduct periodic briefings to Branch Staff and work to reach consensus among staff on objectives for forthcoming operational periods. Complete a Branch summary report for the Operational Period. (Consider using an ICS 209 form.) Share status information with other Branches and Sections, as appropriate. Continuously monitor the appropriate level of staffing within the Care and Shelter Branch for effectiveness of the organization and modify as required. Identify resources that could be demobilized early and advise the Operations Section Coordinator. Ensure ICS 204 forms for the Branch are completed for the EOC Action Plan in coordination with the Planning Section. 121 122 Follow EOC demobilization plan final check out procedures, including signing out with the check-in/out recorder and turning in your EOC identification card. Final check out also includes: ✓ Checking back in any issued equipment. ✓ Returning supplies that are excess. ✓ Completing Demobilization paperwork (ICS Form 221). Be prepared to provide input during a "Hot Wash" and/or in an After -Action Report. 123 EI*fowney Emergency Shelter ,Standard Operating Guidance ( ) 11/9/2020 This page intentionally left blank. 124 ElCityofDowney )ate: Incident: Shelter Location: Shelter Capacity: Shelter Status: Open Closed Standby Shelter Information Shelter Address: Shelter Phone Number: Sheltering Staff Position Name Phone Shelter Manager Day Shift Supervisor 2nd Shift Supervisor Night Shift Supervisor Total Number of Sheltering Workers: Day Shift: 2nd Shift: Night Shift: Other Functions or Activities Staff # Disaster Health Services: # Casework and Recovery Planning: # Disaster Mental Health: # Feeding: # Disaster Spiritual Care: Animals Co -located: Shelter Population Age Groups (years): 0- 3 4-7 8-12 13-18 19-65 65+ Nighttime Population Submitted Last Night: Daytime Population Today: Total NEW Shelter Dormitory Registrations Since Last Report: Total Shelter Registrations To Date: 0 erational Reporting V) 4 C (3) 4 = (13 4� 41 E 0. Ln 4� 00- 4� M V) 4� 4� L- Cr �2 C) 0- =5 V) U U Ln a) -�e 0 4- E Uj LU .0 -0 UO M 4-1 0 -0 CO cn UO U Q in # Used Today # Needed Tomorrow I Preparer Name: I Preparer Signature: I 125 EI, CityofDownej This page intentionally left blank. 126 Appendix a Public Messaging Templates Replace all [bracketed text] below: Sample Shelter Opening Text Alert (Downey Alert) This is City of Downey. An Emergency Shelter is opened at [location and address] for those affected by the [incident]. Please bring any necessary medications, eye glasses, and important documents with you. If you are evacuating with pets, please be advised they are not allowed in the emergency shelters but they can be taken to [location for pet housing]. If you need assistance, call [phone number]. Do not call 9-1-1 unless you have a serious emergency. For further information, tune to [radio, TV station] or visit [website]. Sample Shelter Opening Press Release Template Effective immediately and extending until [further notice or expiration time], the City of Downey has opened an emergency shelter at [location and address]. People who plan to stay in a City of Downey emergency shelter should bring prescription medications, extra clothing, pillows, blankets, hygiene supplies, other comfort items, and important documents. Remember to bring any special items for children, such as diapers, formula and toys, or for family members who have unique needs. This emergency shelter [is / is not] open to pets. [If open to pets add specific information regarding the types that are allowed as well as require documentation and veterinary records]. [If pets are not permitted, add information about what people can do with their pets while they are at the shelter.] City of Downey emergency shelters are open to everyone in need, regardless of race, religion, gender identity, sexual orientation, or citizenship status. All disaster assistance is free. We do not require people to show any kind of identification to enter an emergency shelter —just their name and pre -disaster address. If you need assistance, call [phone number]. Do not call 9-1-1 unless you have a serious emergency. For further information, tune to [radio, TV station] or visit [website]. Shelter Closing Template Effective at [time] on [date], the City of Downey emergency shelter location at [location and address] will close. Anyone utilizing the shelter must remove all personal belongings and arrange for transportation to an alternate location. City staff will be present at the shelter to assist as needed. Emergency shelters located at [location and address] will remain open until further notice. [Delete if no other shelters are to remain open]. Please call [phone number] if you have questions. Do not call 9-1-1 unless you have a serious emergency. For further information, tune to [radio, TV station] or visit [website]. Large Animal Shelter Services Template Residents under evacuation orders for the [name of incident] can take large animals such as horses and livestock to [location and address]. Small animals can be taken to [location and address]. 