State of Florida
Standard Operating Guide
Multi-Agency Shelter Task Force
State Emergency Response Team
May 2013, version 4
1
Table of Contents
INTRODUCTION....................................................................................................................................... 3
MISSION OF THE STF ............................................................................................................................. 3
DIRECTION AND CONTROL................................................................................................................. 3
STATE ORGANIZATION ................................................................................................................................ 3
STATE ESF 6 ORGANIZATION ..................................................................................................................... 3
SHELTER TASK FORCE ORGANIZATION .................................................................................................... 4
STF CONCEPT OF OPERATIONS ......................................................................................................... 6
SHELTER TASK FORCE OPERATIONAL GUIDANCE ................................................................................... 6
STF ACTIVATION ......................................................................................................................................... 6
COORDINATION ........................................................................................................................................... 7
REPORTING .................................................................................................................................................. 8
REFERENCES ............................................................................................................................................ 8
APPENDIX 1 – TYPES OF STATE MASS CARE TASK FORCES .................................................... 9
APPENDIX 2 – SHELTER TASK FORCE LEADER CHECKLIST ................................................. 11
APPENDIX 3 – MASS CARE ASSESSMENT ...................................................................................... 14
APPENDIX 4: DISPLAY PROCESSOR CHECKLIST ....................................................................... 17
APPENDIX 5: SHELTER TRANSITION TEAMS .............................................................................. 18
APPENDIX 6: RAPID SHELTER RESOURCE SUPPORT CHECKLIST....................................... 22
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INTRODUCTION
The State Multi-Agency Shelter Support Plan directs the establishment of a State MultiAgency Shelter Task Force (STF) if conditions set forth in the plan are met. The STF
operates as a planning and coordinating element of the State Emergency Response
Team (SERT) and does not play an operational role. Upon activation, the State Mass
Care Coordinator, in consultation with the other stakeholders, designates a Task Force
Leader and assigns specific goals and objectives to the STF.
MISSION OF THE STF
The STF operates at the direction of a Task Force Leader to assist the SERT in
planning and coordinating assigned Shelter Support Plan operating priorities and goals.
DIRECTION AND CONTROL
State Organization
The State Comprehensive Emergency Management Plan (CEMP) assigns ESF 6 the
primary responsibility to coordinate resource support for county and non-governmental
providers of general population sheltering. The CEMP assigns ESF 8, Health &
Medical, the primary responsibility for coordinating medical resource support for Special
Needs Shelters. The CEMP assigns ESF 17, Animal & Agricultural Issues, the primary
responsibility for coordinating resource support for household pet and service animal
sheltering.
The American Red Cross and other NGOs that traditionally provide sheltering services
in a disaster response do so with available resources in accordance with the
requirements of their charter. These providers coordinate and work with emergency
management officials.
State ESF 6 Organization
State ESF 6 Mass Care operates as a part of the State Emergency Response Team in
accordance with the ESF 6 Standard Operating Guidelines (SOG). The State Mass
Care Coordinator is responsible to the State Coordinating Officer and the SERT Chief
for the execution of the ESF 6 operational priorities and goals outlined in the
Comprehensive Emergency Management Plan (CEMP).
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Chart 1. State ESF 6 Organization
Shelter Task Force Organization
The organization and staffing of the STF is driven by the Coordination Complexity Level
of the Event (see Appendix 2, ESF 6 SOG, v2). A Type 1, 2 or 3 STF is established
upon determination of the Coordination Complexity Level (see Appendix 1). A Type 1
STF is assigned a room in a building adjacent to the EOC in order to maintain
continuous operation. A Type 2 STF operates within and externally to the EOC using
periodic meetings and conference calls. A Type 3 STF functions primarily through
conference calls.
Depending on the Type STF (see Chart 2), some or all of the following positions will be
staffed:
STF Leader. The STF Leader is responsible to the State Mass Care Coordinator for
leading the Task Force toward completion of assigned Shelter Support Plan operating
priorities and goals. The STF Leader coordinates daily with the State Mass Care
Coordinator in a manner specified by the ESF 6 Standard Operating Guide (SOG).
See Appendix 2: Shelter Task Force Leader Checklist.
Deputy STF Leader. A Deputy STF (DSTF) Leader is assigned for a Type 1 STF. The
DSTF Leader has the following duties:
 The DSTF Leader assists the STF leader in completion of assigned Shelter Support
Plan goals and objectives.
 The Deputy STF Leader designates task force situation awareness priorities to the
assigned ESF 6 Situation Unit Representative.
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 The Deputy STF Leader guides the STF Mass Care Planner in the completion of the
Mass Care Assessment (See Appendix 3).
Display Processor. A Display Processor is assigned for a Type 1 STF. The Display
Processor is responsible for providing and maintaining resource and situation status
summary information for the STF. See Appendix 4: Display Processor Checklist.
Mass Care Planner. A Mass Care Planner is assigned for a Type 1 STF. The Mass
Care Planner is responsible for developing and updating the Shelter Situation
Assessment. See Appendix 3: Mass Care Assessment.
Chart 2. Sample Type 1 STF Organization
State Disabilities Coordinator. The State Disabilities Coordinator provides technical
assistance to the STF as required.
American Red Cross. The American Red Cross provides one or more individuals to
coordinate the planning efforts of the established American Red Cross Disaster Relief
Organization (DRO) and the STF.
