NFPA 1616 Mass Evacuation and Sheltering. Starting a Standard 101 NFPA /1/2014. Orlando P. Hernandez. Dean Larson. NFPA must follow ANSI rules

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1 NFPA 1616 Mass Evacuation and Sheltering Orlando P. Hernandez Dean Larson Starting a Standard 101 NFPA must follow ANSI rules For writing For revising standards Important Balanced representation on technical committees Consensus Transparency, including open meetings Multiple reviews NFPA 1616 Two requests for standard development Evacuation International Association of Fire Chiefs Sheltering private citizen Process initiated September 2013 DRAFT NFPA 1616 Standard on Mass Evacuation and Sheltering NFPA Standard Council Approval pending in August

2 Approach to NFPA 1616 development Integrated Business Continuity and Emergency Management Program is in place As outlined in NFPA 1600 Program standard PDCA (insert PDCA figure) Complete Program Evacuation and Sheltering and Reentry Plan for Evacuation, Sheltering and Reentry Process is a year round event Facilities acquisition in the offseason Training classes Continually update plan Meet with other entities and sections year round to keep plan up to date make sure everyone is on same page 2

3 Evacuation Planning Population size People with Access and functional needs Weather and environmental conditions Distances to Safety and to shelter Transportation Communication Evacuation Planning (cont.) Considerations: Geography Critical Services Evacuee support Safety and Security Medical Essential personnel Evacuation Planning (cont.) Speed of onset of the event Service animal and Pets People that will not evacuate Reunification Duration of evacuation 3

4 Shelter Facilities Acquisition Contact with local realtors Facility Survey Teams Initial survey Shelter Operations Team Comprehensive survey Bring in other agencies/partners for comprehensive survey Local ADA agencies, Public Works and Utilities, Health Services, Water systems, Local Pet Agencies Public Utilities Photo courtesy of City of San Antonio Shelter Facilities Acquisition Continual monitoring of availability Lease terms Building availability 4

5 Facilities Acquisition (cont d) Consider accessibility to: Highways Public Transportation Shopping Medical facilities Pet shelter Reception Neighborhoods (too close?) Schools Activation Establish a Shelter Manager/Assistant Manager activation procedure for your jurisdiction Check in at EOC with Shelter Branch Director Pick-up Radio s, cell phone & charger, laptop, air card and any special instructions or information from Shelter Branch Director Activation Receive shelter location assignment along with shelter binder Receive and review IAP Prepare for arrival of guests Open building, 360 degree walk around, make site plan and floor plan Clean, set up cots, order supplies, etc. 5

6 Activation (cont d) Shelter Binder: Begin developing list of contacts for facility (shelter) Delivery of initial supplies Facility site plan, floor plan Sign-in sheets (responders and outside agencies) Activation (cont d) Shelter Binder Inventory sheets (demobilization tracking) Evacuee registration form ICS Forms (204, 214, 213rr) Information for FNSS and Child Friendly Shelter Set up/layout Do complete shelter site survey to create orderly flow Develop/maintain emergency evacuation plan for each site Managers office should be centrally located to all activity Should be separate and secure Set up logistics area for receiving/storing supplies 6

7 Shelter Set up/layout Determine main entrance for guests Should be close to transportation pick up and drop off Should be ONLY point of entry into shelter for guests Needed to maintain security and population count Set up reception area for check in of guests Allow area for guests to form a line while carrying personal items Shelter Set-up/Layout (cont d) The reception area should include the following desks in this order: 1) Security check (wanding and bag check) 2) Registration (scanning of wrist bands or manual registration) 3) Information (shelter maps and rules) 4) Distribution (blankets/comfort kits/towels, etc.) Work with representatives from partner agencies (ex: Red Cross, security, support services) to establish areas to meet their needs. Shelter Set-up/Layout (cont d) Showers and bathroom facilities should be utilized if already on-site, if not on site, locate areas to place portable showers and portable toilets Consider any identified Functional Needs and plan to meet those needs with the help of our shelter partners Location of Pet Shelters (remote vs. co-located) Establish areas for kitchen and dining needs 7

8 Shelter Set-up/Layout (cont d) Prioritized Considerations for Interior Examples 1) Managers Office 2) Entry Point (reception) 3) Logistics Area 4) Feeding Area Prioritized Considerations for Exterior Examples 1) Portable toilets with hand washing stations 2) Showers 3) Kids Zone 4) Smoking Area Support Services Support Services Examples Deaf Services Phone Services with cell phone charging Computer and access Language translation USPS Transportation Shelter Set-up/Layout (cont d) Consider creating sleeping areas, if possible, for: Families Single individuals Elderly Guests with functional needs Remember that sleeping areas can be encouraged but not mandated Consider access to service areas, medical areas, kitchen, and bathroom facilities. 8

9 Shelter Set-up/Layout (cont d) Create a buffer zone around medical area Need to arrange the cots to maximize the occupancy 40 sq. ft. per occupant Cots should be three (3) feet apart, head to head Functional needs guests might require up to 100 sq. ft. per occupant Shelter Clinic Shelter Set-up/Layout (cont d) Establish separate shower facilities for males and females Establish a separate block of shower time for families only Establish children's area (recreation, play area) 9

10 Shelter Set-up/Layout (cont d) Designate smoking areas and place signage If on school property NO SMOKING Signs indicating location of designated areas, restrooms, dining rooms, and smoking areas Hand sanitizers should be dispersed plentifully throughout shelter Showers Photo courtesy of City of San Antonio Shelter Set-up/Layout (cont d) Indoor Kids Zone Outdoor Kids Activity Zone 10