127 El, CityofDownej Emergency Supplies Distribution Template (Public information should be distributed at least 72 hours prior to distribution sites opening) The City of Downey, in partnership with [list any partners], will be providing emergency supplies at [location and address] from [dates and times]. Supplies available include: • [provide list of available supplies] • Ex. Paper masks • Brooms • Cleaning supplies (paper towels, bleach, cleaning solution) • Toiletries kits • Buckets Local Assistance Center Template The City of Downey, in partnership with [add any partners here such as LA County] will open a Local Assistance Center to provide information and assistance to those affected by [incident] on [date and time] at [location]. Local Assistance Center Hours of Operation: [Day, Date, Hours] Services to be offered at the Local Assistance Center will include: • [Provide list of services and assistance offered, below is an example] • Replacing vital records such as driver's license • Filing insurance claims • Information on available disaster assistance • Information on property cleanup, repair and rebuilding • Public and community resources for disaster recovery Participating Federal, State and Local Agencies and Organizations include: • [Provide list of agencies and organizations] • For additional information, please visit [include current City of Downey website] Family Reunification Template If you or a loved one is separated due to [incident] here are some tips to facilitate reunification: Tips for Contacting Loved Ones Be creative and be persistent. If one contact method doesn't work, try another. Don't give up! • Call during off-peak hours for the best chance of getting through. 128 • Send a text message, which may go through when phone calls cannot. • Check your loved one's social media pages (i.e., Facebook, Twitter), as they may have already gone online to tell their story. • Send an email • Call friends and relatives who may have already been in contact with your loved one. • Call people and places where your loved one is well-known: neighbors, employer, school, place of worship, senior center, social club, union, or fraternal organization. Note: If your loved one has a serious, pre-existing health or mental health condition, you may also initiate an Emergency Information Request by calling your local American Red Cross Office or 1-800-RED-CROSS. In an emergency, letting your loved ones know you are safe can bring them great peace of mind. The American Red Cross has two easy ways to help people reconnect: Emergency! App The Red Cross Emergency! App features an "I'm Safe" button that allows users to post a message to their social accounts, letting friends and family know they are out of harm's way. The Emergency! App is free and can be found in the app store for your mobile device by searching for "American Red Cross" or by going to redcross.org/apps. If service is available for mobile devices, people should download the Red Cross Emergency and First Aid apps to put safety and preparedness information in their hands. Safe and Well The Red Cross also offers the Safe and Well website which is a secure and more private option than the "I'm Safe" feature on the Emergency App. It allows people to list their own status and allows friends and family to search for messages from their loved ones. The Safe and Well website is a free public reunification tool that allows individuals and organizations to register and post messages to indicate that they are safe, or to search for loved ones. The site is always available and open to the public and available in Spanish. Registrations and searches can be done directly on the website www.redcross.org/safeandwell. Registrations can also be completed by texting SAFE to 78876. Messages exist in both Spanish and English. To speak with someone at the American Red Cross concerning a missing friend or relative, please contact 1-800 Red Cross. You can also call 1-800-RED CROSS (1-800-733-2767) to be connected with your local