PRHSPSC MINS 12-10-2013City of Federal Way
City Council
PARKS RECREATION HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday, December 10, 2013
5:30 p.m.
SUMMARY
Committee Members in Attendance: Chair Honda, Committee member Burbidge, Committee member Maloney
Staff Members in Attendance: Cary Roe, Parks, Public Works & Emergency Management Director, Jay Bennett,
Human Services Manager, John Hutton, Recreation Supervisor, Amy Jo Pearsall, City Attorney, Brian Wilson,
Police Chief, Ray Gross, Deputy Emergency Manager, Steve Ikerd, Parks & Facilities Manager and Mary Jaenicke,
Administrative Asst. II.
Guests: Parks Commissioner David Berger, Arts Commission Chair Cat Mason
Chair Honda called the meeting to order at 5:30p.m.
Public Comment: None
Commission Comment: Arts Commission Chair Cat Mason thanked Council and staff for attending the Tree
Lighting event that was held on December 7th at the Commons Mall. Committee member Burbidge asked how many
hours it took to put the lights on the tree. Mr. Ikerd answered that staff was there for about 2 days. Mr. Roe added
that there were some electrical issues, and that this year they added more lights to the tree and to the shrubs.
Committee member Maloney asked about the working relationship with the Mall. Mr. Roe answered that he had met
with the mall staff, and the meetings were successful. The evening of the event, Mall staff became concerned with
the crowds, and the blocking of the entrances to the Mall and stores. During the event it became more of a challenge
to work with some of the Mall staff. Mr. Hutton concurred with the comments of Mr. Roe. Chair Mason stated that a
walk thru was done prior to the event, and the Mall staff was aware of where the musical entertainers would be
staged.
Committee member Maloney moved to add the discussion of severe winter weather shelters to the agenda
Committee member Burbidge seconded. Motion passed. It will be placed as item G
Committee member Maloney moved to add Habitat for Humanity NSP3 Developers Agreement for
Acquisition and repair of greater west way homes to the agenda. Committee member Burbidge seconded.
Motion passed. It will be placed as item B -1.
APPROVAL OF MINUTES
Committee member Burbidge moved to approve the November 12, 2013 committee minutes as written. Committee
member Maloney seconded. Motion passed.
BUSINESS ITEMS
2014 -15 Diversity Commission Work Plan
Mr. Bennett highlighted a few items of the work plan. This is a two year work plan. One of the items highlighted is
the Community Listening Forums. Last year they attempted to solicit public opinion on diversity and issues in the
community, and it was not successful, so the commission decided to propose a partnership with City Vision. They
are interested in working with the commission on launching and hosting meetings in community facilities. After they
have completed the Community Listening Forums, they will evaluate the information gathered, develop a report of
the findings, and forward the report to the Mayor and Council for consideration. They are also going to continue the
Food Drive, Book Drive and Senior Forum. Values were also developed at the Diversity Commission retreat
Committee member Burbidge moved to forward the 2014 -15 Diversity Commission Work Plan to the January
7, 2014 consent agenda for approval. Committee member Maloney seconded. Motion passed.
Amend the Habitat for Humanity NSP3 Developers Agreement for Acquisition and Repair of the Greater
West Way Homes
Mr. Bennett stated that the City Council authorized an amendment to the NSP3 Contract with the WA Department of
Commerce, reducing the number of recaptured and rehabilitated home from 14 to 10 in the West Way neighborhood.
This proposal with Habitat for Humanity memorializes that project outcome. The agreement also reflects the actual
expenditures within the project's cost categories. There is no increase or decrease in the budget. Committee
member Maloney moved to forward Amendment No. 1 to the NSP3 Developer Agreement with Habitat for .
K:\PRHSPS Committee\2013 \121013 prhsps Min.doc
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday, December 10, 2013 Summary
Page 2
Humanity — Seattle /King County to the January 7, 2014 consent agenda for approval. Committee member
Burbidge seconded. Motion passed.
Arts Commission 2014 Contract for Services
Committee member Burbidge recused herself. Mr. Hutton reported that the Contract for services funds local arts
organizations that provide cultural programs within the community. The organizations submitted applications which
were reviewed by the Arts Commission. Each organization was interviewed, and the funding recommendations were
developed. The total amount of funding available is $37,900. Committee member Maloney moved to forward
the 2014 Arts Commission Contract for Services funding recommendations to the full City Council January 7,
2014 consent agenda for approval. Chair Honda seconded. Motion passed.
Arts Commission 2014 Work Plan
Mr. Hutton reported that annually the Arts Commission develops a Work Plan for the upcoming year. The work plan
outlines the projects, programs and funding associated for the year. Chair Honda asked if they were moving forward
with the 2% for the Arts and the wall at the Community Center that was designed for art. Mr. Hutton answered that
there has been more discussion about this at the Arts Commission meetings. They would like to have an artist paint a
mural. There is approximately $285.00 remaining. The Arts Commission newsletter was also discussed.
Committee member Maloney moved to forward the 2014 Arts Commission Work Plan to the January 7, 2014
full City Council consent agenda for approval. Committee member Burbidge seconded. Motion passed.
