SHELTER and MASS CARE
BERTIE COUNTY EMERGENCY OPERATIONS PLAN
Reviewed / Updated: April 07, 2016

Primary Agency: Department of Social Services
American Red Cross
 
Support Agencies: Emergency Management
  Health Department
  Sheriff
  Others as required or requested
   
Attachments:
Attachment 1: Special Needs Populations
Attachment 2: Pre-designated shelters
Attachment 3: Shelter Manager Checklist
Also see
Annex Animal Control and Protection
  Notification and Warning
  Public Information
Resources Interpreters for Hearing Impaired
   
   
I. PURPOSE

To provide for the protection of the population from the effects of hazards through the identification of shelters and provision of mass care. To provide for the protection of special needs groups in the general population, through the identification of special needs shelters. To provide an understanding of the assignment of personnel to manage all types of shelters, as well as notification of personnel to open shelters to house evacuated persons due to a natural or manmade emergency and disaster.
 
II. SITUATION AND ASSUMPTIONS
 
  A. Situation:
 
   
  1. Based upon the County's hazard analysis, there are several emergencies for which shelters may be required including severe storms, tornados, floods, hazardous material accidents and fires.
     
  2. The Bertie County Emergency Management Office and the American Red Cross have identified and surveyed potential shelters in the County and have determined which would be appropriate to use during disasters. Three schools that have been determined to be sufficient for citizen needs are documented by the American Red Cross in shelter agreements and mass care facility surveys. Two more schools are alternates or reserve and are opened if needed.
     
  3. Bertie County is prepared to deliver limited auxiliary power to sections of designated schools for shelter and mass care.
     
  4. Bertie County will assume no responsibility nor liability for unauthorized shelter openings during emergency events.
     
  5. Bertie County Health Department and Department of Social Services workers have been trained in shelter management and operations.
     
  6. The Pitt County Red Cross Chapter serves Bertie County. Written agreements exist between the Bertie County Department of Social Services, American Red Cross and the Bertie County Board of Education for the coordination of shelter and mass care.
     
  7. County and municipal essential personnel and their families may receive special consideration for sheltering during the emergency.
     
  8. Shelter space may become limited for County residents if opened early and occupied by out-of-county evacuees.
     
  9. An emergency event may require people to shelter-in-place rather than seek shelter at a remote location.
     
  10. A special needs population exists in the County comprised of persons who have some limiting condition or special care need; situations may include impaired mobility or special medical requirements. This population includes residents of special care facilities as well as homebound individuals.
     
  11. A number of facilities and organizations in the County provide care and services to special needs individuals. These include, but are not limited to, nursing homes, home health care providers and family care homes.
     
  12. Public and private providers of institutional care (medical and residential) are responsible for shelter plans for their residents.
     
  13. Emergency plans are in place for all special care facilities. These plans define appropriate sheltering action for the residents of the facility.
     
  14. Currently, there is no identified County or regional special needs emergency shelter for the home-bound individual.
  B. Assumptions:
 
   
  1. Sufficient in‑county sheltering exists to meet the needs of an evacuation during emergencies or disasters.
     
  2. For out‑of‑county evacuation, sufficient shelter capacity exists in adjacent counties and shelter locations can be arranged and made available.
     
  3. A high percentage of evacuees will seek shelter with friends or relatives rather than go to public shelter.
     
  4. Local grocery stores, restaurants and other business will support initial shelter/mass care operations with donations of emergency supplies.
     
  5. During regional events such as hurricanes, public shelters opened in Bertie County will generally shelter persons from outside the County, primarily coastal evacuees.
     
  6. Churches or other groups will inevitably open shelters independently of the County shelter system.
     
  7. A regional special needs shelter may be opened for the homebound patient and the County may share in the operational expense.
     
  8. Shelterees will be provided with public information concerning the emergency event.
     
  9. Some persons will require public transportation to shelter sites.
     
  10. School schedules and activities may be disrupted by shelter activities.
     
  11. Inevitably, there will be some individuals who will seek emergency assistance through 911 who then must be assisted by County agencies within the limitations of the resources and confines of the County Emergency Operation Plan. These cases may include individuals who are not affiliated with a facility, but may be homebound persons living alone or an individual in the care of family members.
     
