Part I. The First 24-48 Hours

La HONDA AREA SHELTER MANUAL

Part I. The first 24-48 hours

Below is the procedure for establishing a mass evacuation shelter in the La Honda community.

All requests for information, communications and resources (material and personnel) should be handled through NEST Command.

SECTION I. ESTABLISHING SHELTER - SHELTER MANAGER

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.

The Shelter Manager is the person who has the ultimate responsibility for the operation of the shelter. It is the responsibility of the Shelter Manager to take care of the eating and sleeping needs of the people affected by disaster while they are making other arrangements. Further it is the responsibility of the Shelter Manager to make sure that the shelter is operated within the rules, regulations and guidelines of the American Red Cross. This is accomplished through a commitment to a set of values:

ensure the shelter is a safe place.
respect all clients.
provide services fairly and consistently.
enable clients to make other living arrangements.
use resources wisely.

These values should be used as a guide for all decisions made by the Shelter Manager and the entire shelter staff.

Start a log book of all significant information, problems, solutions and actions taken.
Call American Red Cross Bay Area (ARCBA) in Burlingame.
Advise Red Cross that the Incident Commander has requested a shelter be established. Also advise Red Cross of the estimated number of shelterees and our requirements for food and comfort kits (cots and blankets also, if required).
If La Honda Elementary School is to be used, call La Honda Pescadero Unified School District for permission to utilize the facility. See Attachment 1 for telephone numbers of personnel authorized to open facility. Ask authorized person to respond to the facility to open it and to do a pre-shelter inspection. For other shelter facilities, call other appropriate organizations. See Attachment 2 for suggested shelter sites.
If person authorized to open school is delayed or unable to respond to the shelter and if permission is granted, obtain key to facility from one of the persons on Attachment 3 or use the key from the NEST SHELTER SUPPLIES box.
Obtain the Red Cross Shelter Kit and NEST SHELTER SUPPLIES box from the NEST cabinet in the La Honda Fire House. Also obtain the key for the transportation container that is in the NEST SHELTER SUPPLIES box.
Obtain either a NEST radio or ham radio (if licensed for ham radio frequencies) for communication with NEST Command. Be sure to establish a frequency with NEST Command for shelter use.
Proceed to the shelter site with a team of 1-4 additional people. If shelterees are already waiting, immediately introduce yourself and say that you are with the Red Cross. Ask for volunteers to help get things running. Immediately assign people to get shelterees out of the weather. Set aside an area for people to wait comfortably.
Set up registration area (as near the door as possible) and assign a registration supervisor from your team.
Survey the shelter site, with the representative from the facility to determine:
1. areas that may contain hazardous materials or equipment
2. valuable equipment that will need to be secured
3. pre-shelter damage to the facility. (The Mass Care Facility Survey Form 6564 may be helpful. Completed survey forms can be found in Attachment 4.)
Complete Form 6505 Self Inspection Worksheet (found in the Shelter Kit). Arrange for any minor repairs that are required.
Secure valuable equipment from the shelter area.
Notify NEST Command of your additional staff and material needs.
Also include staff replacement requirements. An 8 - 12 hour shift is advised.
PLEASE NOTE: As shelterees arrive, they can be asked to volunteer with many organizational activities. This is at the discretion of the shelter management staff depending upon the circumstances and the abilities of the shelterees.
Minimum staff includes:
1. Registration Supervisor
2. Food and Supply Supervisor
3. Maintenance and Recreation supervisor
4. Health Supervisor (Red Cross Disaster Health Services nurse is preferred.)
Check availability of existing supplies at the facility. Cots and blankets are located in the transportation container at the La Honda Elementary School. Copies of the latest inventory are kept in the NEST SHELTER FOLDER in the Shelter Hardware file at the La Honda Fire House and in the container. Also check availability of other items such as:
1. comfort kits (soap, toothbrush, toothpaste, razor etc.)
2. ARC forms, signs etc.
3. food and first aid supplies
4. office and janitorial supplies
5. sanitary supplies
Check availability of existing equipment. Notify NEST Command of any needs.
Attention should be given to:
1. telephone (A portable phone is located in the Kiln Room at the Elementary School.)
2. radio for communication with NEST Command
3. generator and fuel
4. kerosene heaters
5. flashlights
After initial surveys are completed or as staff arrives, distribute identification tags and supervisors' packages from the Shelter Kit.
Assign staff member to post Red Cross signs and notify public officials and other prominent community members of shelter location. Have NEST Command notify the Fire Brigade personnel and Sheriff's Deputies so they can advise potential shelterees. Suggested locations for Red Cross Disaster Services posters include La Honda Fire House, La Honda Post Office, Cuesta La Honda Club House and various highway and road intersections. Red Cross shelter posters should be hung inside and outside of the shelter.
Establish areas in the shelter for:
1. shelteree registration (as near the door as possible) if not already in operation
2. first aid
3. meals
4. cots
5. relaxation (if possible)
DO NOT BLOCK FIRE EXITS
Begin process of removing cots and blankets from storage and assembly in shelter. Each cot should be given 40-60 square feet of space. Separate area may need to be established for:
1. families with young children
2. elderly people
3. single men
4. single women
5. people who are ill
6. people with disabilities.
Establish message board with an area for messages for shelterees and an area for official announcements. Also post signs indicating NO SMOKING and QUIET HOURS 10:00 PM TO 6:00 AM.
Through NEST Command, report shelter location to Red Cross when shelter is established.
Give all shelter volunteers INCLUDING NEST MEMBERS the ARC Mass care Volunteer Information Sheet (#D.Sandy-9/90). Also have them complete ARC Disaster Staff Registration (#1492).
After initial shelter set-up of cots, food etc. is complete, meet with staff to plan your food, material and staff needs for the next 48 hours. Estimate an 8-12 hour work shift with ½ hour overlap for briefing the incoming staff. When more experienced Red Cross personnel arrive, turn over shelter operation to them.
If additional staff is requested of the Red Cross, use ARC Staff Request (#6512).
Maintain a roster of shelter staff and hours that they have worked.
Maintain a record of shelter activities on ARC Mass Care Activity Report (#5975).
At the end of each work shift, collect information from each staff member of significant information from their individual activity logs. Also collect shelter registration forms, any non-immediate material request forms and other information and requests to be forwarded through NEST Command to Red Cross.
Transmit the above information through NEST Command to Red Cross.
Either act as Shelter Communications Manager or designate a staff member. Log all radio communications.

