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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. 197 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. 200 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: 201 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 202 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. 203 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. 205 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. 206 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. 207 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. 208 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. 211 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. 212 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. 213 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. 214