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Hampshire Shelter System Concept of Operations 2-6-2020 with LWH comments HAMPSHIRE COUNTY regional SHELTER PLAN 2020 Concept of Operations Revision Page Date Added revision page 2/11/18 Update Shelter Contacts 6 2/11/18 Hampshire County MRC, CERT, DART teams 10 2/11/18 Update EMD Contacts 20 3/2/18 Updated Municipal Partners 3 3/2/18 Added Shelter System Management section 4 3/2/18 Updated EMDs and Superintendents 6, 7, 21 12/9/18 Plan updates, Added Appendix G – Red Cross 1/15/2020 In the Table of Contents, I have two Comments Under Appendix F, there is also listed Appendix A, B, and C. I’m not sure what the protocolis for “sub-appendices” but I’m pretty sure it’s not how we show them. I’ve changed the to F.1, F.2, and F.3. If there is nothing to be listed under Appendix G maybe we should put F & G on the same pare? It would save a sheet of paper. I put on the same page. Table of Contents Plan Purpose and Authority1 Definitions1 Assumptions2 Participating Municipality Endorsements3 Municipal Partners3 Plan Development and Maintenance3 Plan Activation3 Triggers3 Authority to Request Opening a Regional Shelter4 Shelter Management Plan Activation4 Regional Shelter Locations6 Regional Shelter Location Map8 Location Specific Information9 Shelter Equipment Supplies and Staffing9 Hampshire County Shelter Supplies9 State and Regional Resources9 Mutual Aid Agreements and Memoranda of Understanding9 Staffing10 Financial Protocols, Emergency Plans, Policies and Procedures10 Estimated Shelter Costs10 Municipal Expenses11 Reimbursable Expenses11 Review Shared Cost Agreements11 Shelter Operations12 Incident Command12 Standard Operating Guidelines13 Initial Response Actions13 Operations13 Recovery13 Policies and Procedures14 Shelter Policy Checklist14 Shelter Rules18 Emergency Management Director (EMD) Contact Information19Population Clusters20 Appendix A: MOU, Vendors, Shelter Supply List Plan Endorsement Memoranda of Understanding (To Be Developed) Inter-municipal Agreements and/or cost sharing agreements (To Be Developed) Vendors for Sheltering Services, Supplies and Equipment Community Health Centers Hospitals and Medical Centers Dialysis Centers Veterinarians Kennels Senior Care Facilities Functional Needs Support Services Translation Services Communications Medical Supply Vendors Medical Reserve Corps Contacts Pharmacies Visiting Nurses Emergency Dental Services Child Trauma Specialists Food Suppliers / Special Diet List of Non-Medical Dietary Restrictions Hauling / Trucking Companies Mass Transit and Para-Transit Services Mental Health Services Building Inspectors / Commissioners Hampshire County Regional Shelter Supplies Appendix B: Shelter Asessments and Contact Information Amherst: Amherst Regional High School Chesterfield: New Hingham Regional Elementary School Northampton: Smith Vocational and Agricultural High School South Hadley: South Hadley Middle School Ware: Ware High School List of Suggested Supplies/Equipment Western Mass Media Channels Appendix C: Fillable Forms, Information, and Lists Fillable Forms Access and Functional Needs MOU Action Log Available Shelter Supplies Case Management Form Childcare Unit Registration Form C-MIST Functional Need Worksheet Form Complaint Form Detailed Shelter Descriptions Donations Tracking Form Draft Memorandum of Agreement for Facility Use Durable Medical Equipment List (Large Shelter) Environmental Health Assessment Form Facility Opening/Closing Assessment Form Facility Use Agreements Finance Tracking Form Food Establishment Inspection Form Functional Needs Assistance Request Form ICS 201 – Incident Briefing Form ICS 202 – Incident Objectives & Update Form ICS 202b – Station Objective & Update Form ICS 203 – Organizational Assignment List ICS 205b- Personnel & Communications List ICS 206 –Responder Medical Plan ICS 210 – Resource Status Tracking ICS 211 – Personnel Sign-In ICS 213 – General Message ICS 213RR-Resource Request Message ICS 214 - Activity Log ICS 221 - Demobilization Incident Action Plan Incident Action Plan Cover Sheet Incident Report Instructions for Completing the Massachusetts Disaster Shelter Surveillance Roster Massachusetts Disaster Shelter Surveillance Roster Media Call Intake Form Medical Incident Form Medication Log Form Memoranda of Understanding Plan Endorsements Press Release: Emergency Shelter Opening Press Release: Notice of Shelter Closing Press Release: Notice That Shelter Is At Capacity Press Release: Request for Emergency Shelter Donations Press Release: Request for Shelter Volunteers Press Release: Shelter Update Press Release: Status of Services at Shelter Facility Position/Job/Roster/Call Down List Service Animal/Pet Check-in/Check-out Form Shelter Bulletin: Resident Meeting Announcement Shelter Bulletin: Staff Meeting Announcement Shelter Check-In/Check-Out Form Shelter Client Authorization to Release Information Shelter Client Discharge Form Shelter Client Intake Assessment Form Shelter Client Media Release Form Shelter Client Participation Agreement Shelter Communication Capabilities Shelter Descriptions Shelter Invoice Shelter Staff/Volunteer Confidentiality Agreement Shelter Staff/Volunteer Emergency Information Form Shelter Suitability for All-Hazards