chapter. Donations Template City of Downey officials encourage people who wish to donate to disaster relief efforts to give cash donations to an organized voluntary agency of your choice that provides assistance during disasters. Contact [agency — VOAD?] at [phone or website] for a list of agencies currently accepting cash donations for disaster relief efforts. The City of Downey is helping to coordinate between people and businesses who wish to donate money, goods, and services with agencies that are able to receive, store, and distribute donated items. For more information on what and where to donate, call [agency] at [phone number] or visit [website] for a list of agencies accepting donations. 129 El, CityofDownej Volunteer Template Instead of arriving unexpectedly in a disaster -affected area, volunteers should register with a recognized volunteer agency by contacting [agency — VOAD?] at [phone number] or by visiting [website]. The City of Downey has been receiving numerous offers from well-meaning unaffiliated volunteers who want to assist those affected by [disaster]. Local officials thank those who wish to help, but request that all volunteers wait until the area is secured and made safe before coming to assist. Volunteers who wish to help should report to the [location] at [time] on [date] to be registered, organized into work parties and transported to work sites. Volunteers who drive directly to the disaster site will not be permitted to enter or assist. Please wear sturdy clothing appropriate to the season. Sturdy boots or shoes are strongly recommended. For more information on how you can help, call [agency] at [phone number] or visit [website]. 130 ElCityofDowney `nic7- Plantillas de mensajeria pOblica Reemplace todo [texto entre corchetes] a continuacion: Ejemplo de Alerta de Texto sobre Apertura de Refugio (Alerta de Downey) Estos son los Servicios de Emergencia de la Ciudad de Downey. Se esta abriendo un refugio de emergencia a las [hors] en [lugar y direccion] Para los afectados por el [incidente]. Recuerde traer con usted todos los medicamentos necesarios, anteojos y documentos importances. Si usted esta desalojando con mascotas, tenga en cuenta que no estan permitidas en los refugios de emergencia, Pero pueden Ilevarse a [lugar para alojamiento para mascotas]. Si necesita ayuda, Ilame al [numero de telefono]. No Ilame al 9-1-1 a menos que tenga una emergencia grave. Para obtener mas informacion, sintonice [radio, estacion de television] o visite [sitio web]. Ejemplo de Plantilla de Comunicado de Prensa sobre Apertura de Refugio Efectivo de inmediato y extendiendose hasta [nuevo aviso o tiempo de vencimiento], la ciudad de Downey ha abierto un refugio de emergencia en [ubicacion y direccion]. Las personas que planean quedarse en un refugio de emergencia de la ciudad de Downey deben traer medicamentos recetados, ropa adicional, almohadas, mantas, suministros de higiene u otros articulos de comodidad y documentos importantes. Recuerde traer cualquier articulo especial Para los nihos, como panales, formula y juguetes, o para los miembros de la familia que tienen necesidades especfficas. Este refugio de emergencia [esta / no esta] abierto a las mascotas. [Si esta abierto a mascotas agregue informacion especifica sobre que tipo de mascotas estan permitidas, asi como requerir documentacion y registros veterinarios]. [Si no se permiten mascotas, agregue informacion sobre to que las personas pueden hacer con sus mascotas mientras estan en el refugio.] Los refugios de emergencia de la ciudad de Downey estan abiertos a todos los necesiados, independientemente de su raza, religion, identidad de genero, orientaci6n sexual o condicion de ciudadania. Toda la asistencia en caso de desastre es gratuita. No requerimos que las personas muestren ningun tipo de identificacion para entrar en un refugio de emergencia, solo su nombre y direccion antes del desastre. Si necesita ayuda, Ilame al [numero de telefono]. No Ilame al 9-1-1 a menos que tenga una emergencia grave. Para obtener mas informacion, sintonice [radio, estacion de television] o visite [sitio web]. Plantilla de Cierre de Refugio Efectivo a las [hora] del [fecha], se cerrara la ubicacion del refugio de emergencia de la ciudad de Downey en [ubicacion y direccion]. Cualquier persona que utilice el refugio debe retirar todas las pertenencias personates y buscar medios de transporte hacia otra ubicacion. El personal de la ciudad estara presente en el refugio para ayudar segun sea necesario. Los refugios de emergencia localizados en [ubicacion y direccion] permaneceran abiertos hasta nuevo aviso. [Eliminar si no hay otros refugios que permanezcan abiertos]. 