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State Agencies. The Primary and Supporting Agencies identified in the State Shelter
Support Plan provide staff to the STF when the Operating Priorities and Goals assigned
to the STF fall within their designated area of responsibility.
Federal Agency Representatives. During disasters that may require federal
assistance representatives from the Federal Emergency Management Agency (FEMA)
and other federal agencies are assigned to the State EOC to work alongside their state
counterparts. Customarily a federal ESF 6 representative is assigned to work with the
State Mass Care Coordinator. Depending on the event and the Type of STF
established, one or more additional FEMA representatives may be requested to support
the STF.
Technical Specialists. Technical specialists are assigned to the STF in areas such as
sheltering, housing, and federal shelter programs when required.
STF CONCEPT OF OPERATIONS
Shelter Task Force Operational Guidance
The Shelter Task Force operates under the direction of a Shelter Task Force Leader to
ensure coordinated SERT support of shelter operations in the affected area and in host
communities. Once established in accordance with the State Shelter Support Plan, the
STF is assigned operating priorities and goals from the Plan. The assigned operating
priorities and goals are the focus of the planning and coordination activities of the
personnel assigned to the STF.
The STF does not command or control shelter resources. STF staff collects and
distributes information through the assigned federal, state and voluntary agency
personnel using established STF procedures. STF staff analyzes incoming situational
information on the event, performs assessments and makes recommendations on
specific SERT actions to the State Mass Care Coordinator.
The focus of the planning and coordination activities of the STF is on the Short and
Long-Term Event Horizons (see Table 1). The role of Event Horizons in a Mass Care
Task Force is outlined in Appendix 3 of the ESF 6 SOG.
STF activation
The Shelter Task Force is activated if one or more of the following conditions are
present:
 The disaster is designated an Event of National Significance by the federal
government;
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 The projected evacuation shelter population is estimated to be150,000 or greater
 The projected short term shelter population is estimated to be 15,000 or more.
Table 1. Role of Event Horizons
Event
Horizons
Specify
MC/EA Staff
Roles
Event Horizon
Immediate
Next 48 hours
MC/EA Desk
in the EOC
Mass Care
Task Force
Short-term
48 - 96 hours
Long-term
> 96 hours
What kind?
What’s next?
How much?
The STF may also be activated by mutual agreement of two or more of the responsible
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agencies in the State Shelter Support Plan.
The State Mass Care Coordinator notifies the representing organizations of the
activation of the TF by email and through the mass care conference call. Member
organizations arrange for representatives to travel to the State EOC, if not already
present. The State Mass Care Coordinator secures a working location, if required, for
the STF that is accessible to the State EOC.
Coordination
SERT Briefings - The State EOC, when activated to Level One, conducts a morning and
afternoon brief. Customarily these briefings are held at 0830 and 1800 hours. Task
Force members are expected to attend these briefings. The morning brief is by Branch
and the afternoon brief is by ESF.
Meetings – Meetings are an important process of coordination within the State EOC.
The Task Force Leader will designate which meetings to attend and who from the Task
Force will attend.
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Conference calls - Conference calls are an important process for coordination with
stakeholders outside the State EOC. The State Mass Care Conference call is held daily
at 1000 and Task Force members are expected to attend and/or participate by
telephone. Additional coordination conference calls may be required as determined by
the Task Force Leader.
Reporting
After activation, the Task Force is responsible for preparing each afternoon a bulleted
summary of the Task Force’s activities the previous day. This summary is submitted
electronically at a designated time to the ESF 6 Situation Unit Leader for inclusion in the
daily ESF 6 Situation Report.
References
Appendix 6, Mass Care, to the State of Florida Comprehensive Emergency
Management Plan
State Multi-Agency Shelter Support Plan
State ESF 6 Standard Operating Guidelines
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Appendix 1 – Types of State Mass Care Task Forces
DESCRIPTION
RESOURCE
CATEGORY
OVERALL
FUNCTION
A State Mass Care Task Force assists the State Emergency Response Team in planning and coordinating
assigned goals and objectives of the state Mass Care Plan.
Mass Care
RESOURCE KIND
This Task Force operates under the direction of
a Task Force Leader to ensure coordinated
support of mass care operations in the affected
area and in host communities.
RESOURCE TYPES
COMPONENT
METRIC /
MEASURE
CAPABILITY
COMPOSITION AND
ORDERING
SPECIFICATIONS
Task Force
The Type of Task Force selected
depends on the Coordination
Complexity of the event. A Type 1 or
2 Mass Care Task Force Leader
may also need to be requested.
