San Joaquin Operational Area
Guide to Mega-Shelter Operations
San Joaquin Office of Emergency Services
February 2012
San Joaquin Operational Area Mega Shelter Guide
Author:
Renee Johnston, Emergency Planner, City of Stockton
Contributing Staff:
San Joaquin, Office of Emergency Services:

Michael R. Cockrell, Director Of Emergency Operations

Ronald E. Baldwin, Retired, Director Of Emergency Operations

Sharon Herrera, Part Time-Section Chief
February 2012
Published on: www.sjgov.org/oes
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Purpose of Guide
This operations guide is intended to support the rapid establishment of a
mega-shelter within San Joaquin Operational Area. The organization and
its functions are described and checklists provided for initial set-up
activities. Specific agency or organization assignments to functions will be
made at the time of the disaster.
The Guide briefly describes the Operational Area, and Care and Shelter
Branch organizations that will determine the need for a mega-shelter, and
oversee its operation to give shelter personnel a sense of the overall
organization of relief activities. This guide will be used in conformity with all
procedures and protocols of the San Joaquin Operational Area, Care and
Shelter Branch.
Traditional Shelter vs. Mega-Shelter Operations
TRADITIONAL
Shelter operations in disasters are traditionally the sole responsibility of the
American Red Cross (ARC), under national charter. The local ARC
Chapter opens shelters as needed and operates them in accordance with
National ARC regulations and protocols. Other relief, public health, or
assistance activities provided by other agencies or organizations to victims
are conducted outside of the Red Cross shelter.
MEGA-SHELTER
However, once shelter populations exceed a few hundred the demand for
relief services across all agencies becomes high enough to require that all
possible relief activities be formally consolidated into a “mega-shelter
complex” organization to more effectively share resources and knowledge
to provide better services to the affected population.
Large shelter populations also create a need for a much higher than normal
level of public health, law enforcement, and human services support. Once
these conditions are met, a mega-shelter will be established under the
control of local government. The ARC will operate mass care shelters as
part of this multi-agency organization.
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Table of Contents
Section
Page
SECTION 1: OPERATIONAL AREA ORGANIZATION .................................................................................. 1
SECTION 2: CARE AND SHELTER BRANCH .................................................................................................. 2
SECTION 3: SHELTER COMMAND AND CONTROL ..................................................................................... 3
3.1 SHELTER ORGANIZATIONAL CHART ............................................................................................................. 4
SECTION 4: SHELTER BRANCH MISSIONS ................................................................................................... 5
4.1 OPERATIONS SECTION......................................................................................................................................... 5
4.2 INTAKE BRANCH .................................................................................................................................................... 5
4.3 HEALTH & SPECIALNEEDS BRANCH .............................................................................................................. 5
4.4 EVACUEE SUPPORT BRANCH ............................................................................................................................ 5
4.5 ANIMAL SERVICES BRANCH .............................................................................................................................. 5
4.6 LOGISTICS SECTION .............................................................................................................................................. 6
SECTION 5: COMMAND....................................................................................................................................... 7
5.1 SHELTER COMMANDER....................................................................................................................................... 8
5.2 SHELTER DEPUTY COMMANDER .................................................................................................................... 8
5.3 PUBLIC INFORMATION OFFICER ................................................................................................................... 11
5.4 SAFETY OFFICER .................................................................................................................................................. 13
SECTION 6: OPERATIONS SECTION ............................................................................................................ 14
6.1 OPERATIONS SECTION CHIEF ......................................................................................................................... 14
6.2 INTAKE BRANCH DIRECTOR ........................................................................................................................... 16
6.3 ASSESSMENT AND REGISTRATION SUPERVISOR .................................................................................. 18
6.4 INFORMATION PROCESSOR SUPERVISOR................................................................................................. 20
6.5 HEALTH AND SPECIAL NEEDS BRANCH DIRECTOR.............................................................................. 22
6.6 MEDICAL GROUP SUPERVISOR....................................................................................................................... 23
6.7 HEALTH GROUP SUPERVISOR......................................................................................................................... 25
6.8 DISABLED & ELDERY GROUP SUPERVISOR............................................................................................... 26
6.9 EVACUEE SUPPORT BRANCH DIRECTOR ................................................................................................... 29
6.10 CHILD CARE TEAM LEADER .......................................................................................................................... 31
6.11 ADULT DAY TEAM LEADER ........................................................................................................................... 34
6.12 RECREATION TEAM LEADER........................................................................................................................ 36
6.13 RECOVERY & REFERRAL GROUP SUPERVISOR ..................................................................................... 39
6.14 FAITH-BASED TEAM LEADER....................................................................................................................... 41
6.15 ANIMAL SERVICES BRANCH DIRECTOR .................................................................................................. 44
6.16 SMALL ANIMAL GROUP SUPERVISOR ....................................................................................................... 46
6.17 LARGE ANIMAL GROUP SUPERVISOR ....................................................................................................... 49
SECTION 7: PLANNING/INTELLIGENC SECTION CHIEF........................................................................ 52
7.1 RESOURCE UNIT LEADER ................................................................................................................................. 54
7.2 STATUS/CHECK-IN RECORDER...................................................................................................................... 55
7.3 SITUATION UNIT LEADER ................................................................................................................................ 57
7.4 GIS SPECIALIST ...................................................................................................................................................... 58
7.5 COMPUTER TERMINAL OPERATOR ............................................................................................................. 60
7.6 DOCUMENTATION UNIT LEADER ................................................................................................................. 61
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SECTION 8: LOGISTICS SECTION .................................................................................................................. 62
8.1 SERVICE BRANCH DIRECTOR .......................................................................................................................... 62
8.2 COMMUNICATIONS UNIT LEADER................................................................................................................ 65
8.3 MEDICAL UNIT LEADER .................................................................................................................................... 68
8.4 FOOD UNIT LEADER ............................................................................................................................................ 69
8.5 SUPPORT BRANCH DIRECTOR ........................................................................................................................ 71
8.6 GROUND SUPPORT UNIT LEADER................................................................................................................. 72
8.7 SUPPLY UNIT LEADER ........................................................................................................................................ 75
8.8 ORDERING MANAGER ........................................................................................................................................ 77
8.9 RECEIVING/DISTRIBUTION MANAGER ...................................................................................................... 78
8.10 RECEIVING/DISTRIBUTION-MANAGER-DONATIONS ....................................................................... 79
8.11 FACILTY UNIT LEADER ................................................................................................................................... 83
8.12 BASE MANAGER ................................................................................................................................................. 85
8.13 SECURITY MANAGER ....................................................................................................................................... 87
8.14 TRAFFIC CONTROL TEAM LEADER ............................................................................................................ 90
8.15 FACILITY MAINTENANCE SPECIALIST ..................................................................................................... 92
SECTION 9: FORMS AND PROCEDURES ..................................................................................................... 94
9.1 INTAKE BRANCH .................................................................................................................................................. 94
9.2 EVACUEE SUPPORT BRANCH .......................................................................................................................... 94
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SECTION 1:
OPERATIONAL AREA ORGANIZATION
All care and shelter operations within the County will be planned and
implemented by the San Joaquin Operational Area organization. The Care
and Shelter Branch within the Operational Area Operations Section will
assess human needs throughout all County jurisdictions and will develop
plans for meeting these needs.
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SECTION 2:
CARE AND SHELTER BRANCH
The Operational Area Care and Shelter Branch will assess human needs
created by a disaster event, develop plans for meeting needs, and oversee
implementation of plans to provide services. These services may include a
shelter plan for victims requiring housing and food assistance.
The shelter plan may involve the decision to establish a mega-shelter
instead of traditional shelters operated by the ARC alone. This guide
provides direction to establish a mega-shelter.
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SECTION 3:
SHELTER COMMAND AND CONTROL
The overall operation of a mega-shelter will be the responsibility of the San
Joaquin Operational Area. The Care and Shelter Branch will oversee
activation and operation through a Shelter Group overseeing all shelter
operations. The Mega-Shelter will be organized as shown on the next
page. Logistics support to the shelter will be through the Operational Area
Logistics Section that will assign personnel to the shelter and coordinate
needed resources.
The ARC is the Mega-Shelter Intake Branch Lead Organization. (Model 3
below)
Roles and Responsibilities
Red Cross
Shelters
(Model 1)
Red Cross
Red Cross/
Partner
Shelters
(Model 2)
Red Cross
Red Cross
Red Cross
Yes
Yes
Yes
No
Red Cross
Only
“Supported by
Red Cross”
None
Shared
Co-logo: “In
Cooperation
with”
Shared
Shared
Yes
Yes
Yes
Community
Agency
No
Standard Red
Cross Shelter
Agreement
Welcome
letter of
agreement
and Standard
Red Cross
Shelter
Agreement
Shelter
Support
Services
Agreement for
Community
Agencies
Administrative
Control
Shelter
Operations
Expenses
Must Adhere to
Disaster Code of
Conduct
Red Cross
Branding
Liability
Reporting and
Communication
Agreement to
Use
Red Cross
Supported
Shelters
(Model 3)
Community
Agency
Red Cross
Assisted
Independently
Managed
Shelters
(Model 4)
Community
Agency
Community
Agency
None
American Red Cross
Liability: County, or, if in a City, a local Proclamation provides some immunity.
Expenses: Depends if ARC is providing as a “pay-for-hire”.
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3.1 SHELTER ORGANIZATIONAL CHART
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SECTION 4:
SHELTER BRANCH MISSIONS
4.1 OPERATIONS SECTION
Delivers direct assistance to clients established within the shelter complex
as ARC Shelters including:

