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Regional District of Central Okanagan Emergency Support Service

Emergency Plan

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Regional District of Central Okanagan

Emergency Support Services

Emergency Plan


Emergency Plan

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STANDARDS OF CONDUCT FOR ESS WORKERS

Responsibilities of ESS Workers:

Commitment –Workers shall have a commitment to serve their community and the ESS mission to the best of their abilities, assuring the integrity of the program.

Confidentiality – Workers shall respect the confidentiality of information received during an emergency response to anyone other than authorized emergency workers. If necessary, clarification should be sought from the appropriate authority. Confidential information must not be used for personal gains.

Quality of Service – Workers shall provide service to individuals affected by disasters in a manner that is courteous, caring, and professional, while respecting the dignity of people receiving services.

Behaviour – Workers shall: • Conduct themselves in a manner that meets acceptable social standards • and contribute to an environment of mutual respect and dignity, free from • discrimination or harassment; • Follow operational guidelines and established reporting structures; • Exercise discretion with comments made in public about an incident, • people or other organizations involved.

Self Care – Workers shall: • Take care of their own physical and emotional health and support team • members to do the same. • Report unsafe conditions to their supervisor, ensuring the safety of • themselves and others.

MediaStatement – Workers shall direct all enquiries from the media to the designated Information Officer.

Rights of ESS Workers:

OrientationandTraining – Workers shall have access to the appropriate training to ensure efficient and effective performance of duties.

Forum for Input – Workers shall be made aware of and have access to the proper chain of command for handling suggestions and complaints.

Support – Workers shall have a safe working environment, understanding that there is some inherent risk in responding to disasters.

SuppliesandEquipment – Wherever possible, workers shall be equipped to do their job.

August 2000


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Table of ContentsPurposeandScope ................................................................................... 5

British Columbia Emergency Response Management System ................... 5

ESSCalendar ............................................................................................. 7 ESS Team .................................................................................................. 8 • Roles and responsibilities • Organizational Chart

VolunteerRecruitmentandRetention ..................................................... 13

Worker Care ............................................................................................ 16

Activation Check Lists ............................................................................ 18 • Level 1 • Level 2 and 3

Reception Centres ................................................................................... 21

GroupLodging ......................................................................................... 23

ResourceAcquisitions ............................................................................. 25

ESS Inventory ........................................................................................ 26

ReceptionCentreandGroupLodgingPre-Plans...................................... 27

MediaRelations ...................................................................................... 28

Guidelines ............................................................................................... 30 • Unattended Minors • Criminal Record Checks • Use of Vehicles • Insurance Coverage for Volunteers • Budgeting Process • Level 1 On-Call Rotation • EOC Activations (ESS Branch) • Interfacing with the Mobile Support Team • Donations

AlliedAgencies ....................................................................................... 33 • C-Dart • Community Critical Incident Team • Red Cross (Recovery Centre / Beyond 72 Hours) • Salvation Army (Meet & Greet / Food) • St. John Ambulance • Amateur Radio • Insurance Bureau of Canada

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Regional District of Central Okanagan Emergency Social Service

Emergency Plan

Table of ContentsAppendixes ............................................................................................. 35 • Membership Telephone Numbers • Emergency Contacts • Supplier Agreements • Reception Centre and Group Lodging Agreements • Contact Lists for Facilities • Reception Centre Floor Plans

Glossary .................................................................................................. 37

ReferencesESSFieldGuide OperatingGuidelinesforReceptionCentresandGroupLodgingFacilities ESS Public Information Toolkit


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PurposeandScopeEmergency Support Services (ESS) is a regional emergency response program which provides for the short term needs of evacuees and response workers in a disaster or emergency situation. Generally, these short term services (up to 72 hours) are required to preserve the emotional and physical well-being of evacuees and response workers affected by an emergency or disaster and are typically provided in a Reception Centre.

The ESS Plan establishes the overall strategy the Regional District of Central Okanagan (RDCO) will use to provide these temporary services to those affected by an emergency. It indicates where the designated Reception Centres are located in the community and it outlines the roles and responsibilities of ESS volunteers and assisting agencies.

Within the Central Okanagan – emergency planning is the responsibility of the RDCO. All local governments and unincorporated areas form part of the RDCO Emergency Plan, which is administered by the Kelowna Fire Department.

Role of ESS in a DisasterThe ESS Program plays an important role in emergency management in the Central Okanagan Region by: • helping people to remain independent and self-sufficient; • helping people to meet their basic survival needs during a disaster; • reuniting family members separated by a disaster; • providing people with accurate and up-to-date information about the • situation at hand; • helping people re-establish themselves as quickly as possible after a • disaster; and • helping a community work through the recovery process.

BCERMS (British Columbia Emergency Response Management System)BCERMS is a comprehensive management system based upon the Incident Command System (ICS) that ensures a coordinated and organized response and recovery to all emergency incidents and disasters. It provides the framework for a standardized emergency response in British Columbia

BCERMS supports a prescribed set of response objectives set out in priority as follows to: • provide for the safety and health of all responders; • save lives; • reduce suffering; • protect public health; • protect government infrastructure; • protect property; • protect the environment; and • reduce economic and social losses.


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ProvincialEmergencyCoordinationCentre(PECC)An Emergency Operations Centre established and operated at the provincial central coordination level to direct and coordinate the provincial government’s overall emergency or disaster response and recovery efforts. Located at the Provincial Emergency Program (PEP) headquarters in Victoria.

Provincial Regional Emergency Operations Centre (PREOC)An Emergency Operations Centre established and operated at the regional level by provincial agencies to coordinate provincial emergency response efforts. For the Central Region, it is located in Kamloops.