Shelter Supply List Transportation Request Form Volunteer Personal Readiness Assessment Worksheet Form Volunteer Registration Form Information Food and Water Emergency Planning Shelter Area with ICS Positions Special Needs Menu (One Day Plan) Staffing Level Guide Volunteer – What to Expect at a Mass Care shelter Western Region Shelter Supplies Lists Consumable Medical Supplies (Children & Adults) Partner Contact List Pre-Registration Triage Checklist Shelter Policy Checklist Shelter Security Plan Appendix D: Standard Operating Guidelines 1. Initial Response Actions 2. Operations 3. Recovery Appendix E: Job Action Sheets Operations: Common Required Response Operations: Regional Animal Shelter Branch Manager Operations: Regional Animal Shelter Registration Team Operations: Regional Human Shelter Branch Manager Operations: Regional Shelter Behavioral Health Unit Operations: Regional Shelter Case Management Team Operations: Regional Shelter Childcare Assistance Operations: Regional Shelter Communications Unit Operations: Regional Shelter Cost Unit Operations: Regional Shelter Donations Unit Operations: Regional Shelter Dormitory Team Leader Operations: Regional Shelter Facilities Unit Operations: Regional Shelter Finance Manager Operations: Regional Shelter FNSS Advisor Operations: Regional Shelter Food Unit Operations: Regional Shelter Kennel Team Operations: Regional Shelter Liaison Officer Operations: Regional Shelter Logistics Manager Operations: Regional Shelter Medical Team Leader Operations: Regional Shelter Ombudsman Operations: Regional Shelter Planning Manager Operations: Regional Shelter Public Health Officer Operations: Regional Shelter Public Information Officer Operations: Regional Shelter Registration Team Leader Operations: Regional Shelter Safety Officer Operations: Regional Shelter Security Officer Operations: Regional Shelter Service Branch Leader Operations: Regional Shelter Staffing Unit Operations: Regional Shelter Supervisor Operations: Regional Shelter Supply Unit Operations: Regional Shelter Support Branch Leader Operations: Regional Shelter Time Unit Operations: Regional Shelter Transportation Unit Operations: Regional Shelter Veterinary Team Operations: Regional Shelter Volunteer Management Appendix F: Medical/Medication Plan Standards of Care General Medical Policies Medical Supplies Forms Medications Obtaining Prescription Medication or Supplies Filling Prescriptions Administering Medication Storing Medication Documentation Medication/ Medical Waste Disposal Suitability of the Shelter for Various Medical Conditions F.1: Contact Information F.2: HIPAA During Emergencies F.3: Forms Appendix G: Red Cross Forms Plan Purpose and Authority The purpose of this document is to provide the municipalities of Hampshire County,Massachusetts with a plan for regional sheltering so that they can provide the essential emergency services associated with regional emergency sheltering operations. The objectives of this plan include: Meet the public health and safety jurisdictional roles Clearly outline the responsibilities of all participating entities Ensure the ability of participating entities to address the public health, medical, behavioral health and sheltering needs of the region Provide a tool for participating entities to use, review and revise as needed to provide essential regional shelter services during the event of a disaster The region is vulnerable to the following hazards: prolonged power outages due to weather emergencies such as snow or ice storms, hurricanes, dam failure, flood, hazardous materials release, and attacks using chemical, biological, radiological, or nuclear weapons or explosives. Any one of these hazards could result in the need for regional mass care and sheltering. This plan is consistent with the National Incident Management System (NIMS) and complements the Community Emergency Management Plan (CEMP). It is compliant with the Americans with Disabilities Act (ADA). Persons with access and functional needs must have access to mass care programs, services, and facilities. Definitions Region:For the purposes of this plan, a “region” encompasses twenty communities (20) in Hampshire County, Massachusetts. Regional Shelter: A regional shelter is opened within the first 72 hours of an event. It is designed to provide temporary shelter from one - thirty days;but generally from five - seven days. The shelter is intended to provide the following essential universal services for the entire affected population: Feeding Dormitory/temporary housing Basic medical/behavioral health services Supply distribution Safety and security Universal design to accommodate those with access and functional needs Accommodation for service animals and pets Pet shelters are ideally co-located withregional shelters Sub-regional Shelter: This multi-jurisdictional shelter serves a contiguous group of communities within the region, for overnight stay. Local Shelter: a shelter located in a single community designed to serve people from that community, for overnight stay Emergency Rest Center: personal care stations/warming/cooling centers Pet Shelter: shelter designed to house and feed pets including mammals, reptiles, birds and insects. Ideally, the pet shelter is co-located with the