Shelters, the various buildings used

RV/Mobile home parking areas

Campgrounds

Tent cities

Animal care shelters
4.2 INTAKE BRANCH
Makes initial assessment of evacuee needs and advises if outside
assistance or in-shelter services best provides required needs. If an
immediate health or medical need, evacuee will be directed, or provided,
with transportation to correct service needed.
4.3 HEALTH & SPECIALNEEDS BRANCH
Provide emergency medical, health, environmental health, and disabled or
elderly special needs services to shelter populations.
4.4 EVACUEE SUPPORT BRANCH
Provide support to shelter populations to include referral to recovery
services, child and adult day care, and psychological support through
recreation and faith-based support.
4.5 ANIMAL SERVICES BRANCH
Provide Animal Services facilities and services for small and large animals
that are dependent on the evacuees at the shelter in coordination with
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overall Animal Services operations occurring within the Operational Area.
Establish protocols for access to pet owners in the shelter population and
support to those who are grieving the loss of a pet.
4.6 LOGISTICS SECTION
Support all shelter operations with maintenance of the physical facility
including restrooms, feeding areas, sheltering camps, staff working areas,
etc. Provide transportation services, communication support, supply and
donation management, shelter safety, and traffic control services.
 Ground Support Unit: Responsible for transporting people, supplies,
and equipment: fueling, service, maintenance, and repair of vehicles and
other ground support equipment: and development and implementation
of the Shelter Traffic Plan.
 Communications Unit: Responsible for communication support and will
coordinate with all Sections of shelter to assure ability to communicate
within, and, outside of Shelter. This includes telephone, Internet access,
and radio systems.
 Supply Unit: Responsible obtaining and distributing all needed
resources, and for donation management.
 Receiving/Distribution Manager: Responsible for Storage and
provision of medications and drugs as needed for legitimate shelter
population needs.
 Facility Unit: Responsible for establishing all shelter locations,
maintenance, and safety and traffic control services. This unit also
maintains a high level of sanitary, health, and psychological conditions
within the entire mega-shelter.
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SECTION 5:
COMMAND
Manage mega-shelter operations to include shelters and associated
services as identified in the shelter organization to meet objectives set by
the Operations Command Care and Shelter Branch.
Coordinates with ARC to ensure activities throughout the shelter complex
meet needs of evacuees. Responsible for safe conditions throughout the
shelter components (human live-in, RV, animal, etc. Provide support and
direction to Public Information Officer, Shelter Deputy Director and Safety
Officer. Assures communication to Operational Area EOC, Care and
Shelter Branch.
This person will be physically located at Shelter Command Post.
POSITION CHECKLISTS
1.
2.
3.
4.
Shelter Commander
Deputy Commander
Public Information Officer
Safety Officer
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5.1 SHELTER COMMANDER

Approve implementation of Action Plan with Operations Command
Care and Shelter Branch to include location, final organization, and
staffing needs.

Arrange meeting of Disaster Relief Coalition (DRC) to request
agencies for shelter functions. Determine staffing needs of all
Branches, groups, and units from each assigned
agency/organization.

Obtain director and supervisor assignments from responsible
agencies/organizations. Brief Branch Directors/Group Supervisors
and provide mission/initial action checklist from Guide.

Approve shelter, feeding, and shelter operations plans.

Approve shelter staff schedules, security, and support plans.

Request Operational Area Care & Shelter Branch Director to inform
Public Information Officer, and all incident commands, of shelter
location(s).

Establish Shelter Command & General Staff.

Brief Staff and OA Care & Branch Director, of objectives, meeting
schedules, reporting process, and Logistics or Planning authorities.
5.2 SHELTER DEPUTY COMMANDER
Responsible must have the same qualifications as the Commander, as they
must be ready to take over that position at any time. They can be assigned
specific task oversight of the Shelter, relieve the Commander for rest, if
“off-site” for meetings, or full relief.

Provide direction and assistance to Branch Chiefs in meeting their
responsibilities, as needed. Address problems/issues to resolve them at
the lowest level possible.
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



Provide reports to the Shelter Commander and/or Operations Command.
Work with the Public Information Officer to obtain and disseminate
information needed to keep the public informed.
Assist Safety Officer, as needed, to meet safety requirements within the
Mega Shelter complex.
Cover Shelter Commander if needed.

Establish Shelter Command & General Staff.

Assist Shelter Commander in finalizing implementation plans as
directed by the Commander.

Attend meeting of Disaster Relief Coalition to obtain information on:
o
o
o
Agencies assigned to shelter functions.
Assist assigned agencies/organizations in determination of
staffing needs of all Branches, groups, and units.
Provide this information to the Shelter Commander.

Attend all briefing meetings and provide assistance as needed to the
Shelter Commander at these meetings.

Assist Branch Chiefs, and other shelter staff, in setting up their
assigned areas.

Provide update reports to Commander on complex set up.

Provide backup for Commander as needed, or be assigned oversight
of specific Shelter Sections as assigned.
Command Supplies/Equipment Needed
Item/Material
Quantity
Purpose
 Desk & Chair
1
Office
 Telephone (Land-line or cell)
1 +/-
As needed
 Computer (with Internet)
1
E-mails, reports, forms
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 Power strip
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4 +/-
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Computers
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5.3 PUBLIC INFORMATION OFFICER
Coordinate and disseminate internal and external information to evacuees
and the public. Plan and coordinate media and VIP facility tours, while
assisting media to access evacuees and private areas within the shelter.
Prepare press releases and organize press briefings and conferences.

Coordinate internal and external public information with the Shelter
Unified Command and the Communication Unit.

Establish contact with the Op Area Joint Information Center (JIC).

Work with Donations Manager in Logistics to determine donations
needed and not needed and plan message for public
request/education. (The “donations” message is a priority and should
be handled with compassion and with the understanding that people
will donate monetarily and in goods and will immediately seek ways
to do so following a disaster).

Work with Facility Unit Leader to plan and set-up Media Room.
Coordinate media access with the Operations Section Chief.
Coordinate Media Parking with the Security Manager.

Determine internal and external communication needed and work
with Communication Unit Leader in the Logistics Section to
disseminate messages via signage, facility billboards, website, etc.

Determine phone bank needs. If needed, work with the Facility Unit
Leader to determine location for phones and with the Communication
Unit Leader to request phones and set-up.

Request staff/volunteers to assist with:
o
Phone Hot-line (ICS-205)
o
Set up website page
o
Other social media: Twitter, Face book page, etc., as needed
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Public Information Officer Supplies / Equipment Needed
Item / Material
Quantity
Purpose
Media Parking Passes
20
Limited Access
Media Passes
20
Limited Access
Media Room
1
Limited Access
Riser
1
Media
Conference Lectern
1
Media
Conference Microphone
1
Media
Conference Sound System
1
Media
20
Media
1
Media
1
Media
Coordination
Conference Chairs
Conference Camera Platform
Conference Media room with
phones & Internet connection
Media parking area
Designated Parking
Joint Information Center
(JIC) procedures
Pre-planned use
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5.4 SAFETY OFFICER
Develop ICS Form 208 Safety Plan and recommend measures for assuring
staff and evacuee safety, and to monitor and/or anticipate hazardous and
unsafe situations relating to the Mega-Shelter.

Participate in facility walk-thru with the Facility Unit Leader and
Environmental Health Inspector.

Ensure evacuation plans are properly posted throughout shelter.

Follow-up on all safety related issues in shelter.

Monitor staff and evacuees to reduce safety or health risks with
support from the Medical and Health Group Supervisors.

Provide training and safety and health information. Ensure proper
personal protective equipment (PPE) is used.

Utilize emergency authority to stop and prevent unsafe acts.

Request staff/volunteers and supplies as needed.
Safety Officer Supplies / Equipment Needed
Item / Material
Quantity
Purpose
Forms*
As needed
 215 – Operations Planning Worksheet
 208 – Site Safety & Control Plan
Documentation
Shelter Layouts
Per Facility
Plans
Evacuation maps
As needed
Posted for viewing
Base/Facility Traffic Plans
Per Facility
Plans
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SECTION 6:
OPERATIONS SECTION
Responsible for the management of all shelter operations directly
applicable to the primary mission ensuring services to evacuees, and
safety and welfare of all Section personnel. Operations is run in
cooperation and in compliance with ARC regulations including:




Buildings used as shelters
RV/Mobile home parking areas
Campgrounds and tent cities
Includes mass feeding for shelter population
Responsible for the overall activities, staffing, safety, and services provided
of the four Branches below.
6.1 OPERATIONS SECTION CHIEF

Attend Disaster Coalition meeting scheduled by the Shelter
Commander.

Coordinate opening of Mega Shelter with local Red Cross Chapter.
Obtain Intake Branch Director, Assessment and Registration
Supervisor and Information Processor Supervisor information from
Red Cross. Obtain AMC plan for running of shelter operations.

Meet with Branch Directors from assigned agencies/organizations to
assist in completion of plans for each Branch and determine time-line
for set-up of operations. Implement set-up of shelter.
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
Obtain lists of managers and supervisors and staffing schedules for
each branch from Directors. If assistance is needed in staffing any
area, obtain lists of needs.

Provide assistance and support of shelter set-up, as needed, for each
Branch.

Arrange delivery of stockpiled shelter supplies and equipment and
determine need for additional supplies and equipment.

Provide support for Red Cross to receive feeding support from the
Food Unit Leader in the Logistics Section.

Oversee implementation of shelter and feeding plans.

Establish shelter manager meeting schedule, reporting protocols, and
provide policy guidance.

Attend mega-shelter command staff briefings and meetings.
Operations Section Chief Supplies/Equipment Needed
Item / Material
Quantity
Purpose
Desk
1
Office
Chair
1
Seating
1
For needed
contacts
Telephone
(land line or cell)
Computer
(with Internet)
Power
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1
E-mails,
reports, etc.
1 outlet
Computers
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6.2 INTAKE BRANCH DIRECTOR
Branch is responsible for the initial assessment of needs, registering, and
Information collecting of evacuees entering shelter. This Branch is
operated by the Red Cross and includes sleeping assignment and
responsibility for feeding the shelter population and volunteers in
coordination with the Food Unit Leader in the Logistics Section.

Meet with Operations Command Care and Shelter Branch and the
Shelter Commander to finalize implementation plans for establishing
a Mega Shelter.

Attend the Disaster Coalition Meeting and accept assignment of the
Intake Branch.

Meet with the Operations Section Chief to coordinate opening plans
for the Intake Branch.

Provide the ARC Plan for shelter operations to the Section Chief.

Assign Supervisors for Registration and Assessment and Information
Processor Units, establish work schedules and provide this
information to the Section Chief.

Take possession of stockpiled forms, supplies and equipment.

Submit request to Logistics Branch or ARC for needed forms,
supplies and equipment.
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
Request assistance in setting up areas for registration, assessment,
information processing, beds for sleeping assignments and feeding
area(s). Complete set-up activities.

Coordinate assessment activities with the Health and Special Needs
Branch Director for assignment of volunteers from the Elderly and
Disabled Unit to address special needs of elderly and disabled
evacuees and with the Medical and Health Units for determination
and transporting of evacuees to medical facilities.

Establish contact and a plan for handling animal removal to sheltering
with the Animal Services Branch Director.

