Purpose · Web viewand operation of a short-term shelter providing support for services for the...

The College of William & Mary

McCormack-Nagelsen Tennis Center

State Managed Shelter PlanAnnex C

State Managed Shelter Plan – Annex CCollege of William & Mary

Record of Changes

Date of Change

Location of Change Description of Change

Notification of Change Sent

to

Notification of

Change Sent on

Record of Changes a


Table of Contents

Record of Changes...........................................................................................................................aTable of Contents..............................................................................................................................i1. Purpose....................................................................................................................................12. Mission....................................................................................................................................13. Background..............................................................................................................................14. Operations................................................................................................................................25. Site Responsibilities.................................................................................................................26. Shelter Management Organization and Assignment of Responsibilities................................47. Site Layout...............................................................................................................................68. Authorities and References....................................................................................................10

8.1 State...............................................................................................................................10

Appendices

Appendix 1 – Shelter Staff Requirement...................................................................................1 - 1Appendix 2 – Shelter Position Radio and Technology Requirements.......................................2 - 1Appendix 3 – Shelter Position General Supplies.......................................................................3 - 1

Table of FiguresFigure 1 – W&M Shelter Management Team...................................................................................Figure 2 – Planning..........................................................................................................................4Figure 3 – Operations......................................................................................................................5Figure 4 – Logistics.........................................................................................................................5Figure 6 – Overall Campus Map.....................................................................................................6Figure 7 – Insert C – Law School, Grad Housing and Tennis Center (Building 418)....................7Figure 8 – McCormack-Nagelsen Tennis Center First Floor..........................................................8Figure 9 – McCormack-Nagelsen Tennis Center Second Floor......................................................9Figure 10 - Alternate Cot Layout (Longer-term Sheltering).............................................................

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1. Purpose

Pursuant to § 44.146.17 of the Code of Virginia and the Commonwealth of Virginia Emergency Operations Plan (COVEOP), Emergency Support Function #6 – Mass Care, a State Managed Shelter1 (hereinafter “the shelter” or “SMS”) at the College of William & Mary (hereinafter “the University” or “W&M”) may be opened as the result of a Governor’s State of Emergency Declaration and a valid Virginia Department of Social Services (VDSS) mission assignment received from the Virginia Emergency Operations Center (VEOC). This Annex describes the site-specific protocols, management structure, coordination mechanisms, and support requirements necessary for the conduct of SMS operations at the W&M SMS. The protocols, management structure, coordination mechanisms, and support requirements as stated in this Annex are in addition to, and do not supplant, those within the Plan for the conduct all SMSs throughout the Commonwealth.

2. Mission

With little advance warning, the VDSS shall coordinate the establishment, staffing needs, with the assistance of the University’s volunteers,2 and operation of a short-term shelter providing support for services for the whole community that include but are not limited to general population sheltering, medical needs support, service animal sheltering, behavioral health services, family and reunification services, disaster/benefit program information needs and support, informational needs for situation awareness, food services and facility support, shelter supply and re-supply services, communications, and emergency ground transportation.

3. Background

This shelter site was pre-identified by the University in the 2006 Potential Shelter Survey, and was assessed by a multi-disciplinary state shelter site assessment team (hereinafter “the Team”). The Team concluded that this site has the capability to shelter evacuees, including those with certain special medical needs and accompanying service animals. It has been determined to be ADA compliant and has other features suitable for emergency sheltering of evacuees.

1 Per the Commonwealth of Virginia Emergency Operations Plan, Support Annex 6: Mass Evacuation and Sheltering Plan: a “Shelter” is “located in a state-owned facility, staffed by state employees and resources, and logistically supported through the Virginia Emergency Response Team/Virginia Emergency Operations Center; oversight over SMS rests with the Virginia Department of Social Services with support from numerous state agencies (complete list can be found in the ESF-6 SOP). This facility is generally designed for stays up to 7 days. Supplies available are meals and water for 7 days, basic first aid, pet sheltering (if applicable,) sleeping quarters, hygienic support and basic disaster services (counseling, financial assistance and referral, etc.)2 Commonwealth of Virginia Emergency Operations Plan, Mass Evacuation and Sheltering Plan, Vol. II, Support Annex 6, Appendix 2(C)(8).

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4. Operations

4.1 As directed by the Governor of Virginia, the McCormack-Nagelsen Tennis Center at the College of William & Mary will be made available to the state to serve as a SMS in support of the Governor’s Order for a Mandatory Mass Evacuation of a region of the Commonwealth.

4.2 The Virginia Emergency Support Team (VEST) at the VEOC will make recommendations to the Governor regarding execution of the SMS Plan.

4.2.1 The VEST will consider the type of emergency event, direction of evacuation, proximity of shelter to impact, projected storm tracks or contamination plumes, shelter capacity, etc.

4.2.2 The University will not be recommended for use during a hurricane event when local inland winds are projected to exceed 80 miles per hour.

4.3 The W&M SMS will not provide for sheltering of non-assistance animals.

5. Site Responsibilities

Responsibilities for State Agencies in response to an SMS are listed within the Plan.

