[KYHAM] KEN Training for Nov. 10: ANNEX F Reception and Care

[Ron Dodson]

Annex E of a typical Ky county EOP discusses Public Information. 
As there is little that we as amateurs will have to do in that
area we skip ahead this week for a look at ANNEX F RECEPTION AND
CARE. Amateur radio operators have been called in to assist in
communications for shelters in past emergencies and likely will
again.  All of us need to understand the inner workings of
shelters and if you want to be serious about working in shelters,
I suggest visiting your local American Red Cross for training be
able to be of maximum service in time of need.


I.	SITUATION AND ASSUMPTIONS

A.	Disaster incidents often result in evacuations either before
or during the incident.  Such evacuations will cause a demand for
congregate/ mass care facilities.

B.	Congregate/ mass care facilities, at a minimum, must have the
capability of providing space for sleeping and feeding.

C.	Congregate/ mass care facilities will provide protection only
from normal weather conditions.  These facilities do not
necessarily provide protection from severe weather, toxic gases,
radioactive fallout, or other life threatening forms.

D.	The evacuation of a significant portion of the population of
Kentucky or the United States due to man made or natural disaster
would require the need to provide congregate mass care shelters
in facilities not normally used as shelters.

E.	Activation of Annex Z - Emergency Repatriation will also
result in a need to provide congregate/ mass care shelter.

F.	The reception and care system for the Commonwealth of Kentucky
can be divided into seven parts: 1) identification and
registration of evacuees; 2) assignment to shelter; 3) provision
of necessary food; 4) procurement of clothing and medical
services; 5) procedures for return of evacuees to their homes; 6)
procedures for non-return home of evacuees due to destruction of
their home; and 7) reuniting of separated families.

G.	Shelter management and feeding will be the responsibility of
the American Red Cross (ARC), who will coordinate inquiries
concerning actual and potential individual disaster.

H.	Initial sheltering may be provided by other means if a local
Red Cross chapter is not available.

II.	MISSION

To lodge and feed evacuees of any type of actual or potential
disaster.

III.	DIRECTION AND CONTROL

A.	The County Judge/ Executive has appointed a Reception and Care
Coordinator, who operates from the County EOC.

B.	The Reception and Care Coordinator and the American Red Cross
are responsible for the appointment and training of personnel to
staff shelters.  The Red Cross coordinates family inquiries.

Shelter Management

1.	Each shelter, or group of facilities, will have a Facility
Manager.  The Facility Manager will select from among the
evacuees assigned to the facility(ies) two or more assistants to
help him/ her manages the shelter on a 24-hour basis.  The
Facility Manager will report to the Reception and Care Annex
Coordinator.

2.	The Facility Manager is responsible for enforcing all health
and safety guidelines and regulations concerning the housing and
feeding of evacuees.

3.	Each Facility Manager will identify a telephone in the
facility for reporting to the Reception and Care Coordinator.

4.	The fire departments and health departments of each
jurisdiction are responsible for checking each shelter in that
jurisdiction, when they are opened, for health and safety
problems, and reporting their findings to the Shelter Manager.

Large Scale Evacuation

1.	During a large-scale evacuation that involves a large
population area, it may be necessary to establish reception and
registration centers.  These centers act as shelter assignment
clearinghouses.  

2.	Reception Center

a.	The function of the reception center is to receive those
evacuees and assign them either to a registration center for
assignment to shelter or directly to a shelter.  At the center,
evacuees must fill out the standard ARC registration form.  If
this form is not available, the EM Registration form in Appendix
F-3 will be used.

b.	If a county has two or more shelter clusters located in
different areas within its boundaries, it could use the reception
center to assure even flow to the shelter clusters.  The
registration center would then assign the evacuees to individual
shelters.

c.	Persons with special needs will be assigned to those
facilities identified as being able to meet their needs.

3.	Registration Center

The registration center acts as a mini-reception center when the
county contains two or more significant shelter clusters which
are located in different communities.

4.	General Duties or Reception and Registration Office

a.	Assign each person or family unit to a specific congregate
care facility from the list of facilities provided.

b.	Instruct each individual or family unit to report to the
congregate care manager of the assigned facility.

c.	Ensure that relocatees are distributed equitably among the
various congregate care facilities.

d.	Maintain a strict count of relocatees assigned to each
facility so that capacities are not exceeded. 

e.	Notify EOC when each congregate care facility is full.

f.	After all relocatees have been registered and assigned to
specific lodging facilities, remain in operation and act as the
support center for all shelters within their jurisdiction.  It
will assume the responsibility for:

1)	Establishing and maintaining liaison with each facility
manager in its jurisdiction.

2)	Receiving, compiling, and consolidating all requests for
support resources from the facility managers and forwarding the
consolidated requests to the EOC.

3)	Responding to requests from county EOC for locating personnel
with special skills among evacuees.

4)	Keeping the EOC advised of the number of people lodged in each
facility within the jurisdiction.

5.	Persons arriving with travel trailers or camping trailers may
be assigned to facilities listed in Appendix F-6.

E.	Reporting of congregate care shelters status to KyEM will be
in conformity with Annex U.

V.	ADMINISTRATIVE SUPPORT

The Reception and Care Coordinator will develop an administrative
support staff.

VI.	APPENDICES

F-1	Organizational Chart

F-2	Evacuation Flow Chart

F-3	American Red Cross (ARC) Registration Form and EM
Registration Form

F-4	List of Shelters

F-5	List of Feeding Points

F-6	List of Campgrounds