J)oc_ 8\SON CPG-2-8-14 MARCH 1977 .RECEPTION AND CARE PLANNING GUIDANCE FOR HOST COMMUNITIES VOLUME 1: AN OVERVIEW OF RECEPTION/ CARE PLANNING AND TRAINING GUIDANCE VOLUME II: PLANNING STEPS AND INSTRUCTIONS VOLUME Ill: PLANNING FORMAT THIS REPORT IS PART OF A NEW SERIES OF DOCUMENTS WHICH PROVIDES BASIC PLANNING GUIDANCE AND RESOURCE DATA TO DCPA AND STATE PERSONNEL IN DEVELOPING PLANS FOR NUCLEAR CIVIL PROTECTION. SUNY AT BUFFP..LO ., -ri iC -~~~~\R\ES p 9 79 6i ··< _,--,, 1 1 ut~ < coPY v ~ '--' >,__.; ...... DEPARTMENT OF DEFENSE DEFENSE CIVIL PREPAREDNESS AGENCY This document describes planning steps, instructions for developing specific local plans, and the detailed management structure of a local Reception/Care effort. It supplements the previously published materials on Reception/Care planning, CPG-2-8-3, Reception/Care Planning for Crisis Relocation and CPG-2-8-4, Prototype Reception/Care Plan to Meet the Welfare, Shelter, and Related Needs of Populations Affected by Crisis Relocation. CPG-2-8-14 RECEPTION AND CARE PLANNING GUIDANCE FOR HOST COMMUNITIES I. An Overview of Reception/Care Planning and Training Guidance II. Planning Steps and Instructions III. Planning Format by William W. Chenault Cecil H. Davis Contract DCPA-01-75-C-0309 For Work Unit 4412F Defense Civil Preparedness Agency Contract DCPA-01-75-C-0329 Washington, D. C. 20301 Work Unit 4412GFinal Report-October 1976 DCPA Review Notice: This report has been reviewed in the Defense Civil Preparedness Agency and approved for publication. Approval does not signify that the contents necessarily reflect the views and policies of the Defense Civil Preparedness Agency. Approved for Public Release; Distribution Unlimited Human Sciences Research, Inc. 7710 Old Sp-ouse Raad McLean, Virginia 2210 I RECEPTION AND CARE PLANNING GUIDANCE FOR HOST COMMUNITIES I. An Overview of Reception/Care Planning and Training Guidance VOLU11E I TABLE OF CONTENTS Summary: Guidance for the Preparation and Implementation of Reception/Care Planning in Host Communities . 3 Introduction. . . . . . . . 3 Reception/Care Planning . 5 Host Area R/C Planning . The Development of Reception/Care Planning 5 and Training Guidance . . . . . . . Reception and Care Planning Guidance for 6Host Communities . . 12 Reception/Care Training Guidance 12 Elements of a Training Strategy 13 Modules of Training Content . . . . . . . . . 14 Module A: Public Orientation to R/C Operations 15 Module B: Reception/Care Staff Training Under Normal Conditions . 16 Module B-1: Orientation to Reception/Care Planning and Operations. 17 Module B-2: Reception/Care Command Structure . 19Module B-3: The Reception/Care Services . . . . . 20Module B-3 (D): The Lodging-Shelter Service. . . . 21 Module B-3 (E): Registration and Information Service 22Module B-3 (F): The R/C Feeding Service . Module B-3 (G): The Special Services . . . . . . . 23 24 Module B-3 (H): Personal Services/Oothing . . . . 25 Module C: Reception/Care Staff Training Under Crisis Conditions . . . . . 26 Reception/Care Training Under Crisis Conditions Module D: Individual and Team Orientation and Training . . . . 27 I Summary GUIDANCE FOR THE PREPARATION AND IMPLEMENTATION OF RECEPTION/CARE PLANNING IN HOST COMMUNITIES Reception and Care Planning Guidance for Host Communities is a four-volume set ofguidance materials covering the preparation of local Reception/Care plans in communities which would host large numbers of evacuees under conditions of very severe crisis or massive disaster. The four volumes are: Volume I. An Overview of Reception/Care Planning and Training Guidance-introduces the available guidance covering (primarily) host area organization, and describes segments suitable for use in alternative training sessions. Volume II. Planning Steps and Instructions for the Preparation of Host Area Reception/Care Plans-this volume describes a sequence of R/C planning steps, and provides detailed instructions for developing a R/C plan in accordance with the Planning Format in Volume III below. Volume III. Planning Format-provides the materials and forms required to complete a detailed Reception/Care plan for a host county or similar jurisdiction. Volume IV. Tables of Organization and Staff Responsibilities-is a reference book which charts the organization of a host county R/C organization, and provides detailed job descriptions for each position in a fully elaborated host area R/C organization. All of the materials in this set are presented in sections or "modules" which can be used in (1) training sessions or in-the-field orientation sessions, (2) planning, and (3) operations. The planning and training modules are also constructed such that appropriate materials can be deployed at any level of the R/C organization during either preparatory, crisis, or operational periods. This guidance was produced for the Defense Civil Preparedness Agency by Human .Sciences Research, Inc., under Contracts DCPA-01-75-C-0309 and DCPA-01-75-C-0329. I RECEPTION AND CARE PLANNING STEPS FOR HOST COUNTIES The planning steps described in this volume are designed .to guide the development ofa de tailed Reception/Care Plan for the host county. With minor modifications in terminology, the steps also apply to other potential host jurisdictions-parishes, townships, cities, etc. These steps describe the use of the Planning Format which constitutes Volume illofReception and Care Planning Guidance for Host Communities. That document provides standardized forms (one copy each) which can be used to write a complete host County R/C Plan. Neither these steps nor the Planning Format can anticipate all of the local situations and variations which may have to be incorporated in a specific host County Plan. As in all emergency or disaster preparedness planning efforts, officials close to the scene must often adjust standardized approaches to meet local needs. However, the problem of hosting large numbers of people is essentially a complex one, and these steps are based on a considerable body of experience in managing very large evacuations and mass-care problems. To the extent possible, the local officials and leaders who would occupy key positions in the County Reception/Care Service (during an emergency) should be identified early and should participate in writing the Reception/Care Plan. The act of plarming such an operation is itself excellent training for senior managers who would direct it. Both these steps and the Planning Format have been constructed to minimize planning time and to facilitate participation by . knowledgeable local citizens who are not otherwise versed in the techniqu6s of planning. These steps should result in a complete host County Reception/Care Plan. However, "com plete" does not imply that the standby Reception/Care organization is fully staffed. The steps and the Planning Format allow planners (1) to allocate all evacuees to specific buildings, (2) to divide th~ County into Reception/Care Divisions, Districts and Lodging Sections, whose head quarters would manage the hosting operation, and (3) to describe all staff positions required to manage a large-scale evacuation and hosting operation. However, this approach assumes only a minimum initial staff of two or three R/C managers, who would work gradually to increase the number of personnel ready to assume specific R/C positions in an emergency. Should a crisis occur, a crash effort will be made to staff all designated R/C positions and train these individuals in their particular jobs. Because the "getting organized" time in a crisis may be short, the County Plan lists all R/C management positions at all levels. As individuals are selected for these positions, their names will simply be entered into the appropriate slots in the Plan. i I INTRODUCTION The Nuclear CivilProtection program of the Defense Civil Preparedness Agency is designed to provide best available shelter to either the "in place" or the "relocated" population of the United States. The program represents a continuation and merging of two prominent currents in civil defense planning over the past two decades-namely: • The Community Shelter Program or Plans (CSPs), describing fallout shelter available near residences and places of work. • Evacuation programs and plans for relocating the at-risk population and providing shelter protection and other emergency services in "host" areas. Recent Crisis Relocation Planning (CRP) efforts represent a resumption, in part, of the tactical evacuation planning conducted in the 1950s and early 1960s to protect the population against a short-warning-time attack by bombers carrying nuclear weapons. CRP is viewed, however, in terms of a strategic evacuation occurring over a period of several days. Such a relocation might be prompted by a similar movement of people away from target areas in an enemy country-and would occur only under circumstances of severe international crisis, such as a war involving the use of nuclear weapons at sea or on foreign battlefields. In any event, a crisis relocation would involve a large-scale movement of people (a movement either planned or spontaneous or both) into lower-risk jurisdictions outside major cities and target areas of t!"le United States. Reception/Care Planning Reception/Care (R/C) planning is central to any preparedness effort involving a large-scale relocation of the population. R/C planning is essentially concerned with organizing and managing the relocated population-a task which breaks down into the following functions: I • receiving and registering evacuees in host areas; • lodging evacuees in congregate care facilities (and in any private dwellings volunteered by host area residents); • sheltering the evacuee and resident populations from fallout hazards; • feeding the relocated population distributed in congre gate lodging or shelter facilities. • providing other essential services required by special populations or groups such as the aged, the infirm, the handicapped, or families and individuals needing special supports during a relocation period. As these functions would suggest, R/C planning is an immediate concern of the host jurisdiction. However, the capability to handle the evacuee population in the (potentially)overburdened host area can be greatly enhanced by a number of planning steps which involve risk area participation. These steps are those which allow: a. the prediction of the evacuee burden that must be antici pated in each particular host jurisdiction; b. the identification of specific risk area organizations or groups which can come to the host community as "already organized"groups to be lodged, sheltered, fed, etc.; c. the planned use of predesignated evacuee organizations or groups to supplement the host area manpower available to provide R/C services. Accordingly, the early R/C planning steps emphasize efforts to identify as specifically as possible those units of people which can "come out" as already-organized groups of evacueespreferably, organizations which can be assigned to specific host area buildings and whose people can travel directly to those predesignated locations. 