TYPE I
TYPE II
TYPE III
(COORDINATION
COMPLEXITY LEVEL 1)
(COORDINATION
COMPLEXITY LEVEL 2)
(COORDINATION
COMPLEXITY LEVEL 3)
NO TYPE IV
Personnel
Per Task
Force
Management &
Oversight
- One Type 1 Mass
Care Task Force
Leader
- One Deputy Mass
Care Task Force
Leader
One Type 2 Mass
Care Task Force
Leader
Same as Type II
Not Applicable
Personnel
Per Task
Force
Resource
Acquisition &
Allocation
Mass Care Planner
Mass Care Planner
Not Applicable
Not Applicable
Personnel
Per Task
Force
Coordination of
Summary
Information
Display Processor
Not Applicable
Not Applicable
Not Applicable
Personnel
Per Task
Force
Situation
Assessment
Technical Specialists
Same as Type I
Same as Type I
Not Applicable
Personnel
Per Task
Force
Coordination with
other MACS
Elements
Agency liaisons
assigned to task
force
Agency liaisons
available for meetings
& conference calls
Agency liaisons
Not Applicable
available for conference
calls
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Procedure
Per Task
Force
Coordination with
other MACS
Elements
Task Force
Conference Call
Agenda Template
Same as Type I
Same as Type I
Not Applicable
Procedure
Per Task
Force
Coordination with
other MACS
Elements
Task Force Meeting
Agenda Template
Same as Type I
Not Applicable
Not Applicable
Procedure
Per Task
Force
Coordination of
Summary
Information
Task Force Situation
Report Template
Same as Type I
Same as Type I
Not Applicable
Procedure
Per Task
Force
Situation
Assessment
Task Force Situation
Task Force Situation
Task Force Situation
Assessment Template Assessment Template Assessment Template
Not Applicable
Procedure
Per Task
Force
Resource
Acquisition &
Allocation
Task Force Resource Task Force Resource Task Force Resource
Assessment Template Assessment Template Assessment Template
Not Applicable
Procedure
Per Task
Force
Incident Priority
Determination
Incident Priority
Determination
Template
Not Applicable
Not Applicable
Not Applicable
Facilities
Per Task
Force
Continuity of
Operation
Assigned work space
Periodic use of
meeting room and
conference call facility
Periodic use of
conference call facility
Not Applicable
Equipment
Per Task Force
Situation
Assessment
Assigned projector
Periodic use of projector
Not Applicable
Comments

NIMS span of control criteria should be applied when assigning staff.
References
1.
2.
Shelter Guidance Aid and Mega-Shelter Planning Guide, HTTPS://NMCS.COMMUNITYOS.ORG/CMS/RESOURCES
Household Food Distribution in a Disaster. HTTPS://NMCS.COMMUNITYOS.ORG/CMS/RESOURCES
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Appendix 2 – Shelter Task Force Leader Checklist
Mass Care Sheltering Task Force Leader reports directly to the State Mass Care Coordinator.
The overall responsibility of the Mass Care Sheltering Task Force Leader is to support the State Mass
Care Coordinator by directing the State Sheltering Task Force to assist the State Emergency Response
Team (SERT) in planning and coordinating assigned Shelter Support Plan operating priorities and goals.
Additionally, the Task Force maintains situational awareness through monitoring, analyzing, validating,
and making resource recommendations to support the State based upon the incoming information.
*Note: This job aid is a general guide, designed to identify tasks when they may logically occur.
They are not limited to the timeframe indicated and may be performed concurrently or in a
different sequence, if required.
Initial Actions
Report to State EOC/Check into the event
______
______
______
______
______
______
______
______
Make travel arrangements (if necessary)
Review State Emergency Operations Plan and Mass Care Plans
Review status of the disaster event
Read available situation reports and other reliable data sources (media reports, VOAD,
Red Cross, VAL) focusing on the status of sheltering
Determine prior and ongoing shelter activities: information about essential operations,
response efforts of NGO and other agencies, current and previous population statistics
and shelter locations
Obtain briefing from the State Mass Care Coordinator on the scale of the disaster and
potential impact
Discuss with State Mass Care Coordinator the STF priorities and/or goals and objectives
related to this disaster event
Determine who and when the STF members will be arriving
Establish Work Area (Conference Room)
______
______
______
______
______
______
Meet with State Mass Care Coordinator or designee to set up conference room and
arrange for administrative support as needed for the STF (telephones, network
connections, printers, video capability, etc.)
Review the STF organizational structure and determine if any adjustments need to be
considered
Outline the communication procedures and flow (email, telephone, to Mass Care
Coordinator, ESF 6 Desk, etc.)
Organize Outlook – establish folders, distribution lists
Check desk phone number and telephone numbers for the ESF 6 Desk and State Mass
Care Coordinator and Team
Assure resource material relative to the STF is available (Shelter Operating Guide,
Sheltering Plan, State EOP, ESF 6 Annex, IAP, etc.)