SECTION II. SHELTER REGISTRATION 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.

Obtain Registration Material Package from Shelter Start-up Package. Also obtain Shelter Registration Forms (ARC #5972) and Red Cross identification badge.
Start a log book of all significant information, problems, solutions and actions taken.
Place registration desk close to shelter entrance. Use 2 tables in an "L" shape if space allows. If possible keep the entire registration line out of the weather.
Post a sign saying, "EVERYONE PLEASE REGISTER HERE" at the desk.
Organize material from Registration Material Package. Enter the SHELTER NAME and ADDRESS on all forms.
As shelterees arrive, on ARC Shelter Registration Forms (#5972) or on a white 3 x 5 inch file card, obtain the following information:
1. LAST NAME and FIRST NAME of the "head-of-family". Please note that a flexible definition of a family is all those people living in a single residence.
2. Pre-disaster ADDRESS and TELEPHONE NUMBER.
3. DATE and TIME entered shelter.
4. SIGNATURE for Information Release.
For each family member obtain the following information:
1. FIRST NAME. (LAST NAME if different from above.)
2. AGE.
Ask if any family member has any immediate first aid or medical needs or if they are taking any medications and if they have those medications with them. If first aid is required, advise the Health Supervisor, Shelter Manager or NEST Command immediately to provide a qualified first aid personnel. Note any medical needs and the names of the medications on the registration form. Also ask and note if they have any special dietary requirements. Advise the Health Supervisor of non-urgent medical requirements. Notify the Food Supervisor of any special dietary requirements.
Ask if any family members have been injured, are missing or killed. Advise the Health Supervisor of he identity of these people for referral to a mental health professional.
Ask each shelteree what special skills they might possess. Record this information for future use.
If shelterees arrive with pets, contact NEST Command for instructions and information on emergency kenneling. Pets (other than "service animals" are not allowed in Red Cross shelters.
Give each shelteree (or family) a copy of the ARC Shelter Resident Information Sheet (#DS-6/90) and a postcard so they can inform a relative or friend of their welfare.
Give each shelteree a Cot Assignment Form.
Inform Health Supervisor about people who:
1. have medical needs
2. are taking medication
3. have family members who have been injured, are missing or killed
4. have special dietary needs.
File Shelter Registration Forms (or 3 x 5 inch file cards) alphabetically. If using the ARC Shelter Registration Forms (#5972) send the top three copies to the Shelter Manager. If using 3 x 5 inch file cards, make a copy of the card or an alphabetized list of shelterees for the Shelter Manager.
Post a sign near the exit asking people to "PLEASE CHECK WITH THE REGISTRAR BEFORE LEAVING THE SHELTER".
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.