Address problem issues with the Deputy Commander.
Intake Branch Director Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Desk
1
Work place
Chair
1
Seating
Telephone
(land or cell)
1
Calls
Computer
(with Internet)
1
E-mails,
reports, etc.
Power
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1 outlet
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6.3 ASSESSMENT AND REGISTRATION SUPERVISOR
(Intake Branch)
American Red Cross will be the lead agency for Assessment and
Registration.

Work with the shelter Safety Officer to set up a safe location for
assessment and registration, and taking into special account People
with Disabilities, the Elderly (PWD/E) and pets.

Request assessment and registration supplies and staff/ volunteers.

Set-up assessment area to complete evacuee assessment prior to
shelter registration. Ensure each person admitted can physically and
mentally tolerate a “general population” shelter.

Coordinate emergency medical assistance, minor first aid and
requests for ambulance transportation through the shelter Medical
Group.

Coordinate with the Animal Services Branch to take control of pets.

Work with Communication Unit to prepare Mega-Shelter Guidelines
for evacuees.

Prepare for just-in-time training to teach staff/volunteers how to fill out
required forms and how to handle incoming population.
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Assessment and Registration Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Tables
Three large
Registration
Chairs
18 (6 per table)
Registration
Power
Multiple outlets
Computers
Computers
6
Registration
Trash Cans
3
Sanitation
Barricades/rope and
stanchion
As needed
Crowd control
Signage
As needed
Crowd control
Megaphones
1
Crowd control
Water and snacks
As needed
For evacuees
Portable Toilets
As needed
For evacuees
Red Cross hygiene
& personal clean-up kits
As needed
For evacuees
First Aid Kits
5
For evacuees
Forms:
ARC – U.S. Department of Health and Human Services
Initial Intake & Assessment 5000
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Registration
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6.4 INFORMATION PROCESSOR SUPERVISOR
(Intake Branch)
Provide information support for evacuees. Process and track all
information on evacuees to include location, special needs, personal
information, services provided, animals sheltered and known owners.
Process requests from persons, organizations and law enforcement
attempting to locate lost persons and pets. Connect evacuees and animals
to friends and family when possible.

Work with the Intake Branch Director to develop plans for obtaining
information on all evacuees sheltered and with the Animal Services
Branch Director to develop plans for obtaining information on all pets
sheltered.

Become familiar with recovery services within the shelter, including
the general population, Health and Special Needs Branch, Child
Care, Adult Day Care, Recreation and the Faith Based Group.
Become familiar with government and non-government organizations
that can provide support to evacuees and staff, to include San
Joaquin County DRC.

Determine staffing and scheduling needs for this group. Contact
DRC and Supply Unit Leader to request staff needed.

Coordinate with Facility to identify space within shelter to set-up ongoing operations.

Work with the Operations Section Chief to develop plan and any
forms needed for all branches and groups within the Section to report
information on services provided, location sheltered, special needs
addressed, and any personal information not obtained during
registration on each evacuee.

Assign volunteers to place all information on each evacuee and pet
into a spreadsheet for tracking purposes.

Set-up phone banks to receive calls from the public and law
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enforcement officials looking for lost persons and pets.

Research shelter records on all requests for information. Contact
evacuees in shelter on whom a request has been received and
provide them with information to contact the person or agency that is
looking for them.

Refer lost pet requests to the appropriate Animal Shelter Group.

Connect evacuees with computer/internet and phone services
available within the shelter to report lost persons & pets and for return
contact on persons looking for them
Information Processor Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Desk
1
Supervisor
Chairs
5
Supervisor/Evacuees
Long Table
1
Work areas
Chairs
6
For Table
Telephone
1
Supervisor Communication
Bank of Telephones
As Needed
For work areas
Computers
2
Information input/tracking
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6.5 HEALTH AND SPECIAL NEEDS BRANCH DIRECTOR
Provide emergency medical, health, environmental health, and
disabled/elderly special needs services to shelter populations. Ensure a
high level of sanitary, health, and psychological conditions within the entire
mega-shelter. Store and provide medications and drugs as needed for
legitimate shelter population needs.
This person holding this position will continue to be physically located at
whatever agency/organization his/her usual job is located.

Identify Group Supervisors and activate staff through the Disaster
Relief Coalition and Logistics Section Supply Unit and request
supplies in accordance with group checklists.

Identify staff areas for organizing and conducting Branch operations.

Identify separate areas to provide services away from general areas.

Request PWD/E shelter census and assessment information from
Mega-Shelter Assessment and Registration staff.

Develop Sign Plan for areas used by Branch staff, order signs
through Communication Unit and direct posting where needed.
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6.6 MEDICAL GROUP SUPERVISOR
(Health and Special Needs Branch)
Provide emergency medical services to mega-shelter staff and shelter
population. Maintain medical supplies and pharmaceutical caches, in
coordination with the Supply Unit, for distribution to mega-shelter functions
as needed. Maintain medical equipment being used in shelter, e.g.
powered wheelchairs, O2 bottles, etc. Maintain refrigeration for
pharmaceuticals and systems for proper disposal of medical waste.

Safety First: Determine safe and secure location to store
medications. Request assistance from the Safety Group, if security is
needed.

Work with the Facilities Group to plan infirmary location(s) and first
aid stations to separate sick or injured evacuees from the general
Mega-Shelter population.

Assign teams to assist with Assessment & Registration, First Aid
stations and, if needed, infirmary locations.

Inventory and maintain medical equipment being used in shelter.
Provide information list of equipment to Supply Unit Leader.

Request needed equipment from Logistics Section, Supply Unit
Leader.

Coordinate medical care with Disabled and Elderly Group.

Request transportation services to acute medical care facilities
through the Ground Support Group.
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Medical Group Supplies/Equipment Needed
Item/Material
Quantity
Purpose
ID Vests
As needed
Identification
Radios
1 per team
Communication/Safety
First Aid Kits
1 per station
First Aid
EMS Fanny Packs
1 per EMT
First Aid
Automated External
Defibrillator (AED)
1 per facility
Cardiac Arrest
Refrigerator
1
Maintain med temperatures
Table
1 per room
Nurse station
Chairs
As needed
For medical rooms
Public Health’s Point of Distribution Trailer – If needed
 Contains everything needed to give mass inoculations, except the medication
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6.7 HEALTH GROUP SUPERVISOR
(Health & Special Needs Branch)
Assist Safety Officer and other Group Supervisors within the Health Special
Needs Branch to inspect and ensure proper shelter sanitation and
communicable disease control. Monitor shelter population for mental
health or substance abuse issues. Monitor shelter staff for stress and
exhaustion. Coordinate efforts to assist with any identified problems.

Visit and inspect Mega-Shelter, to include all facilities utilized to
support shelter operations, and address any health issues.

Request staff/volunteers and supplies to the Logistics Section, Supply
Unit and Medical Unit, to fill group needs.

Work with Facility Unit Leader and Facility Maintenance Specialist to
ensure a safe environment for evacuees and staff. Request
assistance from Environmental Health Agency, if warranted.

Coordinate with Behavioral Health Services to refer evacuees and
staff for help with mental health/substance abuse issues.

Coordinate with Recreation Group to provide leisure activities.

Coordinate with the Faith Based Group Leader to set up meetings for
Alcoholics Anonymous, Narcotics Anonymous, etc.
Health Group Supplies/Equipment Needed
Item/Material
Quantity
Purpose
ID Vests
6
Identification
Latex Gloves
Box
PPE
Shelter Layout
1
Management
Radios
1 per team
Communication/Safety
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6.8 DISABLED & ELDERY GROUP SUPERVISOR
(Health & Special Needs Branch)
Provide services to ensure that People With Disabilities and the Elderly
(PWD/E) population is safe and comfortable and in a sanitary environment
to include meeting their special functional needs. Reduce potential health
and safety impacts from residence of PWD/E in the shelter.

Contact Disaster Relief Coalition lead agency to mobilize the Special
Needs Action Group (SNAG).
NOTE: Each agency in the SNAG determines number of staff needed
per shift and makes staff assignments in coordination with Group
Supervisor.

Identify outside resources for PWD/E needs, outside of those that are
available through normal Red Cross services, from medical facilities,
sub-acute facilities, and assisted living complexes. Request through
the Logistics Section, Supply Unit. Supply Unit Leader will determine
whether agreements or contract-for-hire are required in order
obtaining resources.

Obtain assistance from the Facility Unit Leader to identify an area
within the shelter for providing special needs and assistance for
PWD/E population.

Work with the Facility Unit Leader to identify an area within the
shelter for conducting on-going PWD/E Group Operations.

Brief staff assigned to Group on functions of Group, other Groups in
Health & Special Needs Branch, and other mega-shelter branches to
include manner of interaction and cooperation. Establish shift
change, briefing, and group communications protocols.

Develop list of Personal Assistants (PA) and assign PAs to clients
and maintain list of assignments.

Track PWD/E persons being monitored in shelter with their functional
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needs and the services being provided. Report this information to the
Information Processor Manager for inclusion in special needs
informational reporting,
Disabled & Elderly Group Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Tables
1
Operations Area
Chairs
4
Operations Area
Computer
(With Internet)
1
Load with PWD/E forms
Printer
1
For use with computer
Medications**
As needed
Administer to evacuees
Refrigeration**
As needed
Maintain Medication
temperatures
Locked Cabinet/box**
As needed
Narcotics storage
Identification Bracelets**
50
ID of confused clients
Lap Blankets**
100
Client comfort
Sharps containers**
As needed
Bio-hazard storage
Plastic/Latex Gloves**
20 boxes
Staff safety/sanitation
Bed Pads**
50
Client comfort/sanitation
Glucometers/Strips**
6 sets
Diabetes testing
Face Masks**
2 boxes, medium Staff safety
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Crutches**
As needed
Mobility
Lift/Hoist**
As needed
Lifting
Wheelchair/Walker/Cane**
As needed
Mobility
Incontinent Supplies
As needed
Incontinence
Signs, for areas
within Group
As needed
Locating Area
**Identifies items that will need to be requested from the Medical or Supply
Unit in the Logistics Section when needed, not for stocking.
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6.9 EVACUEE SUPPORT BRANCH DIRECTOR
Provide support to shelter populations to include referral to recovery
services, child and adult day care, and faith-based support through
recreation, spiritual, substance abuse, trauma, crisis, grief, bereavement
and other services for individuals and families.

Request staff from the Disaster Relief Coalition with support from the
Logistics Section, Supply Unit.

Identify work areas and furniture needs with the shelter Facility Unit.
Request items of need from the Supply Unit.