Immediate Actions (1-24 Hours)
0+1 Hour Actions
______
Attend any scheduled ESF 6 briefings
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______
______
______
______
______
______
______
______
______
Determine the State EOC Battle Rhythm
Obtain the ESF #6 Table of Organization as well as the T/O of the State EOC
Prepare battle rhythm schedule (Conference calls, briefings – to attend and to give to the
STF members, report schedule, etc.) and incorporate into the State EOC battle rhythm
Request and review the State NSS (or other state system) shelter report
Review any information available on the present sheltering situation to include capacity
and capability
Deliver orientation to incoming staff
If STF members are new to the task force; provide a job induction briefing to include their
roles and responsibilities as members of the TF
Brief STF on the status of the disaster
Establish STF member contact list and set up conference line as needed
1 + 6 Hour Actions
______
______
______
______
______
______
______
______
______
______
______
______
______
Review with STF the sheltering elements, human and material resource requirements,
wrap around services, and any other pertinent sheltering tasks relative to the sheltering
activity and will need to be addressed during the response
Assign STF members’ specific roles and responsibilities based upon the situational
analysis of the disaster event and the sheltering requirements
Confirm if there are shelters for medical and household pets
Determine in-state human and material resources available to support sheltering
Begin to assess if there are any identified sheltering resource shortfalls
Contact the State Voluntary Agency Liaison (VAL) to gain situational awareness on
voluntary organizations as it pertains to sheltering
Coordinate with the Red Cross and other sheltering partners to ensure that the shelters
meet the ADA requirements and if not address the shortfalls
Coordinate with the FEMA Mass Care representative to determine if FEMA logistics has
pre-staged any sheltering resources and where
Discuss any private sector human and material resource capabilities/assets and process
for obtaining the resources, if needed
Discuss federal partner human and material resource capabilities/assets and process for
obtaining the resources, if needed
Prepare briefing for State Mass Care Coordinator based on information gathered from the
above considerations and make recommendations for any resource support that may be
required
Acquire daily shelter numbers from the Red Cross Disaster Relief Operation
Prepare mass care statistical and other required sheltering reports for the State Mass
Care Coordinator
6+ 12 Hour Actions
______
______
______
______
______
______
______
______
Meet with State Mass Care Coordinator to identify any outstanding issues and have the
STF address any identified resource issues
Obtain situational awareness from all reliable sources
Explain the state system for processing resource requests
Follow-up and track any resource requests for the shelters
Coordinate with Red Cross and State ESF 6 Desk – EOC (when necessary) about
shelter shuttles for residents
Coordinate with State Mass Care Coordinator to determine if, based on a Presidential
Declaration, FEMA “Registration intake” needs to/can be set up at shelters
Establish planning timeline for next 72 hours. Determine shelter requirements. Analyze
ongoing activities; including size, scope and impact of event, required, identified
shortfalls, and available resources
Obtain current and impending weather conditions
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______
Prepare to brief either the State ESF 6 Desk or the in-coming shift if there is 24 hour
coverage (shifts are usually twelve hour time frames)
12 to 24 Hours
______
______
______
______
______
______
Designate and assign shelter rapid resource support teams to visit the shelters and
determine any resource shortfalls and/or services that might be needed
Ensure that all ad hoc shelters are located and have the resources necessary to manage
the shelter
Coordinate with GIS to have the shelter locations including the medical and household
pet shelters mapped and produced and provided to the stakeholders
Assess through the sheltering partners if the shelter residents have the ability to access
and understand NGO, State and/or Federal assistance programs
Identify needed wrap around services at the shelters (cultural, dietary, behavioral health
services, case work, IT, etc.)
Continue to maintain situational awareness through monitoring information, analyzing
and validating requests and supporting the shelters by identifying resource shortfalls and
making recommendations to the State Mass Care Coordinator
Short-term Actions (24-72 Hours)
______
______
______
______
______
______
______
______
______
______
______
Continue to monitor, analyze and validate, and support the sheltering operations. Focus
on the need to expand, consolidate and/or relocate shelters based upon impact
Assess shelter staffing patterns and determine if additional shelter staff need to be
activated and recommend the need to the State Mass Care Coordinator
Assess resource requirements and recommend to the State Mass Care Coordinator the
need, if indicated, for federal support
If there is a Declaration for Individual Assistance, coordinate the need for FEMA
registration teams at the shelters
Maintain situational awareness on the sheltered population and the need for alternate
housing options
Initiate plan to transition to more permanent or long-term shelter solutions
Coordinate with the State Housing TF to determine what housing options are available
either within or near the impact area in order that the information may be provided to the
shelter population
Address any extenuating circumstances
Ensure that essential and wrap around services are provided at the shelters
Determine the need for more specialized shelter assessment teams to visit the shelters
(public health, veterinarians, access and functional needs personnel, etc.)
If specialized shelter assessment teams are needed, work with the State ESF 6 desk to
have the appropriate personnel recruited and deployed
Long-term Actions (72 hours-30 days)
______
______
______
______
______
______
Continue to coordinate with the State Housing Task Force to depopulate the shelters
Recommend to the State Mass Care Coordinator consolidating and/or closing shelters as
the shelter population decreases
Ensure that the TF members provide a summary of their activities and recommendations
for improvement prior to demobilizing
Recommend demobilization of TF members as the shelter population decreases and the
individuals are placed in alternate housing solutions
If FEMA, at the request of the State, activates the Transitional Sheltering Assistance
(TSA) program coordinate with housing and individual assistance on the roles and
responsibilities of the STF relative to the program
Prepare a final report (After Action Recommendations) for both issues and successes
that can be included in the sheltering documents
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Appendix 3 – Mass Care Assessment
Mass Care Assessment
The Mass Care Assessment is a logical and orderly examination of the factors affecting
achievement of the mass care operating priority outcomes. It provides decision makers
with an analysis of the affected area and the capabilities of the mass care resources
assigned to the event. It is used as a basis for planning and dissemination of
information.
Preparation of the Mass Care Situation Assessment requires the ongoing collection and
analysis of the following Information Requirements (IRs):
 Feeding IRs
o Targeted meals/day capacity for mass care feeding infrastructure
o Meal count, by county, and trend
o Feeding resources available, by type and kind
o # of jurisdictions eligible and/or projected to be eligible for DSNAP
o # of jurisdictions receiving and/or projected to be receiving DSNAP
o Targeted food boxes/day capacity
o Targeted initial food box distribution date and anticipated duration
 Sheltering IRs
o Shelter population, by county, and trend
o Shelter resources available, by type and kind
o Projected or actual peak evacuation shelter population
o Projected or actual short term shelter population at D+72 hours
o Projected or actual short term shelter population at D+10 days
o Target dates for opening of schools, by county
o # of residences destroyed/severe/moderate/minor from HAZUS or actual
damage reports
o Power outages, by county, and projected restoration times
Operating Priorities and Metrics
There are four operating priorities to be assessed: 2 for sheltering and 2 for feeding.