4 I Host Area R/C Planning The essential steps in developing a host area R/C plan are: 1. The description and listing of individual host area buildings which can be used as congregate lodging facilities by evacuees-including the congregate lodging capacity of each structure. 2. The designation of fallout shelter and feeding facilities which can be used by evacuees lodged. in each building in 1 above. 3. The distribution of the expected (maximum) number of evacuees across the above designated lodging, shelter, and feeding facilities. 4. The designation of special care facilities which will be used by special groups of evacuees posing special needs or problems. 5. The division of the host jurisdiction into R/C Districts and component Lodging Sections, whose headquarters will supervise a manageable number of evacuees and the provision of essential services within each area. 6. The development of a staffing plan and management structure for the R/C Service and its component units. 7. Before and during an emerging crisis, recruitment, orientation, and training for any unfilled staff positions in the host area's R/C orga nization. The Development of Reception/Care Planning and Training Guidance A series of DCPA studies and prototype planning efforts, begun in the early 1970s, has led to the development of R/C guidance in its present form. This work has included such studies as Crisis Relocation: Distributing Relocated Populations and Maintaining Organizational Viability, 1 which discussed alternative indicators of hosting capacity and strongly recommended \,y William G. Gay and William W. Chenault (McLean, Va.: Human Sciences Research, Inc., 1974), Contract No. DAHC 20-73-C-0340. 5 I the concept of "organizational relocation." This report was followed by Reception/Care Planning for Crisis Relocation,2 of which the second volume is a prototype R/C Plan for the Fremont County, Colorado, host area (Prototype Reception/Care Plan to Meet the Welfare, Shelter, and Related Needs ofPopulations Affected by Crisis Relocation). These efforts marked the initial development of current R/C guidance and have been incorporated in the relevant portions of the series of overall Crisis Relocation guides developed under the direction of Walmer E. Strope at the Stanford Research Institute.3 Reception and Care Planning Guidance for Host Communities The present four-volume set of guidance materials is based on the continuation of the work described above and also reflects the overall approach to CRP as outlined in DCPA prototype plans and guidance materials. The principal objectives of the work leading to this R/C guidance have been: • To continue the development of detailed planning guidanceinitiated in the Fremont County prototype materials. • To incorporate more detailed guidance on congregate lodgingand sheltering capacity, and methods for matching evacueeswith particular facilities in the host area. • To develop in synoptic outline form the content of recommended R/C training efforts consistent with the planningapproach.4 2By William W. Chenault and Cecil H. Davis (McLean, Va.: Human Sciences Research, Inc., 1975), Contract No. DCPA 01-74-C-0232. 3see Strope, et at., Development ofPrototype Plans for Crisis Relocation (Menlo Park, Calif.:SRI, 1976), Contract No. DCPA 01-74-C-0293. 4oCPA Contracts No. 01-75-C-0309 and No. 01-75-C-0329, Human Sciences Research, Inc. 6 I The principal tasks involved in developing the present guidance have included: 1. Further examination of the extensive planning and guidance literature on "Emergency Welfare," originally developed by civil defense and DHEW staffs preparing for the tactical evacuation and hosting of at risk populations in the 1950s. 2. Development of more detailed procedures by which local planners can organize information about the evacuee population, collect data on local facilities, and "match" organizations and evacuee groups to the best available facilities. 3. Review of existing Staff College and other DCPA training materials to determine how R/C training content should be merged with existing training doctrine-or whether a separate set of R/C training "packages" would offer a better approach to R/C training. 4. Examination of the existing "mandate" calling for DHEW involvement in a wide range of Emergency Welfare functions which are closely relevant to the DCPA Reception/Care mission. These tasks led to the following conclusions concerning the desirable scope, content, and presentation of R/C planning and training guidance. The conclusions are built into this four-volume guidance set and may be considered the design characteristics that have guided the development of these materials. • R/C planning guidance should be adaptable to any host area, should be geared to the County-level of organization, and should be adaptable to a wide variety of hosting "ratios" and densities. • R/C organization should be elaborated in a framework which is readily amenable to expansion or contraction, depending on the size of the evacuee population, the population density of the hosting area (after evacuation), and other local factors. 7 I • R/C services should be organized with reference to the essential civil defense mission of managing large numbers of evacuees in anorderly manner-by providing for the districting of host areas intosmaller areas whose headquarters would be responsible for theevacuees only in a relatively small area. • R/C organization and functioning should be fully or maximallycompatible with existing statements of DREW's mandated Emergency Welfare mission, should facilitate the participation ofDHEW and public welfare personnel in R/C operations, andshould allow the maximum utilization of existing guidance materials covering the several Emergency Welfare functions. • R/C planning guidance should allow the "on paper" development of County-level R/C Plans, with designated staffing slots to be filled before or during a crisis-as conditions permit. • R/C training materials should, for reasons of economy and efficiency, focus on the development of local plans and organizational structures-and should in fact be portions of the planningguidance itself. • R/C training packages should be discrete and separate parts ofcivil defense instructional programs-because of the potentialrole of public welfare agencies in this effort, and because existing civil defense instruction itself requires revision to accommodate the implications of an NCP and Crisis Relocation program. These conclusions have guided the development of this four-volume set, whichincludes: Volume I. An overview of the planning guidance and a set of training modules based on sections of the planning 1n1idance itself. Volume II. Detailed steps in the drafting of a host County R/C Plan. Volume III. A planning format which can be used to construct adetailed host County R/C Plan, following the steps in Volume IIabove. 8 I Volume IV. A reference book presenting Tables of Organization for all elements of a County R/C Service, and detailed job descriptions for each management position in a host County R/C Service. The contents of Volumes II, Ill, and IV-the planning guidance, per se-are out lined in the following section. RECEPTION AND CARE PLANNING GUIDANCE FOR HOST COMMUNITIES Content Outline of Volumes II, III, and IV The three volumes following this one include (a) planning steps and instructions, (b) the format and much of the content of a County R/C Plan, and (c) a reference book with R/C tables of organization and job descriptions for each R/C staff position. The various sections of the three volumes are closely interrelated and frequently cross-referenced. And various sections are referenced in the modules of training content later in the present volume. The following content outline provides an overview of the materials. Volume II Planning Steps and Instructions for the Preparation ofHost Area R/CPlans • Volume II provides step-by-step instructions for preparing a detailed R/C Plan for any specific ~ost County or similar jurisdiction. • These ~teps and instructions guide the development of a R/C Plan, using the Planning Format in Volume III below. Volume Ill Planning Format • Volume III is essentially a "fill in the blanks" County R/C Plan, including the recom" mended text of all sections of the Plan, and all forms required to complete a detailed 9 I County R/C Plan. (Only one copy of each form is included in the Format.) ThePlan is divided into a main plan and five appendices. -The County R/C Plan. The I7-page main plan includes text describing theR/C mission, situation, responsibilities, and organizational structure. Onlya few pieces of information must be added by the planner, though anysections may be rewritten to include more locality-specific information. -Appendix 1: Checklist of (R/C) Responsibilities and Actions. The Checklist is complete as written and describes R/C activities required before and during a crisis. -Appendix 2: Tables of Organization. The Tables are virtually complete butmay be modified to describe R/C organization in a particular County. (Thisis also Part I of Volume IV below.) -Appendix 3: R/C Jurisdictions and Staff Assignments. A separate packet foreach R/C jurisdiction and headquarters (within the County) includes forms forrecording information on the location, headquarters, organization, and staffingof the County R/C Office and each component R/C Division, R/C District andLodging Section. -Appendix 4: Summary Organizational Plans for Crisis Relocation. Forms for recording information about each organization participating in R/C planningor operations. -Appendix 5: Congregate Care and Fallout Shelter Assignments for Evacuees tobe Hosted in This County. Forms for recording the assignments of evacuees tospecific lodging, shelter, and feeding facilities. Volume IV Tables ofOrganization and StaffResponsibilities • This volume is a reference book for use in R/C planning, training, and operations at the County level and below. • Introduction. This twelve-page discussion provides an introduction and overview of the R/C mission and the concept of R/C organization and staffing reflected in thefollowing sections of this volume. 