11 Shelter Set-up/Layout (cont d) General set up ratios: 1 Porta-pottie for every 50 guests 1 portable sink (minimum 4 head) for every 25 portapotties 1 shower for every 50 guests 5% of total number should be handicap/functional needs accessible Shelter Set-up/Layout (cont d) Reception Point of entry for all buses and other guests displaced Function to check to make sure of guest registration and triage guests Triage patients 1) Alert EOC of number of guests arriving and any known functional needs issues 2) EOC states which shelter to send them 3) Alert shelter site of number of guests they are sending and any known functional needs issues 11

12 Shelter Operations All guests will be wanded and bags checked by security each time they go through the main entrance This action is to assure weapons and contraband not brought in Wrist bands should be scanned by reader at this time Guests coming from reception should have wristbands Shelter Operations If not, then register and band them at entrance into shelter Have security wand all guests before entry Maintain a perimeter to mandate single entrance point Reception Check- in Photo courtesy of City of San Antonio 12

13 State of Texas Wristband and Pet/Asset tag Shelter Operations (cont d) Population counts are necessary for meal ordering and shelter capacity tracking Shelter is closed to incoming guests from the reception area at 75 % of capacity To maintain room for possible self evacuees Reception Area Photo courtesy of City of San Antonio 13

14 Shelter Operations (cont d) Counts are also necessary for staff meetings Maintain information table to keep guests up to date on weather information and repopulation possibilities Maintain account of demobilization items Ex: light plants, golf carts, generators Shelter Push Packs Photo courtesy of City of San Antonio Ordering services and supplies Use the ordering system in place for your jurisdiction Use a supply ordering form to assist with tracking finance and inventory Be sure to order serviced and fully self contained items such as: Showers, bathrooms, light plants, dumpsters, etc. You must provide detailed justification for all requested items Order supplies to maintain adequate current supply levels, and to anticipate future needs Continual assessment of needs on a daily basis, stay one step ahead on ordering of services and supplies 14

15 Shelter Binder Forms Inventory Sheets Track received inventory to help with demobilization Contact List VERY IMPORTANT Tracks phone numbers for all personnel who deliver services or have information on facility Facility Evaluations Any known issues with facility and general notes about facility Shelter Binder Forms Health and Sanitary Notes FNSS/Child Friendly Notes Other various forms and notes to help manager Functional Needs Support Services (FNSS) Functional Needs Support Services (FNSS) are defined as services that enable individuals to maintain their independence in a general population shelter. FNSS includes: reasonable modification to policies, practices, and procedures durable medical equipment (DME) consumable medical supplies (CMS) personal assistance services (PAS) other goods and services as needed 15

16 FNSS Planning Possible Plans and Mechanisms: Communication Assistance Services Deaf, blind, foreign languages for example Durable Medical Equipment, Consumable Medical Supplies FNSS Planning Possible Plans and Mechanisms: Personal Assistance Services (PAS) Access to medications (refrigeration of medications) Appropriate sleeping accommodations and equipment FNSS Planning Possible Plans and Mechanisms: Available food and beverage for those with dietary restrictions Transportation access Wheelchair accessible vehicles, equipment transport Service animal supplies Food, water, sleep area near individual 16

17 FNSS Planning (cont d) Personal Assistance Services (PAS) job descriptions: 1. Caregiver a) Helps with light lifting, mobility issues(walking for example), transferring (from bed to wheelchair for example) and communication issues b) Customer/Patient/Evacuee is able to bathe, feed him/herself and has ability to use restroom on own c) Assistance with getting around and small things in daily living FNSS Planning (cont d) Personal Assistance Services (PAS) job descriptions: 1. Personal Attendant a) Personal attendant to help with all activities of daily living (ADLs) b) Assistance with mobility, bathing, dressing, eating, personal hygiene, toileting, transferring, grooming, communication, lifting, self administered medication taking and other related activities c) Provides assistance in every aspect and all of the activities of daily living (ADLs) d) Example: CNA, Medical Assistant, LVN, RN FNSS Planning (cont d) Very important: Reasonable accommodations will be made early on while more sustaining solutions to any concerns are being addressed. 17

18 Pet Shelters Providing for pet sheltering must be included in the local jurisdictions sheltering plan Can be handled within your agency or coordinated through a partnering agency coordination/collaboration with local Animal Care Services Pet Shelters Considerations: Service pets vs. companion pets Central pet shelter vs. co-located shelter Coordinate and pre-plan with local pet care agencies Develop tracking system to link pets with owners Develop plan for transport of pets Develop plan for transport and access for owners to pets 18

19 Pet Shelters (cont d) Americans with Disabilities Act (ADA) defines service animal as: any dog that is individually trained to do work or perform tasks for the benefit of an individual with a disability As of March 15, 2011 only service dogs and miniature horses are protected under ADA Lessons Learned Reduce sleeping area s lights gradually in the evening to assist the guests in winding down Work with transportation agency to establish location for pick-up and drop-off points Hold daily community meetings with guests and agencies in shelter Conduct staff meeting at beginning of every operational period Lessons Learned Establish information desk information is the key! Provide food and water for departing guests being repopulated Prepare for any future needs Prepare to answer many questions from guests Don t give an answer to a question unless you are sure about the answer you are giving 19

20 Questions? Orlando Hernandez Dean Larson 20