131 EI, CityofDownej Por favor Ilame al [numero de telefono] si tiene preguntas. No [lame al 9-1-1 a menos que tenga una emergencia grave. Para obtener mas informacion, sintonice [radio, estacion de television] o visite [sitio web]. Plantilla de Servicios de Refugio para Animales Grandes Los residentes que esten bajo ordenes de evacuacion por el [nombre del incidente] pueden Ilevar animates grandes como caballos y ganado a [ubicacion y direccion]. Los animates pequenos pueden ser Ilevados a [ubicacion y direccion]. Plantilla de Distribucion de Suministros de Emergencia (Informacion pubtica debe distribuirse al menos 72 horas antes de la apertura de los sitios de distribucion) La ciudad de Downey, en colaboracion con [lista de cualquier colaborador o socio], proporcionara suministros de emergencia en [ubicacion y direccion] a partir de [fechas y horas]. Los suministros disponibles incluyen: • [proporcione una lista de los suministros disponibles] • Por ejemplo, mascaras de papel • Escobas Articulos de limpieza (papel toalla, blanqueador, solucion de limpieza) Kits de articulos de aseo Cubos Plantilla del Centro de Asistencia Local La ciudad de Downey, en colaboracion con [agregue cualquier colaborador o socio aquf tales como, el condado de LA] abrira un Centro de Asistencia Local para proporcionar informacion y asistencia a los afectados por [incidente] en [fecha y hora] en [ubicacion]. Horario de la Operacion del Centro de Asistencia Local: [Dfa, Fecha, Horas] Los servicios que se ofreceran en el Centro de Asistencia Local incluiran: • [Proporcionar lists de servicios y asistencia que se ofrecen, a continuacion, se muestra un ejemplo] • Reemplazo de documentos importantes como la licencia de conducir Presentaci6n de reclamaciones de seguro disponible en caso de desastre propiedades Las agencias y organizaciones federales, estatales y locales participantes incluyen: • [Proporcionar lista de agencias y organizaciones] Para obtener mas informacion, visite [incluya el sitio web actual de la ciudad de Downey] Plantilla de Reunificacion Familiar Si usted o un ser querido esta separado debido a [incidente] aquf le brindamos algunos consejos Para facilitar la reunificacion: 132 Consejos para Ponerse en Contactocon sus Seres Queridos Sea creativo y persistente. Si un metodo de contacto no funciona, pruebe con otro. iNo se rinda! • Llame durante las horas de menor actividad para que pueda tener mejor oportunidad de conectarse • Enviar un mensaje de texto, que puede recibirse cuando las Ilamadas telefonicas no pueden. • Consulte las paginas de redes sociales de to ser querido (es decir, Facebook, Twitter), ya que es posible que ya se haya conectado en linea para contar su historia. • Envie un correo electronico • Llame a amigos y familiares que ya hayan estado en contacto con su ser querido. • Llame a personas y lugares donde conozcan a su ser querido: vecinos, empleador, escuela, lugar de culto, centro de la tercera edad, club social, sindicato u organizacion fraterna. Nota: Si su ser querido tiene una condicion de salud o de salud mental grave y preexistente, tambien puede iniciar una Solicitud de Informacion de Emergencia Ilamando a su Oficina Local de la Cruz Roja Americana o al 1-800-RED-CROSS. En una emergencia, hacerles saber a sus seres queridos que esta a salvo puede brindarles gran tranquilidad. La Cruz Roja Americana tiene dos maneras faciles de ayudar a las personas a reconectarse: Aplicaci6n i r ci ! La aplicacion iEmergencia! de la Cruz Roja cuenta con un boton "Estoy seguro" que permite a los usuarios publicar un mensaje en sus redes sociales, haciendo saber a los amigos y familiares que estan fuera de peligro. iLa emergencia! es una aplicacion gratuita y se puede encontrar en la tienda de aplicaciones de su dispositivo movil mediante la busqueda de "Cruz Roja Americana" o accediendo a redcross.org/apes. Si el servicio esta disponible para dispositivos moviles, las personas deben descargar las aplicaciones de Emergencia y Primeros Auxilios de la Cruz Roja para poser la informacion de seguridad y preparacion en sus manos. Salvo La Cruz Roja tambien ofrece el sitio web "Savo y Salvo" que es una opcion segura y mas privada que la funcion "Estoy seguro" en la aplicacion de emergencia. Permite a las personas enumerar su propio estado y permite a amigos y familiares buscar mensajes de sus seres queridos. El sitio web de "Savo y Salvo" es una herramienta gratuita de reunificacion publica que