10 I • Section 1: Tables of Organization. Tables are provided for each element in a County-level R/C Service, including organizational charts showing the relationships between the several levels of R/C organization and the several management jobs within each R/C element. The Tables and charts are clustered in ten units or modules, corresponding to the three R/C "commands" (Countylevel, District, Lodging Section), the five R/C Services or operating functions, and the staff functions of Shelter Planning and Allocation and Auxiliary Ser vices. The ten sections or modules in Section I are: A. County Level Command F. Feeding Service Special Services B. Division Level Command G. c. District Level Command H. Personal Services I. Shelter Planning/Allocation D. Lodging-Shelter Service E. Registration/Informafion Service J. Auxiliary Services • Section II: Personnel Positions in a Host County R/C Service. Each R/C job is described on a separate page or pages which can be reproduced separately for training or operational purposes. The job descriptions are clustered in modules A through J, corresponding to the organizational units in Section I above. Section III: Reference List of Personnel Positions and Tables of Organization. • This listing cross-references each job description to the Tables of Organization in which it appears. All R/C positions are numbered sequentially, beginning with the County R/C Coordinator and working down the chain of command, and each position is always referred to by its number in this sequence as well as the job title. • Section IV: Alternative Staffing Levels. Five successively more desirable staffing patterns are outlined, beginning with three key R/C positions (Level One) and working up to a largely staffed R/C Service (Level Five). ll I RECEPTION/CARE TRAINING GUIDANCE The planning guidance in Volumes II, III, and IV has been constructed to facilitatethe use of appropriate guidance materials in the orientation and training of R/C staff members. The modules oftraining content appearing later in this Section are composed of segments of the planning guidance which should be used to train particular audiences under either "normal" or "crash" training conditions. Elements of a Training Strategy A realistic approach to R/C training must reflect the probability that: • Only a few R/C staff members will be recruited during normalperiods, while a prolonged escalation or an unfolding crisis wouldbe characterized by more intensive training of larger audiences. • Training under crisis or "crash" conditions would be conductedprimarily at the local level-and be combined with efforts to organize local R/C staff at the County, Division, District, and Lodging Section levels. • During normal periods, training would be closely interrelated withpublic orientation programs and the gradual recruitment of "stand by" R/C staff members prepared to serve in an emergency. In sum, training under both normal and crisis circumstances would be an integralpart of R/C "organization building," rather than the clearly separate function which training constitutes in standing organizations. This guidance reflects this condition by its implicit ordering of R/C activities in a sequence which includes: 1. Construction of "on paper" R/C Plans which break each Countyinto component R/C units. The Plans designate the areas ofresponsibility of each unit-even the particular facilities in which evacuees will be lodged, sheltered, and fed. Therefore, a R/Coperation involves essentially the insertion of newly recruitedstaff members into already-designated slots in local R/C units and the training of these personnel before or during operations. 12 I 2. Gradual recruitment and training of standby R/C staff during normal periods. As conditions permit, and as public orientation programs lead to R/C recruits, local citizens are recruited for particular positions designated in a R/C Plan. To the extent these "standby" staff members become familiar with the R/C organization and its duties, they become potential "trainers" of new staff added before or during a crisis. Modules of Training Content Four categories of training materials are outlined in the remainder of this Section: A. Public Orientation to R/C Operations. B. Reception/Care Staff Training under Normal Conditions. C. Reception/Care Staff Training under Crisis Conditions. D. Individual and Team Orientation and Training. The planning materials listed under each category or module are recommended sources of content for the topical area covered by the category. Probable training situations or settings are indicated for each module. It is assumed that the principal training mode would be the lecture followed by group discussion, but all of the materials lend themselves to presentation via various media-films, video tape, television, etc. 13 I MODULE A PUBLIC ORIENTATION TO R/C OPERATIONS Purpose: Under normal or pre-crisis conditions, to acquaint the local publicin a host community with R/C planning and operations. To generate public interest and potential recruits who will agree tohold R/C positions on a "standby" basis, and hopefully will participate in training sessions for such staff members. Audiences: Local organizations, the public attending to local media discussionprograms, newspaper readership. Settings: Public addresses, "luncheon" speeches, etc. Source Materials • Volume IV: Introduction (a 12-page ?Verview of the R/C.mission, organizational structure, and crisis operations). • Volume III: The County R/C Plan (17 pages including thePreface, Introduction, Mission, Situation, Responsibilities,Organization and Staff, and Summary of the local PJan). • Volume III: Appendix 3 (the "packet" describing the orga·nization of the R/C Service in the County or any Division,District or Lodging Section of interest to a particular audience). 14 I MODULEB RECEPTION/CARE STAFF TRAINING UNDER NORMAL CONDITIONS Includes Eight Separate Modules, ofWhich a Sequence of) at Least Two Modules Would be Given to Each Trainee. ( To introduce R/C staff to concepts of R/C organization, the func Purposes: tioning of R/C commands at different levels, and the functioning of the particular Service to which the staff member may be attached. Audiences: R/C staff serving on a "standby" basis. Specific audiences are identified for the individual modules described on the following pages. These audiences are identified by reference to the numbers assigned each R/C staff position in Volume IV of this guidance. Note: In any given County, it is probable that only a few of the staff members will be available for training at any given time. The County Emergency Operations or Center and/or R/C Headquarters, Settings: or any other conveniently located facility. Note: These modules may also be used with State-wide or Regionwide audiences of key R/C officials from each County, with some modifications. Lectures and group discussions, possibly supplemented by video tape or fllm presentations, are appropriate modes. 15 I MODULEB-1 ORIENTATION TO RECEPTION/CAREPLANNING AND OPERATIONS (normal training conditions) Purpose: To introduce R/C staff to the R/C mission and organizationalstructure. Audiences: Any of 66 R/C management positions enumerated in Volume IV. Settings: See Module B. Source Materials (note overlap with Module A) • Volume IV: Introduction (12-page overview). • Volume lll: The County R/C Plan (17 pages). • Other Materials: The following portions ofReception/CarePlanning for Crisis Relocation (DCPA, 1975): -Executive Summary (8 pages; R/C planning requirements,definitions, etc.) -Chapter I : "The R/C Problem in Preparedness Planning." -Chapter 3: "Findings and Recommendations." -Attachment C: "An Approach to R/C Planning for CrisisRelocation." 16 I MODULEB-2 RECEPTION/CARE COMMAND STRUCI'URE (normal training conditions) Purpose: To describe the organization and operational functioning of the County, Division, District, and Lodging Section R/C units. Audiences: Personnel Positions No. 1 through 32 (Volume IV). Settings: See Module B. Prior Training Required: Module B-1 or Module A. Source Materials • Volume III: County R/C Plan-Appendix 1. "Checklist of Responsibilities and Actions" (14 pages). • Volume IV: Tables of Organization and Staff Responsibilities. -Part III: "Reference List of Personnel Positions and Tables of Organization" (to identify job descriptions and appropriate organizational charts for each staff member in the audience). -Part 1: "Tables of Organization" (Sections A, B, and C describe the command structure at the County, Division, and District levels). -Part II: "Personnel Positions in a Host County R/C Service" (job descriptions for positions No. 1 through 32). -Part IV: "Alternative Staffing Levels" (describing a gradual buildup of the R/C organization and staff). 17 I • Volume II: Planning Steps 1 through 9 (to familiarize staff withthe step-by-step procedures by which the County R/C Plan hasbeen developed, through the task of dividing the County intoR/C Divisions, Districts, and Lodging Sections). [Note: At this point it is desirable for certain key personnel toreceive one of the modules B-3-D through B-3-H below. Thepositions numbered 2, 6, 7, 8, 9, 10, 25, 28, 29, 30, 31, and 32will be involved in administering one or more of the separateServices discussed in Modules B-3 (D through H). Ifthis division of the training is not feasible, personnel holding thosepositions should review the organizational charts and job descriptions (Volume IV) of the Services with which they will beconcerned.] • Volume II: Planning Steps 12, 14, and 15 (to familiarize personnel with the County's organizational structure and finishedR/C Plan). Note that the training content in Module B-2 parallels many of the tasks required to complete, revise, or periodically update the County R/C Plan. Where training is being conducted at the local level (the preferred setting), preparedness officials may wish to combine training sessions with work on the County Plan. 18 I MODULEB-3 THE RECEPTION/CARE SERVICES (normal training conditions) Reception/Care organization is related both to the command units at the County, Division, and District levels (Module B-2) and to the five separate R/C services responsible for Lodging Shelter; Registration and Information; Feeding; Special Services; and Personal Services/ Oothing. These services are organized primarily at the District level, but the Lodging-Shelter Service operates the Lodging Sections as well. All Services are represented at the County level by the Deputy R/C Coordinator for Welfare-Shelter Operations (Position No. 2) and by an Assistant Coordinator for each Service (Position Nos. 6-1 0). The District Manager, by virtue of his or her position, is responsible for the Services in the District, as are the District Supervisors for each Service (28-32). Therefore, certain "command" positions should benefit from the training under each of the Service Modules (D-H) which follow this brief session. Purpose: To introduce the individual Service training modules. Audience: Personnel Positions 2; 6-10; 25; 28-32; and 33-66 (Volume IV). Settings: Primarily lecture and discussion group at the County level; State or Regional training sessions for senior personnel. Prior Training Required: Module B-1. Source Materials • Volume IV: Tables of Organization (Part I), Job Descriptions (Part ll), and Cross-Reference List (Part Ill). 