Emergency Operations Centre (EOC)A pre-designated facility established by a local authority, jurisdiction or agency to coordinate the site response and support in an emergency. In the Central Okanagan, the EOC is located in Kelowna Fire Hall #1. The secondary, backup EOC is located at the Kelowna International Airport and would be used when directed by the EOC Director, in cases where the primary EOC is not available.

ESS Reception Centre (RC)Reception Centres are sites where evacuees may be received during an disaster. They may be a facility such as a recreation centre, church hall, school, hotel lobby, or even a tent - it depends on what is available in the community or what is needed.

BCERMS Response Levels

Provincial EmergencyCoordinationCentre

(PECC)

Provincial Regional Emergency Operations Centre

(PREOC)

Emergency Operations Centre(EOC)

ESS Reception Centre(RC)

Provincial CentralCoordination Level

Provincial Regional Coordination Level

Site Support(Municipal/Regional District)

Level

Site Level


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ESSYearlyCalendar

Month Events

January • Yearly Task Number Obtained • Emergency Plan overview - contact numbers checked

February • Renewal of Supplier Contracts

March • ID Photos

April

May • Emergency Preparedness Week • Refresher Records & Registration training

June • Inventory check • Emergency Plan review - contact numbers checked • Summer Social • Volunteer recognition

July

August

September • Committee’s formed • Volunteer Fair

October • New volunteer orientation

November • Annual Budget Process • Emergency Preparedness Conference • Sign up for Salvation Army Christmas Appeal

December • Salvation Army Christmas Appeal • Training proposal for the next year • Christmas Social • Annual Report - RDCO ESS


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The ESS Team

In BC, local authorities are responsible for planning and operating ESS. ESS is provided by local volunteers and staff.

Approximately 5,000 volunteers donate their time and energy as part of ESS teams located in communities throughout BC. Volunteers and staff of ESS support organizations also have important roles in providing ESS.

In the Regional District of Central Okanagan, ESS volunteers have been recruited from the following areas: • Peachland • West Kelowna • Kelowna • Northwest Side • Lake Country

The major tasks of ESS teams are: • identifying facilities suitable for use as Reception Centres and Group • Lodging facilities; • recruiting and training volunteers and staff; • establishing linkages with key local emergency responders and • non-government disaster agencies; and • establishing relationships with local businesses and service organizations to • supply goods and services during emergencies.

Regional District of Central Okanagan Emergency Social Service

Emergency Plan

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The ESS Team

In BC, local authorities are responsible for planning and operating ESS. ESS is provided by local volunteers and staff.

Approximately 5,000 volunteers donate their time and energy as part of ESS teams located in communities throughout BC. Volunteers and staff of ESS support organizations also have important roles in providing ESS.

In the Regional District of Central Okanagan, ESS volunteers have been recruited from the following areas:

Peachland West Kelowna Kelowna Northwest Side Lake Country

The major tasks of ESS teams are:

identifying facilities suitable for use as Reception Centres and Group Lodging facilities;

recruiting and training volunteers and staff; establishing linkages with key local emergency responders and non-

government disaster agencies; and establishing relationships with local businesses and service

organizations to supply goods and services during emergencies.


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RolesandResponsibilities

Regional District Central Okanagan – Emergency Program CoordinatorThe Kelowna Fire Department administers the Emergency Plan for the Central Okanagan. Under the Regional Emergency Program Bylaw, the Kelowna Fire Chief is appointed as the Emergency Program Coordinator (EPC) and an Assistant Chief is appointed as the Deputy Emergency Program Coordinator. These members work together to oversee the RDCO Plan.

The role of the RDCO – EPC will be to oversee the RDCO Emergency Support Services Program. This oversight will ensure the continued ongoing operation and improvement of the program as well as the integration of the program into the Regional District Emergency Plan. This will include working with the RDCO ESSD to oversee the budget allocation for ESS as well as reviewing the direction of the ESS Program within the region.

During emergencies, the RDCO ESSD will report and liaise with the Incident Commander at the scene and work closely with the EPC. When the EOC is activated, the Emergency Support Services Director (ESSD) will report within the EOC structure.

RDCOEmergencySupportServicesDirectorCoordinatorThe RDCO ESS Program has the overall responsibility of addressing the basic needs of individuals in an emergency event. The RDCO ESSD will be responsible for coordinating the planning, development and implementation of the Emergency Support Services (ESS) Program including the development and maintenance of an Emergency Support Services Plan, complete with operating procedures and infrastructure needs relating to the establishment of Reception Centres. The RDCO ESSD works closely with community partners, charitable organizations and volunteers.

The RDCO ESSD is responsible to coordinate the recruitment, training, management and active supervision of a volunteer network for emergency response and other on-going aspects of the ESS Program.

The position involves coordinating and executing the response to emergency situations where individuals have been displaced from their homes, to ensure the provision of basic needs, including food, clothing and lodging.


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The ESSD will: • activate and manage evacuee Reception Center(s) and Group Lodging • facilities; • implement programs to recruit and retain teams of qualified ESS • volunteers; • establish and deliver a program of exercises and training for Regional ESS • volunteers; • establish, equip and maintain in a state of operational readiness, Reception • Centers and Group Lodging facilities as identified in the Emergency/ESS • Plan; • promote public and corporate emergency preparedness; • maintain a pool of community “walk-in” volunteers for use in large-scale • ESS responses; • maintain a region-wide supplier’s list for the provision of emergency food, • lodging, clothing and incidentals; • follow up with clients after a response and prepare and submit all required • ESS documentation, forms and reports; • obtain an annual ESS Task Registration Number; • promote cooperation, sharing of resources and training and the use of a • comprehensive single ESS Plan within the entire Regional District; • complete a comprehensive annual review of the ESS Plan ensuring all • information contained in the plan is current and complies with established • acts and regulations; and • assist with the preparation of annual budgets for the ESS function.