  12. Families will provide a person/persons to travel and assist the special needs individuals as needed during an emergency relocation.
     
  13. Individuals with special needs will be responsible for their medications and special equipment needed.
     
  14. There may be individuals with special needs residing in the County that may not be identified by any agency.
III. CONCEPT OF OPERATIONS
 
   
  1. The American Red Cross (ARC) through written agreement with the State of North Carolina and Bertie County Emergency Management through NC General Statute 166A-9, will provide shelter and mass care to the general population. The Department of Human Resources and the Bertie County Health Department and, as necessary,  the Bertie County Department of Social Services will assure that shelter care is made available to complement American Red Cross services, and in those situations in which American Red Cross cannot provide shelter and mass care. The Bertie County Health Department will provide shelter and mass care management to the special needs population.
     
  2. The Bertie County Emergency Management Coordinator and the American Red Cross will coordinate shelter locations. Operations will mutually be supported with shared personnel and support services of American Red Cross and Bertie County Department of Social Services whenever possible. Shelter Managers will be appointed.
     
  3. Bertie County will open and support shelters approved by the Red Cross. The following schools have been designated as approved shelter sites:
     
    • Bertie Freshman Academy
    • West Bertie Elementary
    • Colerain Elementary
    • South Aulander Elementary 
       
  4. Public and private providers of institutional care (medical and residential) remain responsible for having shelter plans, which are approved by Bertie County Social Services and Emergency Management Office, for continued care of their clientele when in shelters. This includes those persons with special needs such as elderly, mentally and physically handicapped, ambulatory and non-ambulatory clients or patients.
     
  5. The Control Group will decide when to open shelters during a county-wide emergency. The Emergency Management Coordinator will coordinate shelter openings with the Department of Social Services.  During an isolated event, the Incident Commander will determine the need for opening public shelter(s) and take appropriate action.
     
  6. The Department of Social Services will coordinate shelter operation with the American Red Cross (ARC), and will mutually support shelter operations.
     
  7. Shelter openings during regional hurricane evacuations will be coordinated with the Division of Emergency Management.
     
  8. Each shelter will be provided health/medical support, communications, fire protection, security and crisis intervention counseling.
     
  9. Community pick-up points will be designated as needed for persons or groups requiring transportation to shelters.
     
  10. The Control Group will determine when shelters will be closed.
     
  11. Essential Worker Shelters
    • Essential workers and their families will be offered shelter together at designated facilities as deemed necessary by the Control Group. These shelters will not be designated as Red Cross Shelters and such shelters will require only limited support.
    • Shelters designated for emergency service workers and families will be a temporary refuge from hazardous conditions.
       
  12. Special Needs Population Sheltering
    • When emergencies threaten the County, the Emergency Management Coordinator will provide notification to the special needs agencies and facilities in a timely manner. Agencies and facility operators will be expected to notify those individuals affected by this threat.
    • Each public or private facility will designate an emergency point of contact for the receipt of notifications and other emergency information.
       
  13. Facility operators will implement emergency action plans in response to the disaster threat.
     
  14. For emergencies which directly affect only one facility (such as a fire), immediate assistance will be sought from other special needs facilities in Bertie County or neighboring counties. Facilities will notify 911 Communications of such an event and Communications will notify the Emergency Management Coordinator.
     
  15. In situations where public utilities have been severely damaged, the Emergency Management Coordinator will attempt to provide emergency sources of potable water, other temporary sanitation services and communications.
     
  16. Request for assistance from homebound patients will be dealt with on a case by case basis.
     
  17. Bertie County will make every effort to comply with the requirements of the Americans With Disabilities Act when emergency / special needs shelters are  considered and / or opened.
     