19 I MODULE B-3 (D) THE LODGING-SHELTER SERVICE (normal training conditions) Purpose: To train Lodging-Shelter staff and related supervisory staff. Audience: Personnel Positions (from Volume IV) numbers: 2 and 6 (County stafD 25 and 28 (District command staff) 39, 40, 41 (Lodging Section Staff) 33 through 38 (District Lodging-Shelter Service StafD Prior Training Required: Module B-3 or Module B-2 Source Materials • Volume IV: Tables of Organization and Staff Responsibilities. -Part I: Section D: Tables of Organization for the LodgingShelter Service. -Part II: Section D: Personnel Positions Gob descriptions)for the Lodging-Shelter service. • Volume III: County R/C Plan -Appendix 5: "Congregate Care, Fallout Shelter, and FeedingAssignments." -Appendix 3: "R/C Jurisdictions and Staffing Assignments"(packets for each R/C unit). • Volume II: Planning Steps 10, 11, 13, and 16 (describing theEvacuee Assignment Forms, packets for each R/C jurisdiction,and the continuing development of the R/C organization). Portions relating to Lodging-Shelter staff positions. 20 I MODULE B-3 (E) REGISTRATION AND INFORMATION SERVICE (normal training conditions) Purpose: To train Registration/Information staff and related supervisory staff. Audience: Personnel Positions (from Volume IV) numbers: 2 and 8 (County staff) 25 and 30 (District command staff) 45 and 46 (Lodging Section stafD 42, 43, 44 (District Registration/Information stafD Prior Training Required: Module B-3 or Module B-2 Source Materials • Volume IV: Tables of Organization and Staff Responsibilities -Part I: Section E: Tables of Organization for the Registration and Information Service -Part II: Section E: Personnel Positions (job descriptions) for the the Registration/Information Service • Volume III: County R/C Plan -Appendix 3: "Reception/Care Jurisdictions and Staffing Assignments" (packets for each R/C jurisdiction) • Volume II: Planning Steps 13 and 16 (describing the packets for each R/C unit, and the continuing development of R/C organization). Portions relating to Registration/Information staff positions. 21 I MODULE B-3 (F) THE R/C FEEDING SERVICE (normal training conditions) Purpose: To train Feeding Service staff and related supervisory staff. Audience: Personnel Positions (from Volume IV) numbers: 2 and 7 (County staff) 25 and 29 (District command staff) 47-52 (District Feeding Service staff) Prior Training Required: Module B-3 or Module B-2 Source Materials • Volum~ IV: Tables of Organization and Staff Responsibilities -Part 1: Section F: Tables of Organi~ation for the R/C FeedingService -Part II: Section F: Personnel Positions (job descriptions) forthe R/C Feeding Service • Volume III: County R/C Plan -Appendix 5: "Congregate Care, Fallout Shelter, and FeedingAssignments" -Appendix 3: "Reception/Care Jurisdictions and Staffing Assignments" (packets for each R/C jurisdiction) • Volume II: Planning Steps 13 and 16 (describing the packets foreach R/C unit, and the continuing development of R/C organization). Portions relating to Feeding Service staff positions. 22 I MODULE B-3 (G) THE SPECIAL SERVICES (normal training conditions) Purpose: To train ~ecial Services staff and related supervisory staff. Audience: Personnel Positions (from Volume IV) numbers: 2 and 9 (County stafO 25 and 31 (District command stafO 53, 54, 55 (District Special Services stafO 56, 57, 58 (Lodging Section staff) Prior Training Required: Module B-3 or Module B-2. Source Materials • Volume IV: Tables of Organization and Staff Responsibilities -Part 1: Section G: Tables of Organization for Special Services -Part II: Section G: Personnel Positions (job descriptions) for Special Services • Volume III: County R/C Plan -Appendix 5: "Congregate Care, Fallout Shelter, and Feeding Assignments" -Appendix 3: "Reception/Care Jurisdictions and Staffing Assignments" (packets for each R/C jurisdiction) • Volume II: Planning Steps 10, 13, and 16 (describing the packets for each R/C unit, the Evacuee Assignment Forms-including those for institutional groups and facilities-and the continuing development of R/C organization). Portions relating to Special Services staff positions. 23 I MODULE B-3 (H) PERSONAL SERVICES/CWTHING (normal training conditions) Purpose: To train Personal Services/Clothing staff and related supervisorystaff. Audience: Personnel Positions (from Volume IV) numbers: 2 and 10 (County stafO25 and 32 (District command stafO59-66 (District Personal Services stafO Prior Training Required: Module B-3 or Module B-2. Source Materials • Volume N: Tables of Organization and Staff Responsibilities -Part 1: Section H: Tables of Organization for Personal Services/Clothing -Part II: Section H: Personnel Positions Gob descriptions) forPersonal Services/Clothing • Volume III: County R/C Plan -Appendix 3: "Reception/Care Jurisdictions and Staffing Assignments" (packets for each R/C jurisdiction) • Volume II: Planning Steps 13 and 16 (describing the packets foreach R/C unit, and the continuing development of R/C organization). Portions relating to Personal Services staff positions. 24 I MODULEC RECEPTION/CARE STAFF TRAINING UNDER CRISIS CONDITIONS Includes Eight Separate Modules, of Which a Sequence) (of at Least Two Modules Would be Given Each Trainee Purposes: To prepare available staff members to rapidly assume R/C staff positions as a crisis period begins. Audiences: Host County residents recruited for R/C positions. Employees of relocated organizations assigned as groups to R/C units. Individual evacuees recruited in their congregate lodging facilities. Settings: County, Division, District, and Lod~gSection Headquarters, and congregate lodging and shelter facilities. Note: The "crash" training modules are short versions of the "B" Modules described above. The source materials are selected from those used under normal conditions. The specific audiences for each module are the same, though conditions may not permit fine distinctions among various groups of staff during the training process. Finally, the instructional mode would more typically emphasize group discussion, and the trainers would typically be those R/C staff members available at various headquarters. The portions of the County R/C Plan and these guidance materials available at each headquarters would constitute the principal sources. 25 I RECEPTION/CARE TRAINING UNDER CRISIS CONDITIONS Modules Source Materials C-1: Orientation Volume IV: Introduction C-2: Command Structure Volume III: County R/C Plan (after C-1 above) Volume IV: Parts I, II, III Volume II: Planning Steps 1-9 C-3: R/C Services Volume IV: Parts I, II, III (after C-1 above) C-3 (D) Lodging-Shelter Volume IV: Part 1: Section D(after C-3 or C-2) Volume IV: Part II: Section DVolume II: Planning Steps 10 and 13 ., C-3 (E) Registration/Information Volume IV: Part 1: Section E (after C-3 or C-2) Volume IV: Part II: Section EVolume II: Planning Steps 10 and 13 C-3 (F) Feeding Volume IV: Part 1: Section F(after C-3 or C-2) Volume IV: Part II: Section FVolume II: Planning Steps 10 and 13 C-3 (G) Special Services Volume IV: Part 1: Section G(after C-3 or C-2) Volume IV: Part II: Section GVolume II: Planning Steps 10 and 13 C-3 (H) Personal Services Volume IV: Part 1: Section H(after C-3 or C-2) Vol\lme IV: Part II: Section H Volume II: Planning Steps 10 and 13 26 I MODULED INDIVIDUAL AND TEAM ORIENTATION AND TRAINING (normal and crisis conditions) The guidance is designed such that any individual R/C staff member, any R/C headquarters unit, or any R/C Service unit can easily be provided with relevant orientation materials for use in individual or group study. These materials would include-for any par ticular staff member-the following items: I. The individual job description (Vol. IV: Part II). 2. Relevant Tables of Organization for the command or Service unit (Vol. IV: Part I) 3. The packet for the County, Division, District, or Lodging Sec· tion where the individual will work (Vol. III: County R/C Plan: Appendix 3). 4. The Evacuee Assignment Form for the particular congregate lodging, shelter, feeding, or other facility where the individual will work (Vol. III: County R/C Plan: Appendix 5, or the appropriate packet in Appendix 3). 5. The main County R/C Plan (Vol. III). 6. Ot}ler relevant materials, as circumstances permit. Where these materials are not accompanied by one or more modules of training, other R/C staff should present to each recruit an overview of the R/C unit's organization. 27 II CONTENTS Reception and Care Planning Steps for Host Counties ..................... . 2 1. Select Participants in Host County Planning 2. Joint Planning with Other Host Counties, Risk Area Planners, and 4 State and Regional Offices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3. Describe the Evacuee Population to Be Hosted in This County . . . . . . . . 6 4. Describe Host County Facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 • The DCPA Host Area Survey . . . . . . . . . . . . . . . . . . . . . . . . . . . . l 0 13 5. Coordinate Shelter Plans for Evacuees and Local Residents 6. Rank-Order the Facilities Available to Lodge, Shelter, and Feed lS Evacuees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7. Allocate Evacuees to Congregate Lodging, Shelter, and Feeding 18 Facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 A. Organizational Assignment Form B. Assignment Forms for Families and Individuals 21 . 8. Divide the County into Reception/Care Divisions, Districts, and 2_3 Lodging Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9. Enumerate R/C Jurisdictions and Select Headquarters Facilities, Z7 Reception Centers, and Rest Areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10. Complete Appendix 5 (Evacuee Assignment Forms) . . . . . . . . . . . . . . . . 29 11. Insert Descriptive Material for All R/C Jurisdictions in Appendix 3. . . . . . 32 A. Complete the Summary List of R/C Jurisdictions . . . . . . . . . . . . . . 33 34 B. The County Packet i II C. The Reception Center Packet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 D. The R/C Division Packets 36 E. The R/C District Packets 37 F. Lodging Section Packets 38 12. Develop General Tables of Organization and Job Descriptions for AllManagement Positions in the County R/C Service (Appendix 2).. . . . . . . . . 