shelter, but may be off site. Assumptions The Hampshire Shelter Systemwill have trained staff and volunteers to manage and operate shelters. Smith Vocational High School will be a Red Cross managed shelter. Private non-profit organizations and community-based organizations that normally respond to disaster situations will do so e.g. Medical Reserve Corps, Community Emergency Response Teams (CERT),Hampshire Emergency Animal Response Team (HEART); American Red Cross, Salvation Army, andthe Pioneer Valley Community Organizations Active in Disasters (COAD), the faith community. Neighborhood organizations and local groups, and individuals, some without training, will emerge to provide care and shelter support, independent of local government. The duration and scope of government involvement will be responsive and proportionate to the severity and duration of the event. The percentage of the impacted population seeking shelter during an emergency is dependent on the incident. Based on the experience of the American Red Cross, approximately 10- 15% of the impacted population will seek shelter or sheltering assistance. Depending on the incident, a percentage of the population seeking shelter will have access and functional needs. Individuals in need of additional assistance may include the people who are: elderly medically fragile or dependent mental & behavioral health issues limited English proficiency or with other language capability limited mobility or hearing or vision impairment children and unaccompanied minors An emergency pet shelter may be co-located in or in close proximity to human shelters (see Hampshire Pet Sheltering Plan). People with service animals shall be sheltered together in the human shelter. It is expected that the service animal owner will care for the animal but they may ask for assistance from the DART team. Mutual aid agreements have been established across the Commonwealth. These will be used as part of regional shelter operations.Communities that have signed the agreement are starred in the table below. Depending on the scope of the event, State and Federal emergency agencies may also be available to assist. The following communities of the Hampshire Shelter System have signed the agreement as of 5/9/2016:Amherst, Belchertown, Blandford, Chester, Chesterfield, Cummington, Easthampton, Goshen, Granby, Hadley, Hatfield, Huntington, Middlefield, Montgomery, Northampton, Pelham, Plainfield, South Hadley, Southampton, Russell, Ware, Westhampton, Williamsburg and Worthington. Participating Municipality Endorsements The following municipalities will be asked to give the Hampshire Shelter System Management Team authority for planning, opening, managing, and demobilizing Regional Emergency Shelters.Communities listed with a checkmark () have signed the state-wide mutual aid agreement and those listed with an asterisk (*) are designated regional shelter hosts. Municipal Partners *Regional Shelters Signed MA MAA **Hampden County *Amherst Goshen Middlefield *South Hadley **Chester Belchertown Granby *Northampton *Ware *Chesterfield Hadley Pelham Westhampton Cummington Hatfield Plainfield Williamsburg Easthampton Huntington Southampton Worthington Plan Development and Maintenance The Hampshire Regional Emergency Planning Committee (HREPC) is responsible for the maintenance, revision, and distribution of the Hampshire Shelter System Plan and any subsidiary plans and tools. This includes the Standard Operating Guidelines, Job Action Sheets and Supply/Equipment spreadsheet.The HREPC will assess the need for revisions annually and make revisionsat least once every two years (or sooner)in case of the following: A change in operational resources A formal update of planning guidance or standards A change in elected or appointed officials Change in participating municipalities or shelter venues Hampshire Shelter System Plan activation or major exercise A combination of training, exercises and real-world incidentswill be used to determine whether the goals, objectives, decisions, actions and timing outlined in the plan lead to a successful response. After Action Reports and Improvement Plans will guide plan revisions. Plan Activation triggers Situations that could lead to a decision to activate the Regional Shelter Plan include: A federal or state-declared emergency that necessitates regional sheltering A large event that impacts multiple communities in the region A situation where a local municipality(ies) have exhausted local sheltering resources and/or cannot meet the needs of the sheltering population Shelter System Management The Hampshire Regional Shelter System shall be managed by an Executive Group and a Management Team. The Executive Group consists of: Emergency Management Directors (or their designee) from each municipality with a primary Hampshire Shelter System shelter site: Amherst, Chesterfield, Northampton, South Hadley, and Ware. A representative of the American Red Cross The Hampshire Medical Reserve Corps Coordinator or designee Hampshire DART (Hampshire Emergency Animal Response Team) Director or designee The Management Team consists of: The Executive Group An at-large EMD: Easthampton Designee from the Hampshire County House of Corrections EMD or designee from UMass