SHELTER & MASS CARE

FICTITIOUS COUNTY EMERGENCY OPERATIONS PLAN 

Updated: June 02, 2014
 

Agencies Responsible: American Red Cross
  Social Services
Support Agencies:  Emergency Management 
  Emergency Medical Service
  Sheriff
  Health Department
  Other agencies as required
   
Attachments
Attachment 1 Special Needs Sheltering and Mass Care
Attachment 2 Shelter Listings and Information
Attachment 3 Shelter Manager Checklist
Attachment 4 Red Cross Statement of Understanding
 
Also see Shelter database
  Special Needs Population database
   
I. PURPOSE
 
  This annex provides for the protection of the population from the effects of hazards through the identification of shelters and provision of mass care and social services in shelters.
 
II. CONCEPT OF OPERATIONS
 
  A. The North Carolina Department of Human Resources (DHR) through the North Carolina Division of Social Services (NCDSS) and the County Department of Social Services (County DSS) is responsible for shelter and mass care matters. The American Red Cross (ARC) through written agreement with the State of North Carolina and by North Carolina General Statute 166A, may provide shelter and mass care to the general population in designated counties during emergencies or disasters. The Department of Human Resources will assure that shelter care is made available to complement American Red Cross services, and in those situations in which American Red Cross cannot provide shelter and mass care.
 
  B. The Department of Human Resources will support County Social Services efforts, arrange for shelters at Department of Human Resources Institutions, and transfer social services personnel to the affected area as needed. Department of Human Resources will work in conjunction with the American Red Cross, Salvation Army, and volunteer organizations to provide care for emergency or disaster victims.
 
  C. The County Department of Social Services will be the primary coordinator of shelter locations and operation for the general population with American Red Cross serving a secondary role. Social Services will be the primary coordinator and accept full legal and fiscal responsibility for shelter care staffing to special population(s).
 
  D. Public and private providers of institutional care (medical and residential) remain responsible for having shelter plans which are approved by local Department of Social Services and Emergency Management, and for continued care of their clientele when in shelter.
 
III. ORGANIZATION
 
  A. The American Red Cross will be the primary agency responsible for providing shelter and mass care in Fictitious County. This is understanding and agreement is detailed in the contained in the Statement of Understanding between the American Red Cross and Fictitious County Emergency Management. Letters of Understanding and/or Agreement with the Fictitious County School System are on file with the American Red Cross and the School System and are not part of this document.
 
  B. The Department of Social Services is lead county agency responsible for developing a comprehensive shelter program in coordination with Emergency Management and the American Red Cross. Letters of understanding with the County Department of Social Services and the school system (as necessary) will be part of that program.
 
  C. The County Department of Social Services remains responsible for providing shelter management as follows:
 
    1. For special needs groups within the general population;
    2. For the general population where ARC does not provide shelter and mass care; and
    3. Will be responsible for special medical needs (special needs population) care.
 
  D. North Carolina Department of Human Resource works with local emergency management to assure that all public and private special needs care providers plan for shelter and mass care needs of their populations and that public shelter is provided when necessary for comprehensive shelter care.
 
IV. DIRECTION AND CONTROL
 
  A. The American Red Cross is the primary lead agency for shelter / mass care operations.
  B. Alternately, the County Department of Social Services will direct and control shelter / mass care operations in situations or circumstances where or when the American Red Cross cannot provide such services.
  C. Assumption of financial responsibility dictates direction and control.
 
V. CONTINUITY OF GOVERNMENT
 
  The line of succession for shelter and mass care is:
 
  A. American Red Cross
  B. Director of Social Services
  C. Emergency Management
  D. County Manager / Chairman of the Board of Commissioners
 
VI. ADMINISTRATION AND LOGISTICS
 
  A. General population shelter supplies consisting of appropriate forms, handbooks, and identification will be provided by the American Red Cross. The shelter supplies should include, but not be limited to, shelter registration forms, shelter occupancy reports, inventory reports and event log forms. Special needs supplies will be provided by the appropriate county agency.
 
  B. The primary communications link between shelters and the Emergency Operations Center will be telephone. Amateur radio operators and / or emergency services personnel assigned to the shelters will provide additional radio support.
 