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.

Obtain Mass Feeding Material package from the Shelter Kit. Also obtain Red Cross identification badge.
Start a log book of all significant information, problems, solutions and actions taken.
Immediately arrange through NEST Command for beverages and snacks to be available for shelterees and staff. Expect feeding to be continuous until meal service can be established. Include items such as:
1. hot beverages such as coffee, tea, dehydrated hot cocoa, dehydrated soups
2. cold drinks such as water, soft drinks, milk, fruit and vegetable juices
3. snacks such as bread or crackers, peanut butter, cheese, spreads, jams and jellies, dry cereals (ready-to-serve is good for children).
4. fresh fruit
5. utensils such as paper plates, bowls, plastic ware, paper napkins
6. equipment such as coffee pots (for both hot water and coffee), garbage cans, trash bags
Through the Shelter Manager or Shelter Communications Manager, advise NEST Command of food and equipment needs. Assist NEST Command in acquiring needed materials as time allows. Utilize the NEST Operations Manual instructions "IF FOOD/COFFEE IS REQUESTED" on How to Procure Food From Red Cross.
As food, utensils and equipment arrive, make an inventory so reimbursement can be made.
Recruit volunteers from the shelterees to assist with set-up in the meal area. NOTE: Feeding people requires a lot of staff. For each 200 shelterees, about 10 staff is required.
Maintain the meal area as clean as possible. Maintain awareness of possible health concerns.
Evaluate projected feeding needs based on type and scope of operation.
Establish menu plan for the next few days. Fast food can be used for the first day or two. Suggested meal plans can be found in ARC Disaster Services Regulations and Procedures "Emergency Services - Mass Feeding" (#3030) contained in the Mass Feeding Material package. Hot meals should be provided twice a day. Additionally, a midday lunch should be provided for children, the aged, expectant and nursing mothers, workmen, and disaster victims doing heavy work. A general guide is 2500 calories per person per day (This is about 3-1/2 pounds of food.)
Through NEST Command, inventory existing supplies at the La Honda Fire House. Work with NEST Command to locate and order supplies required for longer term feeding. Use USDA food where available. NOTE: Foods prepared in individual homes or home canned foods cannot be accepted for use.
When ordering food, set up accounts whenever possible, requesting itemized invoices. Use the ARC Disaster Supply Requisition (#6409) to track materials ordered and received.
Maintain a count of the meals served and provide that information to the Shelter Manager.

SECTION IV. MAINTENANCE 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.