permite a individuos y organizaciones registrarse y publicar mensajes para indicar que estan seguros, o para buscar a sus seres queridos. El sitio esta siempre disponible y abierto al publico y disponible en espanol. Las inscripciones y busquedas se pueden realizar directamente en el sitio web www.redcross.org/safeandwell. Las inscripciones tambien se pueden completar enviando un mensaje de texto SAFE al 78876. Los mensajes existen tanto en espanol como en ingles. Para hablar con alguien de la Cruz Roja Americana sobre un amigo o pariente desaparecido, comuniquese con 1-800 Cruz Roja. Tambien puede Ilamar al 1-800-RED CROSS (1-800-733-2767) para conectarse con su capitulo local. Plantilla de Donaciones 133 EI, City,ofDowney Los funcionarios de la ciudad de Downey exhortan a las personas que desean donar a los esfuerzos de asistencia en caso de desastre que den donaciones en efectivo a una agencia voluntaria organizada de su elecci6n que proporcione asistencia durante los desastres. Comuniquese con [agencia — VOAD?] en [telefono o sitio web] para obtener una lista de agencias que actualmente aceptan donaciones en efectivo para los esfuerzos de socorro en caso de desastre. La ciudad de Downey esta ayudando a coordinar entre las personas y las empresas que desean donar dinero, bienes y servicios con agencias que son capaces de recibir, almacenar y distribuir articulos donados. Para obtener mas informaci6n sobre que y d6nde donar, Ilame a [agencia] al [numero de telefono] o visite [sitio web] para obtener una lista de agencias que aceptan donaciones. Plantilla de Voluntarios En lugar de Ilegar inesperadamente a una zona afectada por un desastre, los voluntarios deben registrarse en una agencia de voluntarios reconocida poniendose en contacto con [agencia — VOAD?] al [numero de telefono] o visitando [sitio web]. La ciudad de Downey ha estado recibiendo numerosas ofertas de voluntarios no afiliados bien intencionados que quieren ayudar a los afectados por [desastre]. Los funcionarios locales agradecen a aquellos que desean ayudar, pero solicitan que todos los voluntarios esperen hasta que el area este asegurada y este segura antes de venir a ayudar. Los voluntarios que deseen ayudar deben informar a la [ubicaci6n] en [hora] en [fecha] para ser registrados, organizados en grupos de trabajo y transportados a sitios de trabajo. Los voluntarios que conducen directamente al sitio del desastre no podran entrar ni asistir. Por favor, use ropa resistente apropiada para la temporada. Se recomienda encarecidamente el use de botas o zapatos resistentes. Para obtener mas informacion sobre c6mo puede ayudar, Ilame a [agencia] al [numero de telefono] o visite [sitio web]. 134 Shelter Inventory Form Disaster Cycle Services Job Tools DCS jT-F Respond/Sheltering TheSheller lnvenlory Form is completed when the shelter is openingand closing, as well as other Limes establisbedlaw the shelter manager. This job to(A shoid(lbe. used in conjnnetion with the follovvingdoetrine: • Sheltering Standards and Procedures Job 'Tool: Operating a Shelter Follo-tv the steps below to, complete this form: 1. FnL(l.r the date the inventory is being compleLed- 2. (7,onquh avilb Lbeshelter manager if necessary to identify the "DR Number" and the "Shelter Name /Localion." 3. indicate if this Shelter ImTentory form is for Red Cross property, facility property or other-owied property. Use at separate, form for each type of"properly . 4. Indicate if this Shelter Inventory form is the opening, operating, or closing inventory. Refer to the. Job 1'(x)]- OI)er-aline a Acker for more guidance, on when Lo complete the Sheller Inventory Form. 5. Indicate which shelter area was inventoried. Cheek all that apply 6. Conduct the inNentory, and complete, the table as folloNvs: a. Enter the item name that is being inventoried or a consistent detailed description of the item. la. Enter the total quantity of the item. If you list this by unit, case, or package, indicate the quantity of individual items per imiL, case, or 1xickage.. c. Only on Lho forms for closing invent(,-)ry,, indicate wben-� (-,.i(-b item was sent upon (,losing fe.g. returned to facility representative or other location, donated to partner agency, disposed of). 7. Enter the page number and LoLal number of pages at the bottom of each pagc, Use as man.), pages as needed. DCS JT RES Shelter Inventory Form V.1.0 2016.07.18 Owner Disaster Cycle Services. Author: Respond / ShelterIng 135 El, City,ofDownel DCSJT RES Shelter Inventory Form V.1.0 2016.07.18 136 DCSJT RES Shelter Inventory Form V.1.0 2016.07.18 Page Of 137 EI, CityofDownej This page intentionally left blank. 