  C. Shelters will be stocked with appropriate supplies in accordance with supporting agencies’ Standard Operation Guidelines.
 
  D. Sheltering will follow a non-discrimination policy; however, shelter assignments may be required for evacuees with special needs.

 
Attachment 1
Special Needs Sheltering and Mass Care 
 
DRAFT
SPECIFIC TO SPECIAL MEDICAL NEEDS SHELTERING AND MASS CARE
 
Agency responsible: Fictitious County Department of Social Services
   
Supported by: Fictitious County Health Department
  Fictitious County Emergency Medical Service
  American Red Cross
   
 
Also see Special Needs Population database

Last Update: June 02, 2014

BACKGROUND:

Most Fictitious County residents would qualify for the general public shelter during a disaster. Persons with impairments who are self-sufficient and capable of performing activities of daily living without assistance, including self-administering medications, etc, and certain preexisting conditions would continue to be sheltered in general public shelters as in the past. Even people who are patients in adult care homes, family care homes, and/or clients of in-home care should qualify for the general public shelter.

Special Medical Needs Definition: Those people whose physical, emotional/cognitive, and/or medical conditions are such that they, even with the help from families or friends, would not be able to meet their basic needs during a 72 hour emergency period.

The following medically stable and/or non-complicated medical problems may seek entrance to the Special Medical Needs Shelter. (Also see Appendix A Shelter Triage Tool)

  • Foley Catheter maintenance

  • Diabetes-stable for monitoring of insulin administration only

  • Nasogastric or Gastrotomy tubes (Home maintenance)

  • Ostomey

  • Stable Oxygen and nebulizer therapies (Must bring own oxygen)

  • Dressing changes (must bring own supplies)

  • Self care tracheostomy

  • Bedridden and wheelchair bound total care will only be accepted ONLY if they are accompanied and cared for by responsible caregiver and DO NOT REQUIRE A HOSPITAL BED.

Restrictions and Limitations: The Special Medical Needs Shelter should be considered an option of last resort intended to maintain the current health, safety, and well being of the medically dependent individuals who are not acutely ill, to the best extent possible. Special Medical Needs Shelters are not equipped as a medical care facility.

Special Medical Needs Residents are strongly encouraged to make disaster plans where possible with available licensed health care or special home care facilities, relatives, friends and neighbors or in hotels or other commercial residential options. There will be NO doctor, NO acute care nurses, NO specialty care nurses, and NO caretakers at the Special Medical Needs Shelter. The shelter's public health nurses will be providing general oversight and low level monitoring and will NOT be available to provide homecare activities of daily living or administration of medications/injections.

The Special Medical Needs Shelter cannot accommodate people who need:

  • I.V. Chemotherapy

  • Ventilator Care

  • Peritoneal Dialysis

  • Hemo dialysis

  • Life Support Equipment

  • Hospital Bed and/or total care

Shelter Capacity:  The Fictitious County Health Department currently can provide only 1 public health nurse (1 nurse for each of two 12 hour shifts per day) to staff the shelter. This effectively limits the shelter capacity to 25-35 persons based on "best practices" models. Therefore, preference will be given to Fictitious County residents during the admission process - other persons may be accepted on a space available basis.

Pre-registration and Database: Persons with special needs are strongly urged to pre-register with the Fictitious County Department of Social Services or Fictitious County Emergency Management. Registration forms are made available in order to:

  • determine the potential population for a Special Medical Needs Shelter

  • prepare a contact list should a disaster threaten

  • speed registration at the Special Medical Needs Shelter

Confidentiality Issues: For the Registry to remain HIPPA compliant, clients may need to sign a Release of Information form for information to be added to the Special Needs database: That database will be carefully guarded and maintained. (See Appendix B - Shelter Pre-registration Form)

SHELTER PROCESS:
 

CONCEPT OF OPERATION

The Fictitious County Department of Social Services will provide shelter and mass care management to the special needs population and SUPPORT general population shelters with personnel. The Director of the Fictitious County Health Department will provide SUPPORT services (i.e.: Public Health Nurses). (See Appendix C -Flowchart of Authority)

ALERT AND NOTIFICATION

The Fictitious County Emergency Management Coordinator will be notified when a major emergency situation has occurred or is imminent. The Emergency Management Coordinator will then inform county officials in accordance with the county procedures outlined in the Emergency Operations Plan. Fictitious County Emergency Management will notify all appropriate agencies to open shelters.
 