Janitorial Service Contract
Mr. Ikerd stated the City Hall Building, Police Storage Building and the Steel Lake Maintenance Facility are all on
the same contract. Bids were sent out to eleven companies, and seven replied. Synergy Building Services submitted
the lowest bid. Synergy Building Services is the company that is currently on contract with the city for Janitorial
Services. Committee member Burbidge moved to forward the authorization of a bid award for a 2 year
Janitorial Services Agreement in the amount of $99,200 to Synergy Building Services and authorize the
Mayor to execute said agreement to the full Council January 7, 2014 consent agenda for approval. Committee
member Maloney seconded. Motion passed.
Family Funland Renovation Project
Mr. Ikerd provided a Power Point Presentation. Family Funland was built in 1994 through a Community build
program at Steel Lake Park. The play toy was designed by Leathers and Associates in New York. Many service
groups were involved in building Funland. Leathers and Associates came out in 2012 and did a full assessment on
the play toy. The pilings and structure is very sound. A subcommittee of the Parks Commission was developed to
discuss the goals of the renovation. Those goals are: Upgrade to meet current standards, upgrades to include new
features including a component that a person in a wheelchair could use, enhance the education and play value, add
additional color and use durable lower maintenance products. Mr. Ikerd reviewed the renovation plans. One of the
new components to the play area will be the Ability Whirl, which is for people in wheelchairs. There is nothing else
like it in the United States. Leathers and Associates will be on site to oversee the project, and provide direction to
the laborers. Committee member Maloney moved to forward the approval of the proposed Funland
renovation plan, allow staff to solicit bids for labor and a concrete sidewalk, authorize redirection of up to
$152,627 of mitigation funds to the project, to the full Council January 7, 2014 consent agenda for approval.
Committee member Burbidge seconded. Motion passed.
Committee member Maloney left at this time
Severe Winter Weather Shelters
Mr. Roe stated that the policy question is: "Should the City of Federal Way be the lead agency in establishing a
dormitory shelter for homeless individuals solely during severe winter weather events ?" Mr. Roe stated that the
Federal Way Community Center has been used as a warming/cooling center or dormitory shelter seven times. The
Community Center was used as a Dormitory Shelter on January 19, 2012. It was setup with Red Cross. The Red
Cross inspected the facility, and an MOU was developed. The shelter was open for approximately three days. The
cooling and warming centers operate during regular business hours. The cities of Auburn, Renton and Kent have
locations that have established shelters. These locations are operated and managed by private non - profit
organizations. They may receive some Human Services Funding. The city of Seattle opened up the Seattle Center,
and that may have been operated by the City. There is an organization called RPIN, which stands for Regional
Public Information Network, and it is managed by the King County Office of Emergency Management. They provide
information on who has shelters. At the time of the recent cold weather they had a list of three shelters that were
opened King County wide. Shelters for homeless people tend to have limited services offered. Mr. Roe stated that
A Resolution was adopted by the City Council in 2009. This Resolution adopted the Greater Federal Way
PARKS, RECREATION, HUMAN SERVICES & PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday, December 10, 2013 Summary
Page 3
Community Comprehensive Emergency Management Plan (CMP). We are required by the state to have a CMP.
The MOU with the Red Cross is managed by the city. There are three prongs to the policy: Temperature,
displacement of individuals — this usually comes with a loss of power, and significant precipitation. The
organization that sets up the shelter is solely responsible for operating it. The City of Federal Way's policies mirror
the Red Cross' policies. The Red Cross does not believe that they are in the business of providing shelter for
homeless people. They believe that it is up to non -profit organizations to provide shelter to the homeless people.
Opening a dormitory shelter requires a shelter manager, a shift supervisor, one registration/communication staff, one
or two dormitory management staff for the sleeping quarters and a feeding staff. In 2011 the Human Services
Department issued a press release inviting Religious or Faith -Based organizations to become severe cold weather
shelters. There were a number of churches that were willing to participate, but their facilities did not meet current
code. Some were lacking sprinkler systems or a fire escape plan. At this time, no churches are signed up to be a
shelter. Mr. Roe stated that this is an area that should be pursued. Mr. Roe stated that there are concerns with
establishing a shelter for only homeless people. The biggest concern is legal exposure and potential liability. A
significant percentage of homeless people suffer from mental illness and/or addiction. There are also concerns about
comingling homeless people with community center patrons. The patrons pay to use the community center. If the
city chose to open up a shelter without the Red Cross, staffing the shelter would be the city's responsibility. There
would be costs associated with setting up and operating the shelter. Committee member Burbidge commented that
the Reach Out Homeless Shelter is designed to setup and serve the homeless. It would be a real challenge to do that
at the Community Center. Chair Honda stated that her concern wasn't necessarily the homeless, but that there are a
lot of low income people in the community. The temperatures were cold, and she was concerned that heating
apartments and homes might be difficult for them. Chair Honda stated she appreciates what staff has done, and
would like staff to approach the churches and encourage them to become a shelter. She also thinks that the policies
should be reviewed. Committee member Burbidge stated that it is always good to review and update policies. Mr.