Obtain Red Cross identification badge.
Start a log book of all significant information, problems, solutions and actions taken.
Check fire extinguishers for accessibility and charge. Through the Shelter Manager or Shelter Communications Manager, advise NEST Command of any replacements required. Also post signs, if required, indicating locations of emergency exits and fire extinguishers.
Inspect the water purification/delivery system and determine the drinkability of the water within the system. IMPORTANT. IF THERE IS ANY QUESTION AS TO THE QUALITY OF THE WATER, USE BOTTLED WATER FOR DRINKING.
Through the Shelter Manager or the Shelter Communications Manager, request NEST Command obtain bottled water if required or have water that is taken from a drinkable supply delivered in appropriate containers. Calculate 1 quart (minimum) to one gallon of drinking water per person per day. (See Red Cross Fact Sheet: Water Storage in Shelter Kit. Additional copies are found in the LA HONDA FACILITY OPERATIONS FOLDER in the Fire House file in the La Honda Fire House.
When water arrives, set up distribution in the meal area.
Construct emergency toilets if water or sewage lines are disrupted. Allow one toilet per 40 persons.
Arrange through the Shelter Manager of Shelter Communication Manager for NEST Command to acquire portable toilets if required.:
1. Utilize portable facilities from transportation container.
2. Utilize plastic bags inside toilets in restrooms or inside waste paper baskets.
3. Post a sign instructing users to use a new bag each time.
Inventory cleaning equipment such as mops, brooms etc. and supplies such as soap and paper towels both at shelter and at La Honda Fire Station. Check supplies of toilet paper, disposable diapers and feminine hygiene products.
Through the Shelter Manager or the Shelter Communications Manager, contact NEST Command to obtain required equipment and supplies from Red Cross. If materials and equipment are obtained locally, obtain from the Red Cross DAT Coordinator suggestions of what to purchase, how much to purchase and where to shop. Also discuss how payment should be made and what Red Cross expects to pay. (If prices are above those estimated by the DAT Dispatcher, call the Red Cross Disaster Manager listed in the NEST Operations Manual. WE MUST HAVE PERMISSION TO OVER-SPEND THE ESTIMATES.) Cash/check may be obtained from the Fire Brigade Board of Directors.
Retain accompanying receipts for reimbursement/payment at end of incident.
When ordering, set up accounts whenever possible, requesting itemized invoices. Use the ARC Disaster Supply Requisition (#6409) to track materials ordered and received.
Recruit volunteers from the shelterees to help keep shelter clean and to maintain sanitary facilities at shelter location. Maintain awareness of potential health and safety problems.
Make repairs to the shelter facility as required. Through the Shelter Manager or the Shelter Communications Manager, contact NEST Command for tools, materials and expertise required. If the disaster was an earthquake, look for the following:
1. cracks in walls, especially concrete and block walls
2. loss of electricity
3. loss or leaks of water
4. unusual smells indicating gas leaks, broken sewage lines and/or chemical leaks or spills
5. knocked over equipment or supplies,
Locate trash barrels and containers and large plastic bags for storing trash. Arrange through the Shelter Manager or the Shelter Communications Manager and NEST Command to have trash picked-up from shelter site if possible.

SECTION V. RECREATION SUPERVISOR

If space allows, arrange a relaxation area separate from the cot or meal areas. This area is for quiet play by children, for adults to read etc.
Inventory equipment and supplies for recreation. Include books, games, athletic equipment. (If the La Honda Elementary School is utilized as a shelter, the Multi-Purpose Room may contain an inventory of this equipment. Athletic equipment may also be available at this site.)
Establish a system for checking out books, games and athletic equipment.
Arrange through the Shelter Manager or the Shelter Communications Manager and NEST Command to locate coloring books and crayons.
Locate television, VCR and videotapes and arrange system for their use. Videotaped cartoons are valuable entertainment for small children.
If organized recreation activities are arranged, announce and post recreation activities on the Bulletin Board.
Arrange through the Shelter Manager or the Shelter Communications Manager and NEST Command for several copies of several different daily newspapers to be delivered to the shelter if possible.
Be creative. Allow shelterees to arrange and provide recreation.
If shelter is open for an extended time, conduct earthquake and fire drills.
Maintain a log book of all significant information, problems, solutions and actions taken.

SECTION VI. HEALTH 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.