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Central Okanagan ESS Organizational Chart

ESSD - RDCOLiaison, Kelowna Liaison, Lake Country Liaison, West Kelowna Liaison, PeachlandLiaison, Northwest Side

An ESS Liaison is the person who will assist the ESSD in recruiting volunteers and to be a source of information about the assigned area. If an incident occurs in this area, an ESS Liaison will respond quickly, and the local knowledge and familiarity with the volunteers available will be invaluable to the ESS Team

Role of the LiaisonsDuties include assisting in: • Maintaining Membership/Call out lists • Maintaining contacts with local suppliers • Advising those in the area of events and training • Supporting the RDCO ESSD as required

During a Level 3 response, the Section Chiefs are responsible for overseeing the internal functioning of their sections and interacting with other areas to ensure an effective ESS response. Throughout the year, their focus will be on general preparedness and assisting on any Level 1 or 2 responses.

Section Chiefs • Operations • The Operations Section Chief is responsible for the direct service delivery to • evacuees at the Reception Centre.

• Planning • The Planning Section Chief oversees the gathering and analysis of all data • regarding Reception Centre activities, conducts planning meetings and • prepares the Reception Centre Action Plan for each operational period.

• Logistics • The Logistics Section Chief is responsible for providing all support needs • and resources to the Reception Centre. This includes, but is not limited to • the following: supplies, equipment, personnel, food, facility maintenance • and communications.

• Finance–ESSD-RDCO • The Finance Section Chief monitors Reception Centre costs, administers any • EOC approved procurement contracts in conjunction with logistics, and • ensures that all financial records at the Reception Centre are maintained • throughout the event.


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ESSD-RDCO

OperationsDoers

ReceptionCentre

ManagementRegistration &

Referrals -Inquiry

Child CarePet CareFirst Aid

PlanningThinkers

DocumentationAdvance PlanningDemobalization

LogisticsGetters

Resource AcquisitionDonated GoodsCommunicationsVolunteer Mgt

Reception Centre Support

Payers

Reception CentreSupport

Financial recordsEnsures security

WCB claims*Recording/Tracking

volunteer hours


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Volunteer Recruitment & Retention

IntroductionWhen a disaster strikes, ESS is charged with the human component of the emergency response. The RDCO ESS team relies on volunteers whose aid is invaluable when an emergency arises in our community. Through planning, training, mentorship and practice, ESS volunteers are at the ready to be deployed to provide short term essential needs to people impacted in an emergency.

The Provincial Emergency Program (PEP) provides support for PEP registered volunteers (known in the RDCO as “active members”).

This support includes: • assigning the ESS team the legal authority to serve as part of the “official” • government response to an emergency; • providing ESS workers with Worker’s Compensation benefits (WorkSafeBC) • and liability insurance; and • providing on-going, in-depth training to ensure efficient and effective • performance of duties.

Recruitment of VolunteersTo ensure that the ESS team is always adequately resourced, recruitment of new members will be an on-going process.

A Volunteer Coordinator will direct the search for new volunteers and assist them with acquiring training, mentorship and practice opportunities.

A Volunteer Management Committee will assist with volunteer recruitment and the screening and selection of new ESS members. Volunteers will be made aware of the variety of opportunities there are for them to serve their neighbors and fellow citizens in the event of a disaster.

Contact with potential volunteers is made by: • word of mouth; • newspaper articles and information in existing community publications and • brochures; • media coverage of orientation meetings and special events (such as • Emergency Preparedness Week); • attending volunteer fairs and • liaisons with other community groups in the RDCO.

In a Level 3 response, the Volunteer Coordinator and the Volunteer Management Committee will screen and coordinate walk-in volunteers.


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Volunteer Information FilesThe following information shall be kept in personnel files in the ESS Office. Access will be restricted to ensure the confidentiality of all volunteers. • Training records • Attendance records • Criminal Record Checks • RDCO Volunteer Information Forms including Confidentiality Agreement

MinimumTrainingRequirementsWithin the first two years of joining ESS, all volunteers are expected to complete the following training. • ESS 100 - Introduction to ESS • ESS 107 - Level One Response • ESS 111 - Reception Centre • ESS 113 - Registration & Referrals

Additional courses will be offered and will be open to all members. These include but are not limited to: • ESS 123 - Documentation Unit • ESS 125 - Managing Walk-In Disaster Volunteers • ESS 112 - Group Lodging Course • ESS 124 - Resource Acquisition: Food, Clothing & Lodging • ESS 171 - Site Management

In addition to the ESS Training courses described above, ESS volunteers and staff may be able to access other courses offered through the Emergency Management Division (EMD) at the Justice Institute of British Columbia (JI).


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Retention of Volunteers

Trained and experienced volunteers are invaluable during an emergency response. Training is time consuming for the volunteer and costly for PEP to provide. Trained and experienced members are often asked to rise to leadership and supervisory duties. ESS training often uses them to mentor new volunteers and community members who are “walk-in volunteers” in a large emergency response. It is imperative that this Emergency Plan include steps to retain volunteers for as long as they are able to serve.

To ensure that ESS members continue to be involved especially once they are trained and experienced; • effective communication with team members will be a priority; • new members need to be immediately welcomed as a part of the team; • a current membership list will ensure that members get timely information. When new members demonstrate a commitment to ESS by regularly attending meetings, completing ESS 100 (Introduction to Emergency Social Services) and ESS 113 (Registration and Referrals), and as soon as possible, they will be given an ID badge.

A file for each “active member” will be maintained containing all ESS information sheets and forms, a record of attendance and training courses that have been completed.

The number of regular meetings is limited, therefore ESS meetings must be purposeful: educational as well as enjoyable. Valuable bonding as an organization comes from working together and socializing at appropriate times.