Roe stated that he would highlight this at the next management team meeting, and let them know that there is interest
in trying to rejuvenate the faith based and religious organizations, to see if they can get them signed up to become a
shelter. He would also discuss making revisions to the current policy that are in the CMP. Chair Honda stated that
she was receiving comments that the city wasn't doing anything about protecting people from the cold weather. She
said it needs to be known that the city did react and do something. Chief Wilson stated that the police department is
very well aware of the people in the community that are with needs. When they come across those people, they will
take action to make sure that people are safe. The issue is that the police will approach those individuals, and they
will refuse service. The police cannot force them to take those services. Some of them have animals, and they won't
leave them. He stated that they react quickly when they hear of someone that may need services. Every officer is
aware of the resources available. There is a lot of caring and efforts going on within the city to be responsive to the
people in the community. It is important that the City showcases the positive things that are taking place in the
community.
PENDING ITEM
None
NEXT MEETING
January 14, 2014 at 5:30pm
ADJOURNMENT
Meeting adjourned at 7:26p.m.
History Federal Way Community Center of being used as a warming / cooling center or dormitory
shelter.
PURPOSE
DATE
PRESS RELEASE
Cooling Center
July 7th 2010
Yes
Warming Center
February 24th, 2011
Yes
Dormitory Shelter (Red Cross)
January 19th, 2012
Yes
Cooling Center
August 14, 2012
Yes
Cooling Center
July 1, 2013
Yes
CiTy OF
Federal i
FOR IMMEDIATE RELEASE MEDIA CONTACTS
December 7, 2011 Chris Carrel
Communications & Grant Coordinator
253.835.2411 or 253.347.7057
Churches invited to join winter weather shelters network
The Human Services Department today issued a Severe Cold Weather Shelter Protocol for
religious or faith -based organizations that wish to provide winter weather shelter for homeless
individuals. The shelter protocol ensures fire safety and emergency standards are met while
providing organizations a timely and efficient way to meet land use and building requirements.
Religious and faith -based organizations wishing to provide temporary cold weather shelter this
winter should register with the City as soon as possible. The protocol requires an approved fire
escape plan and a completed Fire Watch Requirement form or a sprinkler system.
Information on how to apply can be found online at
hq:// www. citvoffederalwE .com /shelterprotocol or by contacting Administrative Services
Director Bryant Enge at 253.835.2510 or bryant.enge @cityoffederalway.com.
I
Severe Cold Weather Shelter Protocol for Religious or Faith -Based Organizations
A religious or faith -based organization may provide emergency, cold - weather temporary housing
for indigent persons without obtaining land use and building permits for purposes of providing
shelter for severe cold weather events. A cold weather event is when temperatures are forecasted
to be at or below 32 degrees Fahrenheit. The organization can registrar as a Cold Weather
Shelter by submitting the following:
• A Fire Escape Plan, which will involve a site visit by the Fire District to inspect the
premises. Appropriate emergency procedures should be established that provide an
adequate response if a fire incident should occur in the shelter. These procedures will
include the means to evacuate the occupants.
• A completed Fire Watch Requirement form in lieu of a fire sprinkler system.
The City will register and agrees to include the organization in its web list of Cold Weather
Shelters provided that the City's Building Official, in consultation with the Fire Chief or his
designee, approves the Fire Escape Plan and has concluded that the following conditions are, or
will be met:
• Safe means of egress
• The building will have operable smoke /carbon monoxide detectors and portable fire
extinguishers. They should be checked to ensure they are operable. Volunteers should
know how to use them effectively.
• Provide monitors who will stay awake to monitor for fires and/or violations of smoking
prohibitions. Individuals assigned to fire watch will be familiar with fire safety practices,
know how to use a portable fire extinguisher, know the emergency procedures for the
shelter and how to contact the fire department. They should, where possible, be provided
with suitable communications, such as a cellular phone or two -way radio.
The signature below represents that the individual has the authority to act on behalf of the
organization, and the above protocol will remain in effect until May, 2012. If the City and/or the
Fire District determine that the protocol is not being followed, the organization's name will be
removed from all references.
Severe Cold Weather Shelter Protocol for
Religious or Faith -Based Organizations
A religious or faith -based organization may provide emergency, cold- weather temporary housing for indigent persons
without obtaining land use and building permits for purposes of providing shelter for severe cold weather events. A
cold weather event is when temperatures are forecasted to be at or below 32 degrees Fahrenheit. The organization
can register as a Cold Weather Shelter by submitting the following:
■ A Fire Escape Plan, which will involve a site visit by the Fire District to inspect the premises. Appropriate
emergency procedures should be established that provide an adequate response if a fire incident should
occur in the shelter. These procedures will include the means to evacuate the occupants.
■ A completed Fire Watch Requirement form in lieu of afire sprinkler system.
The City will register and agrees to include the organization in its web list of Cold Weather Shelters provided that the
City's Building Official, in consultation with the Fire Chief or his designee, approves the Fire Escape Plan and has
concluded that the following conditions are, or will be met:
■ Safe means of egress
■ The building will have operable smoke /carbon monoxide detectors and portable fire extinguishers. They
should be checked to ensure they are operable. Volunteers should know how to use them effectively.
• Provide monitors who will stay awake to monitor for fires and /or violations of smoking prohibitions.
Individuals assigned to fire watch will be familiar with fire safety practices, know how to use a portable fire
extinguisher, know the emergency procedures for the shelter and how to contact the fire department. They
should, where possible, be provided with suitable communications, such as a cellular phone or two -way
radio.