138 El, CityofDownej City of Downey Meetings and Public Events ADA Accessibility Checklist It is the policy of the City; of Downey that all City -sponsored public meetings, programs; services, activities, and, events are physically and programmatically accessible to individuals with disabilities in accordance with Title Il of the Americans with Disabilities Act of 1990, as amended (ADA). Therefore; all City departments, commissions; advisory committees, and councils shall ensure that their meetings are accessible to people with disabilities. This includes the facility, and all programs and/or services. In addition, it is the responsibility of City departments to take necessary steps to ensure that the following ADA language is included on their website, documents, and brochures: It is the ;policy of the City of Downey to provide access to its programs and services for persons with disabilities in accordance with Title II of the Americans with Disabilities Act (ADA) of 1990, as amended. As a covered entity under Title II of the Americans with Disabilities Act, the City of Downey does not discriminate on the basis of disability and, upon request, will provide reasonable accommodation to ensure equal access to its programs, services and activities. In addition, all public meeting notices, public event flyers and/or posters should instead include the following language: Reasonable accommodations or other auxiliary aids and/or services may be provided upon request. To ensure availability, you are advised to make your request at least 48 hours prior to the meeting and four (4) business days prior to the event, you wish to attend. A request for reasonable accom modation and/or auxiliary aides can be done by completing the City's Title II ADA Reasonable Accommodation Form and submitting it to the ADA Coordinator at 1`1111 Brookshire Avenue, Downey, CA:90241, ADACooirdinator@downeyca.org, or Fax: (562) "923-6388. This checklist is designed to assist City's departments, commissions, advisory committees and councils in addressing their compliance with physical and programmatic; access for public meetings and events. Meeting and Public Events ADA Accessibility Checklist 139 Exhibit 3 El, CityofDownej PHYSICAL ACCESSIBILITY Site Selection Prior to selecting a meeting location, a site visit to a non -City facility such as a private residence, business or venue should be conducted to determine whether barriers to physical access exist. The site visit should consider barriers to those with a wide range of disabilities in the following areas: Availability of accessible parking, shuttles, and public transportation; Entrances and interior doorways — width, ramps, automatic door openers, etc.; Signage — location of accessible bathrooms, entrances, etc,; Corridors, doorways, and aisles — width for wheelchair access, etc., - Elevators —;easy access and adequate braille signage; Meeting rooms — allow for extra room capacity & table space to accommodate wheelchairs & service animals, including banquet/reception/meal areas. Ensure there is space allocated for a clear line of sight to a sign language interpreter or to where a screen may be utilized for showing real-time captions; Accessible restrooms and; Relief area for service animals. UO 1. Is the minimum number of accessible parking spaces provided, based on the total number of 0 0 0 available parking spaces? (See Diagram A) 2. Is each accessible parking space clearly marked with the symbol of accessibility? (See Diagram B) 0 0 0 S. Does each accessible'parking space have an adjacent access aisle (blue striping)? (Diagram G) 0 0 0 4. Are the accessible parking spaces along the shortest accessible route to the accessible entrance? 0 0 0 5. Does each access aisle connect (i.e., no curb or other obstacle) to an accessible route from the 0 0 0 parking area to the accessible entrance? 6. Is there at least one van -accessible space provided? (Diagram C) 0 0 0 7. Is there a sign indicating the vertical clearance dimensions for van access in garage or 0 0 0 parking structure? (Diagram H) Meeting and Public Events ADA Accessibility Checklist 140 El, CityofDownej 1 . Is there a sidewalk connecting the parking area and any drop off/public transportation area to the 0 0 0 walkway leading to the building? 0 0 0 2. Is an accessible route provided from public sidewalks to the accessible entrance? 0 0 0 3. Where an accessible route crosses a curb, is a curb ramp provided? 