Ideally, this position will be filled by an Red Cross Disaster Health Services nurse. In the absence of such personnel, any Registered Nurse, other professional medical personnel including EMT's and Paramedics and Advanced First Aid qualified personnel, in that order, may be used.

Obtain Medical Material Package from Shelter Kit. Also obtain Red Cross identification badge.
Start a log book of all significant information, problems, solutions and actions taken.
Locate first aid/health services area somewhere in the shelter. It should be a private area big enough for a cot or two, a treatment area and storage.
Inventory first aid supplies and identify a source of medical supplies. Guidelines for medical materials to care for approximately 100 people for an initial 3 day period are included in the Medical Material Package.
Through the Shelter Manager or the Shelter Communications Manager, have NEST Command advise Red Cross of your supply requirements.
Determine if assistance will be required. Identify:
1. What medical skills may be needed
2. What medical skills may exist among shelter staff and shelterees.
If assistance is required, request (through the Shelter Manager or Shelter Communications Manager) NEST Command advise Red Cross of our need for medical personnel.
Discuss with the Registration Supervisor how people with special medical or dietary needs will be handled.
Establish sick call hours and post a schedule on the Bulletin Board.
Post an identification sign outside the first aid/health services area.
Inspect food and toilet facilities periodically.
Coordinate special diets or special arrangements for:
1. pregnant women
2. infants
3. senior citizens
4. infirm and chronically ill
5. people with disabilities
Provide first aid for any shelteree who arrives injured or in need of medical attention.
Provide or coordinate psychological first aid. Give primary attention to those people who, upon registration, noted that they have any family members who were injured, are missing or killed.
For each patient, complete ARC Patient Record Form (#2077).
Complete the ARC Daily Report Form (#6542).

SECTION VII. NEST COMMAND

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.

NEST Command center will serve as a clearinghouse for requests for supplies, equipment and resources from the Shelter Manager or his/her designated representative.
Communications with American Red Cross Bay Area (ARCBA) in Burlingame can be by phone. Communications can also be through San Mateo County EOC by radio.
When supplies are requested, NEST Command should attempt to ascertain the following information:
1. quantity of item
2. name brand if applicable
3. urgency of request.
NEST Command should also arrange for transport of the requested material to the shelter location.
Supplies should be ordered through the Red Cross whenever possible. When ordering through the Red Cross:
1. Complete 2 copies of ARC Disaster Supply Requisition (#6409) for each order being placed.
2. Retain one copy and forward a copy to Disaster headquarters.
3. When the order arrives, check the shipment and forward the material to the shelter.
When ordering supplies directly from the community:
1. Get suggestions from the Red Cross DAT Coordinator of what to purchase, how much and where to shop. Also discuss how payment should be made and what Red Cross expects to pay. Cash/check may be obtained from the Fire Brigade Board of Directors.
2. Open accounts if possible with local merchants. Establish a file folder for each merchant.
3. Use ARC Mass Care - Resources Form (#6455) to record contact with the vendor. NOTE: This form is not found in the Shelter Start-up Package. Use copies of the form in Appendix A or note pertinent information on lined paper and insert in file.
4. Use ARC Mass Care - Invoice Control Form (#6457) to record all invoices received from the vendor.
5. Telephone orders to vendors whenever possible. Complete ARC Disaster Supply Requisition (#6409) if required. If supplies were ordered by telephone, note that on the ARC Form #6409. Do not send ARC Form #6409 to the vendor. It is used as a shopping list and record of purchase.
6. Obtain a bill or invoice when supplies are picked up or delivered. An itemized invoice is preferred.
7. Complete the ARC Form #6457.
8. Complete a second ARC Form #6457, attach invoices and forward to Red Cross disaster headquarters, ATTN.: MASS CARE OFFICER.
At least once a day, contact Red Cross to update them on shelter conditions, staff requirements and other shelter-related information. Most of this information will come from the Shelter Manager and his/her staff.
Maintain a log book of all radio communications as well as significant information, problems, solutions and actions taken.

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