The signature below represents that the individual has the authority to act on behalf of the organization, and the
above protocol will remain in effect until May, 2012. If the City and /or the Fire District determine that the protocol is
not being followed, the organization's name will be removed from all references.
Name (Print)
Address
Signature
Organization
Date
RESOLUTION NO. 09 -546
A RESOLUTION of the City Council of the City of Federal Way,
Washington, adopting the Greater Federal Way Community
Comprehensive Emergency Management Plan.
WHEREAS, the City Council of Federal Way has recognized the need to proactively prepare
in the event of an emergency or disaster as shown by funding the regular full time position of
Emergency Management Coordinator, by funding a generator at the Federal Way Community Center;
and by funding the equipment for an Emergency Operations Center; and
WHEREAS, the City Council of Federal Way is concerned with the health, safety, and well
being of the residents of Federal Way and desire that the best possible emergency service be
available to them; and
WHEREAS, the Washington Revised Code 38.52.070 authorizes and directs each political
subdivision to establish a local organization in accordance with the state comprehensive emergency
management plan which addresses its planned response to emergency situations; and
WHEREAS, the Greater Federal Way Community Comprehensive Emergency Management
Plan has been developed with input from local agencies and tested in drills and exercises.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
RESOLVES AS FOLLOWS:
Section 1. Adoption. The City of Federal Way adopts the Greater Federal Way Community
Comprehensive Emergency Management Plan, to include response and recovery plans and
procedures for natural, technological and human caused disasters in the City of Federal Way.
Resolution No. 09 -546 Page 1 of 3
Section 2. Severability.. If any section, sentence, clause or phraseof this resolution should be
held to be invali,' or unconstitutional by a court of competent jurisdiction, such invalidity or
unconstitutiruality shall not affect the validity or constitutionality of any other section, sentence,
clause or phrase of this resolution.
Section 3. Corrections. The City Clerk and the codifiers of this resolution are authorized to
make necessary corrections to this resolution including, but not limited to, the correction of
scrivener /clerical errors, references, resolution numbering, section/subsection numbers and any
references. thereto.
Section 4.. Ratification... Any act consistent with the authority and prior to the effective date
of this resolution is hereby ratified and affirmed..
Section 5. Effective. Date.. This resolution shall be effective immediately upon passage by
the Federal Way. City Council..
RESOLVED BY THE CITY COUNCIL OF THE CITY OF FEDERAL WAY,
WASHINGTON this 19 day of_MaY 2009
CITY OF FEDERAL AY
MAYOR, JACK DOVEY
ATTEST:
(11j6d fnrl "Lm'=
CITY CLERK, CAR L CNEILLY MC.
Resolution No. 09-546 Page 2 of 3
APPROVED AS TO FORM:
CITY ATTORNEY, PATRICIA A.. RICHARDSON
FILED WITH THE CITY CLERK: 05 -12 -2009
PASSED BY THE CITY COUNCIL: 05 -19 -2009
RESOLUTION NO.:. 09 -546.
Resolution No. 09-546 Page 3 of 3.
GREATER FEDERAL WAY COMMUNITY
COMPREHENSIVE EMERGENCY MANAGEMENT PLAN
January 1, 2009
C" Of Federal Way Public Schools
,:*av Federal Way Emy Stu&m a Rexler
t
TILITY DISTicf
January 1, 2009
If a plan is to be effective, its contents must be known and understood
by those who are responsible for its implementation.
Record of Changes
Change #
Date of Change
Change Entered By
Date Entered
1
12/7/2011
Ray Gross
12/7/2011
Change Request Form
Submitted By and Date:
Plan Parts and Pages for Requested Change:
#1 Add warming / cooling protocol to Annex F of the GFW CEMP
All plan change requests will be reviewed by the Greater Federal Way Emergency Management'
Oversight Committee. If change is enacted, a change number will be assigned and'all plan
holders will be informed of and requested to make the change to their copy.
ANNEX F
MASS CARE AND SHELTERING
(Return to Annexes)
Primary EOC Position
Care and Shelter
Support EOC Positions
Volunteer Coordinator
Communications Unit
1. INTRODUCTION
A. Purpose
This annex is to define the frame work of how shelter operations will be conducted. It
does not cover nor replace the detail contained in the shelter operations hand book.
B. Scope
The City of Federal Way will work with the local chapter of the American Red Cross
in identifying and establishing possible facilities within the Greater Federal Way
community that could be used for sheltering operations. This process involves
entering into a Memorandum of Understanding (MOU), conducting a facility survey,
and exchanging of contact numbers.
2. POLICIES
A. Shelter Sponsors and Types
There are three standard sponsors of shelters; the American Red Cross, the Greater
Federal Way Program, and community ran or independent shelters.
When the American Red Cross has been asked by a local jurisdiction to open a shelter
and they accept the request, then the American Red Cross is the sponsor of that shelter
and they assume full operation, support and responsibility of that shelter. They may
still ask for assistance from the local jurisdiction, but most support and resources will
come through American Red Cross channels.
When the Greater Federal Way program has established a shelter on its own, then the
Greater Federal Way Program is the sponsor of that shelter and they have assume full
operation, support and responsibility of that shelter. The American Red Cross may
still be able to support a GFW ran shelter. The shelter operation should run as closely
196
to American Red Cross standards as possible to allow the shelter operation to be
handed over to the American Red Cross if /when resources allow.