PUBLIC INFORMATION

The Director of the Department of Social Services will coordinate the release of all public information (including information about shelters and mass care) through the Emergency Operations Center and the Public Information Officer (PIO). Shelter/Mass Care managers and/or workers are advised not to release information to the media without coordinating with the Public Information Officer. Information about the disaster or emergency should be given to persons in the shelter or mass care area, but only after that information has been cleared for release by the PIO or the Emergency Operations Center. General information, already released or cleared for release by the PIO may be given to any person at the shelter at any appropriate time. Information is important to people. If information has not been released have the Shelter Manager contact the DSS Director or the designated representative in the Emergency Operations Center.
 

WHAT TO BRING TO THE SHELTER

Special Medical Needs Shelter clients are expected to bring supplies to last 72 hours (3 Days) including but not limited to:

  • ADULT CAREGIVERS TO PROVIDE 24 HR ASSISTANCE. It is critical and mandatory that all Special Medical Needs Shelter clients be accompanied by an adult who will stay in the shelter with them at all times and must be able to perform or assist the client to perform ALL of his/her physical and medical needs/activities. These activities include bathing, dressing, toileting (or diaper changes), eating, ambulation and taking medications. The client will not be allowed to stay in the shelter if they do not have an adult with them that is able to meet these requirements.

  • Nonperishable foods, water and clothing

  • Bed and Bedding (lounge chair, cot, sleeping bag)

  • Personal hygiene items

  • Medications in labeled prescription bottles

  • A list of their medical conditions, and contact name(s) and numbers for doctor(s)

  • The home health agency serving them, and an emergency contact

  • Specialty items (depending on circumstance): diapers, feminine supplies

  • Flash light with batteries

  • Books, magazines, playing cards, board games

  • Wheelchair or walker, if needed

Shelter Staff are encouraged to bring:

  • Name badges

  • Nonperishable food and snacks

  • Bed and bedding (lounge chair, cot, sleeping bag)

  • Extra clothing

  • Water

  • Personal hygiene items

  • Personal Medications

 

       
REGISTRATION
 

1.

Pre-registered clients:
  1. Pull their Pre-registration forms (Appendix B) and update/review information as appropriate.
     
  2. Complete the Shelter Registration Form (Appendix D).
     
  3. Review with caretaker that they must remain with the client at all times and/or arrange for their own relief. Failure to do so will be considered abandonment and they will be reported to Adult Protective Services. Have the client and their caretaker sign the Memorandum of Understanding (MOU) for the Special Medical Needs Shelter (Appendix E).
     
  4. Refer to Special Medical Needs Shelter designated area.
     

2.

Walk-ins:
  1. Complete a Special Medical Needs Shelter Initial Triage Assignment (Appendix F). Review for appropriate placement into the Special Medical Needs Shelter. Refer to Shelter Policies and/or Special Medical Needs Shelters Levels of Care (Appendix A) for additional assistance in triaging clients. REMEMBER, PREFERENCE IS GIVEN TO Fictitious COUNTY RESIDENTS, OTHERS ARE ACCEPTED ONLY IF SPACE IS AVAILABLE.
     
  2. If the client can be accommodated in the General Shelter direct accordingly.
     
  3. If client qualifies for the Special Medical Needs Shelter - Complete the Special Needs Registration Form (Appendix D).
     
  4. Ensure that there is a caretaker with the client.
     
  5. If client meets the criteria for placement in the Special Medical Needs Shelter, have the client arid their caretaker sign the MOU for Special Medical Needs Sheltering (Appendix E) direct to the Special Medical Needs Shelter area and orient accordingly.
     

3.

Denial of Shelter:

A potential client may be denied shelter because:

  1. His/her medical condition exceeds the scope of the Special Medical Needs Shelter;
     
  2. The Special Medical Needs Shelter exceeds manageable capacity; refer the client and for caregiver to the Shelter Manager for possible referrals to other facilities.
     