Inform Supply Unit of locations to deliver any existing supply caches
for branch operations.

Establish Branch meeting schedule, reporting protocols, and policy
guidance for operating branch functions. Assign and brief group
leaders - oversee set up of operations.
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Evacuee Support Branch Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Desk
1
Work place
Chair
1
Seating
Telephone
(land or cell)
1
Calls
Computer
(With Internet)
1
E-mails, reports, etc.
Power
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30
Computers
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6.10 CHILD CARE TEAM LEADER
(Evacuee Support Branch)
To establish and run a child-care facility or area within the shelter to
provide child care services that are supervised, secure, safe and provides
activities to the children of sheltered families. Child care will be provided to
the children of parent(s) or other responsible adults from infants to age 12
during the time needed for the adults to work, attend appointments, or do
volunteer work in another area of the shelter when there is no other age
appropriate family member available to care for the children.

Contact DRC to assign agency/organization to provide initial
volunteers to report for setting up the child care facility area.

Coordinate with Facility Unit Supervisor to obtain space for child-care
facility.

Set up facility:
 Set-up different rooms for division of age groups, if possible
 If only one room or area is available, use dividers to separate
groups by age or types of activities
 Place cribs in quietest area of facility (coordinate with local
church to use their nursery for newborn baby)
 Set-up tables and chairs
 Obtain supplies such as blankets, cups, bandages, tissues, etc.
 Identify outside area for physical activities
 Set-up check in/out area
 Obtain games, toys, craft supplies, reading books, crayons,
coloring/activity books etc.
 Establish storage areas for the supplies

Obtain supplies and establish storage area by requesting from Supply
Unit, for games, toys, craft supplies, books, coloring books, crayons,
etc.

Determine hours of operation and establish staffing schedule, utilizing
available staff/volunteers.
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o
There should be no more than the following ratio of children to
each child care volunteer:




Infant to age 3 - 1 staff/volunteer to every 4 children
Age 4 to age 6 - 1 staff/volunteer to every 6 children
Age 8 to age 10 - 1 staff/volunteer to every 10 children
Age 11 to age 12 - 1 staff/volunteer to every 15 children

Establish a list for people, from evacuees, DRC and Supply Unit, to
sign up as staff/volunteers.

Contact the Food Unit Supervisor to plan feeding and snack schedule
and delivery.

Post signage to identify child-care area.

Inform the Branch Director and Facility Unit Supervisor when ready to
open facility.

Open facility for child care services.
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Child Care Team Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Tables
10 (1 per 10 children)
Use in activities
Chairs
100
For tables above
Cribs
10
For infants & toddlers
Refrigerator
1
For snacks, formula
Identification Bracelets
500
Child ID
Small Blankets or throws
100
Naps
Plastic/Latex Gloves
2 boxes (per size)
Safety & Sanitation
Mats
100
Naps & Activities
Games (Assorted types & ages) 25
Activities
Jigsaw Puzzles (assorted)
25
Activities
Coloring Books
25
Activities
Crayons, Colored Pencils
25 boxes
Activities
Construction paper
10 packs
Activities
Toys (Assorted by age ranges)
Variety
Play
Books (Different age ranges)
Variety
Reading
Kleenex
25 boxes
Sanitation
Small cups
600
Drinking
Diapers (Assorted sizes)
10 boxes each
Infants & toddlers
Dedicated Telephone
1 (land-line or mobile)
Security & families
In case of emergency
Computer w/Internet & e-mail,
Printer
1 each
E-mails, forms,
tracking, etc.
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6.11 ADULT DAY TEAM LEADER
(Evacuee Support Branch)
Provide safe, sanitary, and secure day care to the PWD/E population in
order for caregivers to work, go to appointments, etc.

Contact DRC for initial volunteers to report for setting up the adult
care facility area.

Coordinate with the Facility Unit to identify an area within the shelter
more conducive to addressing the needs of PWD/E persons who
need quieter or more easily monitored area for adult care facility.

Set-up facility:
 If only one room or area is available, use dividers to separate
groups by abilities or types of activities
 Set up table and chairs
 Obtain supplies such as blankets, cups, bandages, tissues, etc.
 Identify secure outside area for physical activities
 Set-up check in/out area
 Obtain games, craft supplies, reading books, etc.
 Establish storage areas for the supplies

Obtain storage units from Supply Unit and establish storage area for
games, craft supplies, reading books, etc.

Determine hours of operation and establish staffing schedule, utilizing
available volunteers.

Post schedules and enlist qualified volunteers through the DRC,
Supply Unit and evacuees able to assist.

Contact Food Unit Supervisor to develop feeding and snack
schedules and set-up delivery.

Put up signs to identify adult day care area, coordinate with the
Communication Unit to plan other signage needed.
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
Inform Branch Director, Disabled and Elderly Group Supervisor and
Facility Unit Supervisor when ready to open facility.

Open facility for adult day care services.
Adult Day Care Team Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Tables
4
For activities
Chairs
24
For tables above
Computer & Printer
1 each
Forms, tracking, prepare
Schedules, print
Telephone
1
Communication
Radios
As needed
Communication
Refrigeration Unit
1
Nutrition
Lap Blankets
10
Warmth, comfort for naps
Plastic/Latex Gloves
5 Boxes
Safety and sanitation
Bandages
Assorted
First Aid
Wheelchair
1
For ambulation
Incontinent supplies
As needed
Sanitation
Games, Cards, Craft supplies
Assorted
For activities
Signage*
As needed
Schedules, location, etc.
*NOTE:
Not specific to this group, will need message boards, directional signs,
calendars, etc. posted throughout shelter.
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6.12 RECREATION TEAM LEADER
(Evacuee Support Branch)
Provide recreation for children and adults by coordinating positive activities
for the evacuee population.

Determine general population demographics so activities can reflect
the evacuee needs.

Request supplies and staff/volunteers according to the activities
planned from the DRC and Supply Unit.

Work with other group supervisors, such as the Child Care and Adult
Day Care Group in Evacuee Recovery Branch and the Facility Unit,
Supply Unit, Communication Unit and Ground Support Unit, to plan
activities and locate available resources.

Coordinate planned activities with the Intake Branch and Evacuee
Support Branch.

Unplanned Activities: Work with evacuees to assist with
entertainment and sporadic recreational activities, such as playing a
musical instrument, teaching a course on knitting, etc.

Work with the Donation’s Unit to request donated sports equipment
and other items that can be used for recreation.
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Recreation Team Supplies/Equipment Needed
Item/Material
Quantity
Purpose
UNICEF Recreation Box
5 Kits
General Population
1-Recreation kit: 23 components, designed for play of up to 90 children at same time:
o 1 lockable metal box
o 11 teacher's items
o 11 students' items
Teacher's materials:
 Book, exercise, A4, ruled-8mm, 96 pgs PAC-10
Instructor

Slate, fiberboard, double-sided, A4
BOX-20
Instructor

Pen, ball-point, black,
BOX-10
Instructor

Chalk, white
BOX-100
Instructor

Whistle, referee's, non-metallic
Instructor

Inflating-kit for balls
Storage

Tape, measure, 5 m, retractable
Instructor

UNICEF T-shirt, cyan blue cotton
Instructor

Cap, UNICEF baseball, cyan, cotton
Instructor

Bag, UNICEF, blue polyester,360x230x610mm
Instructor
Student's materials:

Handball, senior & junior
Evacuee group

Volleyball, professional model
Evacuee group

Volleyball net, 9.5x1m,without posts
Evacuee group

Football round, junior
Evacuee group

Basketball, professional size
Evacuee group

Ball, sponge rubber, 60-80mm diam.
SET-5
Evacuee group

Frisbee, polyethylene, 20cm diameter
PAC-4
Evacuee group

Skipping rope, polyester, 3m
PAC-10
Evacuee group

Picket with flag
SET-6
Evacuee group

Tabards, red/blue nylon mesh

Water
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Evacuee group
As needed
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Evacuees/Instructor
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6.13 RECOVERY & REFERRAL GROUP SUPERVISOR
(Evacuee Support Branch)
Connect evacuees to services available to assist them with recovery.
Coordinate evacuee and staff relief services with the San Joaquin County
Disaster Relief Coalition (DRC) to assist with recovery services (such as
job searches; educational opportunities; family support services; social
services benefit programs and services; locating and obtaining or replacing
housing; etc.

Familiarize with recovery services available within shelter, including:
o
o
Health and Special Needs Branch: Child Care, Adult Day Care,
Recreation and the Faith Based Group.
Obtain list from DRC of government, and non-government
organizations supporting evacuees.

Work with the Communication Unit to prepare fliers, brochures,
posters, etc. to direct evacuees to support opportunities. Assist
Recovery Group to inform evacuees of services available.

Contact DRC to put together Recovery Support Teams of personnel
from agencies such as:
o
Human Services;
 Cash
 Food Stamps
 Medi-Cal
 Other Social Services
o
Housing Authority:
 Public Housing and Housing Choice Vouchers
o
Work Net:
 Employment assistance
 Unemployment Benefits referral
o
Fair Housing:
 Assistance in locating and obtaining housing

Assign Recovery Support Teams to make rounds or set-up meetings
to offer assistance for evacuee needs.
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Recovery & Referral Group Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Office/Space
1
Recovery Supervisor
Desk & Chair
1 desk / 3 chairs
Office
Computer with Internet
1
Recovery Supervisor
“Recovery Support Team” Vests 20
Identification
Radios
10
Communication/Safety
Handouts for evacuees
As needed
Advertise Services
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6.14 FAITH-BASED TEAM LEADER
(Evacuee Support Branch)
Provide crisis support to traumatized evacuees and staff. Help contact and
convene survivors’ family, friends and clergy to prepare for grief or
bereavement services. Provide a safe environment for survivors to express
their anguish. Provide survivors information on how to care for themselves
in the coming days and weeks and provide referrals to agencies offering
short-term and long-term support. Provide other practical assistance as
necessary.

Work with other groups within Branch and other Branches within
shelter to determine immediate needs of evacuees/staff that are
grieving and may need spiritual guidance.

Contact clergy and counselors, through the DRC or Supply Unit, from
various denominations and organizations, including chaplains, to
provide assistance to evacuees and staff.

Make a schedule, assigning volunteer clergy members to be on-site
24 hours a day, in 8 hour shifts, to provide comfort, solace,
counseling, services, etc.

Assign a telephone number, or e-mail address, for shelter population
to contact if cleric assistance is needed. Post on bulletin board.