If a community organization opens its facilities as a shelter, without having been asked
by the American Red Cross or the Greater Federal Way Program, then they are
considered an independent self sponsored shelter. The organization is solely
responsible for that shelter's operations and support. The American Red Cross may
still be able to support an independent shelter with food and supplies.
B. Warming / Cooling Centers
If weather conditions are determined to cause a potential threat to life, the
Federal Way Community Center may be used as a warming /cooling center until
weather conditions moderate.
1. Upon direction from the Mayor, the Director of Parks, Public Works and Emergency
Management, or their designee, may authorize the use of the Federal Way Community
Center as a severe weather warming or cooling center.
2. The conditions for opening a warming center include forecasted and /or sustained
temperatures below freezing, some form of precipitation i.e. rain or snow, and some
event that has the potential to dislocate people from their residences i.e. power
outage. A warming center is not meant to be an overnight .(dormitory) shelter but a
potential need of a dormitory shelter may develop.
3. The` conditions for opening a cooling center include forecasted and/or sustained
temperatures of above 90 degrees. A cooling center is not meant to be an overnight
(dormitory) shelter.
4. Use of the Federal Way Community Center as either a warming center or cooling
center unless otherwise directed should not extend the normal operating hours of the
Community Center nor allow use of the facility activities without a day pass or
members.
5. Scheduled events and rented rooms ideally should not be impacted but may need to be
canceled or located elsewhere in the Community Center facility depending on
assessment of need as a warming/cooling center.
6. City staff in addition to their normal work duties may need to be assigned to the
warming/cooling center effort.
7. Expenses may be incurred based on need assist the warming /cooling center effort.
8. If conditions worsen or in the event of a natural disaster the City may need to use the
Community Center be used as a dormitory shelter which could be a sustained shelter
operation.
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3. SITUATION
A. Emergency/Disaster Conditions and Hazards
There exists the possibility of a wide range of emergencies and disasters that could
occur on a local, state or national level that would affect the Greater Federal Way
community. Any of these events could require the GFW EOC to conduct mass care
and sheltering for a large number of the community population.
B. Planning Assumptions
Although local government has overall responsibility for managing an emergency, the
American Red Cross will manage and coordinate shelter /mass care operations within
their capability. When the American Red Cross is unable to provide shelter /mass care
operations, the GFW EOC may call upon city and COAD resources to provide mass
care and sheltering needs.
4. CONCEPT OF OPERATIONS
A. General
When an event or incident has caused the need for mass care and/or sheltering
operations, the EOC Manager or Operations Chief should activate the Care and Shelter
Unit in the EOC and begin resource assignment/allocation for sustained mass care and
sheltering operations based on identified need.
B. Organization
Chain of Command
The Shelter Manager makes operational decisions for the shelter; all requests for
supplies, food, staffing, etc., needs to go to the Care and Shelter Coordinator in the
GFW EOC. If this position is not filled, go to the Operations Section Chief. All
media contact needs to be arranged with the GFW PIO or the GFW EOC Manager.
198
C. Procedures
1) Shelter Activation
When events allow, it should be requested of the local chapter of the American
Red Cross to open a shelter within the service area of the Greater Federal Way
community. If it is a region wide impact or the Red Cross is not capable of
opening a shelter, it should be decided what type of shelter that the Greater
Federal Way Member Agencies can establish and support. Requesting American
Red Cross or activating a Greater Federal Way sponsored shelter is ultimately the
responsibility of the EOC Manager.
For very localized events or incidents such as an apartment fire that displaces
people, an on scene Incident Commander should contact the American Red Cross
and inform them that there is a possible need for sheltering operations. Once the
American Red Cross is on scene and determines there is a need, the American
Red Cross will assume full responsibility for all sheltering operations. These
very localized events or incidents will not cause a Greater Federal Way EOC
activation.
2) The Shelter Activation Process
Determine that a sheltering need does or will exist in the near future.
Obtain EOC Manager's approval to open a shelter.
Begin calling shelter staff for availability (8 hour shifts if possible).
199
Call facilities on the Shelter Facility List to determine if their facility
could be used as a shelter.
Conduct pre - occupancy inspection of facility.
Open shelter, do a public notification, and begin limited shelter set up.
Begin food and supply order.
3) Dormitory Shelter
Opening a warming/cooling center is a good way to assess the need for a
dormitory shelter. A bench mark that could be used in the decision making
process is if 25 or more people are displaced and seeking shelter at the
warming/cooling.
4) Dormitory Shelter Staffing
Staffing of a GFW sponsored dormitory shelter should be done by trained public
employees or Type 1 volunteers (for additional detail see Annex G Volunteer
Emergency Workers). If circumstances prevent trained shelter staff from
arriving and shelter operations are immediately required, a general call for
volunteers should be made. Information will be gathered on these general
volunteers in order to register them as emergency workers and to conduct a
background check when time and resources allow.
Shelter Positions per shift include:
- One shelter manager who works the primary shift
- One shift supervisor
- One registration/communication staff
- One or two dormitory management staff
- Feeding staff, work as needed to provide breakfast/lunch/dinner meals
Shelter residents may be allowed to volunteer to help out at the discretion of the
shift supervisor or shelter manager. They may not volunteer in food preparation
unless they show a current food handler's card.