39 13. Describe the Organizational Structure of Each County Reception/CareUnit (Remainder'of Appendix 3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 A. Complete the County Packet in Appendix 3 . . . . . . . . . . . . . . . . . . . 43 B. Complete or Eliminate the Division Packets in Appendix 3 . . . . . . . . . 44 C. Complete the District Packets in Appendix 3 . . . . . . . . . . . . . . . . . . . 45 D. Complete the Lodging Section Packets in Appendix 3 48 14. Develop an Operational Checklist of R/C Responsibilities andActions before and during a Crisis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . · 49 15. Complete Main Plan so 16. Continuing Development of the County R/C Plan and StandbyOrganization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 ii II RECEPTION AND CARE PLANNING STEPS FOR HOST COUNTIES The planning steps described in this volume are designed to guide the development ofa de tailed Reception/Care Plan for the host county. With minor modifications in terminology, the steps also apply to other potential host jurisdictions-parishes, towpships, ci~ies, etc. These steps describe the use of the Planning Format which constitutes'Volume ill ofReception and Care Planning Guidance for Host Communities. That document provides standardized forms (one copy each) which can be used to write a complete host Cou~ty R/C Plan. Neither these steps nor the Planning Format can anticipate all of the local situations and vari ations which may have to be incorporated in a specific host County Plan. As in all emergency or disaster preparedness planning efforts, officials close to the scene must often adjust standardized approaches to meet local needs. However, the problem of hosting large numbers of people is essentially a complex one, and these steps are based on a considerable body ofexperience in managing very large evacuations and mass-care problems. To the extent possible, the local officials and leaders who would occupy key positions in the County Reception/Care Service (during an emergency) should be identified early and should participate in writing the Reception/Care Plan. The act of planning such an operation is itself excellent training for senior managers who would direct it. Both these steps and the Planning Format have been constructed to minimize planning time and to facilitate participation by knowledgeable local citizens who are not otherwise versed in the techniques of planning. These steps should result in a complete host County Reception/Care Plan. However, "com plete" does not imply that the standby Reception/Care organization is fully staffed. The steps and the Planning Format allow planners ( 1) to allocate all evacuees to specific buildings, (2) to divide the County into Reception/Care Divisions, Districts and Lodging Sections, whose head quarters would manage the hosting operation, and (3) to describe all staff positions required to manage a large-scale evacuation and hosting operation. However, this approach assumes only a minimum initial staff of two or three R/C managers, who would work gradually to in crease the number of personnel ready to assume specific R/C positions in an emergency. Should a crisis occur, a crash effort will be made to staff all designated R/C positions and train these individuals in their particular jobs. Because the "getting organized" time in a crisis may be short, the County Plan lists all R/C management positions at all levels. As individuals are selected for these positions, their names will simply be entered into the appropriate slots in the Plan. II STEP ONE Select Participants in Host County Planning To the extent possible, the senior officials or managers who would operate the Reception/CareService in a crisis should be identified early in the planning process-and should participate indeveloping the County R/C Plan. This experience will allow them to: I. become familiar with the overall plan and their own responsi bilities as "standby" managers of the crisis-activated R/Corganization; 2. represent the Plan to other leaders and citizens, recruit additional standby staff personnel, and help train new R/C staffmembers either before or during an actual crisis. The desirable qualifications of senior R/C managers include (a) familiarity with the manage ment oflarger organizations, (b) familiarity with mass care situations, (c) familiarity with the community and its leadership groups, and (d) interest in this preparedness effort. The three most critical R/Cpositions to be filled are those of: • The County Reception/Care Coordinator • The Director, Shelter Planning and Allocation • The Deputy Coordinator for Welfare-Shelter Operations These and other R/C positions are described in detail in Volume IV of this guidance. Theselection of personnel for these positions should take account of the following considerations. The County Reception/Care Coordinator. The director or supervisor of a local public welfareagency is a logical candidate for this position, particularly in communities with larger welfareagencies. (The U. S. Department ofHealth, Education, and Welfare has been delegated manyCivil Defense "care of people" functions, and public welfare officials in most States andlocalities have certain "emergency welfare" responsibilities.) If local welfare offices do not 2 II have appropriate candidates for this position, the R/C Coordinator can be selected from a variety of other organizational and professional backgrounds, including: • Red Cross, Salvation Army, or other nongovernmental organizations with knowledgeable staff. • Superintendents or other senior personnel of the school system (which will usually be a primary source ofevacuee lodgings). • Local civil preparedness personnel not committed to other Emergency Services during a crisis. • Local social welfare (nongovernmental) leaders, or other prominent community leaders. The Director, Shelter Planning and Allocation. This official will be responsible for identifying fallout shelter space and potential space, and will help the R/C Service manage any movement of evacuees from congregate lodging quarters to fallout shelter (should that move become neces sary). This position requires a knowledge of fallout and radiation hazards-or a willingness to acquire such kriowledge through civil defense training courses and materials-and should be assigned to a local civil defense professional or volunteer who has some familiarity with the provision of fallout shelter protection and the management of people in fallout shelters. The Deputy Coordinator for Welfare-Shelter Operations. Operating under the immediate super vision of the County R/C Coordinator, this official will direct the operations of the LodgingShelter, Feeding, and other component Services falling under the Reception/Care Service. The qualifications are similar to those listed above for the R/C Coordinator. Note: . The writing of the County R/C Plan should not be delayed while seeking standby staff for these key positions, but efforts should be made to select them as early as possible in the planning process. 3 II STEP TWO Joint Planning with Other Host Counties, Risk Area Planners, and State and Regional Offices A large-scale evacuation would be a complex operation. Close cooperation among risk and host area planners can greatly improve both the overall preparedness effort and the efficiency of planning in any particular host County. From the standpoint of the host County, the principal objectives of this joint planning step are to: 1. Precisely define the boundaries of the risk and host areas. Whatcounties will receive evacuees from a particular risk area? Areany parts of a host County, excluded from receiving evacuees(perhaps because a military installation has a separate crisis relocation plan)? 2~ Determine the size of the total risk area (evacuee) population.What general characteristics should be taken into account in allocating evacuees to the various host counties? Do some neighborhoods have large non-English-speaking populations? How manyessential industries will continue to operate during a crisis?(Workers in essential industries will commute from their hostCounty lodgings to the risk area.) 3. Maximize the number of organizational evacuees. "Organizationalrelocation" means the movement of whole organizations-employeesplus their dependents-from the risk area to predesignated congre gate lodging and shelter facilities in a host County. Organizationalrelocation greatly simplifies the problems of relocating and caringfor people because: -An organization's employees and their families (who live in the risk area) can be directed to specific host area buildings already set aside for them. -Organizations which are lodged as "intact" groups of evacuees can better manage their own risk area activities, can organize their own commuting workers, can organize their own people to help operate their congregate lodging and shelter facilities, and can provide orga pized manpower to help carry out emergency activities in the host County. 4 II When a large percentage (30 percent or more) of the evacuees come out as organizations, the requirements placed on the host County are fewer, and these organizations can often be used as units of the host County's emergency operation. 4. Describe the evacuee population in detail. List the separate organizations, and the major groups in the remaining population, which can be treated as separate units or groups of evacuees. (This listing may anticipate the categories of evacuees described in Step Three below.) S. Allocate the evacuee population-its separate organizations and units-to those Counties with the most appropriate facilities for each organization or each group of people listed in 4 above. (The description of host County facilities may anticipate the analysis of facilities in each County, as described in STEP FOUR below.) Following this Step, planners for an individual host County will know in some detail the numbers of people, the organizations, and the kinds of evacuee groups it must prepare to lodge and shelter. Note: The extent of host-risk area cooperation at this stage will vary depending on local circumstances. As soon as host County planners know the approximate total number of evacuees coming to the County, they can proceed with the remaining STEPS. And this number can often be determined by working with State preparedness and DCPA Regional Offices. However, anything that can be done to identify risk area organizations and their approximate numbers of evacuees-and to obtain a more detailed description of the non-organizational evacuee population-will pay off in a more efficient host County approach to host County planning and operations. 