Coordinate with Facility Unit to assign an area for a table to be set up
for people to come to for cleric assistance.

Identify a room or area where clerics can meet with evacuees to
converse privately or provide counseling, when needed.

Assign Faith Team to assist with Assessment & Registration and to
assist in other Bureaus, as needed.

Review shelter resources for evacuees with Logistics and Branch
Directors to guide evacuees to available assistance.
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
Support the survivors and families of victims of the disaster by
providing telephone access, information, counseling, and most of all,
privacy from the media and curiosity seekers. (An entire center can
be created for this purpose, if there are multiple casualties).

Work with the Health and Special Needs Branch to determine if
meetings should be scheduled for:
o
o
o
Alcoholics Anonymous
Narcotics Anonymous
Other addictive assistance

Contact DRC and Logistics Section to schedule services on-site and
off-site as needed.

Ask Facility Unit to provide on-site locations.

Identify need to provide family entertainment, such as:
o
o
o
Singing groups
Solo performer or bands
Clown or other comical entertaining type

Request DRC to assign staff to schedule, having them work with
Facility Unit for on-site location availability.

Request Public Information Officer to advertise services and
entertainment.

Distribute service schedules to Branch Leaders.
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Faith-Based Team Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Table
1
Evacuee Materials
Chairs
4
For Table
Computer w/Internet access
1
Management
Faith-based Literature
100 Each
Evacuee Support
Referral Guides
100
Evacuee Support
Coloring Books
100
Children
Stuffed Animals
100
Children
Kleenex
20 Boxes
Evacuee Support
Grieving Room
2
Evacuee Support
Chapel/Prayer Room
As needed
Evacuee Support
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6.15 ANIMAL SERVICES BRANCH DIRECTOR
Provide Animal Services for small and large animals that are dependent on
the evacuees at the shelter in coordination with overall Animal Services
operations occurring within the Operational Area. Establish protocols for
access to pets by their owners in the shelter population and support to
those who are grieving the death or loss of a pet.
This position will not be physically located on-site within the shelter. The
person holding this position will continue to work primarily from his/her
business office.

Work with the Shelter Logistics Section, and the OA Law
Enforcement (mutual aid) Coordinator, to determine the needs of the
small and large animals.

Identify Supervisors for Small Animal Group and Large Animal Group;
activate staff and supplies in-group checklists.

Provide for the care of Service Animals for people with special needs
that are dependent on the animal’s support.

Identify distinct animal shelters/facilities needed to provide Animal
Care and Shelter (e.g. room within Shelter, outbuilding, corral, barn,
parking lot, field, etc.) and determine number of staff needed to
provide animal care.
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
Request animal care staff/volunteers for all animal shelters/facilities
associated with the shelter where 24-hour care is needed and to
oversee animals placed in temporary locations.

Identify resources for pet supplies based on animal population needs.
(E.g. food, water, items for pet waste, corrals, etc.) Submit requests
to Supply Unit for needed supplies.

Locate veterinarian to contact for off-site emergency veterinary care
and transportation needs for injured:
o
o
Small Animal pets
Large Animal

Request Logistics Section Supply Unit to set up payment ability, if
needed.

Develop an accountability system to track owners and their animals in
preparation for eventual recovery.

Request signage from Logistics Section or Technology Unit for
shelter assessment and registration area.

Prepare statement for Public Information Officers to provide direction
to people who have pets.

Work with Situation Units’ GIS Specialist to provide computer access
to pet owners to register and search for displaced pets.
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6.16 SMALL ANIMAL GROUP SUPERVISOR
(Animal Services Branch)
Provide emergency staff to represent Animal Services at the general
population shelter to include intake assistance to people entering with pets,
the care of Service Animals*, care of small animals within shelter or housed
off-site. Ensure safety of Animal Service staff/volunteers, general
population of shelter and animals. Provide resources to pet owners grieving
from death or loss of a small or large animal.

Coordinate with the Animal Services Branch Director to meet the
needs of healthy small animals and emergency care of injured small
animals.

Follow-up with requests by the Animal Services Branch Director for
staff and volunteers to assist in shelters with general population. This
is to set up small animal care within human shelter, and/or, offsite
animal shelter.

Determine “Just in Time Training” needs for staff & volunteers.
Schedule and conduct needed training.

Ensure Owner/Pet accountability is in place, using the pre-packaged
forms and instructions provided by City of Stockton/San Joaquin
County Animal Shelter.

Follow-up with request made by the Animal Services Branch Director
to ensure:
o
o

Small Animal supplies are in place to provide food and water for
animals
Safe disposal of animal waste, safe cleaning and sanitizing of
animals and the equipment used to care for them, such as
bedding, kennels and food & water bowls
Make requests for needed items through the Supply Unit, as needed.
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
Follow-up with shelter signage requested by the Animal Services
Branch Director, and coordinate instillation of signage within Shelters.

Provide details on Small Animal Sheltering to the Animal Services
Branch Director for PIO.
*Service Animals: Provide for the care of Service Animals for people with
special needs that are dependent on the animal’s support.
Small Animal Group Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Portable Radios
As needed
Communication
Staff/volunteers Vest
As needed
Uniform
Staff/Volunteers Sign-up Packet
1
Track staff
Small Animal Triage Kit
1
Shelter Intake
Small Animal Accountability Packet
1
Track owners/pets
Digital Camera
2
Track owners/pets
Instructions for pet owners
50
Responsibilities
Listing of evacuee support services
50
Death or loss of pet
Animal First Aid Kits
As needed
For injured pets
Large crates/carriers
25
Large pets
Small crates/carriers
50
Small pets
Metal Racks to hold crates
As needed
For multiple crates
Portable Kennels (small and large)
As needed
For multiple pets
Food bowls/buckets (small & large)
40
For food & water
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Blankets
20
For pets
Animal Toys
As needed
Reduce pet stress
Leashes (small & large)
50
Safety & Control
Muzzle (small & large)
5
Safety & Control
Snare
10
Safety & Control
Towels
100
Grooming
Disinfectant Pet shampoo
10 bottles
Grooming
Animal Sheers
5
Grooming
Hose
5
Grooming/Sanitation
Plastic Gloves
100
Safety/Sanitation
Newspaper & Potty Pads
100
Contain animal waste
Plastic bags
100
Contain animal waste
Cat Litter box
5
Contain animal waste
Cat Litter
5 bags
Contain animal waste
Powdered Cleansers
5
Sanitation
Bleach
2 gallons
Sanitation
Paper towels
20 rolls
Sanitation
Fans
As needed
Heat Safety
Generator
As needed
Power
Animal Services Vehicle
As needed
Transportation
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6.17 LARGE ANIMAL GROUP SUPERVISOR
(Animal Services Branch)
Provide emergency staff to assist with the care and shelter of large
animals, such as horses, cattle, lama, etc. Represent Animal Services at
the general population shelter to include intake assistance to people
entering with the responsibility of caring for large animals that will be
housed offsite. Ensure the safety of Large Animal Group staff and for the
large animals. Work with Small Animal Group to provide resources to pet
owners grieving from death or loss of a large animal.

Coordinate with the Logistics Section, Animal Services Branch
Director to meet the needs of healthy large animals and emergency
care of injured large animals.

Determine whom to contact for off-site emergency veterinary care for
large injured animals and transportation needs.

Work with County and City Shelters to coordinate Contract resources
to assist with the care and shelter of Large Animals.

Follow-up with request made by the Animal Services Branch Director
for staff and volunteers to assist with off-site animal care and provide
assistance with general population assessment as needed.

Determine “Just in Time Training” needs for staff & volunteers. Setup and conduct needed training.

Ensure Owner/Animal accountability is in place, using the prepackaged forms and instructions provided by City of Stockton/ San
Joaquin County Animal Shelter.

Follow-up with requested by the Animal Services Branch Director to
ensure Large Animal supplies are in place to provide food and water
for animals, safe disposal of animal waste, safe cleaning and
sanitizing of animals and the equipment used to care for them, such
as bedding, grooming and food & water bowls.
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
Follow-up with shelter signage request made by the Animal Control
Branch Director and coordinate instillation of signage outside shelters
to direct Large Animal owners. Coordinate signage for off-site
locations.

Provide details and updates on Large Animal Sheltering to the Animal
Services Branch Director for PIO.
Large Animal Group Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Portable Radios
As needed
Communication
Staff/Volunteers Vest
As needed
Uniform
Staff/Volunteers Sign-up Packet
1
Track staff
Large Animal Triage Kit
1
Shelter Intake
Large Animal Accountability Packet
1
Track owners/pets
Instructions for Large Animal owners
20
Responsibilities
Listing of evacuee support services
20
Death or loss of pet
Large Animal First Aid Kits
As needed
For minor injuries
Portable corral/cage/fencing
As needed
Animal containment
Tarps
As needed
Temporary Shelter
Food buckets (small & large)
20
For food & water
Horse blankets
10
Warmth
Leads & halters (all types)
10
Safety & Control
Ropes
5
Safety & Control
Gloves
10 Sets
Safety & Control
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Towels
50
Grooming
Disinfectant shampoo
10 bottles
Grooming
Animal Sheers
5
Grooming
Hose
5
Grooming/Sanitation
Plastic bags
50
Contain animal waste
Powdered Cleansers
5
Sanitation
Bleach
2 gallons
Sanitation
Fans
As needed
Heat Safety
Generator
As needed
Power
Animal Services Vehicle
As needed
Transportation
Horse Trailer
As needed
Transportation
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SECTION 7:
PLANNING/INTELLIGENC SECTION CHIEF
Responsible for the collection, evaluation, and dissemination of shelter
information, or resource status. Facilitates the Planning Process.
Responsible for ensuring the safety and welfare of all section personnel.
Provides supervision and direction to the Resource Unit, Situation Unit and
Documentation Unit Leaders, as well as the GIS Specialist and Computer
Terminal Operator.
The Planning Section Chief is a member of the General Staff, and will be
physically located off-site at Incident Command.

Collect and process situation information about the shelter operation.

Supervise preparation of the Incident (Shelter) Action.

Provide input to the Shelter Commander and Operations Section
Chief in preparing the Incident (Shelter) Action Plan.

Reassign out-of-service personnel to organizational positions as
needed.

Establish information requirements and reporting schedules for
Resources and Situation Units.

Determine the need for any specialized resources in support of the
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shelter.

Establish special information collection activities, as necessary.

Assemble information on alternative strategies.

Provide periodic predictions on mega-shelter potential.

Report significant changes in sheltering status.