Roles and Responsibilities of Special Medical Needs Shelter Staff:
 

1.

Set-up of Shelter
  1. Fictitious County Emergency Management will be responsible for set up of generators and emergency lighting and other equipment for the Special Medical Needs Shelter.
     
  2. Fictitious County Emergency Management will station one (1) EMS ambulance and 2 EMTs at the Special Medical Needs Shelter.
     
  3. DSS and Health Department Staff will jointly set up triage and bedding areas in the Special Medical Needs Shelter.
     
  4. Fictitious County Schools will provide such services as required in a Memorandum of Understanding (MOU between Fictitious County and the School Board).
     

2.

Ongoing Actions
  1. Set up "Nurses Station" where persons in the center can come for medical/health assistance (log all activity).
     
  2. Provide general oversight and low level monitoring of medical or health needs.
     
  3. Provide First Aid Services.
     
  4. Keep clients as calm as possible.
     
  5. Monitor client conditions for changes and immediately notify DSS of need to access EMS for transport to ER.
     
  6. Assist in keeping areas clean and free of trash. This will help ensure safety and clear paths to restrooms and to provide ease of making rounds.
     
  7. Assure caregivers are available to Special Medical Needs Shelter client at all times.
     
  8. Provide emergency assistance if needed.
     
  9. Maintain universal precautions and infection control.
     
  10. Keep client aware of time and inquire if assistance is needed. Provide diversionary activities, conversation, etc.
     
  11. Make rounds watching for signs of agitation, depression, confusion, etc. and responding to alleviate potential problems.
     

3.

Closing Actions
  1. Assist client with preparations to leave.
     
  2. Gather up all supplies.
     

Appendix A
Triage Help Tool

 

CONDITION

LEVEL BY SHELTER TYPE

GENERAL SHELTER SPECIAL NEEDS HOSPITAL/OTHER
Alzheimer's Disease (ALZD) Early Progressive Advanced
  • Bedridden
  • Unable to speak
  • Unable to eat
  • Totally dependent
Ambulation assistance (wheelchair, crutches, cane, etc.) OK Combined with other assistance may indicate eligibility  
Ameliorating lateral Sclerosis (ALS) (wheelchair)   OK  
Aphasia (difficulty speaking)   OK  
Arthritis Self-ambulating Wheelchair bound Bed bound
Asthma Controlled    
Bronchitis OK    
Cardiac abnormalities Stable Controlled with medications Unstable, having shortness of breath or Angina
Cerebral Palsy   OK  
Cerebro Vascular Accident (recent CVA)   Wheelchair bound Bedridden
Chronic Obstructive Pulmonary Disease (COPD) No oxygen use Independent or assisted function with oxygen use Oxygen dependent end stage
Colostomy (uncomplicated) OK    
Contagious disease or infection     Quarantine
Continuous Ambulatory Peritoneal Dialysis (CAPD)     Hospital with dialysis unit
Cystic Fibrosis Stable Requires medication and assistance with ADL End stage
Dementia   Requires constant monitoring End stage / beridden
Diabetes/Hyperglycemia Insulin and diet controlled Requires assistance with insulin administration and monitoring  
Emphysema No oxygen required Requires oxygen Oxygen dependent - end stage
Foley catheter Stable Requires monitoring  
Fractured bones OK Pin care/dressing changes  
Hip replacement > 6 months < 6 months Post-Op
Ileostomy Stable    
Knee replacement > 6 months stable < 6 months Post-Op
Multiple Sclerosis Self-ambulating Wheelchair bound Bed bound
Muscular Dystrophy Self-ambulating Wheelchair bound Bed bound
Neuromuscular Disorders Self-ambulating Wheelchair bound Bed bound
Neurological Deficit   Requires monitoring assistance with ADL Incoherent/total care
Osteoarthritis / Osteoporosis Self-ambulating Wheelchair bound Bed bound
Parkinson's Disease   Assistance with ADL Advanced
Psychosis Controlled Requires attendant Uncontrolled
Respirator / Ventilator dependant     Provide
Seizures Controlled Medication assistance required Uncontrolled
Sleep Apnea Not mechanically dependant   Mechanically dependent
Wheelchair transferable Mobile with minimal assistance Wheelchair bound with complications  
 