  18. Within the National Response Framework, all mass care and human services functions are considered an emergency support function (ESF 6).
IV. SPECIFIC FUNCTIONS AND RESPONSIBILITIES
 
  A. Shelter Personnel:  
Shelter Personnel Assignments and Notification will be made, respective of direction and control, by:
 
   
  1. Emergency Services Director of Red Cross
     
  2. Director - Bertie County Health Department
     
  3. Director - Bertie County Department of Social Services
  B. Shelter Managers:
Shelter Managers will be appointed and designated by qualification, respective of direction and control, by:
 
   
  1. Emergency Services Director of Red Cross
     
  2. Director - Bertie County Health Department
     
  3. Director - Bertie County Department of Social Services
  C. Shelter Staff Alert List:
Current lists of shelter staff, and qualified shelter managers are maintained by the individual agencies in both hard copy and digital form. Each agency is responsible for ensuring their respective lists contain the most currently available contact information.
 
  D. Staffing Recommendation:
 
   
  1. Administrative - Shelter Management (24 hours)
     
  2. Technical/Maintenance
     
  3. Communications (24 hours)
     
  4. Medical
     
  5. Mental Health
     
  6. Security (24 hours)
     
  7. Sanitation (24 hours)
  E. Shelter Communication:
Primary communication for the Emergency Operations Center to the shelters and from shelter to shelter will be by commercial telephone. The backup communication will be radio.  With order to preference, the Priority List for communications is to be as follows:
 
   
  1. Amateur Radio
     
  2. Radio Equipped Law Enforcement Vehicles
     
  3. Radio Equipped Fire Trucks
     
  4. Radio Equipped Ambulances
     
  5. Computer via internet
     
  6. Messenger Service
    In the event a radio equipped vehicle or person is not available for backup support, then the next available organization on the Priority List will be assigned to this mission.  A Communications Log will be maintained for all incoming and outgoing messages.
 
  F. Shelter Security:
Shelter security will be provided on a 24-hour basis by the Bertie County Sheriff's Department or designated law enforcement agency.
 
  G. Shelter Supplies/Equipment:
Kits containing pens, paper, pads etc., I.D. badges, registration forms, communication/shelter logs will be stored at the Red Cross and distributed to the shelter by the Red Cross.
 
  H. Shelter Food:
The Department of Corrections or Red Cross and School System will provide food for the shelter.
 
  I. Shelter Clothing:
Shelter clothing will be provided by the Department of Corrections with assistance from Red Cross and the Bertie County Department of Social Services, if required.
 
  J. Shelter Records:
The shelter staff will maintain Registration Forms, Communication Logs, Shelter Daily Logs, receipts of expenditures, etc.
 
  K. Shelter Expenditures:
The American Red Cross will pay shelter operation expenses for ARC operated shelters. Other expenses will be born by the agency or group managing the shelter. See V. Direction and Control, "D". Also see Attachment 1 "Special Needs."
 
  L. Shelter Closing:
Red Cross Director or representative will notify shelter manager to close shelter.  Red Cross Director or representative will complete inventory of supplies and equipment.  Red Cross will turn vital records over to Emergency Management.
 
  M. Other:
Social Services will provide assistance to persons in shelters requiring additional services. Red Cross and Social Services will conduct cleanup of the shelter respectively.
 
V. DIRECTION AND CONTROL
 
  A. The American Red Cross will direct and control ARC shelter/mass care operations in conjunction with Bertie County Emergency Management. The Bertie County Department of Social Services and the Bertie County Health Department will provide support, unless otherwise stated in this annex.
 
  B. The Director of the Bertie County Health Department, supported by the Director of the Department of Social Services will direct and control special needs sheltering.
 
  C. The Director of Social Services and or the Director of the Bertie County Health Department (Special Needs) will coordinate with American Red Cross on shelter/mass care operations for the County.
 