Opportunities to be actively involved will be available (even between emergencies). Training is on-going and all skills will be practiced regularly to ensure that responders remain skilled and confident.

Contributions of all team members will be acknowledged and an award system will be in place for long serving volunteers (Public Safety Lifeline Pins given out at 5 year intervals).


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Worker CareThe massive effort put forth by volunteers in response to the effects of catastrophic events is a critical contribution to their communities’ recovery. However, volunteers sometimes need to be reminded that a sustained response can also lead to physical and emotional wear and tear. Without conscious attention to self-care, volunteers’ effectiveness and ultimately their health will suffer.

Supervisors will remind volunteers to take adequate rest and nutritional breaks during their shifts. A “buddy system” can be implemented to ensure volunteers help each other to take time off during their shifts.Supervisors should advise volunteers on what clothing is appropriate for the jobs they are doing.

A complete guide to worker care can be found in the Emergency Social Services Safety Guide (Emergency Management-BC) at:

http://www.pep.bc.ca/volunteer/ESS_Safety_Program_Guide.pdf


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Worker Care Tips

Sources of Stress for ESS workers:

•EventStressors: - Mass casualty incident with distressing sights, sounds or activities

•OccupationalStressors: - Time pressures - Responsibility overload - as a supervisor multitasking, priorities, pressures. - Physical demands - requires strength, stamina, endurance, long work hours and adverse conditions - Emotional demands - workers are exposed to distressing stimuli and evacuees under stress - Mental demands - problem solving, decision making, priorities - Limited resources - High expectations

•EnvironmentalStressors: - Extreme weather conditions - heat, cold, rain - Environmental hazards - air & water quality

Common StressReactions as a Result

of Disaster Work

Cognitive Reactions:

• concentration problems • memory loss • confusionPhysical

Reactions:

• BP up, pulse & respirations • fatigue • nausea, upset stomach diarrhea • sweating, chills

Emotional Reactions:

• strong identification with victims • anger, blaming • sadness, grief depression, moodness • apathy & feeling of inadequacy, vulnerability

Behavioural Reactions:

• withdrawal from family & friends • alcohol & drug use • hyperactivity, constant talking • periods of crying • sleep pattern change

CriticalIncidentA critical incident is any situation faced by emergency services personnel that causes them to experience unusually strong emotional reactions which have the potential to interfere with their ability to function at the scene or later.

(Jeffrey T. Mitchell, PhD.)

CriticalIncidentStressManagementThe aim is to lesson the impact of traumatic events on emergency personnel and to support the recovery of people who are experiencing common stress reactions after experiencing disturbing events or incidents.The healing process takes:.

3 T’s ~ Time ~ Talk ~ Tears

How You Can Help!1. Prevention - training - be informed, have good support systems, positive self talk, team work.

2.Staffrotationandrestperiods * limit worker time on high stress assignments * provide more breaks and quiet time * encourage worker to take a day off to re-energize

3.Providecomfortandcare * set up a respite centre * shelter from the weather - hot or cold * nutritious food and snacks * an opportunity to talk about their feeling with coworkers or chaplain * massage therapy

LeisureNutritionSleep

Long HoursWork

High StressBalance


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Activation of the ESS Emergency PlanThe ESS Plan is an important part of the RDCO Emergency Plan. During an emergency response, the ESS Plan can be activated, either in whole or in part, under the direction of the regional ESS Director, the Emergency Program Coordinator or a designate.

There are three levels of ESS response

Level 1 A small localized event such a as fire affecting one or two households, usually less than 12 people.

Level 2 A significant event affecting more than 12 people, such as an apartment fire. A Reception Centre is established. An EOC may be established

Level 3 A major emergency, such as a large scale flooding or an interface wild fire, involving a large scale evacuation. More than one Reception Centre may be established. Duration of the operation may last days or weeks. An EOC is established.


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Level 1 Events

When an incident involves only one or two families, Level One ESS may be activated.

Checklist for ResponseInitial contact will be the person with ESS Phone

q Obtain PEP Task Number – 1-800-663-3456 Advise Kelowna Dispatch of PEP Task Number 250-469-8577 q Obtain Lodging (contact local hotels from list) q Contact volunteer from Level 1 List • Give them Task Number • Hotel information • Any additional information obtained from dispatch q Contact Incident Commander and ask if evacuees have transportation. If so, arrange to meet at the hotel q If no transportation, arrange a taxi and instruct volunteer to prepare referral form for taxi company. Do not transport yourself. q When incident is complete, contact PEP with details (number of people, referrals required) q Contact ESSD with the above information q Close off call with KFD Dispatch, giving them the above information

SuggestedLevel1supplieshttp://www.ess.bc.ca/docs/levelonekit.pdf

Emergency Social Services Level 1 KitSuggestedContents

Categories:

3 ESS Identification

3 Stationery Items

3 Equipment/Miscellaneous

3 Forms

ESS Identificationq Vestsq Name Tagsq Lanyardq PEP Identification

Stationery Itemsq Pensq Pads of Lined Paperq Clip Boardsq Brown Envelopesq Supplier Listsq Important Phone Numbers

Equipment/Misc.q Flashlights with cones for night useq Whistleq Palm Glovesq Disposable Glovesq Mapsq Phone Book

Formsq ESS Referralq Supplier Consentq Current Rate Sheetsq Action Check List


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Level2and3Events

Reception Centres Reception Centres are sites where evacuees will be received during a disaster. They may be a facility such as a recreation centre, church hall, school, hotel lobby, or even a tent - it depends on what is available in the community or what is needed.

Reception Centres should be flexible for multipurpose use. Space may be required for use as a gathering and information centre, a staging site for volunteer disaster relief workers, a site where insurance adjusters can operate, an emergency day care, etc.