Compile and display shelter status information.

Oversee preparation and implementation of Incident (Shelter)
Demobilization Plan.

Incorporate plans from Traffic, Medical, Communications and Site
Safety into the Incident Action Plan.
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7.1 RESOURCE UNIT LEADER
(Planning Section)
Responsible for maintaining the status of all assigned resources (primary
and support), at the shelter. This is achieved by overseeing the check-in of
all resources, maintaining a status-keeping system indicating current
location and status of all resources and maintenance of a master list of all
resources, including key supervisory personnel, primary and support
resources, etc.
This position is physically located at the Incident Command Post.

Review Unit Leader responsibilities.

Establish check-in function at shelter locations.

Prepare organization assignment list (ICS Form 203) and
Organization Chart (ICS Form 207).

Prepare appropriate parts of Assignment Lists (ICS Form 204).

Prepare and maintain the Command Post display (to include
organization chart and resource allocation and deployment).

Maintain and post the current status and location of all resources.

Maintain master roster of all resources checked in at the shelter.

Assign Status/Check-in Recorders to report to each resource checkin location and assist with the accounting of all incident-assigned
resources.

Maintain Unit/Activity Log (ICS Form 214).
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7.2 STATUS/CHECK-IN RECORDER
(Planning Section)
Assure that all resources assigned to a shelter are accounted for by
assignment to each resource check-in location.
A Status/Check-In Recorder is to be assigned to every resource check-in
location.

Obtain required work materials, including:
o
Check-In Lists (ICS Form 211
o
Resource Status Cards (ICS Form 219)
o
Status display boards.

Establish communications with the Communication and Ground
Support Units.

Post signs so that arriving resources can easily find shelter check-in
location(s).

Record check-in information on Check-In Lists (ICS Form 211).

Transmit resources information to Resources Unit on regular
prearranged schedule or, as needed.

Forward completed Check-In Lists (ICS Form 211) to the Resources
Unit.

Receive, record and maintain resource status information on
Resource Status Cards (ICS Form 219) for shelter assigned Single
Resources, Strike Teams, Task Forces, and Overhead personnel.

Maintain files of Check-In Lists (ICS Form 211).
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Status/Check-In Recorder Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Desk or table
1
Work Station
Chair
2
For Seating
Telephone (land or mobile)
1
Communication
Computer (with Internet)
1
Information input
Printer
1
Print forms, etc.
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7.3 SITUATION UNIT LEADER
(Planning Section)
Collect, process and organize all shelter information. If applicable,
prepares future projections of shelter growth, maps and intelligence
information.
This position is a part of Incident Command and is physically located at
Incident Command.

Review Unit Leader responsibilities.

Begin collection and analysis of mega-shelter data as soon as
possible.

Prepare post or disseminate resource and situation status information
as required, including special requests.

Prepare periodic predictions or as requested.

Prepare the Incident Status Summary (ICS Form 209).

Provide photographic services and maps, if required.

Maintain Unit/Activity Log (ICS Form 214).
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7.4 GIS SPECIALIST
(Planning Section)
Responsible for the collection of spatial information, displaying maps, data
or map analysis, and dissemination of maps. Incorporate all relevant data
to produce map products, statistical data for reports, and/or analyses.

Check in with the Status/Check-In Recorder.

Obtain briefing from Planning Section Chief.

Establish communications with all Section Chiefs, Branch Managers
and Group Supervisors through Section Chief.

Determine and order resources needed.

Determine coordination procedures with other sections. Branches,
Units, and Groups.

Establish work area and acquire work materials.

Obtain any needed transportation through request to Ground Support
Unit and set-up lines of communication with the Communication Unit.

Determine the availability of needed GIS support products.

Participate in Planning Section activities.

Prepare GIS products as determined by supervisor.

Respond to requests for assistance from other areas on shelter.

Keep supervisor informed.

Respond to requests, from authorized persons, for GIS products.

Prepare final GIS summary report consisting of shelter GIS products
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and forward to Documentation Unit leader.

Maintain Unit/Activity Log (ICS Form 214).
GIS Specialist/Equipment Needed
Materials, quantities and purpose of supplies and equipment needed are to
be determined by the GIS Specialist and order through the Planning
Section Chief, to the Logistics Section Chief directly.
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7.5 COMPUTER TERMINAL OPERATOR
(Planning Section)
Provide data entry support to Planning and Logistics Sections, as needed.
Complete requested reports and submit through Planning Section Chief.

Locate workstation established for the Status/Check-In Recorder and
set in up to share work space and equipment ordered by the
Recorder.

Meet with Planning Section Chief to receive direction and obtain
pending assignments.

Contact Logistics Section Chief to advise of availability to assist with
completion of data input, reports, etc.

Establish a statistical report of work assigned, worked pending, and
assignments completed. Statistics to show date work received,
completion date, person assignment received from, and person
completed work turned in to.

Keep Planning Section Chief informed.
Computer Terminal Operator/Equipment Needed
Equipment ordered by Status/Check-In Recorder
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7.6 DOCUMENTATION UNIT LEADER
(Planning Section)
Maintain accurate up-to-date incident files on shelter operations. Provide
duplication services. Store incident (shelter) files for legal, analytical, and
historical purposes.
This position will be physically located at Operation Control.

Set up work area and begin organization of incident files.

Inform all areas of shelter to forward all files on shelter operation to
the Documentation Unit Leader, upon completion. Provide
information on how to forward files.

Establish duplication service; respond to requests.

File all official forms and reports.

Review records for accuracy and completeness; inform appropriate
areas of errors or omissions.

Provide incident (shelter) documentation, as requested.

Store files for post-incident use.

Maintain Unit/Activity Log (ICS Form 214).
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SECTION 8:
LOGISTICS SECTION
Support all shelter operations with maintenance of the physical facility to
include restrooms, feeding areas, sheltering camps, staff working areas,
etc. Provide services and material for shelter to include ground support,
communication support, supply and donation management, and safety and
traffic control services.
8.1 SERVICE BRANCH DIRECTOR

Assign work locations and preliminary work tasks to Branch
personnel.

Notify Resources Unit to inform of Logistics Support Branch Units
activation, including names and locations of assigned personnel.
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
Assemble and brief Branch Directors and Unit Leaders.

Participate in preparation of Incident Action Plan.

Identify service and support requirements for planned and expected
operations.

Provide input to and review Communications Plan, Medical Plan, and
Traffic Plan.

Coordinate and process requests for additional resources.

Review Incident Action Plan and estimate Branch needs for next
operational period.

Advise on current service and support capabilities.

Prepare service and support elements of Incident Action Plan.

Estimate future service and support requirements.

Establish system for communication of shelter facilities needs from
other branches throughout shelter(s).

Identify, report and coordinate correction of problem areas within
branch or shelter operation and schedule meetings as needed.

Direct Branch Unit Leaders to develop plans for providing services
and materials for shelter population. Review and approve completed
plans.

Ensure general welfare and safety of Logistics Branch personnel.

Maintain Unit/Activity Log (ICS Form 214).
Logistics Service Branch Equipment Needed
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Equipment needs determined by Branch Directors, and their Unit Leaders.
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8.2 COMMUNICATIONS UNIT LEADER
(Logistics Section-Service Branch)
Develop plans for the effective use of shelter communication equipment
and facilities, install and test all communication equipment, distribute
communication equipment to shelter to shelter personnel, and maintain and
repair communications equipment. Support communication needs, to
include evacuee computer center(s), shelter telephones, fax machines,
copiers, print and electronic signage, shelter two-way radios and shelter
webmaster. Support Public Information Officer.

Determine Unit personnel needs and provide immediate
communication needs.

Prepare and implement the Shelter Incident Radio Communication's
Plan (ICS Form 205).

Request staff/volunteers and supplies for Communication Unit.

Coordinate with Facility Unit Leader to determine the best location for
the Evacuee Computer Center with Internet access. Plan and ensure
implementation of the Communications Center and Message Center.

Establish appropriate communications distribution/maintenance
locations within the shelter.

Coordinate with Facility Unit Leader to determine the best Location
for staff and evacuee Phone Banks.

Coordinate with Facility Unit Leader to determine the best location for
the evacuee and staff Business Center. Plan and set up Business
Centers (copy, fax, telephones).

Identify Electronic billboards (facility scoreboards) and TV monitors to
assist with message delivery.

Ensure all communications systems are installed, tested, and
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maintained.

Ensure equipment accountability system is established.

Ensure personnel portable radio equipment from cache is distributed
per Shelter Communications Plan (ICS Form 205).

Provide technical information as required.

Supervise Communications Unit activities.

Coordinate with Evacuee Support Branch to determine evacuee
needs. Request translation assistance to convey
information/directions needed.

Maintain records on all communications equipment.

Ensure equipment is tested and repaired.

Recover equipment when no longer needed.

Maintain Unit/Activity Log (ICS Form 214).
Communication Unit Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Facility Schematics
Per Facility
Plans
Two-way Radios & Chargers
As needed
Communication
Computers & Cables
As needed
Internet Connectivity
Telephones & Cables
As needed
Communication
Telephone Books
1 per phone
Communication
Signage
As needed
Communication
Copy Machine
3
Duplication
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Fax Machine
3
Communication
Tape
10
Posting Signage
Chart Paper
10
Signage
Permanent Pens
10 Packs
Signage
Copy Paper
TBD
Copy Machine
Color Copy Paper
TBD
Copy Machine
Lined Paper
TBD
Evacuees/Staff
Pens
TBD
Evacuees/Staff
Pencils
TBD
Evacuees/Staff
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8.3 MEDICAL UNIT LEADER
(Logistics-Service Branch)
Develop the Medical Plan (ICS Form 206), obtaining medical aid and
transportation for injured and ill shelter personnel, establishing responder
rehabilitation and preparation of reports and records.

Participate in Logistics Branch planning activities.

Establish and staff Medical Unit.

Establish responder rehabilitation.

Prepare the Medical Plan (ICS Form 206).

Prepare procedures for major medical emergency.

Declare major medical emergency, as appropriate.

Respond to requests for medical aid, medical transportation and
medical supplies.

Prepare and submit necessary documentation.

Maintain Unit/Activity Log (ICS Form 214).
Medical Unit Supplies/Equipment Needed
Will be determined and provided within the Logistics Branch.
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8.4 FOOD UNIT LEADER
(Logistics-Service Branch)
Prepare and serve meals, drinks and snacks to shelter population,
including remote locations, as well as providing food for personnel within
shelter, as identified in the Shelter Plan.