Each operating priority has a defined outcome, target date for achievement and metrics.
The stated target dates in this Appendix are proposed and would be established and
revised during the event by the State Mass Care Coordinator in consultation with the
other ESF 6 partners.
The Mass Care Assessment format addresses 2 questions: 1) Are there sufficient
resources on hand or requested to achieve current and future operational priorities
within the Target Dates? 2) If the answer to Question #1 is negative, then what
adjustments must be made to current or projected resource levels and/or Target dates?
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Support Feeding Operations (Phases 1b, 1c, 2a, 2b & 2c)
Outcome: A Mass Care feeding infrastructure established in the impact area with the
logistical support to achieve and maintain the targeted meals per day production and
distribution capability.
(Proposed) Target Date for Outcome: Mass Care feeding infrastructure established in
the impact area by D+72 hours
Metric: % of targeted feeding production and distribution capability established and
operational in the disaster area.
Metric: Meal count as a % of targeted production and distribution capability operational
in the disaster area.
Support Transition to Long Term feeding (Phase 2c)
Outcome: The mass care feeding infrastructure has been demobilized and disaster
feeding has transitioned to DSNAP and targeted distribution of food boxes.
(Proposed) Target Date for Outcome: Long term feeding initiated by D+ 21 days
Metric: % of disaster feeding infrastructure demobilized.
Metric: % of eligible jurisdictions receiving DSNAP.
Metric: % of targeted food box per day feeding and production capability operational in
the assigned areas.
Support Shelter Operations (Phases 1b, 1c, 2a, 2b & 2c)
Outcome: All survivors with a stated need for shelter have access to a safe, secure, &
accessible environment with basic life-sustaining services.
(Proposed) Target date for Outcome: Short term shelters established and resourced by
D+72 hours
Metric: % of shelters confirmed to have safe, secure and accessible environment.
Support Transition of Shelter Residents (Phase 2c)
Outcome: Shelter residents have been placed in appropriate housing solutions.
(Proposed) Target date for Outcome: All shelter residents transitioned by D+30 days
Metric: % of shelter residents placed in appropriate housing solutions.
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Mass Care Assessment
Event
Date/Time
EXECUTIVE SUMMARY
Current Operational Phase
Estimated date for start of next Phase
Operational Priorities in Effect
Current Metrics
FEEDING CAPABILITIES VS REQUIREMENTS
Current Feeding Capabilities
(meals/day production & distribution)
Targeted Feeding Requirements
(meals/day production & distribution)
Projected (+96 hrs) Feeding Capabilities
Projected(+96 hrs) Feeding Requirements
SHELTERING CAPABILITIES VS REQUIREMENTS
Current Sheltering Capabilities
(Shelter Teams/Supplies/Equipment)
Targeted Sheltering Requirements
(Shelter Teams/Supplies/Equipment)
Projected (+96 hrs)
Sheltering Capabilities
Projected (+96 hrs)
Sheltering Requirements
RECOMMENDED ADJUSTMENTS TO
RESOURCE LEVELS / TARGET DATES
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Appendix 4: Display Processor Checklist
Initial Check in:
 Receive initial situational brief from ESF 6 Situation Unit Leader in State EOC
 Confirm TF work location
 Secure laptop, projector, newsprint, markers, tape and maps
 Secure necessary EM Constellation Password
 Get updated list of ESF 6 personnel assignments
TF Check in:
 Receive initial situational brief from TF Leader or Deputy TF Leader
 Secure work location
 Setup laptop/projector and establish Internet connectivity
 Establish Situation Display:
o Login to EM Constellation and project GATOR
o Resource Status
o TF Operating Priorities, Goals and Objectives
o Display Maps
o Meeting Schedule
Submit bulleted summary of TF activities to Situation Unit Leader in EOC by 1500 daily.
Emergency Operations
Center
Task Force Rooms
 Feeding TF Leader
State Mass Care
Coordinator
Deputy for
Response
 Display
Processor
Feeding Task Force
ARC/TSA/BAPTISTS
USDA/DACS/FFBA
PRIVATE SECTOR/FEMA
Shelter TF Leader
Shelter Task Force
 Display
Processor
ARC/DOH/DOEA/APD/
DACS/FEMA
Situation Unit
Leader
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Appendix 5: Shelter Transition Teams
Situation
As the disaster response and recovery progresses, it becomes increasingly important to
multiple stakeholders for the families in shelters to find alternative housing
arrangements. First and foremost, the families themselves need to resume
independent living arrangements so that they can continue to progress through the
steps of their own recovery. Second, responding agencies need to begin focusing
efforts on other aspects of the community recovery. Third the community is likely to
need the facility to resume its pre-disaster role. Often this means a school serving as a
shelter reopens, or a Church resumes normal operations.
The process of finding alternative housing can be difficult and confusing in the aftermath
of a large disaster. Many times the last shelter residents do not qualify for disaster
benefits or are unwilling (or unable) to use benefits for which they qualify. Additionally,
the disaster may destroy or damage the community’s available housing stock, including
homeless shelters and affordable housing. Invariably, an intensive casework process is
needed to work with these clients to move them to alternative housing arrangements,
and therefore along the path of their own recovery.