Amherst EMD or designee from Smith College Representative from Chief Elected Officials Representative from the Massachusetts Emergency Management Agency authority to request opening a regional shelter A regional shelter is openedonly at the request of the Hampshire Shelter System Executive Group. A municipality may ask the Hampshire Shelter System Executive Group to open a regional shelter. The request maybeverbal butshould be followed with a request signed by an appointed or elected official,who is authorized to request the activation and to commit municipal resources. The following entities have the authority to request the Hampshire Shelter System Executive Groupto open a regional shelter: Emergency Management Director UMass-5-College Authorized Representative Chief Elected Official or designee Municipal Official with the authority to expend municipal funds Regional Shelter Supervisor, when activated Massachusetts Emergency Management Agency (MEMA) American Red Cross shelter management plan activation Once the decision has been made to open a shelter, the Hampshire Shelter System Management Team will meet either in person or by phone/webinar to choose which regional shelters to open based on: Type of event (flooding, power outage, biochemical release, etc.) Anticipated need for sheltering Anticipated length of sheltering need Resources available for sheltering Selected shelter locations Any decision to open a shelter shall be made in consultation with and with agreement of the host community. Consultation will occur during a meeting of the Hampshire Shelter System Management Team. If a representative of a selected host community is not present during deliberations, the host community shall be consulted before a final decision is made. A regional shelter is activated by the municipality in which it is located. The host municipality will coordinate policies and procedures for opening the shelter with the Hampshire Shelter System Management Team in accordance with the Hampshire County Regional Shelter Plan. The Participating Municipality in which a regional shelter is located will lead coordination and operation of the regional shelter in collaboration with the Hampshire Shelter Management Team. Regional Shelter Locations The following table lists all regional shelter locations. List of Hampshire County Regional Shelters Type Facility Name Issues Capacity Shelter Location & Contact Local EMD & Contact Primary andAnimal Smith Vocational Limited generator capacity & would require class rescheduling during extended use 662(20 sq.ft./ pp) 331(40 sq.ft./ pp) Andrew Linkenhoker, Superintendent Smith Vocational & Agricultural High School 80 Locust St. Northampton, MA 01060 413-587-1414 ext. 3434 alinkenhoker@smithtec.org Jon Davine, ERC 26 Carlon Drive Northampton, MA 01060 (413) 587-1032 jdavine@northamptonma.gov Primary andAnimal Amherst Regional Middle School 500 (20 sq. ft./pp) 250 (40 sq. ft./pp) 170 Chestnut St Amherst, MA 01002 Superintendent:Michael Morris (413) 362-1805 morrism@arps.org Chief Tim Nelson, EMD Amherst, MA 01002 413-259-3082 nelsonw@amherstma.gov Primary andAnimal Ware Junior/ Senior High School Emergency Generator but only for limited areas of the building, no A/C on Emergency Generator 528 (20 sq. ft./ pp) 264 (40 sq. ft./ pp) 237 West Street Ware, MA 01082Superintendent: Marlene A. DiLeo P: 413-967-4271 F: 413-967-9580 mdileo@ware.k12.ma.us Chief Shawn Crevier, EMD 413-967-3571 Bus. Office 413-967-5901 Dispatch crsh@townofware.com Primary andAnimal New Hingham Regional Elementary Lack of Parking & will need to reschedule classes during extended use 438(20 sq. ft./ pp) 232(40 sq. ft./ pp) 30 Smith Road Chesterfield, MA 01012 413-296-0000 Superintendent: Aaron Osborne 19 Stage Rd, Westhampton, MA 01027 P: 413-527-7200  F: 413-529-9497 aosborne@hr-k12.org Larry Holmberg, EMD PO Box 176 Chesterfield, MA 01012 413-529-1700 days 413-296-4247 nights/ weekends 508-304-2585 cell 413-529-2237 fax lholmberg@crocker.com Primary South Hadley Middle School 220 (20 sq. ft./ pp) 110 (40 sq. ft./ pp) Michael E. Smith Middle School 100 Mosier Street South Hadley, MA 01075 Phone: (413) 538-5074 Fax: (413) 538-5003 Interim Superintendent: Diana Bonneville 116 Main Street, South Hadley, MA 01075 P: 413-538-5060  F: 413-532-6284dbonneville@shschools.com (1/15/20) Sharon Hart,EMD, Director of Public Health 116 Main Street Suite 102 South Hadley, MA 01075 cell   (413) 315-7307 work (413) 538-5017 x 204 fax    (413) 538-5012 shart@southhadleyma.gov Secondary JFK Middle School 100 Bridge Road Florence, MA 01062 (413) 587-1489 or (413) 587-1478 Superintendent:Dr. John A. Provost 212 Main St. Rm. 200 Northampton, MA 01060 413-587-1315 jprovost@northampton-k12.us Jon Davine, ERC 26 Carlon Drive Northampton, MA 01060 (413) 587-1032 jdavine@northamptonma.gov Secondary Hampshire Regional High School Superintendent: Aaron Osborne 19 Stage Rd, Westhampton, MA 01027 P: 413-527-7200  F: 413-529-9497 aosborne@hr-k12.org Assistant Chief Steve Holt, EMD 48 Stage Road Westhampton, MA 01027 (413) 529-7181 regional shelter location map location specific information The Regional Shelter Team conducted assessments of each primary shelter in 2013. Documentation about each shelter location is foundin Appendix