5.1 College of William and Mary (W&M or the University)At the request of the Governor of Virginia, W&M has agreed to host a SMS on its campus.

5.1.1 The following campus facilities will be used for this purpose:

5.1.1.1 McCormack-Nagelsen Tennis Center

5.1.2 W&M also agrees to:

5.1.2.1 Provide a college-appointed Deputy Shelter Manager with decision-making authority to the on-site Shelter Management Team.

5.1.2.2 Provide voice and data communications capability and high-speed internet connectivity for SMS equipment.

5.1.2.3 Prepare a Fire Watch plan in the Fire Safety plan for each shelter facility used for housing as stated in SMS Basic Plan, Appendix 5.

5.1.2.3.1 Supervise Fire Watch upon activation of a site as an SMS.

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5.1.2.4 Provide an Assistant Safety Officer to the on-site SMS Shelter Management Team.

5.1.2.5 Assist with site set-up and tear-down of the shelter.

5.1.2.6 Identify and staff positions/units within the Shelter Management Team as agreed within this plan.

5.1.2.7 Participate in and complete required training as identified in the Virginia Department of Social Services State Managed Shelter Training Program and any additional training as prescribed by the University.

5.1.2.8 Develop and maintain an inventory of volunteers from the English speaking students, faculty and staff:

5.1.2.8.1 Who are fluent in foreign languages or sign language and will agree to serve as interpreters, if needed.

5.1.2.8.2 Who agree to serve in various capacities in order to support the incident shelter management team, if needed.

5.1.2.9 Assess the facility needs for use of these buildings for sheltering and develop a Facilities Management Plan to address these needs.

5.1.2.9.1 Supervise on-site service providers for facilities management.

5.1.2.10 Assess the potential media requirements that the SMS could create upon the campus and develop a Media Logistics Plan to address these requirements.

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6. Shelter Management Organization and Assignment of Responsibilities

Figure 2 – Planning

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Figure 1 – W&M Shelter Management Team


Figure 3 – Operations

Figure 4 – Logistics

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7. Site Layout

Figure 5 – Overall Campus Map

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Figure 6 – Insert C – Law School, Grad Housing and Tennis Center (Building 418)


Figure 7 – McCormack-Nagelsen Tennis Center First Floor

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Figure 8 – McCormack-Nagelsen Tennis Center Second Floor

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Figure 9 - Alternate Cot Layout (Longer-term Sheltering)


8. Authorities and References

8.1 State

8.1.1 Virginia State Police State Managed Shelter Plan for the College of William and Mary (Sensitive – Law Enforcement Use Only)

8.1.2 Virginia Department of Health Special Medical Needs Services Plan for the College of William and Mary

8.1.3 State Managed Shelter Logistics Section Standard Operating Procedures for the College of William and Mary

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Appendix 1

Shelter Staff Requirement


Position Description

Shift

DA

Y

NIG

HT

Command

Shelter Manager 1 1Deputy Shelter Manager 1 1Command Staff

Assistant Public Information Officer 1 1Assistant Safety Officer 1 1General Staff

Planning

Assistant Shelter Manager for Planning 1 1Check-In Status Recorder 1 1Shelter Observer 1 1Operations

Assistant Shelter Manager for Operations 1 1Registration and Intake Group Supervisor 1 1Registration and Intake Team Leader 1 1Greeters 3 3Registrars 5 5

Medical Special Needs Registrars - RACHuman Services Group Supervisor 1 1Hospitality-Dormitory Team Leader 1 1Hospitality- Dormitory Coordinators 14 14Assistance Program Team Leader 1 1Assistance Program Counselors 3 0Children's Issues Coordinator 0 0Resident Activities Team Leader 1 0Children's Activities Coordinator 2 0