A complete list of guidelines for reception centres may be found at:

http://www.ess.bc.ca/receptions_oper.htm

Reception Centre Manager

Information

Safety

Planning

Situation

Documentation

Advance Planning

Demobilization

Recovery Transition

Logistics

Supply

Volunteer/Staff Management

InformationTechnology

ReceptionCentre Support

Resource Acquisitions

Finance

Cost

Time

Procurement

Compensation & Claims

Operations

Primary Services

Meet & Greet

Registration

Child Care

Multicultral

Pet Care

Recreation

Transportation

Search & Reply

First Aid

Emotional Support

Special Needs

Referrals for Food,Clothing & Lodging

Inquiry

On-Site GoodsDistribution

Specialized Services

Health Services

Liaison

Donated Gifts

Food

Runner

Facility

Clerical

Security

Communications

Computer Systems

Shipping & Receiving

FullyExpandedReceptionCentreOrganization


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Reception Centre Security

For the safety of those working within a Reception Centre, as well as the safety and privacy of those being served, security is of the highest priority. Upon activation of a Reception Centre, security requirements are to be reviewed and assessed by the Reception Centre Manager. If it is deemed to be required, private security will be arranged on an ongoing basis via the EOC if activated or via the RDCO EPC.

The RCMP will be immediately requested at any time if required due to an imminent threat or security issue, via 9-1-1. If police are requested, the EOC or EPC will be notified.

RolesandResponsibilities

Reception Centre ManagerA Reception Centre Manager is responsible for the overall management of a Reception Centre, ensuring that all required functions are activated and carried out.

Function check lists including roles and responsibilities for all positions are available at:http://www.ess.bc.ca/docs/RCMngr_May06.pdf

Checklist for activation

q If EOC is not activated, obtain PEP Task Number by phoning 1-800-663-3456. If EOC is activated, contact the EPC for Task Number

q Activate Reception Centre from approved list

q Contact Volunteer Coordinator to begin call-out of volunteers

q Contact Resource Acquisitions Coordinator to coordinate food, clothing and lodging

q Contact Salvation Army re: • Meet & Greet (if large evacuation) • Food for volunteers and evacuees if required

q Contact St John Ambulance (if large evacuation)

q Contact Canadian Disaster Animal Rescue Team re pets

q At Reception Centre, assign duties as volunteers arrive

q Establish liaison with EOC (by phone/radio)

q Arrange for security as required (through EOC if activated)

q For RC set-up, follow facility pre-plans (see appendix)


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Deactivation

Planning for deactivation should begin as soon as possible. Planning for an organized transition to deactivated status can ensure that all critical processes are completed.

Checklist for Response Deactivation (RC)

q When advised by the EOC, begin demobilization of sections as they are no longer required

q Complete any open action items still pending

q Ensure that all required forms, reports and other documentation are completed prior to demobilization

q Ensure the clean up of all work areas before leaving

q Arrange for building review with the facility manager

q Ensure that ESS Kits are reassembled, restocked and returned to storage

q Ensure sign out of all volunteer/staff

q Ensure building is closed and locked

q Leave a forwarding number (with facility manager and posted)

q Complete Task Report Form (Reception Centre Manager) and forward to ESSD

q Prepare for any post event processes (debriefs)

q Access critical incident stress debriefing as needed


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GroupLodging Group Lodging facilities are sites where people affected by a disaster or emergency may be provided accommodation if suitable commercial lodging is unavailable. Lodging may be in a facility such as a recreation centre, church hall, school, or even a tent - it depends on what is available in the community or what is needed.

A complete list of Group Lodging Guidelines can be found at:

http://www.ess.bc.ca/group_lodging_guidelines.htm

Group Lodging Manager

Information

Safety

Planning

Situation

Documentation

Advance Planning

Demobilization

Logistics

Supply

Volunteer/Staff Management

InformationTechnology

GroupLodging Support

Resource Acquisitions

Finance

Cost

Time

Procurement

Compensation & Claims

Operations

Primary Services

Check In/Check Out

Sleeping Area

Recreation & Leisure

Multicultral

Transportation

First Aid

Emotional Support

Special Needs

Meals Distribution

Specialized Services

Health Services

Liaison

Facility

Clerical

Security

Telephones

Amateur Radios

Computer Systems

Shipping & Receiving

ESSGroupLodgingOrganizationChart-Functions-


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GroupLodgingManagerRolesandResponsibilitiesA list of roles and responsibilities for the Group Lodging Manager can be found at:

http://www.ess.bc.ca/docs/GLMngr_May06.pdf

Checklist for Activation

q Activate when requested by EOC - at an agreed upon site

q Contact facility liaison

q Ensure PEP Task Number is given to Group Lodging Manager

q If it is deemed to be required, private security will be arranged on an

q ongoing basis via the EOC (if activated) or via the RDCO EPC

q Contact ESSD or designate in EOC to obtain necessary supplies

q Contact Volunteer Coordinator regarding additional volunteers

q If resources re volunteers cannot be met locally, contact ESSD in EOC

q for additional help

q Assign one ESS Supervisor to be an on-site resource while facility is

q receiving evacuees

q Group Lodging Supervisor or Manager to establish liaison with EOC


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ResourceAcquisitionsESS Resource Acquisitions is the sourcing and management of the three primary resources required in an ESS response: food, clothing, and lodging. There are two distinct phases to the Resource Acquisitions function: pre-disaster planning and resource management during a response.

Pre-DisasterPlanningThe pre-disaster function of the Resource Acquisition unit is to acquire and maintain the resources commonly needed by evacuees and workers during a disaster response.

Response FunctionDuring a response, Resource Acquisition Personnel ensure the resources required by the Registration and Referrals workers and other ESS workers at the Reception Centre are managed effectively and efficiently.

RDCOResourceAcquisitionsAs the pre-disaster function, the Logistics Section Chief will coordinate the process for acquiring community resources and completing Supplier Consent Forms.