B. Shelter Equipment Supplies and Staffing hampshire county shelter supplies Locations of Regional Sheltering Supply Caches in Western Massachusetts A list of Hampshire CountyRegional Shelter supplies is found in Appendix A.Additionally, most communities in the county have caches of shelter supplies. Contact individual community Emergency Management Directors. state and regionalresources When regional shelter supplies are insufficient, the Massachusetts Emergency Management Agency (MEMA) is responsible for allocating resources. The Western Regional Homeland Security Advisory Council (WRHSAC) has purchased equipment and supplies for regional use in Western Massachusetts. These are available to first responders and municipalities through MEMA. A list of supplies is found at http://wrhsac.org/resources/resource-guide/. NOTE: If WRHSAC supplies are accessed, the shelter must be available to all citizens of Western Massachusetts. Procedure for Requesting Resources: Only the Regional Shelter Manager, Incident Commander, Regional Emergency Operations Center or regional Multi-Agency Coordination Center (MACC) may request resources. Contact the ESF 6 desk at the Massachusetts Emergency Management Agency (MEMA) in Framingham, MA. at (508) 820-2000. mutual aid agreements andmemoranda of understanding A list of suggested supply, equipment and service vendors is found in Appendix B. Communities are encouraged to sign Memoranda of Understanding with these vendors and service providers for shelter response. Western Mass Mutual Aid Agreement Municipalities that have signed the Western Mass Inter-municipal Agreement may support shelter operations by providing resources and staff, as available and needed. All communities in Hampshire County have signed the Western Massachusetts Inter-municipal Mutual Aid agreement. Statewide Mutual Aid Agreement All Hampshire County communities have signed the state-wide mutual Aid Agreement. Hampshire County Medical Reserve Corps Hampshire County Medical Reserve Corps (HCMRC) has signed Memoranda of Understanding with all Hampshire County Communities. Additionally, in an emergency the State Department of Public Health can access other units from across Western Massachusetts and the rest of the Commonwealth. For more information on the Hampshire County MRC, contact Loren Davineat 413-429-6363 or lorendavine@gmail.com. CERT Teams There are two CERT teams in Hampshire County, Amherst and Easthampton. Both teams are affiliated with their respective fire departments. For more information, contact: Amherst: Chief Tim Nelson Easthampton: Chief David Mottor (retiring June 2020) Hampshire Emergency Animal Response Team The Hampshire Emergency Animal Response Team (HEART) operates the emergency companion animal shelter during a disaster which runs in conjunction with the human shelter. If additional resources are needed, there are five other DART teams or caches in Western Massachusetts plus state or national assistance may be accessed through MEMA and the ESF 11 desk. For more information on HEART, contact Larry Holmberg at 413-296-4247 (H), 508-304-2585 (c), or Lholmberg@crocker.com. staffing Suggested staffing levels are found in the Forms section. The Regional Shelter Team establisheda Shelter Support Team composed of trained credentialed professionals, familiar with shelter facilities and specialized components of shelter management. AShelter Support Team includes Subject Matter Experts. Choose all that apply. public health child care pharmacist mental health child trauma doctor nursing food services Universal Design Building and Fire Inspectors security other The Northwestern Massachusetts Incident Management Team may also be available to provide support: nwmimt.command@gmail.com Western Massachusetts has many dedicated volunteers belonging to the Medical Reserve Corps, Community Emergency Response Teams, Disaster Animal Response Teams, Behavioral Disaster Response Teams, American Red Cross, Salvation Army and the faith community. See the contact list for specific information. CERT Teams are located in Easthampton and Amherst. Call the respective EMDs for access to team members for response. The Pioneer Valley COAD is another potential resource for volunteers, donations management, spontaneous volunteer management and other functions. Reach the COAD through MEMA in Agawam. Financial Protocols, Emergency Plans, Policies and Procedures estimatedshelter costs The Hampshire Shelter Management Team expectsregional shelter costs of $3000-$5,000 per day. The American Red Cross model estimates that 10-15% of the evacuated population will seek shelter. The average cost per person per day is $25 (excluding donations). ExpectedRegional Shelter Costs= .15% x estimated population impacted x $25 Expense Cost Food $15 Dormitory and Comfort Supplies: $3 HVAC and Electricity $3 Cleaning and Sanitation $2 Miscellaneous $2 Total $25.00 municipal expenses To expend emergency funds in excess of those budgeted; municipalities usually make local disaster/emergency declarations .The Chief Elected Official, in coordination with the local Emergency Management Director generally makes the declaration. Municipal Finance Boards/Departments can help facilitate tracking and processing purchase orders and invoices