 

Appendix B
Pre-Registration Form


(click on the image above for a larger view or to print)


 

Appendix C
Flowchart of Authority

 

Appendix C (continued)
Flow of Residents

 

Appendix D
Shelter Registration Form
(to print this form, copy and paste to a word processor or click here for a PDF version of the form below)

 

 

DISASTER SHELTER REGISTRATION

Family Last Name

Shelter Location

Names

Age

Medical Problem

Referred to Nurse

Shelter Telephone No.                              Date of Arrival

Man

 

 

 

 

 

Pre-disaster Address and Telephone No.

 Woman (include maiden name)

 

 

 

 

 

Children in Home

 

 

 

 

 

 

 

 

I _____do _____do not, authorize release of  the above information concerning my whereabouts or general condition.

 

 

________________________________________

Signature

 

Date Left Shelter _______________________

Time Left Shelter ______________________

 

 

Family Member not in Shelter (Location if known)

 

 

 

 

 

 

 

 

Post Disaster Address and Telephone Number:


Similar to: American Red Cross Form 5972 (5-79)

 

Appendix E
Memorandum of Understanding - Caregivers
(to print this form, copy and paste to a word processor or click here for a MS Word version of the form)

 

SPECIAL MEDICAL NEEDS SHELTER
MEMORANDUM OF UNDERSTANDING BETWEEN SPECIAL
MEDICAL NEEDS SHELTER CLIENTS/THEIR CARETAKERS
AND Fictitious COUNTY

IMPORTANT NOTICE AND STATEMENT OF UNDERSTANDING

I understand that:

  • Special Medical Needs Shelters in Fictitious County are provided as a Refuge of Last Resort for individuals with certain special care needs who cannot be accommodated or provided for in a general population shelter or who have not made other arrangements with relatives, friends, and/!or available licensed health care or special home care facilities.
     

  • The Special Medical Needs Shelter should be considered an option of last resort and is intended to maintain the current health, safety, and well being of a client who IS not acutely ill, to the extent possible for a short period of time.
     

  • Special Medical Needs Shelters are not equipped as a medical care facility. They are not a hospital, a nursing home/restorative care center.
     

  • There is NO doctor, NO acute care nurses, NO specialty care nurses, and NO private duty personnel at the shelter.
     

  • A caretaker MUST accompany shelter occupants and stay with the client while in the Special Medical Needs Shelter at all times and/or make arrangements for their own relief. Failure to do so will be viewed as abandonment and the caretaker will be reported to Adult Protective Services.
     

  • A public health nurse will be onsite at all times and will be providing general oversight and low level monitoring. Nurses in the shelter are NOT permitted to provide homecare/activities of daily living or administration of medications/injections, or any medical and/or treatment procedures.
     

  • Clients and their caretakers are expected to bring to the shelter all supplies including food, water, clothing, personal hygiene items, and bedding, medications, specialty items such as diapers, feminine supplies, wheelchairs, oxygen, compressors, backup tanks of oxygen, dressing supplies, etc., that they will need for at least a 72 hour period. The shelter is not responsible for providing supplies.

 

SIGNATURE OF CLIENT ___________________________________

SIGNATURE OF CARETAKER_______________________________

WITNESS SIGNATURE____________________________________

DATE____________________________________________________

 

 

Appendix F
Triage Tool

 


(click on the image above for a larger view or to print)

 

Appendix G
Check Shelter Location
(to print this form, copy and paste to a word processor)

 

Check Shelter Location
 

 

Special Medical Needs Shelter

Name: _________________________________________
Located (check if yes)
  Date of Arrival: _______________________   Current Location: ___________________
  Date Left Shelter: ____________________   Left with: __________________________
  Time Left Shelter: ____________________   Other information: ___________________
       

 

Attachment 2
Shelter List and Information
(click here for current shelter status and detailed information including contacts)


 