5 II STEPffiREE Describe the Evacuee Population to be Hosted in this County Beginning with the information dyveloped in STEP TWO above, list the evacuating organizationsand groups of people who will be hosted in this particular County. This list should include: Organizations Private Governmental Institutions Families and Individuals(Approximate numbers coming by various routes fromseparate neighborhoods or telephone prefix areas)Transiting Evacuees (Approximate numbers, and the routes they will take toreach neighboring host counties) The illustration on the following page suggests how this information can be arranged on work sheets. To the greatest extent possible, specific figures or reasonable estimates should be entered forcategories such as: total evacuees for each organization and risk area neighborhoodtotal employees included in above total dependents, including patients in institutionstotal who will or may commute during a crisistotal organizationiu evacuees available to help with activities in thisCounty To this information should be added notes on any particular needs or circumstances whichmay affect the handling or placement of the evacuee group in question. These data describe the groups of people to be matched with County facilities in STEP SEVEN below. 6 EVACUEE POPULATION (samnle wQrk~heet fQI Step Three) .!! .0 :::::"' Cd ORGANIZATIONS 11) -"' .s-"' ~ a11) "' I: 11) .... 11) .... 11) .... ;:I "' 11) » 11)"0 .... 11) 11) "' 11) .0 0 .0 ] E .0 0 uName -"' u;:I eP. E I: 11) E E E..<::·Special requi.raments, needs, capabilitiesAddress .....0 "'> ;:I 0.. ;:I 0 :::~ .... t: E-<~ :iJJ zo zu z <2 ~ Eastern Electric Co. 825 250 575 125 125 est. Approximately 50 supervisors and clerks available for host area work (most from north plant group). 201 Main (main plant) (460)! (200) I(460) I(125) (north plant) (165) (50) (115) (none) Acme Taxi Co. 180 50 130 Approximately 25 taxis available if needed for commuting-should be parked near facility. -..J governmental organizations Federal Housing District Office I 240 I 80 I 160 I none I 80 Can be assigned to host area work ("white collar" administrative personnel) 355 Jefferson Street I 600 I 200 i 400 I none 1150 est. Should be lodged together near headquarters of a R/C XYZ School System_ Division and·used to staff R/C Service Division-Super 201 Grand Avenue intendent could be_ a ranking R/C official on County or Division staff. institutions ABS Nursing Home I 298 I 28 I 270 I none I ? Dependents include 170 nursing patients; should be lodged in or near hospi~al,_()r added to local nurs4!g_home FAMILIES, INDIVIDUALS Griffith subdivision est. 4,000 evacuees Coming via route 310 "708" phone area est. 6,000 evacuees Coming via route 220; est. 15% Spanish-speaking only Moving via route 310 to X County; up to 3,000 daily TRANSITING EVACUEES approx. 14,000 commuters using route 310. II STEP FOUR Describe Host County Facilities This step involves organizing information about the County's available (and "upgradeable") congregate lodging, fallout shelter, feeding, and other facilities which could be used in an emergency. The result of this step should be a well-organized listing of buildings or facilities which can eventually be matched with the evacuee groups described in Step Three above. This task interacts with STEP FIVE below, which involves the review and modificationof any existing Community Shelter Plans (CSPs) to make them consistent with this hosting Plan. Three sources of information about host County facilities can be used to generate a list of available buildings. These are the: (1) DCPA Host Area Survey (2) Existing CSPs (3) A survey or analysis conducted by host County planners A DCPA Host Area Shelter Survey of the host County would provide detailed informationon all or most buildings (excluding private dwellings). The Survey form and explanatory information appear on pages I 0-12 below. A computer printout from these forms will provide the following kinds of information about each potential congregate lodging facility. -number of congregate lodging spaces (40 square feet per space) -number of fallout shelter spaces (I 0 square feet) -"upgradeable shelter spaces"-number of shelter spaces aftera minimum of shelter-upgrading effort (such as piling dirt againsta cellar entrance or lower wall) -sanitary facilities (and running water) in the building -whether the structure is heated -feeding and cooking facilities in the structure -emergency electric~ power available -health-related facilities in the building 8 II These Surveys have been conducted for a number of host counties around the country, and others are planned. Where the Survey has been completed, it constitutes the only source of information needed to complete this task. However, host County planners are not dependent on having such a completed Survey, and normally should not delay planning while awaiting such a Survey. Community Shelter Plans (CSPs) have been completed in past years for many communities around the nation. While these may now be out of date, they provide information about the fallout shelter spaces available in many structures. Additional information about congregate care spaces, utilities, etc., can be gathered by a local survey, and new structures not listed in the CSP can be assessed for their fallout shelter potential. Local Surveys by County planners can be conducted to determine the types of information contained in the above-mentioned DCPA Survey. The criteria of 40 square feet per congregate lodging space and I0 square feet per shelter space should be used to determine the capacity of each structure. (Regional and State preparedness officials can provide additional informa tion about fallout pro,tection factors and what constitutes effective fallout shelter.) Before commencing any new survey, local planners should frrst examine the expected evacuee load to determine how many spaces are required. Local planners should begin any such survey by examining the structures most likely to meet the demand. Prominent examples include: -all school buildings and churches -public buildings and facilities -hotels, motels, hospitals, nursing homes, and entertainment facilities which normally accommodate large numbers of people for at least limited times .:-the larger commercial structures which are best equipped (heat, sanitation, cooking facilities, etc.) In many cases, this approach will produce enough congregate care space without examining a large number of smaller structures. The product of this Step should be a list of County facilities which are piltentially usable to lodge and shelter the evacuees described in Step Three above. This list may be modified, however, after determining those facilities needed to shelter local residents (Step Five, below). 9 II The DCPA Host Area Shelter Survey As noted on the preceding pages, a printout from the DCPA Survey provides information for use by County planners in selecting--and ranking for desirability--the County's available congregate lodging and fallout shelter space. If it is not possible to obtain a survey of the County in the nearfuture, local planners can approximate the Survey by collecting muchof this information on their own--by actually looking over and measuringthe likeliest buildings, or by using data available in building plans,the local Assessor's Officer, etc. The Survey form on the opposite page suggests the categories of information needed for each building. The items which can be easily collected by local officials, if time permits, include: Boxes A9-15 and Box Cl: name, address, etc. (A telephone number for the building is also desirable later.) Boxes C2-6 :. square footage of usable space, etc. Boxes C9-15: utilities and food preparation facilities The information in Boxes C8,16, and 17 may be approximated in an existing CSP, if the building is included. State and local preparednessofficials can usually describe ways of determining how much of the spacein a building is adequately protected from fallout radiation, and theamount of dirt which would have to be moved against lower walls orbasement entrances to "upgrade" additional shelter space in the building. 10 _L_ COUNTY NAME \00 NOT PUNCH) J NATIONAL SHELTER SURVEY ANO CRISIS RELOCATION PLANNING SURVEY DEFENSE CIVIL PREPAREDNESS AGEr.CY 11 I Data Input Form WASHINGTON. 0. C. 20301 FOR OCPA USE ONLV .. Section A. Identification 7. ;: EDIT DATE PUNCH DATE WORK UNIT NO. STANDARD LOCATION FACILITY NO. STANDARD LOCATION FACILITY NO. MO. YR. SURVEY TYPE SURVEY DATE ~~~~;e1~~~~;~ MD ...... O~L-L-L-L-L-L-~L-~L-~~~~~~----~~-t~~~----~~~~~~~~-L-L~~~-L-W~-L~~~~_u~~~~~~,I Er-~~~~---------------------------------t--~~~~-t~~~~~~--------------------~~~----------------; N T ~~~-L-L~~~~-+.~~~~-+~-L~~~~~-L-L~~~~-L-b~~~~~-L~~~~~~~~~~~~, MIN. sec. I I I I 1_ L L j_l_( J TRACT AND LIN I( IDENTIFICATION LINK (LEFT SlOE) LOCATION Section B. National Shelter Survey Data FACILITY LOCATION 11. a.. Bb. 9. 10. FROM NODE TO NODETRACT SUF. MAP 2. VA BUILT I I_ L I I I I I I I I I I I REMARKS FALLOUT SHELTERBLAST SHELTER 18. 17. N 1~-113. 1 115. PF Cat. 1 PF Cat. 2·3 PF Cat. 4+ HPF Cat. 0s 0 SPACES SPACES !-4 5 I LOCATION 2 I BLAST SPACES SPACES SPACES !-4 BASEMENTtSI I I I I I I I I I I I I I I I I I I I I !-4 b. L L Ll_ FIRST STORY I I I. I I I I I I I I I I I J J STORY 02 I I I I I I I I I I AND ABOVE I I __L_l_ I I I I I I 1. NEAREST CROSS STREET Section C. Crisis Relocation Planning Survey Data I I I I I .. I _l I I I I I I 7. WALL EXPOSUREGROUND TO ht FLOOR(+/-FEET) BEST PF Cat. 2nd FLOOR & ABOVE (LOWEST STORY I ROOF EXTERIOR WALL BASEMENT lSI LENGTH (FEET) SIDE F lAST FLOOR b. SIDEPERCENTAGE b. [ OF BOG. UNDER r· FRONT --SIDE .,. A l·~f: I ,.~1r:, 1-9 X~ 10-19 -0 c LONG I 111 1 20-39 -,R SPAN 40+ . 2 p ROOF I I I _I _I _L__l_ _j__J_ 17.I I I I I I I I I I L 14. 10. 111. 12. 13. WATER DISTANCE TO SOIL DINING FACILITIES UPGAADABIL\TY MEDICAL I PHARMACY SOURCE bADEQUATE FACILITIES / FACILITIES NONE . 0 KiTCHEN 0 NOT UPGRADABLE NOT UPGRAOABLE NONE REST 1 < 20YAROS -1 WELL 20-100 YAROS . 2 1 CAFE 2 BASEMENT ONLY . 1 n 0 rl _L iUR~ERi [ NO·O [ NO 0 NO 0 ~PUBLIC 2 SNACK BAR 3 11t STORY ON LV' · 2 _[] ';> 100 YAROS YEs 1 YES 1 YES-1 ~OTHER 3 OTHER 4 BSMT.