4. Are all sidewalks and walkways to the entrance free of any objects or obstructions, not interrupted by o 0 0 steps or by abrupt changes in level exceeding 1/2"? (i.e. damaged sidewalk, debris, etc.) 5. Are the undersides of exterior stairs enclosed or protected with a cane -detectable barrier 0 0 0 so that people who are blind or have low vision will not hit their heads on the underside? (See Diagram D) 6. Are there any protruding objects that hang over the pedestrian routes low enough for a person to 0 0 0 run into? (i.e. low hanging tree branch, 8(" minimum height) 0 0 0 7. Are handrails provided on both sides of the ramp that are mounted between 34 and 38 inches above the ramp surface, if it is longer than 6 feet? (Diagram 1) 1. Can the door to the entrance be opened with one hand without tight grasping, pinching, or 0 0 0 twisting of the wrist? (See Diagram E) 2. If the door is not automatic or power -operated, is there clearance provided on the latch, pull side of 0 0 0 the door, so that a person using a wheelchair could maneuver? 0 0 0 & If a main entrance is not accessible, is there directional signage indicating the location of the accessible entrance? (Diagram L) 0 10 10 4. Is space available for a wheelchair user to approach, maneuver, and open the door? (Diagram J) Meeting and Public Events ADA Accessibility Checklist 141 El, CityofDownej 1. Is there a route without steps from the accessible entrance to the following locations? a. Meeting Area b. Eating Area (i.e, outdoor events or banquets) c. Accessible Restrooms 2. Is there an accessible route that connects the entrance to all programs, services or activities areas? 3. If an elevator or lift provides the only accessible route, is there a source of backup power to operate the device for an extended period of time? 3a. Are the hall call buttons for the elevator no higher than 48 inches from the floor? (Diagram K) 4a. Is the accessible route free of steps and abrupt level changes? 4b. If the accessible route changes levels, does it do so using a ramp, lift or elevator? 5. Is an elevator provided to each of the levels on which each program, service or activity is located? 5a. Does the floor area of the elevator car have enough space to enter and reach the controls for a person using a wheelchair? 5b. Are raised letters and Braille characters used to identify each control? 5c. Can the elevator or wheelchair lift be called and operated automatically without using a special key or having to turn on the elevator from a remote location? 5d. Is the elevator equipped with audible tones, bells or verbal annunciators to announce each floor? 6. If the accessible route requires passing through a doorway, is it at least 36" wide, opened easily, and equipped with a lever handle)? 6a. If not easy to open, can it be propped open? 1. Does the restroom entrance sign have a universal access symbol on the door? (See Diagram F) Ia. Is there a raised and brailled sign located on latch side of door? Meeting and Public Events ADA Accessibility Checklist 142 0 0 0 0 0 0 0 0 0 0 0 0 0 00 0 �0 10 0 �O 10 0 0 0 0 0 0 0 0 0 0 0 0 1 0 00 0 0 0 El, CityofDownej 2. Is the door 36" minimum width when door is at 90 degrees? 0 0 0 3. If there is a raised threshold, is it no higher than % inch at the door and beveled on both sides? 0 0 0 4. Can the sinks and toilet flushing mechanisms, and other hardware be used with one hand without 0 0 0 tight grasping, pinching, or twisting of the wrist? 4a. Is there enough space (19") under at least one of the bathroom sinks so that a person using a wheelchair can fit close enough to use it? 0 0 0 4b. Are all built-in dispensers, receptacles, or equipment mounted so the front does not extend more 0 0 0 than 4 inches from the wall or below 27 inches above the floor? 4c. Is the toilet paper dispenser mounted below the side grab bar with the centerline of the toilet paper dispenser between 7 inches and 9 inches in front of the toilet, and at least 15 inches high? 0 0 0 5. Are the drain and hot water pipes for the sinks insulated or configured to protect against contact? 0 0 0 (Diagram M) 6. If mirrors are provided, are the bottom edges of the mirror no higher than 40"? 0 0 0 7. Is at least one restroom stall designated with appropriate signage as wheelchair accessible? 0 0 0 7a. Are there at least 42" long horizontal grab bars mounted on the side wall, 33-36' above and parallel to floor? 0 0 0 7b. Is a second horizontal grab bar mounted on the back wall above the floor? 0 0 0 7c. Is the accessible stall located at the end of the row of toilet stalls? If not, does the door open out? 0 0 0 8. If a coat hook is provided, is it mounted at a 48"maximum height? 