Involvement of the local and State Human Services agencies can have a positive
impact on helping Red Cross and other sheltering providers to open, operate and close
shelters. This includes helping clients find housing placements once the emergency is
passed. Larger disasters usually result in a Federal disaster declaration with
accompanying housing benefits. NGO’s with a vested interest in assisting the disaster
clients may also be very helpful in identifying resources to meet some of the needs of
these clients. Creating a cross-organizational task force to include all of these
stakeholders has proven very successful in recent disasters to identify and address the
needs of the shelter residents.
Shelter Transition Team Mission
The mission of the Shelter Transition Team is to establish a unified approach to
assisting shelter residents that have been impacted by the disaster by providing
resources and implementing programs that will assist applicants in obtaining long-term
or permanent housing.
The integrated team will collaborate to provide a wide range of services to include:
Casework, Case Management, Housing Resources/Resource Management and Service
Facilitation.
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Shelter Transition Team Objectives
•Ensure the shelter transition team is integrated with Federal, local, state, NGO and
private sector partners.
•Ensure a successful transition of shelter residents into a more permanent or long-term
housing solution.
•Identify barriers that would hinder the recovery process
•Identify resources and programs that can be provided to residents in an effort to assist
them with their recovery.
•Assist individuals and families with establishing permanent housing plan.
Shelter Transition Team Process
•Step 1 – request to activate the Team
•Step 2 – Team Leader and Team members designated
•Step 3 – Team conducts activities according to established operational procedures
•Step 4 - State coordinates support activities
Step 1 – Request to Activate the Team
•County enters request for Shelter Transition Team in EM Constellation message
system
•County request identifies County POC for Mission
•Request receives a Mission #, Assigned to Human Services Branch and Tasked to
State ESF 6, Mass Care
Step 2 – Team Leader & Team Members Designated
•State ESF 6 coordinates with County POC and federal, state, & NGO agency
representatives at State EOC to:
–Identify Team Leader
–Identify Team members from federal, state, & NGO agency representatives in
County
•After appropriate coordination, County POC directs Team to assemble at specified
date, time and location
Step 3 - Team conducts activities
•Team broadens membership as required to include local stakeholders
•Team conducts activities according to established operational procedures (TBP).
•Team identifies current & potential obstacles/resource constraints to shelter transition
Step 4 - State coordinates support activities
•State ESF 6 coordinates with County Transition Team Leader to:
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State Multi-Agency Shelter Task Force, Standard Operating Guide, Draft, v4
–Ensure a unified shelter transition approach by the federal, state, & NGO
agency representatives in the supported county,
–Identify barriers to shelter transition,
–Identify resources & programs that can be provided to residents in an effort to
assist them with their recovery
Shelter Transition Team Leader
•Requesting County either:
–designates Shelter Transition Team Leader, or
–approves an individual recommended by a support agency.
•Team Leader coordinates shelter transition activities of participating agencies
•Team Leader coordinates with County EM and State ESF 6 to resolve issues
Federal Government responsibilities and resources
 Catastrophic Housing Annex – This annex outlines an extensive array of housing
and sheltering options (the revised version of this Annex is going to be the
Catastrophic Sheltering and Housing Annex) available through or supported by the
Federal Government.
 Transitional Sheltering Assistance - The policy will allow FEMA to authorize and
fund the use of hotels, motels and other private lodging facilities as well as
conference centers, retreats, dormitories, floating hotels, cruise ships and/or
berthing vessels to provide non-congregate sheltering to survivors meeting the
eligibility requirements of the policy.
Other Federal Agencies resources
 Housing and Urban Development – Usually coordinates housing for low income
residents. Can provide information on some affordable housing stock in and
around the disaster affected area.
 Veterans Affairs – May have housing assistance available for veterans.
Other non-profit agencies
Other non-profit agencies are usually present in the community affected by the disaster
that may have resources available to assist the client in resuming independent living.
 Agencies that provide housing locator services for affordable housing
Local and State agencies may maintain a database containing available and affordable
housing. Disaster assistance.gov maintains a rental resource capability. Also,
socialserve.com provides a fully-staffed, toll-free English/Spanish call center that helps
landlords list and helps tenants search for properties.
 Agencies that provide rent/utility deposits
20
State Multi-Agency Shelter Task Force, Standard Operating Guide, Draft, v4
 Agencies that serve undocumented populations
 Agencies that provide services for people with disabilities – Most communities
have an “Independent Living Center, which can provide a good starting point for
resources within the community. The State may also have a “Functional and
Access Needs” task force which may be able to help identify additional resources.
Many States also pre-position supplies for people with Functional and Access
Needs to be used in congregate sheltering. Some of the supplies may be available
to the client after leaving the shelter. The Federal Government may also be able
to assist with Consumable Medical Supplies, Durable Medical Equipment and PAS
services.
 Agencies that serve the homeless populations – The Salvation Army and many
other organizations operate facilities to serve the homeless populations. It will be
imperative to assess what impact if any the disaster has had on those facilities.
Individuals who were pre-disaster homeless may remain in a congregate care
shelter.