& 1nSTY 3 CHECKED BY: rATE lOATE DCPA Form 682. January 1977, Suparudes DCPA Form 682. April1973 and DCPA Form 913. March 1976, which m•v not be usad. II SPACE LOCATION (Optional) BLAST PF Cat. 0 PF Cat. 1 PART PF Cat 2-3 FLOOR STORY %USE SPACES SPACES SPACES SPACES TOTAL BUILDING SKETCH (OPTIONAL): 12 II STEP FIVE Coordinate Shelter Plans for Evacuees and Local Residents Most communities across the country are covered by Community Shelter Plans (CSPs) which indicate shelter spaces assigned to local residents. These plans are typically somewhat out-ofdate, and often do not take account of recent shifts in population and new construction. But where such plans exist, they indicate many of the buildings (other than private dwellings or detached homes), which would now be used by local residents seeking fallout shelter. These same buildings may be the best congregate lodging facilities for evacuees, and their usable or upgradable shelter space is naturally the most desirable space for evacuees lodged in the same building. After determining the list of best-available congregate lodging facilities (Step Four), any existing CSPs should be examined to determine: (1) where the CSP allocations of shelter space interferes with the efficient use of congregate care and shelter facilities by evacuees; (2) adjustments which can be made to insure that evacuees and residents are not allocated the same spaces. This review may lead County planners to "juggle" both the congregate care/shelter spaces for evacuees and the shelter spaces available for local residents under CSPs. In adjusting the shelter and congregate care spaces, planners should be sensitive to the availability of suitable or upgradable shelter in private residences, especially home basements. The most efficient way to adjust "public" shelter space will often be to plan on using and upgrading home-basement spaces of local residents. Ifthis approach is followed, the Plan should include provisions for notifying the public of such measures both before and during a crisis. This analysis and adjustment of shelter space allocations will often indicate an overall shortage of shelter spaces. In these cases, two options remain: (l) the upgrading of shelter near otherwise desirable congregate lodging facilities-either before or during a developing crisis; (2) the construction of new or expedient shelter-either before or during a developing crisis. 13 II (Remember that evacuation implies a period ofperhaps several days before an expected attack. While it is not desirable to depend on this assumption, it does follow that an attackcoming sooner would occur before all evacuees had proceeded far enough to need shelter inthe host area-i.e., some would return to shelters in their home communities. Therefore, it is reasonably safe to assume that, in cases where all evacuees had time to reach the County, there would also be several days to upgrade or construct shelters.) (If the County R/C Plan includes the use of upgraded or newly constructed shelter spaces, the plan should also take account of this requirement in its specification of the operating responsibilities of both the R/C Service and the Resource and Supply Service. The R/C Service would designate the specific space requirements, and Resource/Supply would con struct or upgrade the shelters. As far as the R/C Service is concerned, this responsibility would rest with the Director, Shelter Planning and Allocation.) Above all, this step should produce an allocation of shelter space for both residents andevacuees. Indeed, the County and each community should have only one "shelter" plan, which is compatible with both the Crisis Relocation Plan (and this Reception/Care portion of it) and any Community Shelter Plans which continue to be used. The County's planned allocation of shelter space should provide at least one shelter space foreach individual evacuee and local resident. If evacuation is ordered, it should not require anychange in the shelter allocation for local residents. (However, if an evacuation is not ordered,local officials may want to move local residents from their assigned shelter to other spaceswhich would otherwise be reserved for evacuees. This decision would be made only during adeveloping crisis, and after the County had been notified that evacuation is definitely ruled out.) The product of this task is a revision of the list of available congregate care and other facilities prepared in Step Four above. 14 II STEP SIX Rank-Order the Facilities Available to Lodge, Shelter, and Feed Evacuees Steps FOUR and FIVE identified buildings potentially available, and essentially "eliminated" those required to provide fallout shelter for local residents. The remaining facilities should now be rank-ordered in terms of their relative desirability for housing and sheltering evacuees. The "ideal" facility is one that is relatively "self-contained" from the standpoint of caring for evacuees. Such a building has (a) some substantial number of congregate lodging spaces, (b) shelter spaces for at least the number of evacuees in "a" above, (c) water and.sanitary facilities, (d) heat-where the climate requires it, and (e) feeding and cooking facilities. If such a building normally lodges people (hotels, motels, etc.), it is probably the best of this highest category. A second class of congregate facilities would include structures with adequate or nearby shelt~r, and with sanitary and cooking facilities in or near the structure. Where County planners are dealing with a large number of potentially usable facilities, a "scoring" procedure such as the one descnoed below may help to rank the structures in terms of their desirability. First, group the buildings (or clusters of buildings~ in categories such as: A. Hotels, motels, and other buildings normally used to lodge people (their capacity equals 40 square feet per person.) B. Hospitals and hospital/nursing home combinations which have excess capacity (subtract normal occupancy from their total capaCity of 40 square feet per person). C. Other nursing homes. D. All school buildings (public and private). E. All churches. F. Auditoriums, "meeting halls," and places of entertainment which are adaptable to mass lodging. Other public and private buildings that would presumably be avail G. able, would not be operating in a crisis, and are adaptable to mass care. 15 II Second, under each category, list the buildings in descending order ofsize (as determined by their number of congregate lodging spaces). Third, "score" each building or cluster in terms of the adequacy of itsfacilities to support the number of people for whom it has lodgingspaces. A simple scoring system might be: Shelter Score: 10 "excess" capacity-will shelter more than itsnumber of congregate lodgers (remember thatshelter space is computed on the basis of only10 square feet per person).8 "adequate"-shelter for all its lodgers.6 "nearby" shelter for all lodgers.4 "easily upgraded"-shelter can be providedhastily with minimal effort.2 requires constructing new or expedient shelter,or substantial upgrading of the facility.0 no shelter can be provided near the facility (within several blocks or walking distance). Water, Sanitation Score 5 adequate for congregate lodgers.3 some drinking and sanitation facilities in ornear building. 0 no running water in or near building. Heating Score (where climate requires heat several monthsof the year) 5 heated 0 not heated Cooking Score 5 adequate facilities on premises·4 some facilities on premises3 no facilities, but some facilities nearby2 cooking facilities are remote from building. Using a system such as this, County planners can construct a listing of facilities like the one on the following page. 16 II illustrative Work Sheet for Ranking Host County R/C Facilities Facilities by Category Lodging Shelter Water Heat Cooking Total Spaces Score Score Score Score Score A. Hotels, motels, etc. (Bldg.} (Address) (Bldg.} (Address) B. Hospitals and Hospital/ Nursing Homes C. Other Nursing Homes D. School Buildings E. Churches F. Auditoriums, Meeting Places, Etc. G. Other Government and Private Buildings In practice, separate sheets should be used to list the buildings in each category. This procedure can also provide convenient "totals" for the number of facilities in each category, or the number of evacuee spaces available in buildings above any given score. 17 II STEP SEVEN Allocate Evacuees to Congregate Lodging, Shelter, ~~:nd Feeding Facilities This Step involves placing the evacuee organizations and families/individuals (Step Three above)in the buildings identified in Step Six. Several general rules apply to this allocation procedure. I. Assign organizations first. 2. Keep organizations intact, wherever possible, by assigning one ortwo organizations to a single building or adjacent buildings. 3. Assign organizations whose employees wiii or may commute to thefacilities nearest the risk area and near their commuting routes. 4. Assign organizations which already care for dependents (hospitals,nursing homes, etc.) to (a) hospitals, nursing homes, or similarfacilities and then to (b) the best remaining congregate carefacilities (hotels, motels, etc.) 5. If some evacuated organizations are to help staff R/C or otherCounty Services, assign them to buildings near the local headquarters which will direct these emergency workers. (Specificheadquarters facilities are identified in Step Nine below. Youcan usually anticipate that they will be near the major concentrations ofcongregate care facilities in the County.) 6. Reserve a number of the better and larger R/C facilities for the assignment ofnonorganizational evacuees. (Assume that organi zations will be better able to organize their people and adapt to living space in the less desirable buildings.) 7. After organizations have been assigned, allocate individualevacuees to the remaining County buildings. List these remaining facilities in descending order of desirability, and plan to fJ.llthem in that order as non-organizational evacuees arrive at theReception Center(s) and are assigned to the best remaining facility. Additional instructions for allocating evacuees to County facilities appear on the followingfour pages. 