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SHELTER
MANAGER
DAY SHIFT EVENING SHIFT
SUPERVISOR SUPERVISOR
(7AM - 4PM) (3PM- MIDNIGHT)
REGISTRATION REGISTRATION
COMMUNICATIONS COMMUNICATIONS
I DORMITORY
MANAGEMENT
FOOD /SUPPLY
2 DORMITORY
MANAGEMENT
FOOD /SUPPLY
NIGHT SHIFT
SUPERVISOR
(I IPM -8AM)
REGISTRATION
COMMUNICATIONS
I DORMITORY
MANAGEMENT
GFW sponsored shelters should be operated as close to American Red Cross standards
as possible to allow an easy transition from the GFW to the American Red Cross if
resources and opportunities allow.
Security of the shelter begins with the shelter staff. If a problem arises that requires
law enforcement, staff should call 911 and protect themselves and shelter residents as
much as possible. As resources allow the Federal Way Police Department or other
public official should provide a random drop in presence once every 8 hours.
Health and Mental Health services will not normally be provided at a GFW sponsored
shelter 24 hours a day. Shelter staff may be able to arrange for nurses to provide
limited health services at the shelter at certain times or arrange for times to be seen at
Saint Francis Hospital. Mental health services could be arranged by shelter staff via
pastors or other trained consolers from Federal Way Public Schools.
D. Shelter Regulations
General shelter regulations can be found in the Shelter Operations Handbook. Special
considerations are addressed below:
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1) Media
It is not the role of the staff at a shelter to actively seek out the media; however
shelter staff may encounter the media while at the shelter. Media who are
unaccompanied by a GFW EOC PIO or Liaison WILL NOT be allowed into the
shelter until a GFW EOC representative arrives or approves the media to enter.
Shelter staff should not give an interview or answer questions from media unless
approved by the GFW EOC PIO or EOC Manager. Get the reporter's name,
station or newspaper, phone number, their requests for information, and any
deadline. Give this information to the Shelter Manager and/or the Care and
Shelter Coordinator in the GFW EOC. Media crews may ask to take pictures
inside the shelter. Shelter staff's first obligation is to the privacy of the shelter
residents; however it is usually possible to assist with the story. Direct the media
crews to the GFW EOC PIO to make arrangements.
2) Donations
Cash or Check Donations - should never be accepted by shelter staff. Refer
anyone who is interested in making a donation to send their cash/check to
known organizations accepting donations for the current emergency or
disaster.
In -kind Donations - merchants in the community may wish to donate meals
or goods for the relief effort. These offers should be directed to the GFW
EOC Care and Shelter Coordinator or the Logistics Section.
Food — Donated food must meet local health department guidelines. Food
that has been prepared in the home cannot be accepted. Rerouting or
denying these donations must be handled tactfully and should be
considered/included when the initial press release is being prepared.
Used Clothing — Clothing donations should not be accepted at the shelter
and those wishing to donate clothing should be directed to organizations set
up to handle this type of donation such as the multi- service center.
3) Special Needs
When people with disabilities seek shelter, it is important to work with them
individually to assess their needs and to determine the best way to meet those
needs. If it is determined that the shelter cannot address the needs, arrangements
should be made to transport those people to facilities that can render assistance.
Coordination with King County Public Health in the establishment of a special
needs shelter is highly encouraged.
4) Animals
Animals in general are not allowed in shelters. The only exception is with
service animals of which verification documents need to be provided. The
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owners of service animals are fully responsible for the care and feeding of the
animal and may need to be placed in a separate part of the shelter.
5) Shelter Deactivation
When the need for shelter begins to decline, the Shelter Manager and the Care
and Shelter Coordinator need to begin working on how to close the shelter.
When use of the shelter drops below 25 people, it is a good sign that the need has
dropped.
Shelter deactivation process is
- Shelter need assessment
- Obtain GFW EOC Manager's approval to close the shelter through the
Operations Section Chief
- Inform shelter staff and residents as to when the shelter will close
- Issue a press release of shelter closing
- When shelter is closed, begin pack up and clean up of facility
- Contact facility owner and user to conduct post facility inspection
- Arrange a date for shelter staff debrief and after action report
- Inventory shelter supplies and replace lost or damaged material
Forms that will be used during shelter operations (found in the Shelter
Operations Handbook):
- Shelter Rules
- Shelter Status Report
- Client Registration
- Client Check In and Out
- Clock Hours for Shelter Staff
5. RESPONSIBILITIES
A. Primary Agency
The City of Federal Way is the primary agency for mass care and sheltering needs of
the community during times of emergency or disaster. The Community Development
Department is tasked with staffing the Care and Shelter Unit in the GFW EOC.
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B. Support Agencies
Red Cross shall serve as the major supporting agency providing full sheltering
services if resources are available. The Federal Way COAD could also provide
sheltering services.
I'TITH
SHELTER CHECKLIST 1
Greater Federal Way Community EOC
Shelter Manager
Name: Date/Time:
Event:
Reports To:
Care & Shelter unit in GFW EOC
Primary Responsibilities:
. The Shelter Manager provides supervision and
administrative support for the shelter operations. This
position ensures that the needs of the shelter occupants are
being met.