Work with the Shelter Commander to determine immediate food and
water requirements.

Determine methods of feeding to best fit each situation.

Inventory facility kitchen to determine what equipment is available
and what will be needed. Order needed equipment and supplies from
the Supply Unit.

Work with Facility Unit Leader and Facility Maintenance to assist with
feeding set-up and cleanup.

Order sufficient food and potable water from the Logistics Branch
Supply Unit.

Work with the Health and Special Needs Branch to determine if any
reasonable special food preparations can be accommodated.
Request outside assistance if necessary.

Work with Donations to determine donated foods/drinks to be
incorporated into overall feeding plans. Request donations.

Prepare meal plan ensuring well-balanced meals are provided.

Prepare meals for general population and staff/volunteers.

Maintain a sufficient inventory of food and potable water.

Maintain food service and feeding areas to ensure all appropriate
health and safety measures are being followed.
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
Supervise caterers, cooks, and other Food Unit personnel, as
appropriate.

Maintain Unit/Activity Log (ICS Form 214).
Food Unit Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Office adjacent to kitchen area
1
Meal Management
Desk and Chair
1 each
Meal Management
Phones
1
Meal Management
Computer/Internet and Printer
1
Meal Management
Food Unit Leader
Food Preparation
Cooking, heating & serving equipment and utensils
Food Preparation
Refrigeration
Hold 3 days of supplies
Environmental Control
Freezers
Hold 3 days of supplies
Environmental Control
Dry boxes/food storage shelving
As needed
Environmental Control
Forklifts
As needed
Moving commodities
Pallet jacks
As needed
Moving commodities
Infant food & formula
As needed
Babies
To-go containers
As needed
Food Transportation
Commodities, sufficient for three days @ three meals per day Evacuees & staff
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8.5 SUPPORT BRANCH DIRECTOR
When activated, is under the direction of the Logistics Section Chief, and is
responsible for development and implementation of logistics plans in
support of the Operational Period Shelter Action Plan. The Support Branch
Director supervises the operations of the Supply, facilities, and Ground
Support Units:
 Identify Support Branch personnel dispatched to the incident.
 Determine initial support operations in coordination with Logistics
Section Chief and Support Branch Director.
 Prepare initial organization and assignments for support operations.
 Assemble and brief Support Branch personnel.
 Determine if assigned Branch resources are sufficient.
 Maintain surveillance of assigned units work progress and inform
Logistics Section Chief of activities.
 Resolve problems associated with requests from Operations Section.
 Maintain Unit/Activity Log (ICS Form 214).
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8.6 GROUND SUPPORT UNIT LEADER
(Logistics-Support Branch)
Support shelter transportation needs for evacuees, supplies, food,
equipment and donations.

Participate in Logistics Branch planning activities.

Develop and implement Traffic Plan.

Arrange for and activate fueling, maintenance and repair of ground
resources.

Work with Logistics/Support Branch to determine immediate ground
support needs.

Maintain inventory of support and transportation vehicles (Support
Vehicle Inventory, ICS Form 218).

Coordinate with Evacuee Support Branch to determine transportation
needs for evacuees.

Coordinate with other Groups and Units within shelter to determine
ground support needs for supplies and donations.

Plan ground support schedules and coordinate with Communication
Unit to post schedules for evacuees.

Determine available resources. (Public and contracted services).

Assign “qualified” personnel to provide ground support services.

When warranted, coordinate safe routes/crowd control with Security
Manager (when transporting supplies are in high demand).

Keep logs to document ALL transports.
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
Collect use information on rented equipment.

Requisition maintenance and repair supplies.

Coordinate with Assessment & Registration, Health and Special
Needs and Evacuee Support Services to assist with evacuee’s
physical and emotional needs.

Maintain Unit/Activity Log (ICS Form 214).
Safety First!
Ensure safety measures are in place. (Proper equipment, vehicles safe to
operate, etc.
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Ground Support Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Driver/staff ID
Assigned to staff
Provide access
Ground Support placard
Assigned to vehicles
Vehicle access
Megaphone
2
Crowd Control
Buses
As needed
Evacuee Transport
Vans
As needed
Evacuee Transport
Small Boats
If needed
Flooding
Stanchions
As needed
Crowd Control
Rope
As needed
Crowd Control
Signage
As needed
Evacuee Directions
Cones
As needed
Safety
Disinfectant
As needed
Sanitation
Paper Towels
As needed
Sanitation
Gloves
As needed
Sanitation
Bio/medical cleanup kits
As needed
Safety/Sanitation
First Aid Kits
Each Vehicle
Safety/First Aid
Fire Extinguisher
Each Vehicle
Safety
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8.7 SUPPLY UNIT LEADER
(Logistics-Support Branch)
Order personnel, equipment and supplies. Receive and store all supplies
for the shelter, maintain an inventory of supplies and service nonexpendable equipment and supplies.

Participate in Logistics Branch planning activities.

Determine the type and amount of supplies en route.

Review the Action Plan for guidance on operation of the Supply Unit.

Develop and implement safety and security requirements.

Order, receive, distribute, and store supplies and equipment.

Receive and respond to requests, from all branches within the
shelter, for personnel, supplies and equipment.

Coordinate requests for personnel with the DRC.

Maintain inventory of supplies and equipment.

Service reusable equipment.

Submit reports to the Logistics Branch Director and Shelter Deputy
Commander and Commander.

Maintain Unit/Activity Logs (ICS Form 214).
Supply Unit Supplies/Equipment Needed
Supply Unit Leader will determine its needs, and the needs of the areas under its
direction with the assistance of the Managers in each of those areas, and provide the
supplies and equipment it needs at implementation.
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8.8 ORDERING MANAGER
(Logistics-Support Branch-Supply Unit)
Place all orders for supplies and equipment for the shelter.
This position reports to the Supply Unit Leader.

Establish ordering procedures.

Establish name and telephone numbers of personnel receiving
orders.

Set up filing system.

Get names and contact information of shelter personnel who have
ordering authority.

Check on what has all ready been ordered.

Ensure order forms are filled out correctly.

Place orders in a timely manner.

Consolidate orders when possible.

Identify times and locations for delivery of supplies and equipment.

Keep Receiving/Distribution Manager informed of orders placed.

Submit all ordering documents to the Documentation Unit through the
Supply Unit Leader.

Maintain Unit/Activity Log (ICS Form 214).
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8.9 RECEIVING/DISTRIBUTION MANAGER
(Logistic-Support Branch-Supply Unit)
Receive and distribute all supplies and equipment (other than primary
resources). Service and repair all tools and equipment.
This position reports to the Supply Unit Leader.

Organize physical layout of supply area.

Establish procedures for operating the supply area.

Set up filing system for receiving and distribution of supplies and
equipment.

Maintain inventory of supplies and equipment.

Develop security requirements for the supply area.

Establish procedures for receiving supplies and equipment.

Submit necessary reports and records to the Supply Unit Leader.

Notify Ordering Manager of supplies and equipment received.

Maintain Unit/Activity Log (ICS Form 214).
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8.10 RECEIVING/DISTRIBUTION-MANAGER-DONATIONS
(Logistics-Support Branch-Supply Unit)
Manage both solicited and unsolicited goods to prevent donations from
becoming a burden on the overall Shelter Operation. By working side by
side with Support Branch Director and Supply Unit Leader, the Donations
Manager will determine what donated goods are needed and will work with
the Public Information Officer to communicate those needs to the public.
The Donations Manager will be responsible for the receiving, controlling
and distribution of all donations associated with the shelter, while ensuring
adequate safety and security guidelines are followed. The Donations
Manager will handle recovery efforts by selling or otherwise disposing of
surplus goods associated with the shelter in a manner consistent with the
donor’s apparent intent.
Note: The Salvation Army in San Joaquin County will lead the Donations
Management for the Mega-Shelter.

Coordinate Donations activities with Care and Shelter Unified
Command to ensure donation needs are met without duplication of
effort.

Determine donation Receiving location(s) and evacuee “store”
location. Request initial supplies and personnel for each location.

Put in place safety and security measures for each facility/site.
Coordinate security needs with the Security Manager.

Determine initial ground support needs by coordinating with the
Ground Support Unit.
o Ground Support will also be requested to remove expired food
and some donated items to a prearranged disposal site.
o Ground Support is essential to moving goods quickly and
efficiently between all Donation Unit sites to ensure am safe
and clean environment.
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
Coordinate signage needed to direct people who are delivering goods
to the shelter or to the receiving locations. (Clear signage is needed
to prevent congestion in or near the shelter).

Determine what is and is not needed as soon as possible and work
with Mega-Shelter PIO to communicate instructions and locations to
the public. (Clear and frequent communication is key to controlling
the flow of donations).

Ensure forms are in place to track donations, using Salvation Army
Donation Forms.

Establish radio or telephone communication between donation pickup location and donation receiving location.

Report activities and statistics to the Supply Unit Leader.

Coordinate with Evacuee Support Branch to connect grieving and
traumatized evacuees with support resources, specifically in the
evacuee “store”.

Recovery: Handle recovery efforts by selling or otherwise disposing
of surplus goods associated with the shelter in a manner consistent
with the donor’s apparent intent.
Donation Unit Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Salvation Army Donation Forms As needed
(Donation & Inventory)
Donations control
Telephone Bank
As needed
Public inquiries
Portable Radios
4 per site
Communication
Disposable gloves
Box
Safety
Safety Gloves
10 sets per site
Safety
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Hardhats
10 per site
Safety
Clear Bins/containers
As needed
Donations control
Gaylord Boxes
As needed
Donations control
Pallets
As needed
Donations control
Inventory Tags
1 set per site
Inventory control
Computer
1
Donations management
Shrink Wrap
3 Roles
Donations control & safety
Pre-made signage
5 Sets
Donations control & safety
Poly strapping supplies
1 set per site
Donations control & safety
Pliable Polyester Strapping
As needed
Donations control & safety
Pallet Racks
As needed
Temporary storage
Dumpster
1 per site
Garbage
Dollies, Platform Trucks
As needed
Move goods in storage
Fork-lift
As needed
Move goods in storage
Ground Support
As needed
Pick up and transport
donated goods
Supplies to set up Evacuee Store
Packet with evacuee vouchers
(Salvation Army)
Determine evacuee needs
Table
1
Store entrance
Chairs
4
Store entrance
Portable Radios
4 sets
Store management
Telephone
1
Store management
Computer
1
Store management
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Racks
As needed
Display items in store
Merchandise Tables
As needed
Display items in store
Shelves
As needed
Display items in store
Hangers
As needed
Display items in store
Hanger Racks
As needed
Display items in store
Plastic and paper bags
As needed
For Shoppers
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8.11 FACILTY UNIT LEADER
(Logistics-Support Branch)
The Unit Leader is responsible for the layout, and activation of shelter
facilities. Support facility set-up, arrange for furniture and facility needs
such as lighting, handicap access, etc. Manage shelter operations.
Oversee any facility repairs and additions.

