La HONDA AREA SHELTER MANUAL

Part II. Continuing Operations

If shelter operations continue beyond 24-48 hours, additional responsibilities must be assumed. To keep the shelter running most smoothly and to give some degree of comfort to the shelterees, three things are vitally important:

 

SECTION I. SHELTER MANAGER

  1. Meet at least daily with shelter staff. A regularly scheduled meeting is advised. A good time is right after shift change. During these meetings:
    1. Discuss problems and solutions
    2. Make sure all the shelter checklist items are being addressed.
    3. Answer any questions.
    4. Distribute news about the disaster etc.
    5. Introduce new staff.
  2. Meet periodically with a representative of the facility management to discuss any needs or problems that might have occurred.
  3. Through NEST Command, request staff replacements from Red Cross. Do not forget to ask for your replacement. If none are available, ask NEST Command to recruit local volunteers. They can be recruited from local church organizations or from the camps and County facilities located in the area.
  4. As staff replacements arrive, brief personnel assigned from Red Cross or local volunteers on the following subjects:
    1. shelter organizational structure.
    2. their job description and tasks.
    3. working hours and daily schedule.
    4. dress code and necessity for identification
    5. problems needing immediate attention and tentative solutions.
  5. Talk with shelter residents to evaluate their feelings and needs.
  6. Either continue to act as Shelter Communications Manager or designate a staff member. Log all radio communications.
  7. Continue to log your activities.

 

SECTION II. SHELTER REGISTRATION SUPERVISOR

  1. Function as the Information and Reception Center
  2. Maintain the Bulletin Board for information for the shelterees. Post:
    1. Schedules for meals, sick call, quiet hours etc.
    2. Messages from other shelterees.
  3. Greet all visitors. Do not allow personal guests of the shelterees into the shelter.
  4. Inform the Shelter Manager of all official visitors and visits such as health inspectors and media. Information on handling the media is in the Registration Material Package that was obtained from the Shelter Kit.
  5. As people leave the shelter, if they will be returning, flag their registration form. If not, document the following:
    1. DATE and TIME shelterees left the shelter.
    2. POST-SHELTER ADDRESS/TELEPHONE NUMBER.
  6. Obtain information from radio, television, and newspapers and share with the shelter population.
  7. Control rumors by verifying them with official sources and releasing the information quickly to the shelterees.
  8. Continue to log your activities.

 

SECTION III. FOOD SUPERVISOR

Please Note: Any documents not available at this Website are located in the Shelter Kit or in the NEST file cabinet at the La Honda firehouse.

  1. Supervise the food staff. Use shelterees whenever possible for simple tasks.
  2. Ensure food areas are kept clean and sanitary.
  3. Ensure food supplies are delivered on time.
  4. Keep an accurate inventory of available supplies.
  5. Supervise menu planning to assure that the meals are balanced. Select recipes and adapt the method of preparation to the equipment available.
  6. Work with Disaster Health Services, the Shelter Manager and the local public health department to confirm that all local health codes are met.
  7. Complete an ARC Mass Care Activity Report (ARC #5975) each day to document number of meals served.
  8. Keep a log of all food and supplies obtained, including amounts and sources.
  9. Continue to log your activities.

 

SECTION IV. MAINTENANCE SUPERVISOR

  1. Ensure the dormitory area is kept clean. Use the shelterees to:
    1. remove and store excess cots.
    2. keep floor clean.
    3. remove trash
  2. Document daily head count. Accomplish this between midnight and 1:00 AM
  3. Maintain inventories of equipment and other miscellaneous supplies.
  4. Inspect and eliminate or reduce fire and safety hazards. Ensure fire exits and fire extinguishers remain accessible.
  5. Continue to log your activities.

 

SECTION V. RECREATION SUPERVISOR

  1. Be sure noisy activities are kept away from quiet areas.
  2. Appoint Child Care Supervisors.
  3. Coordinate child care activities with Child Care Supervisors and Mental Health or Psychological First Aid if available. If not available, the Shelter Medical Manager should be utilized.
  4. Keep an inventory of borrowed equipment.
  5. Continue to log your activities.

 

SECTION VI. HEALTH SUPERVISOR

  1. Inspect food and toilet facilities periodically.
  2. Through Shelter Manger and NEST Command order supplies from Red Cross. Maintain accurate inventory of available supplies.
  3. Maintain copies of requests and orders for supplies.
  4. Arrange for transport of patients with major medical problems.
  5. Isolate shelterees who have communicable diseases.
  6. Coordinate preparation of special diets.
  7. Provide or coordinate psychological first aid. Document all counseling.
  8. Continue to log your activities.
  9. Report statistics including:
    1. number of people treated.
    2. number of shelterees under 1 or over 65 years old.
    3. types of illnesses
    4. names of people on special diets.
    5. number of pregnant women.

 

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