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State Multi-Agency Shelter Task Force, Standard Operating Guide, Draft, v4
:
Appendix 6: Rapid Shelter Resource Support Checklist
Purpose
The Rapid Shelter Resource Support Checklist is a tool designed to assist assessment
teams in identifying unmet needs occurring in and around the shelter premises that may
affect the health, safety, and welfare of shelter residents and staff. A special emphasis
is given to children, the aged, and individuals with and without disabilities who may have
access and functional needs.
Team Mission
The Rapid Shelter Resource Support Team is assembled at the request of the affected
jurisdiction and is composed of two or three individuals from the shelter service
provider, and/or their designee, and the jurisdictional mass care group. The small teams
are tasked to assemble and deploy quickly to visit all newly-opened shelters in order to
identify priority mass care needs before they become critical. Additional subject matter
experts may be requested later, as needed.
Focus
The Rapid Shelter Resource Support Checklist provides a series of questions to assist
assessment teams in quickly identifying human and material resource shortfalls. The
identified shortfalls may then be communicated promptly to the jurisdictional mass care
group which will coordinate with the appropriate organizations and agencies (local,
state, and/or Federal) to facilitate a timely response. Rapid Shelter Resource Support
Teams do not provide direct services or determine the specific organizations/agencies
needed to address their findings.
Shelter Visits
Shelter visits may be conducted before or soon after the onset of an incident during a
period in which shelter staff are rapidly organizing their shelter facilities and resources
are still being determined. Recognizing the demands and pressures on shelter staff at
the onset of an incident, Rapid Shelter Resource Support Teams should limit their visits
to no more than 45 to 60 minutes to minimize disruption to the shelter facility’s routine.
Visit times may vary depending on the size of the facility.
22
State Multi-Agency Shelter Task Force, Standard Operating Guide, Draft, v4
RAPID SHELTER SUPPORT CHECKLIST
Visit Information
Visit Date:
Shelter Data
Shelter Name:
 Initial Visit or  Follow-up Visit
NSS Number:
Event:
Current Population:
Shelter Contact Information
Shelter Manager:
Telephone Number:
Alternate POC:
Telephone Number:
Facility Manager:
Telephone Number:
Shelter Address (include City, State and Zip)
24/7 Contact Number:
Additional Shelter Information
Is shelter listed in NSS?
If not, will shelter be listed in NSS?
Shelter Type:  ARC Managed  ARC Supported
 Other (describe):
Please describe any non-traditional features on site (i.e. pet shelter,
tent/RVs, other describe):
 Independent
Facility Type:  School  Arena  Community Center
 Other (describe):
Where is shelter staff sleeping?
Please answer all of the following questions by circling the status (Yes, No, Unknown/Not Applicable). Note additional information in the Comments
section on page 3. For information on forecasting required resources, use the Forecasting Chart (FC) on page 4 or the Shelter Guidance Aid and
Shelter Staffing Matrix (M).
Human Resources
Adequate # of staff available? (see M)
Facility’s staff onsite?
Partner agency staff present?
Facility continued
Ye
s
Ye
s
Ye
s
No
Unk/NA
Indoor signage adequate?
No
Unk/NA
Outdoor signage adequate?
No
Unk/NA
Shelter rules posted?
Shelter schedule posted?
Facility
Free of structural damage?
Security available? Who?
Potable water available?
Hot water available?
Ventilation adequate?
Space per person adequate? (see FC)
Free of pests and mold?
Level of cleanliness acceptable?
Normal electrical supply operational?
Is generator in use?
Indoor temperature adequate?
Heating available if needed?
Air conditioning available if needed?
# of toilets adequate? (see FC)
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
No
Unk/NA
Registration area size/location adequate?
No
Unk/NA
No
Unk/NA
No
Unk/NA
Adequate vehicle parking available?
No
Unk/NA
Handicapped parking available/adequate?
No
Unk/NA
RV parking permitted on site?
No
Unk/NA
Public transportation available?
No
Unk/NA
Transportation by partner agency available?
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
Health staff on-site?
No
Unk/NA
Mental health staff on-site?
No
Unk/NA
Registered sex offender(s) on-site?
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
Transportation
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Special Issues
Ye
s
Ye
s
Ye
s
23
State Multi-Agency Shelter Task Force, Standard Operating Guide, Draft, v4
# of showers adequate? (see FC)
# of hand washing stations adequate?
(see FC)
Cleaning supplies available?
Sewers/septic available and functioning?
Refrigerator(s) available?
Fire alarm present?
Fire sprinkler system present?
Waste/garbage disposal adequate?
# of garbage cans adequate?
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
No
Unk/NA
Law enforcement notified?
No
Unk/NA
Alcohol/drug/gang/violence weapon issues?
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
Facility walkways accessible?
No
Unk/NA
Showers accessible?
No
Unk/NA
Toilets accessible?
No
Unk/NA
Private screening areas available?
Access and Functional Needs continued
Cots meet access and functional needs?
Universal signage posted?
Durable Medical Equipment (DME)
available?
Consumable Medical Supplies (CMS)
available?
Commonly Used Shelter Items (CUSI List)
needed?
Personal Assistance Services (PAS)
needed?
PAS contract activated?
Service animals on-site?
Veterinary care available?
Animal food/supplies on-site?
Animal relief area identified?
Unaccompanied minors on-site?
Diaper changing area available?
Breastfeeding area identified?
Childcare staff/partner on-site?
Safe childcare area identified?
Safe toys provided?
Hygiene plan for toys in place?