Work with the Shelter Commander and Deputy Commander to
determine requirements for the Facility.

Obtain a copy of the Shelter Action Plan.

Complete a walk-through of the Mega-Shelter with Facility
Owner/Manager and document any current damage to the interior or
exterior of the building.

Participate in Logistics Support Branch planning activities.

Coordinate with ALL shelter Branches to determine the best location
for their services. Example:
o
o
o
o
o
o
o
o
Portable toilets
Donation “Store”
Law Enforcement detention center,
Adult & Child Care
Private area for Nursing mothers
Chapel
Small pets
Computer center

Prepare layouts of the shelter facility and notify Branch, Unit and
Group Leaders of facility layout.

Activate shelter facilities.

Provide security services.
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
Provide maintenance services, including sanitation, lighting and
cleanup.

Obtain any needed repairs or additions to the facility.

Document all work completed during Shelter Operations.

Coordinate with Facility Maintenance to keep facility environmentally
healthy for staff and evacuees.

Maintain Unit/Activity Log (ICS Form 214).
Facility Unit Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Facility Keys (Doors, padlocks, gates)
As needed
Security
Work Order Forms
As needed
Documentation
Two-way Radio & Chargers
5 sets
Communication
Tables
As needed
Set-up
Chairs
As needed
Set-up
Signage
As needed
Information
Facility Schematics
Per Facility
Plans
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8.12 BASE MANAGER
(Logistics-Support Branch-Facility Unit)
Manage assigned sleeping/rest areas where shelter population will sleep,
rest and socialize. Ensure that appropriate sanitation, security and facility
management services are conducted throughout the shelter facility.
Determine personnel support requirements.

Obtain necessary equipment and supplies.

Work with Facility Unit to determine best locations for evacuee
sleeping and rest areas.

Ensure that all sanitation, shower, and sleeping facilities are set up
and properly functioning.

Work with the Disabled and Elderly Group to determine if separate
area(s) are needed.

Work with the Communication Unit and Public Information Officer to
prepare messages, billboards, signage, etc. to communicate
information and instructions to evacuees.

Work with Evacuee Support Branch to determine what services are
available to evacuees, such as adult and child day care,
computers/internet, assistance to report or locate missing family
members and pets, faith based services, etc.

Work with Facility Maintenance to meet needs of evacuees and staff.

Provide a private area as an option for nursing mothers.

Provide direct supervision for all facility maintenance and security
services.

Ensure that strict compliance is made with all applicable safety
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regulations.

Ensure that all shelter communications are centrally coordinated.

Ensure that all shelter transportation scheduling is centrally
coordinated.

Provide over-all coordination of all shelter activities to ensure that all
assigned unit operate effectively and cooperatively in meeting shelter
objectives.

Maintain Unit/Activity Log (ICS Form 214).
Base Manager Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Cots
5000
Sleeping
Cribs
20
Sleeping
Blankets
5000
Beds/Warmth
Comfort Kits
5000
Evacuee comfort
Signage
As needed
Informational
First Aid Supplies
1 per 100 evac.
Safety
Privacy Screens
10
Privacy
Staff Dorm Room
1
Privacy/rest area
Staff Break Room
1
Privacy/rest area
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8.13 SECURITY MANAGER
(Logistics-Support Branch-Facility Unit)
Provide safeguards needed to protect evacuees, personnel and property
while inside and outside of the shelter 24 hours a day, seven days a week
from loss of damage. Work with Traffic personnel to develop plans.

Determine immediate security needs.

Establish contacts with local law enforcement agencies, as required.

Request required personnel support to accomplish work
assignments.

Arrange for contract services as needed.

Ensure that personnel support is qualified to manage security
problems.

Identify and assign Security staff and Traffic/Parking staff.

Request volunteers and supplies for all security functions.

Work with Traffic Team Control Leader to plan safe ingress and
egress traffic flow.

Work with Donations to identify best location for donation drop-off that
won’t interfere with the traffic flow.

Establish line of communication between local Law Enforcement, the
Mega-Shelter and outbuildings that may contain pets and/or shelter
resources.

Determine Security needs for shelter perimeter and Mega-Shelter
entry points (Assessment & Registration, Supplies, Animal Services
Units, etc).
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
Determine Security needs for shelter interior.

Set up interior and exterior Patrol schedule.

Review shelter resources for evacuee referrals.

Identify private/isolated areas for evacuees who have been
victimized, grieving from loss or have been detained by Law
Enforcement. Coordinate with the Evacuee Support Branch to
provide staff/volunteers.

Incorporate activities completed into a Security Plan for shelter
facility. Make adjustments to the Security Plan for evacuee,
personnel and equipment changes.

Coordinate security activities with appropriate personnel throughout
shelter.

Keep the peace, prevent assaults, and settle disputes in coordination
with directors, managers, supervisors and leaders in the area of
problems/issues that arise.

Prevent theft of all government and personal property.

Document all complaints and suspicious occurrences.

Maintain Unit/Activity Log (ICS Form 214).
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Security Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Easy-up
1
Shelter
Radios
3
(Safety, Security, Traffic)
Officer Safety
Reflective Vests
3
Officer Safety
Flashlights
3
Officer Safety
Traffic Cones
As needed
Security
Caution Tape
As needed
Security
Barricades
As needed
Security
Signage
As needed
Directions
Tent, table, chair
I each
Safety
Security Plans
1 set
Safety
Security Logs
As needed
Documentation
Megaphone
2
Crowd Control
Barricade/rope & stanchion,
Chains
As needed
Crowd Control
Signage
(House rules, resources, etc)
As needed
Informational
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8.14 TRAFFIC CONTROL TEAM LEADER
(Logistics-Support Branch-Security Manager)
Ensure safe traffic ingress and egress surrounding the shelter, to include
parking control.

Work with Security Manager to determine immediate Parking and
Traffic control needs.

Establish communication with local law enforcement agencies and
the Ground Support Unit.

Safety First! Request personnel and supplies to ensure a safe
environment for assigned pedestrians and other personnel.

Determine safe Busload and unload zones with accommodations for
people with disabilities and the elderly.

Plan Traffic Control and Parking Officer schedules.
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Traffic Control Supplies/Equipment Needed
Item/Material
Quantity
Purpose
Tent, table & chairs
1 each
Officer rest area
Radios
As needed
Officer Safety
Reflective Vests
Per Officer
Officer Safety
Flashlights
Per Officer
Officer Safety
Traffic Cones
50
Officer Safety
Caution Tape
2 roles
Officer Safety
Barricades
20
Officer Safety
Signage
As needed
Informational
Flares
5 Boxes
Officer Safety
OES Radio Trailer
1
Communication to
public/motorists
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8.15 FACILITY MAINTENANCE SPECIALIST
(Logistics-Support Branch-Facilities Unit)
Ensure that proper sleeping and sanitation facilities are maintained, provide
shower facilities, maintain lights and other electrical equipment, and
maintain the shelter facilities and grounds in a clean and orderly manner.

Work with Logistics Branch Director and Health/Environmental Health
Branch to determine immediate sanitation needs.

Work with Ground Support Unit to immediately set up waste removal.

Safety First! Request required maintenance support personnel and
assign duties. Ensure personnel have adequate supplies and training
to ensure their safety while handling refuse.

Obtain supplies, tools and equipment.

Set-up adequate trashcans and dumpsters throughout shelter.

Supervise/perform assigned work activities.

Establish cleaning schedule and assign janitorial personnel to
complete clean-up activities of entire shelter facility.

Ensure trash cans and dumpsters are systematically maintained to
avoid environmentally unsafe living conditions.

Work with Facility Unit to determine location for Portable toilets and
work with Logistics Branch Supply Unit to arrange for contracted
services to provide this resource.

Ensure that entire shelter is maintained in a safe condition.

Disassemble temporary facilities when no longer needed.

Restore area to pre-used condition.
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
Maintain Unit/Activity Log (ICS Form 214).
Maintenance Supplies/Equipment Needed
Item/Material
Quantity
Trash Cans
50
Trash containment
Dumpsters
3
Trash containment
Trash bags
500
Trash containment
Soap
As needed
Sanitation
Toilet paper
As needed
Sanitation
Kleenex
As needed
Sanitation
Paper towels
As needed
Sanitation
Towels
As needed
Sanitation
Mops
10
Sanitation
Buckets
10
Sanitation
Brooms
10
Sanitation
Dust Pans
10
Sanitation
Gloves
As needed
Health/Sanitation
Bio/medical cleanup kits
As needed
Health/Sanitation
Garbage grabbers
10
Sanitation
Power Washer
1
Shower/Restrooms
Sharps Containers Bio-hazard
Needle Disposal
As needed
Health/Sanitation
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SECTION 9:
FORMS AND PROCEDURES
9.1 INTAKE BRANCH

Shelter Assessment and Registration
o
American Red Cross – U.S. Department of Health and Human
Services Initial Intake and Assessment Tool
o
San Joaquin County Office of Emergency Services / Care and
Shelter Forms: www.sjgov.org/oes
o
US Department of Health and Human Services:
http://www.phe.gov/Preparedness/planning/abc/Pages/initialintakeassess
menttool.aspx
o
Medical Reserve Corps:
http://www.medicalreservecorps.gov/File/MRC_Resources/ARC_HHS_As
sessment_Tool_May07.pdf

American Red Cross Shelter Operations
o
Participant’s Workbook (Copy in Care & Shelter Branch
Director Binder for Emergency Operation Center EOC)
9.2 EVACUEE SUPPORT BRANCH

Recreation Group Supervisor
o
Recreation Box:
o
UNICEF Supply Catalog:
https://supply.unicef.org/unicef_b2c/app/displayApp/(layout=7.012_1_66_67_115&carea=%24ROOT)/.do?rf=y

Faith Based Group Supervisor
o
Religious Considerations (Resource from Sacramento County
Fatality Management Guidance)
o
San Joaquin County Office of Emergency Services / Care and
Shelter Forms: www.sjgov.org/oes
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