  D. Assumption of financial responsibility dictates direction and control.
 
VI. CONTINUITY OF GOVERNMENT
 
  The line of succession for shelter and mass care is:
 
   
  1. Director of Emergency Services, American Red Cross
     
  2. Director of the Bertie County Social Services / Director Bertie County Health Department
     
  3. Bertie County Emergency Management Coordinator
Attachment 1
SPECIFIC TO SPECIAL NEEDS SHELTERING AND MASS CARE
 
   
I. SITUATION AND ASSUMPTIONS - Specific to Special Needs Sheltering and Mass Care
 
  A. Situation:
 
   
  1. Bertie County has, within the general population, special needs individuals and special needs groups that will require individual and/or special assistance in the event evacuation is required.
     
  2. Some persons with special needs may, with minimal assistance, be able to function in a mass care shelter, while those persons with special health needs requiring constant care and/or life support systems, will require a special needs shelter or a medical facility.
  B. Assumptions:
 
   
  1. Any person with special needs for whom care can be provided by that person or by family members should be accepted in the shelter serving his family and his community.
     
  2. Sheltering for special needs will be unique to the County and the special needs shelter may be in a separate, designated area of a building housing a mass care shelter, or in a separate facility, depending on the resources available.
     
  3. Private and government operated residential facilities caring for special needs groups, such as nursing homes, rest homes, group homes for the mentally ill or developmentally disabled, etc., are responsible for their clients continual care during and after the time an evacuation is required. This includes financial responsibility.
     
  4. Private and government operated facilities caring for special needs groups for less than 24 hours, such as day care, pre-school, day health, are responsible for their clients continual care during and after an evacuation is required, until or unless the client is released to a parent or a responsible adult and within the agreements for such release already in place by the care giver.
II. CONCEPT OF OPERATIONS
 
   
  1. Sheltering for special needs populations will be accomplished through the coordinated efforts of private facilities, governmental agencies and county-to-county mutual aid agreements.
     
  2. The Bertie County Health Department, supported by the Bertie County Department of Social Services, are designated as the agencies to ensure that shelter care is provided for special needs groups. This will involve team planning for special needs shelters with public agencies, private facilities and the medical profession.
     
  3. The Bertie County Emergency Management Coordinator will assist the Health Department as well as DSS and other local agencies with issues related to special needs sheltering, including coordination of operation of special needs shelters when a publicly operated special needs shelter is necessary.
     
  4. Divisions under the Department of Human Resources that operate residential facilities are required to have current plans in place for the evacuation and sheltering of special needs populations. These plans shall be shared with the Bertie County Health Department.
     
  5. Private facilities will be responsible for the evacuation and sheltering of their patients, to include transport to and from shelters, as well as financial responsibility for their clients.
     
  6. Sheltering needs of special needs groups may be met in the County if an appropriate facility is available; in adjoining counties with prior approval from DHR; in certain DHR state operated facilities; or, in shelters administered by county departments of social services or health.
     
  7. The Special Needs population information is compiled in a database and maintained by Bertie County Social Services, Bertie County Health Department or Emergency Management.

Attachment 2
SHELTER AND MASS CARE - PRE-DESIGNATED SHELTERS
 
    Designated shelters, and capacity:
 
      Shelters Spaces
      Bertie Freshman Academy  694
      West Bertie Elementary School 473
      Colerain Elementary School 228


Note:  Alternate shelters are opened if needed.
Also see - Shelter database for more complete shelter status.
 

Attachment 3
Shelter Manager Checklist
 

Shelter Manager's Responsibilities
 Assignment Information
Obtain the following information:
Nature of the Disaster
Shelter assignment location
Estimated shelter population
Facility contact person
Contact person/supervisor at the chapter/department/agency
What other staff are being recruited:
 
 Shift supervisor(s)
 Registration (click here for ARC Form 5972)
 Feeding
 Dormitory management
 Disaster Health Services
 Disaster Mental Health Services
 Staff recruitment and placement
 Logistics
   
Notify your family and supervisor.
Review chapter/department/agency disaster response plan.
Pack personal items: clothes, toilet items, medications, blanket, phone numbers, etc.
Pick up shelter manager's kit.
   