Support Responsibilities:
. Provides back up to the EOC Manager.
Supplies:
• Shelter Manager's Kit
PROCEDURES
Activation Phase
1. Respond to the GFW EOC to receive briefing and instructions. Sign in,
start an activity log, and check in with the Resource or Volunteer Unit (if
established).
2. Obtain contact numbers and radio frequencies for the GFW EOC.
3. Report to shelter facility, survey and lay out the space plan for the
shelter.
4. Organize and brief staff. Assign staff to needed shelter positions.
5. Project staffing and other support requirements for the next 48 hours.
Update Care & Shelter Unit in the GFW EOC.
6. Assess feeding options and discuss with shift supervisor and shelter
food /supply unit.
7. Establish shelter log and reporting process.
8. Put up shelter identification direction signs /boards outside.
Operational Phase
9. Refer all media to the PIO.
10. Maintain regular communications with the Care & Shelter Unit in the
GFW EOC. Provide a shelter status report on a daily basis.
11. Establish standard shift schedules for staff, when possible plan for 8
hour shifts.
12. Establish shelter staff meeting with shelter staff, and ensure that the
physical and mental needs of clients are being met.
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13. Ensure that shelter clients are receiving updated information about the
disaster and the response /recovery process.
14. Ensure that all media contacts are referred to the PIO.
15. Ensure that the proper systems are in place to track expenditures,
shelter occupants, shelter staff and notable actions or events within the
shelter.
16. Routinely inspect the safety and sanitation of the facility.
Demobilization Phase
17. Coordinate plans to close the shelter with the Care & Shelter Unit in the
GFW EOC. Conduct post shelter facility inspection.
18. Communicate to shelter occupants the plan for closing the shelter well
in advance of the actual closing date /time.
19. Work with the Care & Shelter Unit about the disposition of all food
supplies and other opened or perishable items.
20. Work with the Care & Shelter Unit about release of shelter staff.
21. Gather all shelter records and forward them to the Care & Shelter Unit.
22. Be prepared to provide input to the After - Action Report.
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SHELTER CHECKLIST 2
Greater Federal Way Community EOC
Shelter Shift Supervisor
Name: Date/Time:
Event:
Reports To:
Shelter Manager or Care & Shelter unit in GFW EOC
Primary Responsibilities:
0 The Shelter Shift Supervisor assists the Shelter Manager
and provides supervision and administrative support for
the shelter operations. This position ensures that the
needs of the shelter occupants are being met.
Support Responsibilities:
• Provides backup to the Shelter Manager.
Supplies:
0 Shelter Manager's Kit
PROCEDURES
Activation 'Phase
1. Respond to the shelter to receive briefing and instructions. Sign in,
start an activity log, and check in with the Care & Shelter Unit and the
Resource or Volunteer Unit (if established) at the GFW EOC.
2. Obtain contact numbers and radio frequencies for the GFW EOC.
3. Report to shelter facility and survey and lay out the space plan for the
shelter.
4. Organize and brief staff. Assign staff to needed shelter positions.
5. Project staffing and other support requirements for the next 48 hours.
Update Care & Shelter Unit in the GFW EOC.
6. Assess feeding options and discuss with shift supervisor and shelter
food /supply unit.
7. Establish shelter log and reporting process.
8. Put up shelter identification direction signs /boards outside.
Operational Phase
9. Refer all media to the PIO.
10. Maintain regular communications with the Care & Shelter Unit in the
GFW EOC. Provide a shelter status report on a daily basis.
11. Establish standard shift schedules for staff, when possible plan for 8
hour shifts.
12. Establish shelter staff meeting with shelter staff and ensure that the
physical and mental needs of clients are being met.
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13. Ensure that shelter residents are receiving updated information about
the disaster and the response /recovery process.
14. Ensure that all media contacts are referred to the PIO.
15. Ensure that the proper systems are in place to track expenditures,
shelter occupants, shelter staff and notable actions or events within the
shelter.
16. Routinely inspect the safety and sanitation of the facility.
Demobilization Phase
17. Coordinate plans to close the shelter with the Care & Shelter Unit in the
GFW EOC. Conduct post shelter facility inspection.
18. Communicate to shelter occupants the plan for closing the shelter well
in advance of the actual closing date /time.
19. Work with the Care & Shelter Unit about the disposition of all food
supplies and other opened or perishable items.
20. Work with the Care & Shelter Unit about release of shelter staff.
21. Gather all shelter records and forward them to the Care & Shelter Unit.
22. Be prepared to provide input to the After- Action Report.
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Name:
Event:
SHELTER CHECKLIST 3
Greater Federal Way Community EOC
Registration & Communications
Date/Time:
Reports To:
Shelter Shift Supervisor or Shelter Manager
Primary Responsibilities:
• The Registration and Communications position is
responsible for ensuring that persons entering or leaving
the shelter go through the registration and check in /out
process.
Support Responsibilities:
0 Provides backup to Dormitory Management
Supplies:
0 150 MHz Radio & Charger
PROCEDURES
Activation Phase
1. Respond to the shelter to receive briefing and instructions. Sign in and
start an activity log. Log all official communications on your activity log.