Shelter Name Address
Fictitious County Community Services Building (Special Needs)  
Smokey Mountain Elementary School 884 Us Hwy 441n, Whittier, NC 28789
Blue Ridge School 95 Bobcat Drive, Cashiers, NC 28717
Cullowhee Valley School 240 Wisdom Drive, Cullowhee, NC 28723
Scotts Creek School 516 Parris Branch, Bogus, NC 28779
Smoky Mountain High School 100 Smoky Mountain Dr, Bogus, NC 28779
National Guard Armory  
Glenville / Cashiers Rescue Squad Building  
Western Carolina University Hwy 107, Cullowhee. NC 28723 

 

Attachment 3
Shelter Manager Checklist


Shelter Manager's Responsibilities
 
Obtain the following information:

Nature of the Disaster
Shelter assignment location
Estimated shelter population
Facility contact person
Contact person/supervisor at the chapter/department/agency
What other staff are being recruited:
 
Shift supervisor(s)
Registration (click here for ARC Form 5972)
Feeding
Dormitory management
Disaster Health Services
Disaster Mental Health Services
Staff recruitment and placement
Logistics
Notify your family and supervisor.
Review chapter/department/agency disaster response plan.
Pack personal items: clothes, toilet items, medications, blanket, phone numbers, etc.
Pick up shelter manager's kit.
   
Initial Actions
Establish contact with facility representatives and activate the building when ready. IF clients are waiting the facility may have to be partially activated immediately.
Using the Statement of Agreement and Facility Survey, if they already exist, meet the facility representative for a pre-occupancy inspection. Negotiate and sign a Facility Agreement. Conduct pre-occupancy inspection using Self-Inspection Worksheet Off-premises Liability Checklist, and assess the general condition of the facility, citing pre-existing damage.
Establish and maintain contact with the Red Cross /department/agency supervisory unit or the Emergency Operations Center.
Survey and lay out the space plan for the shelter.
Organize and brief staff. Assign staff to perform the following tasks:
 
Registration
Dormitory Management
Feeding
Disaster Health Services
Disaster Mental Health Services
Staff Recruitment and Placement
Other client services
Logistics
Public information (coordinated with the EOC Public Information Officer)
Communications (if phones are out) (i.e. Amateur Radio Emergency Services)
Project staffing and other support requirements for the next 48 hours. Notify the chapter/department/agency.
Order start-up supplies and equipment and request any support needed such as security, Amateur Radio operators, Public Information or Disaster Health Services personnel.
Coordinate recruitment of additional personnel. Encourage the involvement of shelter residents as workers.
Assess feeding options and discuss recommended solution with supervisor. Meet with Food Services supervisor.
Establish a shelter log reporting process.
Put up shelter identification both inside and out.
Ensure that the Disaster Welfare Inquiry and Family Service copies of shelter registration forms are forwarded to headquarters.
   

Ongoing Actions

Maintain regular communications with the shelter coordinator or supervisor. Provide Shelter Daily Report information, and discuss supply needs, problems and plans.
Establish and meet regularly with the shelter advisory committee, and ensure that the physical and mental needs of clients are being met. Develop plans to meet these needs and request assistance if necessary.
Ensure that shelter residents are receiving updated information about the disaster, the recovery process, and all of the resources available to them.
Forward a copy of new registrations to Disaster Welfare Inquiry and Family Service units daily.
Establish standard shift schedules for staff, usually for 9 to 13 hours.
Conduct staff meetings. Include updates on disaster response and shelter operations, directions and advice from disaster headquarters, and status of problems and resolutions. Identify needs for clients, staff, supplies, and systems. Address rumors.
Monitor disaster response efforts, and plan for the closing of the shelter.
Ensure that the proper systems are in place to track expenditures, bills and invoices, materials, and local volunteer records.
Develop plans for maintaining the shelter until closing is possible, including staffing and supply needs.
Routinely inspect the safety and sanitation of the facility, including the kitchen, dormitories, bathrooms, exterior and registration area and ensure that health standards and clients' needs are being met.
Meet regularly with the facility representative to share concerns and resolve potential problems.
Work with the clients and feeding supervisor to ensure the appropriate menus are being planned that reflect the preferences of the shelter population.
   