Working with the area liasons, section chiefs and ESSD’s, all potential suppliers of food, clothing, commercial lodging and group lodging facilities will be identified. Information packages should be prepared to take to meetings with potential suppliers. These packages may include: • Letter of introduction • Supplier Consent Forms • ESS brochure – When Disaster Strikes • Current ESS Rate Sheet • Sample Referral Form • ESS business card • ESS decal • ESS pin

Local suppliers should be visited yearly (if possible) to update their contact information and to inform suppliers of any changes to the ESS Program. Once Supplier Consent Forms have been completed, they should be returned to the ESS Office.

During a response, the Logistics Section Chief will coordinate the acquisition of needed resources.

Local lodging will be the first focus and, in order to ensure an orderly distribution of rooms they will be accessed only through the Resource Acquisition Supervisor or designate.

Full guidelines for resource management during an ESS Response may be obtained in the ESS Resource Acquisition: Food Clothing and Lodging Guide (found in RC kit)


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Inventory

SuggestedESSSuppliesComplete contents lists are included in the ESS Reception Centre Guidelines at: http://www.ess.bc.ca/docs/RC_Kit_Suggested_Contents.pdf

Complete RC kits (including vests) are located in: Kelowna – ESS office, Kelowna Fire Hall #1, Enterprise Way

In addition, supplies of ESS forms are located at the Kelowna Fire Hall #1, Enterprise Way

At all times, the supply should consist of 5 boxes of Registration forms 15 pads of current Rate Sheets and 20 boxes of Referral forms. Prior to the fire season, this should be check to ensure adequate supplies if needed

Additional Materials include: • Coffee/tea/cream/sugar • Juice, Water • Cups • “Comfort food” (cookies, granola bars – in small quantities) • Kleenex • Waterless hand cleaner


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ReceptionCenterPre-plans • Trinity Baptist Church • First United Church • Salvation Army Church • Parkinson Recreation Centre • West Kelowna Lions Hall • Lakeview Baptist Church • Willow Park Church • Rutland Centennial Hall • Peachland Community Centre • Winfield Memorial Hall

GroupLodgingPre-plans • Trinity Baptist Church

Reception Centre

First United Church721 Bernard Avenue250-762-3311

Lakeview Heights Baptist Church2630 Alhambra250-769-5922

Parkinson Recreation Centre1800 Parkinson Way250-762-3311

Rutland Centennial Hall180A Rutland Road North250-765-6516

Salvation Army Gymnasium1480 Sutherland Ave.250-860-2329

Trinity Baptist Church1905 Springfield Road250-860-3273

Westbank Lions Community Hall2466 Main St., Westbank250-768-2322

Willow Park Church439 Hwy 33 West250-765-6622

Winfield Memorial Hall10130 Bottom Wood Lake Rd.250-766-4131

Trinity Baptist Church

Contact

Beryl ItaniMurray White

Lyndon DejohnRon BelangerPastor Kevin Bessey

Don BackmeyerLori AngusErwin Daskis

Alf RochinskyTom Graham

Ron CartmellCyril Chalk

Joanne HendricksDarcy Smith

Bill & Judy IngramStu Tuningly

Tony WiensNorm ThompsonNancy Tordiffe

John FiwchukJoanne GalliganDave Hecko

Phone #

250-763-7656250-763-5854

250-707-0916250-768-2453250-768-7910

250-864-5960250-863-2885250-212-0268

250-491-8263

778-478-7000250-712-0234

250-212-6895

250-768-7078250-768-4879

250-861-9503250-763-3690250-763-7616

250-766-2908250-766-2233250-766-4690

Cell Phone #

250-718-5889250-878-3753

250-215-7386250-870-4217

250-859-5171250-859-5173

250-870-0818

250-212-4847

250-878-5833250-870-3691250-870-8959

250-717-7616

GroupLodging Contact Phone # Cell Phone #


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ESSGuidelinesforDealingwithMedia

MediaRelationsGuide

The media people have a job to do. They serve the community by telling the story, and may be immensely helpful to the local ESS Team and to evacuees. Here are some simple guidelines to follow in your work with the media.

1. Remember there is no such thing as “off the record”

2. Resist the temptation to “be candid” with media

3. Remember that you represent the local authority. What you say can influence people’s perception about the ESS organization. Project the organization positively. Don’t allow inexperienced or untrained personnel to work with the media.

4. Welcome the interest of reporters. Make sure an appropriate personnel helps them to get correct information. Usually the best approach is to introduce yourself and express your willingness to help them get what they need. Offer to give them a short tour, before the centre is open and any evacuees arrive. Explain briefly what your role is and be sure to clearly identify yourself (or another assigned personnel) as the best source of information about this part of the operation.

If you can, give out a phone number. This builds rapport with the media and helps to encourage positive coverage. If you do not have all the answers just call the reporters back with the facts. Do not make promises for follow-up that you cannot keep.

5. Be positive as you establish the ground rules. Here is an example statement you might make to set those ground rules: “You are welcome to speak with the evacuees, but only outside of the Reception Centre; please ask the evacuee first if they feel like talking. We consider most areas of the Reception Centre to be private, so please do not attempt to go into these areas.”

6. Establish a Designated Media Area outside of the Reception Centre and direct all media to conduct their interviews at that location only. Use the information board to post the location of the Designated Media area for all evacuees.

7. Give an overview of what ESS does and give lots of accurate information. Try to give reporters a good overview of the ESS role in disaster so they can report accurately. Give as much accurate information as you can, discuss only what you are personally involved with such as: how many we have received at the Reception Centre, how many meals have been served, how many personnel are involved. You might also give examples of local community organizations or businesses that have been especially helpful.