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
Access and Functional Needs
Ye
s
Ye
s
Ye
s
Ye
s
Feeding
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
No
Unk/NA
Food preparation occurring on-site?
No
Unk/NA
Meal delivery consistent?
No
Unk/NA
Safe food storage space on-site?
No
Unk/NA
Snacks/water available on-site?
No
Unk/NA
Infant feeding supplies adequate?
No
Unk/NA
Special & cultural diets provided?
No
Unk/NA
Coolers available?
No
Unk/NA
Clean ice available?
No
Unk/NA
Dishwashing facilities available?
No
Unk/NA
Kitchen/food prep area is clean?
No
Unk/NA
No
Unk/NA
No
Unk/NA
Food-safe cleaning supplies available?
No
Unk/NA
Serving supplies adequate?
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
Ye
s
No
Unk/NA
Ye
s
Ye
s
Other (please note any needs):
Communication
Client phone/charger available?
Supplies
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Partner meal provider:
Facility phone available for use?
Number:
No
If yes, please describe:
Staff phone/charger available?
# of cots adequate? (see FC)
Ye
s
Ye
s
Internet access available on-site?
Computers available on site?
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
24
State Multi-Agency Shelter Task Force, Standard Operating Guide, Draft, v4
# of blankets adequate? (see FC)
Ye
s
No
Unk/NA
Number:
Number:
Language translation services available?
# of Comfort Kits adequate? (see FC)
Ye
s
No
Unk/NA
Ye
s
No
Unk/NA
Ye
s
No
Unk/NA
Ye
s
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
List languages needed:
Number:
# of towels adequate? (see FC)
Sign language services available?
List sign languages needed:
Number:
Pillows provided?
Ye
s
No
Unk/NA
Number:
TV available for use?
Toilet paper supplies adequate?
Paper towel supplies adequate?
Feminine hygiene product supplies
adequate?
# of diapers adequate?
# of portable cribs adequate?
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
No
Unk/NA
TV has closed captioning capability?
No
Unk/NA
Newspapers available?
No
Unk/NA
Shelter bulletin board in use?
No
Unk/NA
Community resource board available?
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
No
Unk/NA
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Number:
Clothing available?
Complete nurse’s kit available?
Cleaning supplies available/adequate?
# of shelter forms adequate?
# of nursing forms adequate?
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Comments
Please include additional information about the facility or conditions in the shelter in the space provided below.
Planning
Unmet Critical Needs
Planned Solution*
Person
Responsible
Date
Completed
25
State Multi-Agency Shelter Task Force, Standard Operating Guide, Draft, v4
*Please note, the Rapid Shelter Resource Support Team is not responsible for providing direct services nor for determining the specific organizations
or agencies to address these findings.
Forecasting Chart
Use the following information to determine if quantities of resources and supplies are sufficient to meet the needs of the current or anticipated
shelter population. Note that there are three types of shelters reflected in this chart. Each shelter type has different resource requirements predicated
on the amount of time the shelter is expected to be opened and the type of sheltering need it is fulfilling.
Item
Description
Space Considerations
Shelter Emergency Evacuation
Shelter
A safe congregate care,
environmentally protected facility
utilized for durations typically not to
exceed 72 hours by populations
displaced by an incident or event.
 20 sq. ft. per person in
dormitory area
 100 sq. ft. per person in
dormitory area for individuals
with access and functional
needs using mobility devices or
Standard/Short-Term Shelter
A safe congregate care,
environmentally protected facility
utilized for durations typically not to
exceed 2 weeks by populations
displaced by an incident or event.
Long-Term Mega Shelter
A safe congregate care,
environmentally protected facility
utilized for durations typically longer
than 2-weeks for populations
displaced by an incident of an event.
 40 sq. ft. per person in
dormitory area
 100 sq. ft. per person in
dormitory area for individuals
with access and functional
needs using mobility devices or
The focus of this kind of shelter is not
on the number of people sheltered but
on the need for additional or
supplemental services due to the
extended period individuals will be
sheltered.
 60-80 sq. ft. per person in
dormitory area
 100 sq. ft. per person in
dormitory area for individuals
with access and functional
needs using mobility devices or
26
State Multi-Agency Shelter Task Force, Standard Operating Guide, Draft, v4
larger DME items
larger DME items.
Sanitation
Considerations
 Toilets—1 per 40 persons
 Showers—1 per 72 persons
 Handwash Stations—1 per 20
persons
 Trash Containers—1 30 gal.
container per 10 persons
 Toilets—1 per 40 persons
 Showers—1 per 48 persons
 Handwash Stations—1 per 20
persons
 Trash Containers—1 30 gal.
container per 10 persons
Feeding and Logistics
Support
Sufficient food supply and logistics
support to provide snacks, hydration
and sanitation for the shelter
population.
Sufficient supply and area to feed
population using two shifts (seating)
per meal, serving two meals plus
snacks/hydration to each person per
day.
larger DME items.
 Toilets—1 per 20 persons
 Showers—1 per 25 persons
 Handwash Stations—1 per 20
persons
 Trash Containers—5 pounds
of dry waste disposal capability
per person
 Laundry—Capability to meet
demands of 33% of shelter
population
 Sewage—1.5 gallons of
sewage disposal capacity per
person
Sufficient supply and area to feed
population using two shifts (seating)
per meal, serving two meals plus
snacks/hydration to each person per
day.
27