and determine methods of financing the emergency operation. Municipalities are encouraged to establish an emergency management account (with or without funds). reimbursable expenses Reimbursement for expenses incurred during shelter operations is allowed, if there is a declared disaster (by the Governor’s Office or the President),through FEMA’s Public Assistance Grant Program at www.fema.gov/public-assistance-local-state-tribal-and-non-profit/.Reimbursement is allowable only by the municipality impacted by the emergency.Volunteer time maybe used to offset required matching funds, so tracking everyone’s time and other donations is important. The TEAM Finance Manager needs to work closely with the EOC/Incident Commander and impacted communitiesto ensure compliance with all reporting and record keeping requirements. Pets and Animals: State and local governments that shelter affected populations from areas with Presidential declared major disasters can seek reimbursement for eligible household pet and service animal-related coststhroughFEMA. The PETS Act establishes that eligible reimbursement costs for expenses to set up and operate household pet shelters, including veterinary care and animal care staff costs. Hampshire Shelter Management Teamwill work with the State government to submit all appropriate documentation for reimbursement of household pet sheltering and will refer to FEMA Disaster Assistance Policy 9523.19 for detailed information regarding reimbursement of sheltering of household pets. review shared cost agreements The following cost sharing agreement has been negotiated with municipal partners: [Add Cost-Sharing Agreement Here]: Add Inter-municipal Agreements in Appendix A] Shelter Operations incident Command The Regional Sheltering Entity has established the following incident command structure, which can be scaled to meet varying demands. The ICS structure is accompanied by an extensive set of Job Action Regional Shelter Supervisor Regional Shelter Command Staff General Shelter Staff Regional Shelter Staff Closely aligned with EOC/IC Sheets, which provide detailed guidance about roles and responsibilities. These are attached in Appendix E. standard operating guidelines Shelter set-up and operations is described in detail in the Standard Operating Guidelines (SOG)located in Appendix D.The Standard Operating Guidelines focus on three key areas: initial response actions Initial Assessment of the Event: need and level of mass care/sheltering required Relevant Response Partners: LHD, EMD, CEO, MRC, Interpreter Strike Team Command and Control: clarify who is in charge/responsible for Mass Care Risk Communications and Emergency Public Information and Warning Emergency Plans, Policies and Procedures, including financial protocols operations Incident Command Roles: who is doing what? Shelter Facility Walk-through/Assessment: is the shelter safe and adequate? Shelter Logistical Needs and Resources, including Volunteers Shelter Set-up and Open Volunteer Management Systems/Policies Transportation Needs Operations: Health, Safety, Functional Needs and begin Case Management Operational PeriodPlans and Shelter Closing Medical Management Plan is found in a separate electronic file. recovery Case Management: new normal transition - home, temporary housing, long term care Lift Orders and shelter cleaning and closing Recovery and return to normal operations Collaborate with the Pioneer Valley Community Organizations Active in Disasters (COAD) Forms and e After Action Report and Improvement Plan policies and procedures The HREPC has established policies and will establish others during a shelter response. Review and complete the following table. Add others as needed. Shelter Policy Checklist Statewide Policy Guidelines No one may be turned away from any Regional Shelter Massachusetts will accept out of state medical licenses only when the individual is deployed through the Emergency System for Advance Registration of Volunteer Health Professionals (MSAR) through an EMAC request made by MEMA. Requesting Resources from MEMA Requesting Additional supplies Shelter Branch Manager calls EOC to report dwindling inventories Local EOC contacts other Regional Shelters to assess inventories Local EOC contacts regional MEMA office to request additional materiel. Regional MEMA office relays request to other communities in the region OR to the state emergency operations center (SEOC), depending on nature of incident. Authorization to Distribute Patient Medication Personnel authorized to dispense medication will be determined by the Shelter Branch Manager, in consultation with the Incident Commander in accordance with standing orders. Proof of credentials required. In Massachusetts, a pharmacist is not required to be present, as a waiver exists. Procuring Prescriptions: Standing Orders: The SHELTER operates under standing orders from the local medical officer who is a registered physician. In state declared emergencies, standing orders and protocols will be issued by the Department of Public Health to medical practitioners. Altered standards of care may be issued by the State. Unaccompanied Minors Medication distribution services to unaccompanied minors will be at the discretion of the Incident Commander, in