Closing Actions

Coordinate plans to close the shelter with your supervisor and community well in advance of the actual closing.
Coordinate with Family Service to ensure timely and appropriate placement of all remaining shelter occupants.
Communicate to any remaining shelter residents the plan for closing the shelter. Encourage individuals who have not already contacted Family Service to do so.
Consult with your supervisor about the disposition of all Red Cross and USDA food supplies.
Ensure Logistics staff take the following actions:
 

Complete the inventory of all supplies owned by the facility that were used in the shelter, and forward this to your supervisor.
Return all rented or borrowed equipment to owners. Send your supervisor signed receipts for such equipment.

Arrange for the cleaning of the facility and have it returned to the pre-occupancy condition or as close to the pre-occupancy condition as possible.

Return all Red Cross supplies and equipment to the chapter/department/agency or central storage facility. Submit to your supervisor a list of items returned.

Forward all pending financial commitments to the supervisor for payment. Ask suppliers to send final bills to your supervisor.
Consult with the supervisor about transfer or release of staff.
Remove all Red Cross ID materials from the facility.
Prepare a thank-you list of other voluntary organizations, vendors, and staff to be thanked or recognized.
Forward all Mass Care shelter files to the chapter/department/agency.
Forward all volunteer lists to the Local Disaster Volunteer function or the chapter/department/agency for recognition and appreciation letters.
Prepare a narrative report on the shelter operation and submit it to your supervisor. Include the shelter location and dates of operation, summary of services provided, problems and recommendations.
   
Developed, by permission, from ARC 3068-11A - @American National Red Cross
   
 

Attachment 4
STATEMENT OF UNDERSTANDING BETWEEN THE FICTITIOUS CHAPTER OF THE AMERICAN RED CROSS
AND THE
FICTITIOUS COUNTY OFFICE OF EMERGENCY MANAGEMENT

 

PURPOSE 

The purpose of this statement of understanding is to provide for the cooperation and coordination between the County of Fictitious and its agencies and the Fictitious Chapter of the American Red Cross, in carrying out their assigned responsibilities in the event of natural of man-made disasters or terrorism attack. 
 

DEFINITION OF DISASTER 

A disaster is an occurrence such as hurricane, tornado, storm, flood, high water, wind driven water, tidal wave, earthquake, drought, blizzard, pestilence famine, fire, explosion, volcanic eruption, building collapse, transportation wreck, or other situation that causes human suffering or creates human needs that the victim cannot alleviate without assistance. 
 

AUTHORITY 

County of Fictitious Ordinance 

General Statutes of North Carolina Chapter 166A, North Carolina Management Act. 

Fictitious County Multi-Hazard Emergency Operations Plan 

The Fictitious Chapter of the American Red Cross 

The American Red Cross is an instrumentality of the United States Government, with a Congressional Charter, codified at 36 U.S.C., Section 1 et. seq., under which it is charged to “…carry on a system of relief in time of peace and apply the same in mitigating the suffering caused by pestilence, famine, fire, floods and other great national calamities…”  This role has been restated in the Disaster Relief Act of 1974 (P.L.  93-288), which says “…nothing contained in this act shall limit, or in any way affect the responsibilities of the American Red Cross under the Act of January 5, 1905. 
 

SCOPE OF FICTITIOUS CHAPTER OF THE AMERICAN RED CROSS ACTIVITIES 

Natural Disasters 

The magnitude of a disaster may be such that it simultaneously affects tens of thousands of people in several states or it may bring suffering and anguish to just a few persons in one apartment building or group of houses. Regardless of the extent of the disaster, it is the responsibility of the National American Red Cross to help meet the human needs that the disaster has caused. These needs may include food, clothing, shelter aid and other basic elements for comfort and survival. As an instrumentality of the National American Red Cross, the Fictitious Chapter would conform to these standards on the County level. 
 

The Fictitious Chapter of the American Red Cross also helps disaster victims needing long-term recovery assistance by advising and counseling them on the availability of resources, so that they can resume living in keeping with acceptable standards of health, safety and human dignity.  Such resources include those of their own family, as well as federal, state and local agencies, both public and private. If there are no other resources available, the Fictitious Chapter of the American Red Cross may provide direct additional assistance to enable the victims to re-establish themselves. 
 