0 0 0 . ...... ...... ...... .. 'N 1 If the drinking fountain is a wall -mounted unit, is there clear floor space in front and under the 0 0 0 fountain so that a person using a wheelchair can get close to the spout and controls? 2. If the drinking fountain is a floor -mounted unit, is there clear floor space for a side approach so that a person using a wheelchair can get close to the spout and controls even though the fountain has 0 0 0 no space under it? Meeting and Public Events ADA Accessibility Checklist 143 El, CityofDownej 3. Is the top of the spout no higher than 36 inches above the floor and at the front of the fountain? 4. Does the water rise at least 4 inches high when force is applied to the controls of the fountain? 5. Are the controls on or near the front of the unit and do they operate with one hand without tight grasping, pinching, or twisting of the wrist? 6. Is the bottom of the apron of the fountain above the floor so that it provides the space needed for a wheelchair to pull up under it, but does not protrude more than 4" from the wall, so it is not a hazard to people who are blind or have low vision and use a cane to detect hazards? Meeting and Public Events ADA Accessibility Checklist 144 00 �00 100 D*=0Iffl EI, CityofDownej Diagram A Nurn be r of Accessible Parking_ Spaces Total Parking Total Minimum Number of Accessible Spaces Accessible Van Parking Spaces (Lot or garage) (includes accessible & van) Spaces 1 to 25 1 0 1 26 to 50" 2 1 1 51 to 75 3 2 1 76 to 100 4 3 1 101 to 150 5 4 1 151 to 200 6 5 1 201 to 300 7 6 1 301 to-400 8 7 1 401 to 500 9 7 2 501 to 999 2 percent of total spaces 1 of 6 Over 1,000 20 spaces plus 1 space for every 100 spaces, ;or 1 of 6 fraction thereof, over 1,000 Diagram B Diagram C Diagram D Meeting and Public Events ADA Accessibility Checklist Diagram E OL� 145 Diagram IF EI, CityofDownej Diagram G —Van Accessible Stall Diagram H Vertical Clearance Van parking stall can be 9' + 8' or 12' +-5' (CBC 11 B-502.2) Exception: Van parking spaces shall be permitted to be 1`08 inches (2743 mm) wide minimum where the access aisle is 96 inches (2438mm) wide minimumi. Vehicle pull-up spaces,, access aisles serving them, and a vehicular route from an entrance to the passenger loading zone and from the passenger loading zone' to a vehicular exit shall provide a vertical clearance of 114 inches (2896 m m) m inim um. (CBC 11 B - 503.5) Meeting and Public Events ADA Accessibility Checklist 146 El, CityofDownej Diagram,I - Handrails t i (b) (C) tamrs ramps walkingsurfaces "ANDRAILNEWAff Top of gripping surfaces of handrails shall be 34 inches ( 864 mm) minimum and 38 inches (965 mm) maximum vertically above walking surfaces, stair nosings, and ramp surfaces. Handrails shall be at consistent height above walking surfaces, stair nosings, and ramp surfaces. (CBC 11 B- 505.4) Diagram J - Door Entry Approach Appropriate space perpendicular and parallel to a doorway permits a wheelchair user, people using walkers and other mobility devices to open the } door safely and independently. Following are two i a 1 l common examples of required minimum 1 maneuvering clearances: 1. Approaching the door and pulling it toward you to open requires 60 inches of clear space perpendicular to the doorway and 18 inches parallel tothe doorway. i 2. Approaching the door and pushing it away trout 8,WOxh, p da from you to open requires 48 inches of clear space perpendicular to the doorway. Meeting and Public Events ADA Accessibility Checklist 147 (C) froM approach, push Mae, door provided with Wth closer and fetch El, CityofDownej Diagram K - Elevator Call Button Diagram L-Accessible Entrance Sig na e I � \� � Meeting and Public vn 7D AccessibilityChecklist ; 148 Diagram m Insulation -Pipe El, CityofDownej Links to detailed checklists are provided in this resource section. U.S. Department of Justice Civil Rights Division Disability Rights Section Evaluating the Accessibility of a Meeting Site http:/Iwww.ada.gov/business/accessiblemtg.htm#evaIaccess Section 504 Programs and Activities Accessibility Handbook Federal Communications Commission (FCC) hfto:/Iwww,foo,00v/cabldro/504/504 handL22k,2df Pedestrians Checklist and Considerations for Temporary Traffic Control Zones The National Work Zone Safety Information Clearinghouse - I Buildings • Public Housing hftpt.ft6des.idbF,afe.oWpublitkh��pterltbntent/1 780 Meeting and Public Events ADA Accessibility Checklist 149 EI, CityofDownej This page intentionally left blank. 150