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MediaRelationsGuide

8. Do not report information inappropriate to the ESS role. For example, do not discuss the number of deaths, or where a fire will probably burn next, or whether dams will hold. Instead help reporters with other questions by referring them to the proper information source.

9. Write down any commitments you make. Pass commitments along if you are reassigned before you can complete them. Ask reporters to leave you a business card, check to see when the best time to reach them is.

10. Respect the confidentiality of the evacuees – but... Allow them to talk to the media. Some of the very best media coverage comes from evacuees who share their stores. If you see an opportunity for such a story, make sure the evacuee wants to talk. Never give out confidential information without obtaining permission.

11. Too much information is usually better than not enough.

12. Never ask the public for food or clothing donations. Such requests may only be made by local authority Emergency Operations Centre (EOC).

13. Obtain the latest ESS press release. Have copies ready for members of the media when they come to your Reception Centre.

All media should be referred to the Information Officer or Reception Centre Manager immediately.http://www.ess.bc.ca/rc ops/Section3.pdf#page=79

Guideline for photos/video within RC and Group Lodging To be developed

Stock Press releases regarding Reception Centres Group Lodging To be developed


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Guidelines

UnattendedMinorsIn some disaster situations, children or youth may appear at RC’s unaccompanied by their parents or caregivers. The Ministry of Children and Family Development have the legal responsibility for unattended children (anyone under the age of 19). However, ESS volunteers will have the task of ensuring these children have appropriate supervision and care at the centre until they can be reunited with their family or until a social worker from the MCFD makes an alternate plan. For further information see the ESS guideline at:http://www.essa.ca/resources/ESS-Guidelines-for-Unattended-Minors.pdf

CriminalRecordChecksUnder the Criminal Records Review Act of BC all individuals (current or new to their position or circumstance) who work with children, or have unsupervised access to children in the ordinary course of their employment or occupation must undergo a Criminal Record Check. Due to the nature of work that is performed by members of the ESS organization, and for the safety of all volunteers, a Criminal Record Check is required for each current and new volunteer. The results of such checks will be reviewed by the RDCO EPC and ESSD to assess the volunteer’s suitability within the organization. The cost of such checks will be covered from the RDCO Emergency Program ESS account. This is a new requirement set out in late 2010 and will be phased in throughout 2011 and beyond as budget allows.

Use of Private VehiclesUse of private vehicles for transporting evacuees is stronglydiscouraged. If transportation from an incident to a RC or accommodation is required, use of the municipal transit system and/or local taxis is recommended. If car seats are required for transporting infants and toddlers, the Ministry of Children can be contacted.

*See appendix for contact information

Insurance Coverage for VolunteersPublic Safety Lifeline (including ESS) volunteers Injury, Disability, Accidental Death, Liability and General Insurance Coverage.The issue of WorkSafeBC Coverage, liability protection and the Good Samaritan Act applicability for Public Safety Lifeline (PSL) volunteers arise repeatedly. The following is intended to clarify the above noted topics http://www.pep.bc.ca/volunteer/ESW_WCB_Liability.pdf

Level1On-callrotationTo be developed


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BudgetingProcessGuideline

Control of the ESS budget as allocated by the RDCO is the responsibility of the RDCO EPC. Budgeting will take place in consultation with the RDCO ESSD and other ESS liaisons within the region. In November the base budget for the current year will be reviewed to ensure that it is suitable for the following year. Any changes or major capital purchases will be identified at this time as well as the use of any surplus from the current year. Budget requests identified in this process will be reviewed by the EPC and prioritized within the Emergency Program, then taken forward to the Regional District during the budget process.

EOC ActivationsEOC–ESSBranchGuideline

The presence of a qualified, trained ESS representative within the EOC is a requirement to ensure the smooth operation and coordination of the ESS response throughout the region during an emergency. The RDCO ESSD who is on call at the time of an EOC activation will consult with the EOC Liaison Officer to determine the staffing of this position by a qualified ESS member. The duties of this position are outlined within the RDCO Emergency Plan Operating Guidelines. The responsibilities are as follows:

• over-all management of the ESS Branch;

• in coordination with volunteer and private agencies, provide food, clothing, • lodging and other essential services as required for disaster victims and • response workers in the area;

• provides routine Situation Reports to Operations Section Chief, Situation • Unit and EMBC ESS Program Office in Victoria;

• shares information and provides ESS mutual aid (upon request) with other • affected communities in the region;

• requests mutual aid assistance and/or provincial ESS resources from • Emergency Management BC headquarters in Victoria when local and/or • regional ESS resources are exhausted;

• confers with Operations Section Chief and EOC Director to ensure that ESS • response is appropriate and that expenditures for ESS are authorized.

Interfacing with the Mobile Support Team (MST)The Mobile Support Team is made up of qualified volunteers throughout the Province of British Columbia. These volunteers are trained in all aspects of ESS and they follow the BCERMS model.A Mobile Support Team can be called in when the local ESS team has exhausted all its resources and is in need of additional assistance or when the local ESS team is in need of some specific help in the RC. This will be confirmed through the ESSD in the EOC.The protocol for calling out members of the MST is from the RC Manager, to the ESSD in the EOC. Then the call is made to either PREOC in Kamloops or PEP in Victoria.


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DonationsAll monetary or in-kind donations to Emergency Support Services must be presented to the ESSD–RDCO or the Emergency Program Coordinator. Volunteers are not to accept donations, with the exception of donations of “comfort food” at Reception Centres.If practicable, names of individuals and businesses donating at a RC should be provided to the RC Manager so letters of appreciation may be sent to those people, following the event.


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AlliedAgenciesC-DARTCDART stands for the CanadianDisasterAnimalResponseTeam. CDART is dedicated to animal welfare through the preparation for and the actual rescue and shelter of domestic animals in a disaster. CDART works with Emergency Support Services at Reception Centres registering animals that need sheltering or evacuation during an emergency/disaster. CDART also can determine if an Animal Intake Facility needs to be established in order to manage sheltering of evacuated animals.