Red Cross assistance to disaster victims is not dependent upon a Presidential or other federal, state or local disaster declaration but is provided regardless of the size of the catastrophe or disaster incident. 
 

In carrying out its responsibilities to provide for mass care in peacetime disasters, including precautionary evacuations and hazardous material emergencies / terrorism attacks, the American Red Cross will operate appropriate shelters facilities and arrange for mass feeding and other appropriate support. In doing so, the Red Cross will pay related costs only when such activities are under the administrative control of or authorized by the American Red Cross, or when prior written agreements have been made for some other organization to provide emergency services on behalf of the Red Cross. 
 

American Red Cross’ disaster responsibilities are nationwide. Therefore, when the American Red Cross Chapter is unable to meet the needs of the disaster victims, the resources of the total organization are made available. 
 

The American Red Cross provides blood and blood products and handles welfare inquiries from anxious relatives outside the disaster area. 
 

The Fictitious Chapter of the American Red Cross may conduct an appeal for voluntary contributions of funds at the time of the disaster. 
 

In disasters with company or owner liability implications, the customary emergency services will be extended on either a mass care basis or to individuals and families if such help is not or cannot be provided immediately by the owner of the property involved, [after such unpredictable catastrophes as collapse of private dams, fires in motels, theaters, night clubs, pleasure boats and etc]. 
 

HAZARDOUS MATERIAL EMERGENCIES 

In case of Hazardous Material emergencies, which have company or owner liability implications, the American Red Cross will conduct shelter and feeding operations in centers and facilities designated in advance by the County Office of Emergency Management, under arrangements worked out among the County Office of Emergency Management, the American Red Cross and officials or owners of the buildings. 
 

CIVIL DISORDERS 

Where there is suffering and want resulting from civil disorders and fundamental human needs are not met, the Fictitious Chapter of the American Red Cross will participate in community action to supplement the efforts of the responsible civil authorities in extending emergency services and relief to the victims of such disturbances. 
 

OTHER EMERGENCY SITUATIONS 

Situations caused by economic, political and social maladjustment including the usual hazards of industry and agriculture, are not usually considered to be within the American Red Cross responsibility for disaster preparedness and relief. There may be other kinds of emergencies involving large numbers of people; or problems related to energy outages, costs or shortages that create evident human needs or in which public officials request Red Cross assistance. 
 

TERRORISM-CAUSED SITUATION

In terrorism-caused situations, the Fictitious Chapter of the American Red Cross will use its facilities and personnel to support and assist mass care and emergency operations of the County Office of Emergency Management, to the extent the Red Cross considers possible, while carrying out its other essential responsibilities and assignments. 
 

NATIONAL  EMERGENCY REPATRIATION 

During the emergency repatriation of United States Citizens and dependents evacuated from foreign countries during national emergencies, the Fictitious Chapter will at ports of entry designated in Fictitious County (if any), provide mass feeding, first aid and mass care including Disaster Health Services. 
 

COORDINATION AND COOPERATION 

In the discharge of its responsibilities, the Fictitious County Chapter of the American Red Cross, recognizes the responsibility of the Fictitious County Office of Emergency Management in disasters and will coordinate its activities as required. This is essential when a state of emergency is declared by the Governor or the President has declared an emergency or major disaster. 
 

The Fictitious County Chapter of the American Red Cross will keep the Emergency Management Coordinator or his / her designee advised of actions taken and will keep a continuing liaison with the Fictitious County Office of Emergency Management to ensure effective assistance to all disaster victims. 
 

Responsibility for coordinating the services or other voluntary agencies or groups during and after a major disaster will be undertaken by the American Red Cross upon a request from the Fictitious County Office of Emergency Management and with the consent of such agencies. 
 

The Fictitious County Chapter of the American Red Cross agrees that, in an emergency, at the request of the Fictitious County Office of Emergency Management, the Red Cross liaison person will be provided at the Fictitious County Emergency Operation Center. 
 

PLANNING AND IMPLEMENTATION 

Cooperative arrangements for planning, exchange of information and continuing liaison regarding preparedness and disaster operations will be developed and maintained by the Fictitious County Office of Emergency Management and the  American Red Cross.