Initial Actions
Establish contact with facility representatives and activate the building when ready. IF clients are waiting the facility may have to be partially activated immediately.
Using the Statement of Agreement and Facility Survey, if they already exist, meet the facility representative for a pre-occupancy inspection. Negotiate and sign a Facility Agreement. Conduct pre-occupancy inspection using Self-Inspection Worksheet Off-premises Liability Checklist, and assess the general condition of the facility, citing pre-existing damage.
Establish and maintain contact with the Red Cross /department/agency supervisory unit or the Emergency Operations Center.
Survey and lay out the space plan for the shelter.
Organize and brief staff. Assign staff to perform the following tasks:
 
 Registration
 Dormitory Management
 Feeding
 Disaster Health Services
 Disaster Mental Health Services
 Staff Recruitment and Placement
 Other client services
 Logistics
 Public information (coordinated with the EOC Public Information Officer)
 Communications (if phones are out) (i.e. Amateur Radio Emergency Services)
   
Project staffing and other support requirements for the next 48 hours. Notify the chapter/department/agency.
Order start-up supplies and equipment and request any support needed such as security, Amateur Radio operators, Public Information or Disaster Health Services personnel.
Coordinate recruitment of additional personnel. Encourage the involvement of shelter residents as workers.
Assess feeding options and discuss recommended solution with supervisor. Meet with Food Services supervisor.
Establish a shelter log reporting process.
Put up shelter identification both inside and out.
Ensure that the Disaster Welfare Inquiry and Family Service copies of shelter registration forms are forwarded to headquarters.
   

Ongoing Actions
Maintain regular communications with the shelter coordinator or supervisor. Provide Shelter Daily Report information, and discuss supply needs, problems and plans.
Establish and meet regularly with the shelter advisory committee, and ensure that the physical and mental needs of clients are being met. Develop plans to meet these needs and request assistance if necessary.
Ensure that shelter residents are receiving updated information about the disaster, the recovery process, and all of the resources available to them.
Forward a copy of new registrations to Disaster Welfare Inquiry and Family Service units daily.
Establish standard shift schedules for staff, usually for 9 to 13 hours.
Conduct staff meetings. Include updates on disaster response and shelter operations, directions and advice from disaster headquarters, and status of problems and resolutions. Identify needs for clients, staff, supplies, and systems. Address rumors.
Monitor disaster response efforts, and plan for the closing of the shelter.
Ensure that the proper systems are in place to track expenditures, bills and invoices, materials, and local volunteer records.
Develop plans for maintaining the shelter until closing is possible, including staffing and supply needs.
Routinely inspect the safety and sanitation of the facility, including the kitchen, dormitories, bathrooms, exterior and registration area and ensure that health standards and clients' needs are being met.
Meet regularly with the facility representative to share concerns and resolve potential problems.
Work with the clients and feeding supervisor to ensure the appropriate menus are being planned that reflect the preferences of the shelter population.
   

Closing Actions
Coordinate plans to close the shelter with your supervisor and community well in advance of the actual closing.
Coordinate with Family Service to ensure timely and appropriate placement of all remaining shelter occupants.
Communicate to any remaining shelter residents the plan for closing the shelter. Encourage individuals who have not already contacted Family Service to do so.
Consult with your supervisor about the disposition of all Red Cross and USDA food supplies.
Ensure Logistics staff take the following actions:
 

Complete the inventory of all supplies owned by the facility that were used in the shelter, and forward this to your supervisor.
Return all rented or borrowed equipment to owners. Send your supervisor signed receipts for such equipment.

Arrange for the cleaning of the facility and have it returned to the pre-occupancy condition or as close to the pre-occupancy condition as possible.

Return all Red Cross supplies and equipment to the chapter/department/agency or central storage facility. Submit to your supervisor a list of items returned.

Forward all pending financial commitments to the supervisor for payment. Ask suppliers to send final bills to your supervisor.
   
Consult with the supervisor about transfer or release of staff.
Remove all Red Cross ID materials from the facility.
Prepare a thank-you list of other voluntary organizations, vendors, and staff to be thanked or recognized.
Forward all Mass Care shelter files to the chapter/department/agency
 
 

Bertie County Emergency Management - PO Box 530 - Windsor, NC 27983-0530