RECEPTION AND CARE
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This annex will establish an organization and procedures to provide for the temporary reception and care of people displaced or evacuated from their residence because of an emergency or disaster situation.
SITUATION AND ASSUMPTIONS
• Localized temporary evacuation within Saline County is possible because of the various hazards that could confront the population, thus requiring the implementation of Reception and Care operations and the use of public shelters. These hazards include flooding, hazardous materials incidents, etc.
• Facilities are available in Saline County and its municipalities to temporarily shelter and feed those persons evacuated or displaced by an emergency or disaster. (See Appendix 2 to this Annex).
• Outside assistance is available from both private and governmental sources.
• Affected persons will respond as directed by local government officials.
• A percentage of the evacuees will stay with friends or relatives.
• All persons or groups who control or own potential shelters will cooperate and make their facilities available.
• Assistance by relief agencies along with assistance from outside the county will be available if required and/or requested.
CONCEPT OF OPERATIONS
• Local government has the responsibility for providing reception and care services.
• Reception and Care operations will be directed and controlled by the Family Support Division. Operations will be directed and coordinated from the primary EOC or a facility designated at the time reception and care becomes necessary.
• Support to Reception and Care operations will be provided by other County and/or City departments/agencies as required and private relief organizations as available. Such support would include law enforcement, public information, communication between shelters and the EOC, mass feeding, temporary housing, handlers for pets/service animals, etc.
• The role of local government will be to:
Monitor Reception and Care operations and provide coordination.
Assist in locating and opening shelters.
Assist in locating animal shelters - preferably in close proximity to mass care shelters.
Identify shelters and resources that will support access and functional needs support services.
• The Emergency Management Director will assist the Reception and Care Coordinator in:
Emergency mass feeding operations.
Assigning and managing reception and care center teams.
Actions to be Taken by Operating Time Frames
• Identify suitable shelter to protect people from the risk conditions assumed. Keep current records on facility locations, capacity, feeding capabilities, ownership, contact person, etc. (see Appendix 2 to this Annex).
• Work with supporting county/city departments and private relief agencies to develop Reception and Care SOGs that establish registration procedures, develop necessary registration forms, etc.
• Identify facilities appropriate for mass feeding.
• Identify populations in need of access and functional needs support services and begin preparedness activities that address their needs.
• Recruit and enlist other organized groups (religious, civic, fraternal, etc.) to assist in Reception and Care operations.
• Provide necessary training for Reception and Care personnel.
• Maintain list of potential sources of supplies such as cots, blankets, food, eating utensils, etc.
• Develop procedures to allocate people to lodging and feeding facilities.
• Develop methods for managing reception and care activities (registration, staffing, lodging, feeding, pertinent evacuee information, etc.).
• Analyze pending emergency and alert appropriate Reception and Care personnel and/or groups and organizations.
• Establish contact with shelter owners/operators to determine the availability of identified shelters.
• Check on status of available supplies.
• Ensure forms are ready for registration.
• Report to Direction and Control on the situation status of Reception and Care operations.
• Participate in tests, exercises, and drills.
• Identify facilities within commuting distance of the hazardous area for essential workers and their families if appropriate.
• Identify facilities appropriate for sheltering pets/service animals and agencies capable of providing assistance.
• Identify access and functional needs support services and animal care functions that may be necessary at mass care facilities.
• Open shelters and activate personnel to staff them as required by the situation. Upgrade shelters if necessary and where appropriate.
• Provide listing of shelters that have been activated to Direction and Control and the PIO for release to the news media.
• Register evacuees, assign shelters, and maintain listing of shelter population.
• Urge residents to share homes with evacuees (if applicable).
• Conduct feeding operations (this could be just assisting private agencies).
• Provide for rescue, care, shelter and essential needs of household pets/service animals owned by disaster victims. Provide these services prior to, during and following a disaster.
• Monitor sheltering operations to ensure an even distribution of victims to all shelters.
• Provide an information service for victims needing additional services (i.e., locating and reuniting them with their families/relatives).
• Compile records for use in Damage Assessment and recovery (i.e., statements of charges for supplies, damage to shelter, problems encountered with victims, etc.).
• Maintain contact and coordination with the EOC.
• Maintain level of Reception and Care operations as required by the situation.
• Continue to assist in locating and reuniting victims and their relatives.
• Assist as required in the administering of federal and state disaster assistance.
• Continue operations until situation returns to normal.
ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES
The organizational chart for the reception and care function is shown in Appendix 1 to this annex.
Assignment of Responsibilities
• Overall responsibility for reception and care operations rests with local government. The Family Support Division has been assigned joint responsibility for Reception and Care operations in Saline County.
• The Reception and Care coordinator is responsible for seeing that necessary plans and procedures are developed to ensure a capability for Reception and Care operations which will include shelter and feeding operations.
• Supplies and other resources will be the responsibility of the Resource and Supply section.
• Medical care and public health measures in the shelters will be provided by the Health and Medical section.
• Communications will be provided by the Saline County E 9-1-1 and the various law enforcement agencies in the county.
• Clerical support for compiling data will be provided by the Saline County Emergency Management Office.
• MOVOAD, the Humane Society of Missouri and the Missouri Veterinary Medical Association will assist with providing for animal needs outlined in this Annex.
The MO Humane Society will coordinate rescue, care and shelter for household pets and service animals owned by disaster victims.
The MO Veterinary Medical Association will assist with communication and coordination of private sector veterinarians.
The Marshall Animal Shelter in cooperation with the county veterinarians, other Animal shelters and care givers, and the above organizations will provide shelter for household pets and service animals at locations appropriate to the affected area and scope of the disaster.
(Added September 2015)
DIRECTION AND CONTROL
• Direction and control of Reception and Care operations will vary according to the extent of the disaster or emergency situation. In a large-scale disaster, operations will be coordinated from the primary EOC.
• In a limited disaster or emergency situation, Reception and Care operations will be controlled from normal day-to-day office locations if possible, or at a site designated at that time.
• All requests for outside assistance will be made by the EOC.
CONTINUITY OF GOVERNMENT
• The line of succession for each operating reception and care organization/agency will be as explained in the standard operating guidelines established by each.
• Records of actions taken and resources expended will be maintained in the EOC and will be transferred with the EOC should it be moved.
ADMINISTRATION AND LOGISTICS
• Reception and Care personnel will complete the necessary forms and compile essential information to include:
A record of shelters used (including name of owner/operator)
Number of people sheltered
Number of meals served
Public information releases
Supplies ordered and receipts for all goods obtained
Any damage to shelters
Shelter registration form (see sample in Appendix 3 to this Annex.)
• Procedures should be developed for using all forms, compiling information, and providing data to the EOC.
• Shelter management training should be instituted to train a small cadre of managers.
• If possible, procurement of necessary supplies will be accomplished through normal acquisition channels.
• During unusual or life-threatening situations, normal purchasing procedures may be set aside and emergency procedures as set forth in County Court orders and/or City ordinances will be implemented.
• Local firms will be given preference when contracting for resources to cope with an emergency situation.
ANNEX DEVELOPMENT AND MAINTENANCE
Completed annually by the Reception and Care Coordinators in cooperation with the Saline County Emergency Management Director.
Appendix 1 - Reception and Care Organizational Chart
Appendix 2 - Reception and Care Facilities and Resources
Appendix 3 - Sample Shelter Registration Form
Appendix 4 - Pets in Disaster Standard Operating Guide
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