consultation with the Shelter Branch Manager, following due diligence or on a case by case basis, depending on the scope and nature of the incident requiring Shelter activation. Guidance will likely be issued by DPH or MEMA.Children who arrive at the shelter without a parent or legal guardian will be referred to the appropriate family or social services agency or law enforcement. A section for unaccompanied minors will be designated at the shelter. Identification All residents checking into a shelter must complete the Shelter Registration form identifying them and any accompanying family members. All information given is strictly confidential and available only to Registration staff and designated staff associated with the operation. Wrist bands may be used to identify registered residents. (See ID policy below). Confidentiality/HIPAA Media: No personnel associated with Shelter Operations will speak to the press without the express written authorization of the Incident Commander/Shelter Manager or their designee. Media will, will not be allowed at the Shelter site. Press conferences will be conducted at: [add location here] Social media: Staff, volunteers and shelter clients will be reminded that posting to social media is not allowed. Shelter personnel will protect patient/client confidentiality at all times. All staff and volunteers will sign a confidentiality agreement Authorization to use Shelter site MOU available in the Hampshire County Shelter Plan Community Emergency Management Plan (CEMP) Other (specify) Use of Force Massachusetts ‘Use of Force" policy guidelines for Law Enforcement, including the Community Caretaking doctrine and usual and customary force will be followed. Volunteer Requirements: Known Volunteers and Staff All staff/volunteers will be credentialed and CORI/SORI checked before working at any shelter site. MAResponds: May be able to do real time license checks: www.maresponds.org. You must be registered to use this system. Most MRC/CERT units are registered users. CORI/SORI status available.Criminal History Systems Board 617-660-4640 www.state.ma.us/chsb/cori/cori.htmlSex Offender Registry Board 978-740-6400 http://www.state.ma.us/sorb/ Credentialing Policies The IC will set the required standards for credentialing and background checks. Criminal History Systems Board 617-660-4640 www.state.ma.us/chsb/cori/cori.html Sex Offender Registry Board 978-740-6400 http://www.state.ma.us/sorb/ Medical licenses: https://checkalicense.hhs.state.ma.us/ All unaffiliated volunteers will have CORI/SORI checks done if possible. If not completed immediately, the volunteer may be assigned to sensitive areas or tasks when partnered with a credentialed volunteer. Spontaneous volunteers must bring copies of clinical licenses and CPR/first aid cards for verification. No volunteer will be permitted to practice clinically without verification of licensure. The following methods will be used to complete background checks: Public safety official Human resource official MAResponds (http://www.maresponds.org) Private entity (specify) Other (specify) Other: [List Here] The following positions/departments have authority in [Community Name] to conduct Criminal Background checks:[Position] [Position] All volunteers/staff must display visible official Shelter Identification at all times. Forms of shelter identification may include: wrist bands with ID number (we may use the EMSscanner system when available) dots – to be attached to standard ID badges, color will change per shift. other (specify) Volunteer Requirements: Spontaneous, Unidentified Volunteers All staff/volunteers will be credentialed and CORI/SORI checked before working at any shelter site. Spontaneous volunteers with proof of medical credentials will be allowed to serve in clinical capacity appropriate to their license/credential. Spontaneous volunteers, without a copy of their license and whose credentials cannot be verified will be assigned to non-clinical roles. Spontaneous volunteers ID will indicate that they are such as approved by the IC. ID will include at a minimum: Date, location, name, station and emergency phone number. May use lanyards, ID cards Dots. Will not accept spontaneous, unidentified volunteers. Safety PPE: All staff and volunteers will use standard precautions at all times. Additional PPE requirements will be determined by the IC, in consultation with the medical Team Leader. Force Protection: Force Protection rosters will be determined by the Incident Commander. Needle Stick: Customary needle stick protocol will be followed [Add your protocol here] Emergency Medical Services [will be/ will not] be available. First Aid Each Regional Shelter site will maintain a First Aid Kit. [Add who will have access to this, who controls it and other related policies] Emergency medical servicesfor adverse reactions will be performed by EMS with their own equipment and supplies. Registered Sex Offenders in Disaster Shelters During shelter registration, the following policies apply to sex offenders: Sex offenders must disclose the information at registration. Local law enforcement will work with the shelter manager and the security officer to determine Shelter safety and security. This issue will need to be reviewed on a