CommunityCriticalIncidentCommittee(CCIRC)If it is felt by any ESS member that professional assistance is required to support an evacuee, and the resources on site are not adequate to assist, help can be requested in the form of the Community Critical Incident Response Committee. This request will be made under the authority of the ESSD in the EOC.


CanadianRedCrossCanadian Red Cross helps vulnerable communities in Canada affected by emergencies and disaster – situations ranging from individual house fires to floods that disrupt entire regions. Here in the Central Okanagan, the Red Cross support families into recovery, beyond the 72 hour mandate of ESS


Salvation ArmyWhenever disaster strikes, the presence of Salvation Army personnel is expected. Often assigned a specific role by Emergency Preparedness authorities, such as counselling, registration and identification, transportation, emergency housing, feeding or clothing, The Salvation Army is well equipped to handle any demands made of it in a disciplined and resourceful manner.


St. John AmbulanceWell-trained and well-equipped, St John Ambulance volunteers are at countless public events to provide basic and advanced care when emergencies occur. By being there, St. John Volunteer Medical First Responders are “first on the scene” and the “first to respond” in the critical minutes until medical assistance arrives.


RDCO – EOC CommunicationDuring disasters and other serious emergency situations, when many other systems fail, a proven reliable means of communication has been emergency radio communications, notably “amateur” or “ham” radio. Emergency radio is a public safety lifeline that assists within the community and links the community in crisis to where relief and support can be coordinated. Assisting ESS, they maintain contact between the RC and EOC, when other methods of communication may be overloaded, or fail.



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InsuranceBureauofCanada- CAMP (Community Assistance Mobile Pavilion)

“Canadians who are suddenly forced to cope with extreme weather events such as windstorms, wildfires, torrential rains, as well as other disasters will now have quick access to on-site insurance-related information, thanks to a new national program launched by Insurance Bureau of Canada (IBC) as part of Emergency Preparedness Week 2010.

IBC will deploy its Community Assistance Mobile Pavilion (CAMP) to disaster sites that have significant insured damage, to help Canadians with their insurance questions. CAMP will be set up at emergency shelters and community centres where individuals are gathered and will be staffed by trained insurance industry personnel.”

Contact the IBC Vancouver Office at 604-684-3635


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Contact ListsMembership Lists


Emergency Plan

36

ESS Emergency ContactsTitle

RDCO Emergency Program Coordinator

Kelowna Fire Department

Kelowna Fire Department Dispatch

Salvation Army Community Outreach

Red Cross

Seventh Day Adventist

Dyck’s Pharmacy

After Hours Pharmacist on Call

Critical Response Team

Kelowna Regional Transit System

Ministry of Children and Family Development

Children’s HELP Line

Social Worker on CallMinistry of Housing and Social Development

After HoursMinistry of Children and Family Development

Interior Health Community Care (Elderly)

Victim’s AssistanceAfter Hours: RCMPNon-emergency

Sign Language Interpreter

School District #23

Emergency Management BC (PEP)

PEP Task Number Emergency Coordination Centre

PREOC (Kamloops)

St. John Ambulance

RDCO EOC Communication Coordinator

Title

KFD Assistant ChiefJason Brolund

Cyril Chalk 1st contact

Major Ron Cartmell 2nd contact

John Richey

Thelma Davis

Doug Patterson

Dr. Gary Lea

Mike DochertyGeneral Manager

Julie Glover

8:30 AM to 12:00 PM

12:00 PM to 8:30 AM

Cary BergerFiona LindquistShari Wilson

Marie Clarke

Peter Molloy

Alan La Londe

Gerry Mason

Stacie Osbourne

Norm Barton

Phone #

250-469-8801

250-469-8801

250-469-8577

250-765-3450

250-860-2329

250-763-1859 ext 203

250-860-5096

250-762-3333

250-878-7404

250-762-2525

250-860-8140 ext 106

250-861-7610

250-310-1234

1-866-660-3194

1-800-663-9122

250-980-1400

250-470-6242

250-769-7374

250-470-3267

250-868-1135 ext 222

250-712-7040

1-800-585-9559

1-800-663-3456

1-250-371-5240

Office 250-762-2840

250-768-2572

Cell Phone #

250-212-8272

250-859-5137

250-558-8272

250-765-6808

250-717-6396

250-860-6867

250-878-5070

250-707-3654

250-878-3433

250-212-1713

250-212-7389

250-878-8485

250-878-1567

250-861-0635


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BCERMS

CAMP

CDCC

CRCS

CRIB

DFA

ECC

EMBC

EOC

EPC

ESS

ESSA

ESSD

FR

GL

JIBC

MCFD

MST

OC

PECC

PEP

PIO

PREOC

RC

R & I

RUS

SJA

TSA

Glossary

BC Emergency Response Management System

Community Assistance Mobile Pavilion Insurance Bureau of Canada

Canadian Disaster Child Care

Canadian Red Cross Society

Central Registry and Inquiry Bureau

Disaster Financial Assistance

Emergency Coordination Centre

Emergency Management BC

Emergency Operations Centre

Emergency Program Coordinator

Emergency Support Services

Emergency Social Services Association

Emergency Support Services Director

Family Reunification

Group Lodging

Justice Institute of BC

Ministry of Children and Family Development

Mobile Support Team

Operations Centre

Provincial Emergency Coordination Centre

Provincial Emergency Program

Public Information Centre

Provincial Regional Emergency Operation Centre

Reception Centre

Registration and Inquiry

Referrals Unit Supervisor

St. John Ambulance

The Salvation Army

emergency plan - regional district of central …...regional district of central okanagan emergency...

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