Medical Special Needs Services Group Supervisor

Medical Screening Team Leader

Medical Screeners

Nursing Team Leader

Nurses - RAC

Behavioral Health Team Leader

Behavioral Health Specialists

First Aid Team Leader

First Aid Specialists

EMS UnitPet Services Representative 1 1Logistics Section

Assistant Shelter Manager for Logistics 1 1State Logistics Group Supervisor 1 1

Communications Unit Leader

Facilities Manager

Fire Watch

Contractor Logistics Group Supervisor

Shelter Staff Requirement Appendix 1 - 1


Staging Unit Leader

Supply Unit Leader

Logistics Mobilization Unit Leader

Food Services ManagerFood Services Coordinator 1 1

Food Services Team

Logistics Demobilization Unit LeaderSecurity and Traffic Management

Assistant Shelter Manager for Security and Traffic Management

VSP Resource

Site Security ResourceDMA Resource 21 21

TOTAL 45 39

Shelter Staff Requirement Appendix 1 - 2

Appendix 2

Shelter Position Radio and Technology Requirements

State Managed Shelter Plan – Annex CCollege of William and Mary


Shift Communications

DA

Y

NIG

HT

Com

pute

r

Com

pute

r with

B

arco

de

Scan

ner

Han

dhel

d R

adio

Push

to T

alk

Cel

l Pho

ne

2 H

ands

et

Phon

es

Inte

rnet

Acc

ess

Prin

ter A

cces

s

Fax

Acc

ess

Scan

ner

Acc

ess

EWA

Phe

onix

A

cces

s

Command

Shelter Manager 1 1 1 1 1 1 1 1

Deputy Shelter Manager 1 1 1 1 1 1 1 1Command Staff

Assistant Public Information Officer 1 1 1 1 1 1 1 1

Assistant Safety Officer 1 1 1 1 1 1 1 1General Staff

Planning

Assistant Shelter Manager for Planning 1 1 1 1 1 1 1 1 1

Check-In Status Recorder 1 1 1 1 1 1 1 1 1

Shelter Observer 1 1 1 1 1 1 1 1 1Operations

Assistant Shelter Manager for Operations 1 1 1 1 1 1 1 1 1

Registration and Intake Group Supervisor 1 1 1 1 1 1 1 1

Registration and Intake Team Leader 1 1 1

Greeters 3 3 3

Registrars 5 5 5 5 5 5 5

Medical Special Needs Registrars - RAC

Human Services Group Supervisor 1 1 1 1

Hospitality-Dormitory Team Leader 1 1 1

Hospitality- Dormitory Coordinators 14 14 14

Assistance Program Team Leader 1 1 1 1 1 1 1 1 1 1

Assistance Program Counselors 3 0 3 3 3 2 3 3 3 3 3

Children's Issues Coordinator 0 0

Resident Activities Team Leader 1 0 1 1 1 1 1 1 1 1

Children's Activities Coordinator 2 0 1 1 1 1



Shelter Position Radio and Technology Requirements Appendix 2 - 2


Medical Screeners

Nursing Team Leader

Nurses - RAC





EMS Unit

Pet Services Representative 1 1 1 1 1 1 1Logistics Section

Assistant Shelter Manager for Logistics 1 1 1 1 1 1 1 1

State Logistics Group Supervisor 1 1 1 1 1 1 1 1 1


Facilities Manager

Fire Watch


Staging Unit Leader

Supply Unit Leader


Food Services Manager

Food Services Coordinator 1 1 1 1 1 1

Food Services Team



VSP Resource

Site Security Resource

DMA Resource 21 21 2 2 11 11 3 12 12 12 12TOTAL 45 39 17 7 35 18 7 24 16 15 16 17



Appendix 3

Shelter Position General Supplies



Shift Vest General Supplies

DA

Y

NIG

HT

Blu

e

Yello

w

6 O

utle

t Sur

ge

Prot

ecto

r

Exte

nsio

n C

ord

Rub

ber T

rip

Haz

ard

Floo

r G

uard

Clip

Boa

rds

Pens

Hig

hlig

hers

Not

epad

s

Command

Shelter Manager 1 1 1 1 1 1 1 10 2 2

Deputy Shelter Manager 1 1 1 1 1 10 2 2Command Staff

Assistant Public Information Officer 1 1 1 1 1 1 1 10 2 2

Assistant Safety Officer 1 1 1 1 10 2 2General Staff

Planning

Assistant Shelter Manager for Planning 1 1 1 1 1 1 1 10 2 2

Check-In Status Recorder 1 1 1 1 1 1 10 2 2

Shelter Observer 1 1 1 1 10 2 2Operations

Assistant Shelter Manager for Operations 1 1 1 1 1 1 1 10 2 2

Registration and Intake Group Supervisor 1 1 1 1 1 1 1 5 1 2

Registration and Intake Team Leader 1 1 1 1 5 1 2

Greeters 3 3 3 30 30 6

Registrars 5 5 5 5 5 5 25 5 10

Medical Special Needs Registrars - RAC

Human Services Group Supervisor 1 1 1 1 5 2

Hospitality-Dormitory Team Leader 1 1 1 1 5 2

Hospitality- Dormitory Coordinators 14 14 14

Assistance Program Team Leader 1 1 1 1 1 1 1 10 2 2

Assistance Program Counselors 3 0 3 2 3 3 3 15 15 3

Children's Issues Coordinator 0 0

Resident Activities Team Leader 1 0 1 1 1 1 1 5 1 1

Children's Activities Coordinator 2 0 2 1 1 1 1 5 1 1



Shelter Position General Supplies Appendix 3 - 2


Medical Screeners

Nursing Team Leader

Nurses - RAC





EMS Unit

Pet Services Representative 1 1 1 1 1 10 2 2Logistics Section

Assistant Shelter Manager for Logistics 1 1 1 1 1 1 1 10 2 2

State Logistics Group Supervisor 1 1 1 1 1 1 1 10 2 2


Facilities Manager

Fire Watch


Staging Unit Leader

Supply Unit Leader


Food Services Manager

Food Services Coordinator 1 1 1 1 1 1 1 10 2 2

Food Services Team



VSP Resource

Site Security Resource

DMA Resource 21 21 4 4 4 14 42 12 42TOTAL 45 39 8 37 13 22 20 57 230 50 55


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