case-by-case basis. Childcare Safety A child may never be left alone and unaccompanied. If without a parent, a child must be accompanied by two adults AT ALL TIMES . In the Childcare area, when children are present, at least two adults must be present at all times. No child shall be left alone with one adult who is not their parent, guardian or caregiver. All volunteers and staff working with children must pass a CORI and SORI checks. The Unit leader must be at least 21 years of age and all staff members must be at least 18 yrs. Children will only be released to the parent, guardian, caregiver or designee listed on the registration form. The parents, guardians or caregivers are responsible for identifying any special needs for the child/children (food allergies, behavioral issues, medications, etc.). Personnel Policies Workers compensation policies. In some communities these may be applied to both paid staff and volunteers. Specify. [Add policy outline here] Paid Staff Volunteers Other liability protections [Specify here]. Paid Staff Volunteers Specify community emergency compensation policy [Specify here]. Flexible Work options policy for paid staff [Specify here]. Stand Down Orders If at any time the Safety Officer or the Incident Commander issues a stand down order, the Shelter site will be deactivated. Regional Shelter Plan Added to CEMP Shelter Rules Registration Always sign in and sign-out Sign in and sign out every time you come into the shelter or leave, even if it is just for a break. Security Checks All bags and persons are subject to security checks and screenings at any time. Shelter Information Shelter information, news updatesand other information will be posted on the message board…….Location Special Concerns, problems, complaints of compliments If you have any special concerns or a problem/complaint, please contact a staff member, or the Function and Access Needs Advisor. News Media News media are allowed into the shelter and to request interviews or photographs. They will ask your permission first and it is your right to refuse. Exit Exit the building, only through the registration area. Safety Smoking This is a smoke free campus. No tobacco products, e-cigarettes or marijuana. Alcohol, Drugs, Weapons No alcohol, illegal drugs or weapons allowed at any time. Belongings We cannot assume any responsibility for your belongings. Keep them with you or locked in your car. Children Parents are responsible for their children at all times. Please keep track and control of your children and their actions and don’t leave them unattended. Health Issues Notify our staff of any medication that you are taking. If you have a medical condition or allergies, please contact the Medical Staff. Restricted Areas Please observe any restriction or limited access areas. Rules of Daily Living Shelter Information Shelter information, news updates, and other information will be posted on the message board near the main entrance every day. Volunteering to Help Shelter residents are encouraged to help in the shelter. Please see a shelter worker, if you are willing to help. Housekeeping Please help us to keep the shelter clean and safe. Pick up after yourself and help us with the cleaning. Food Schedule Hot meals are provided at Add times here and Add times here. Food is NOT allowed anywhere except the cafeteria area. Quiet Hours Quiet hours are Add times here to Add times here. Be considerate with use of cell phones and electronic devices at all times. Electric Outlets Please share electrical outlets when they are available for charging. Medical devices have priority Showers Shower Schedules are posted on the message board. Emergency Management Director (EMD) Contact Information * indicates member of Hampshire Regional Shelter Management Group MEMA maintains a list of emergency management directors on its website at http://www.mass.gov/eopss/agencies/mema/emd/. Town EMD Name Phone Email *Amherst Tim Nelson 413-259-3082 nelsonw@amherstma.gov Belchertown Edward Bock 413-323-7571 tbock@Belchertown.org *Chesterfield Lawrence Holmberg 413-296-2585 lholmberg@crocker.com Cummington Adam Dragon 413-634-0333 firechief@cummington-ma.gov *Easthampton Wayne Henneman 413-527-4200 whenneman@easthampton.org Goshen Lawrence Holmberg 413-296-2585 lholmberg@crocker.com Granby Chris Martin 413-467-7177 chrism@granbyma.org Hadley Michael Spanknebel 413-584-0874 fireprevention@hadleyfd.com Hatfield Bob Flaherty 413-259-5425 bflaherty@townofhatfield.org Huntington DennisNazzaro 413-531-4203 dennz@aol.com Middlefield Ann-Marie Visconte 413-623-2079 viscoa@verizon.net *Northampton Duane Nichols 413-587-1109 dnichols@northamptonma.gov Pelham Gary Thomann 413-253-0484 gmann612@yahoo.com Plainfield Merton Taylor, Jr. 413-634-5533 mertjr@verizon.net *South Hadley Sharon Hart 413-538-5006 emd@southhadleyma.gov Southampton Charlie Kaniecki 413-695-0539 kanieckic@yahoo.com *Ware Shawn Crevier 413-967-3571 crsh@townofware.com Westhampton Steve Holt 413-529-7181 dcholt@comcast.net Williamsburg Denise Banister 413-268-7251 dbanister@mjmoraninc.com Worthington Dave Mendelsohn 413-238-0134 emd@worthington-ma.us UMass Amherst Jeffrey Hescock 413-658-7622 jhescock@ehs.umass.edu Smith College Dr. Tara Dumont 413-585-2800 tdumont@smith.edu