2. Set up reception area near the entrance of the shelter. If possible, use
only one entrance for the shelter to support effective registration and
provide a secure environment.
3. Establish radio communication with the GFW EOC via the 150 MHz
radio system and /or amateur radio by the 04 repeater.
4. Post signs directing persons to the registration area and post signs
clearly marking the registration area.
5. Use the registration form and check in /out forms.
6. After shift supervisor's approval, recruit shelter occupants to do
registration if shelter staff are not available.
7. Refer ALL of the following persons to the Shelter Shift Supervisor:
- III or injured persons
- Those on special medications or diets
- Persons with missing or deceased family members
8. Establish shelter log and reporting process.
9. Put up shelter identification direction signs /boards outside.
Operational Phase
10. Refer all media to the PIO.
11. Place a sign at each shelter exit reminding those leaving the shelter to
go to the registration desk to check out.
12. Maintain a log for visitors to sign in and out.
FM
13. Maintain a shelter occupant count and provide update counts to the
Shift Supervisor on regular basis (every four hours is good).
14. Do not accept financial donations at the shelter.
15. Ensure that all media contacts are referred to the PIO.
16. Routinely inspect the safety and sanitation of the facility.
17. Set up a bulletin board to post current information on.
Demobilization Phase
18. Ensure that shelter registration forms are organized and provided to the
Shift Supervisor.
19. Assist in shelter close out and clean up.
20. Be prepared to provide input to the After - Action Report.
2.10
SHELTER CHECKLIST 4
Greater Federal Way Community EOC
Dormitory Management
Name:
Event:
Date/Time:
Reports To:
Shelter Shift Supervisor or Shelter Manager
Primary Responsibilities:
+ Dormitory management includes setting up sleeping
areas in dormitory style, assigning sleeping areas, and
coordinating with Shift Supervisor for supply needs.
Monitors the sleeping areas.
Support Responsibilities:
• Provides back up to Registration & Communications
Supplies:
N/A
PROCEDURES
Activation Phase
1. Respond to the shelter to receive briefing and instructions. Sign in and
start an activity log.
2. When designating space within the dormitory area, consider allocating
separate space for families with small children, the elderly, night
workers and other unique situations.
3. Post signs directing persons to the registration area and post signs
clearly marking the dormitory area(s).
4. Make a cot assignment chart for shelter occupants; use their
registration number to aid in tracking. This will help in locating the
occupants for messages, visitors, etc.
5. After shift supervisor's approval, recruit shelter occupants to assist in
dormitory management, if shelter staff are not available.
6. Post the shelter rules in the sleeping area.
Operational Phase
7. Refer all media to the PIO.
8. Place a sign at each shelter exit reminding those leaving the shelter to
go to the registration desk to check out.
9. Ensure that a shelter staff person is in the sleeping area at all times.
10. Do not accept financial donations at the shelter.
11. Ensure that all media contacts are referred to the PIO.
12. Routinely inspect the safety and sanitation of the facility.
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Demobilization Phase
13. Ensure that shelter registration forms are organized and provided to the
shift supervisor.
14. Assist in shelter close out and clean up.
15. Be prepared to provide input to the After - Action Report.
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SHELTER CHECKLIST 4
Greater Federal Way Community EOC
Food /Supply
Name:
Event:
Date/Time:
Reports To:
Shelter Shift Supervisor or Shelter Manager
Primary Responsibilities:
• The Food /Supply Position is responsible for arranging all
food purchases, preparation, and supply needs of the
shelter. This person must keep accurate records of all
food and supplies received and expended.
Support Responsibilities:
. Provides back up to Registration & Communications
Supplies:
N/A
PROCEDURES
Activation Phase
1. Respond to the shelter to receive briefing and instructions. Sign in and
start an Activity Log. Determine procurement procedures, available
local resources, and financial authority.
2. In your initial briefing, discuss the best options for feeding at the
shelter. These may include the following:
• Fast food or restaurant- prepared meals (particularly during the
first 24 hours)
• School central kitchen
• American Red Cross — managed kitchen
3. In coordination with the Shift Supervisor, determine when the first meal
will be needed. Work with registration to determine number of meals
needed and if there are special dietary needs such as baby food, etc.
4. Establish a beverage and snack canteen service as soon as possible.
If an information bulletin board has been set up, locate the snack area
near it.
5. Draw up menus for the next 48 hours and post them on the information
bulletin board and /or in the dorm area.
6. Shelter occupants are not allowed to be in the food preparation area
unless they have and show a current food handlers permit.
Operational Phase
7. Refer all media to the PIO.
8. Establish a work schedule with assigned shifts.
9. Keep a record of all food and supplies that are purchased for the
shelter operation.
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10. Ensure that food areas are kept clean and sanitary and that food
holding times and other safety procedures are followed.
11. Do not accept financial donations at the shelter.
12. Ensure that all media contacts are referred to the PIO.
13. Routinely inspect the safety and sanitation of the facility.
14. Provide the Shift Supervisor with daily statistics on the number of meals
and snacks served.
Demobilization Phase
15. Ensure that shelter registration forms are organized and provided to the
shift supervisor.
16. Assist in shelter close out and clean up.
17. Be prepared to provide input to the After - Action Report.
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