18 II Step 7-A Organizational Assignment Forms The Organizational Assignment Forms illustrated on the opposite page appear in Appendix 5 of the County Reception/Care Plan. As each organization is assigned to a congregate lodging facility, this form should be completed (except for the upper right-hand box). The separate boxes included in the form are discussed below. Organization. Fill in the organization's name, risk area address and phone number, and the name or title of any officer of the organization who may have been appointed to coordinate its emergency planning or operations. "No. Employees" and "No. Dependents" are the actual or estimated numbers of its employees and their dependents who reside in the risk area. Indicate whether the organization's employees will be available to work in host-County Emergency Services (H), will commute to the risk area (C), or fall in another category (0). "Total Evacuees" is the sum of its employees plus their dependents-i.e., the number to be lodged together. (Dependents also include any institutionalized dependents of the organization-for example, residents of a nursing home being evacuated as an organization.) Relocation Headquarters. The name (if any), address, and phone number of the building from which the organization will operate in the host County. "Building No." always refers to the number assigned a building in the DCPA Host Area Survey-if one had been completed. If this box is left blank, it means the organization's headquarters is the first building described under Congregate Lodging in the box below. Conunents. Notes on the organization's status, availability for host County work, special commuting arrangements, etc. Congregate Lodging. Fill in the building name, address, phone number, and Building No. (if a Survey has been completed) for each building to which the organization's employees and dependents are assigned. Indicate each building's congregate lodging "capacity" (40 square feet per person) and the number of the organization's people assigned to it. If more than two buildings are required, use additional pages, filling in this block and the "Name" blank in the upper left comer of the additional pages. Fallout Shelter. Same as for Lodging boxes above, but also indicate the shelter "Spaces" in the building and the total spaces available after upgrading. If a Survey has not been done, a shelter space represents 10 square feet of the area qualifying as fallout shelter. "No. Assigned" is the number from that organization who will be sheltered in the building. Again, use additional pages as necessary. Congregate Feeding. The building or buildings where the organization's people will eat. Page (top of form). If only one sheet is used for an organization, leave this line blank. If any boxes require added pages, number all pages applying to the same organization (l, 2, 3, etc.). 19 II (Illustration) page _ __..,___ ORGANIZATION HOST JURISDICTIONName Zenith City Public Schools Councy -------------------- Address ------------------- Division--------------------R/C DistrictPhone ( 401) _8..,5.._3>:.-2._.QJ.;9u.6L-------------Lodging SectionOfficial Supt. J. R. Smith Lodging Section OfficeNo. Employees l1i__ No. Dependents __.2,..0""0_____ Building---------------------HlC_O_ Address -------------------- TOTAL EVACUEES 325 Phone ( RELOCATION HEADQUARTERS COMMENTS Building _________________ Will help staff R/C positions in central part of County ·Address------------------ Phone ( Building No. CONGREGATE LODGING Building Acme City School Building ___________________ Address 258 South Tenth Address ------------------- Acme Colorado 22043 Phone (421) 685-2091 Building No. Not ayailable Phone ( ---------Building No. Capacity ....1N_ No. ASSIGNED 325 Capacicy -----NO. ASSIGNED FALLOUT HELTER Building _;S~a~m~e'----------------Building Smith Dry Goods Address -----------~-----Address 261 South Tenth Acme Colorado 22043Phone ( Building No. Phone (421) -"6>!.!.81..>/.5~-3~52!f:.l.6!.....----Building No. Not available Spaces ....1iQ__ Spaces after Upgrading --'3~5'-'0'----Spaces ---'-1O!,!JOL---Spaces after Upgrading 200 NO. ASSIGNED 250 NO. ASSIGNED 75 CONGREGATE FEEDING Building_--=S~a::.:m::::e_______________ Building ____________________ Address ------------------ Address -------------------- Phone ( Building No. Phone ( Building No. NO. ASSIGNED 325 NO. ASSIGNED 20 II Step 7-B The Assignment Form for Families and Individuals Mter assigning evacuating organizations to specific facilities, the remaining evacuees should be assigned to the best remaining lodging/shelter/feeding facilities identified in Step Six. The assignment procedure for these "non-organizational" evacuees is different. Whereas organizational evacuees would be told in advance where they should report, individuals and families would arrive at the County Reception Center(s) and be directed to the next available facility on your list. In assigning these non-organizational evacuees, the County planner is dealing only with raw numbers of people. When assigning families and individuals, consider the best remaining buildings one at ·a time, and complete one Assignment Form for each successive facility. First, in the left-side Congregate Lodging box, enter the number of evacuees equal to the "Capacity" of the building you are working with. Then complete this box by entering the other information about that building (or cluster of buildings). Ignore the right-side box under Congregate Lodging. Second, under Fallout Shelter, enter the required information about the building or buildings where the above congregate lodgers would go for shelter. Ifmore than two buildings are re quired, staple a second (third, etc.) form to the first and provide the necessary information on the buildings providing shelter. Third, under Feeding, enter the required information about the buildings where these congre gate lodgers will receive their meals. Again, attach additional forms if more than two buildings are needed. Moving to "page" at the top of the form, number the forms in the order that the congregate lodging buildings are to be filled. (This is the sequence that the Reception Center(s) will follow in filling up these buildings.) Continue this procedure until all of the evacuees allotted to the County (after subtracting organizational evacuees) have been accounted for in lodging, shelter, and feeding assignments. These Assignment Forms, when completed in a later Step, will constitute the second part of Appendix 5 of the County R/C Plan. (The first part contains the Organizational Assignment ·Forms.) 21 II (Illustration) page-=--- FAMILIES AND INDIVIDUALS HOST JURISDICTIONS County --------------------TELEPHONE PREFIX Division ----------------------R/C District------Lodging Section_______R/C District Lodging Section_______ Reception Center Lodging Section Office Building---------------- _________________ Building-------------------- Addr~s Address _____________________ Phone ( Phone ( COMMENTS COMMENTS CONGREGATE LODGING Building West End Elementary Building------------------- Address 900 Main Street Centerville Alabama Address ------------------- Phone (308) 545-2091 Building No. Not available Phone ( ) Building No. Capacity ---2.£L No. ASSIGNED 625 Capacity NO. ASSIGNED FALLOUT HELTER Building Same Building Standard Milling Co. Address Address 915 Main Centerville Alabama Phone ( Building No. Phone (308) ...::5:....:.4:::.;5-.:::;25::..:;8:.:::2____ Building No. Not avail. Spaces ...ill_ Spaces after Upgrading 750 Spaces _.;;;.3=.25;;,___ Spaces after Upgrading 400 NO. ASSIGNED I 425 NO. ASSIGNED 200 CONGREGATE FEEDING Building West End Elementary Building ___________________ Address----------------- Address ------------------- Phone ( Building No. Phone ( Building No. NO. AS~:IGNED 625 NO. AS"IGNED 22 II STEP EIGHT Divide the County Into Reception/Care Divisions, Districts, and Lodging Sections The first objective of the County R/C Service would be to receive, organize, and manage the entire evacuee population to be hosted in the County. The second objective is to provide essential goods and services including {a) congregate lodging facilities, managed in an orderly manner, (b) fallout shelter in the same or nearby buildings, (c) food, (d) special services required by evacuees who are aged, infirm, handicapped, "institutionalized," etc., {e) personal services required by families and individuals with particular needs-for example, pet shelters, and (D information about what evacuees should do, where they should turn for assistance, and what is happening in the immediate area or the country in geReral. This sizeable management problem must be handled by a County Reception/Care Service which is largely staffed and organized "at the last minute"-as a crisis approaches or unfolds. The County Reception/Care Plan anticipates this difficult situation by: 1. Designating beforehand the number ofevacuees and the buildings to be used. Thus, the County's evacuee "load" or "quota" was determined in Step Two; the evacuee population was described in Step Three; the buildings to be used for lodging evacuees were selected in Step Seven. And Step Seven also determined where the evacuees lodged in each building will go for fallout shelter (if necessary) and for their meals. Dividing the County into smaller, more manageable areas-each 2. with its own R/C headquarters which would organize evacuees and deliver services in its area. This hierarchy of R/C areas and headquarters includes: The County R/C Divisions (numbered I, II, III, etc.) R/C Districts (lA, IB, IIA, etc.) Lodging Sections (IAl, IA2, etc.) These R/C areas and the R/C chain . of command are illustrated on the following page. 23 II Typical County Reception/Care Areas ------·------------- Dist. lA Dist. IIA Lodging Sections:Dist. IB IIBl etc. ---Division Boundary. ---District Boundary -Lodging Section Boundary Reception/Care Chain of Command County R/C Service Div. I Div. II Dist.IA Dist. IB Dist. IIA Dist. liB Lodg. Sect. Lodg. Sect. IBl IB2 (etc;) I I Lodging and Other Lodging andShelter Facilities ShelterFacilities Facilities (Note that Lodging and Shelter Facilities are operated under control of Lodging Sections,whereas "other" facilities (Special Services, Feeding, etc.) are operated directly by theDistrict.) 24 II For any particular host county, the number ofDivisions, Districts, and Lodging Sections will depend on such factors as: • The total number Of evacuees to be hosted (Step Two). • The extent to which evacuees will come as organizational groups (Steps Two and Three). Note that "already-organized" evacuees will require less management effort in the host County. • The ratio of the evacuee population to the resident (normal) population of the host County. Depending on the relative size of a region's risk and host areas, a host County's "quota" of evacuees might range from a very few people up to four or five times its normal population. The greater the relative number of evacuees, the greater the need for numerous R/C headquarters and areas to break down the evacuee population into manageable units. • The number of buildings to be used, the distance between them, and the extent to which evacuees can be lodged and sheltered and fed in the same buildings (Step Seven). • The number of towns, or the concentrations of hosting facilities, in the County. • Natural geographical barriers, existing political jurisdictions, and transportation networks which suggest logical divisions of the County into smaller units. In.summation, this Step requires looking at the County as if the total number of evacuees were already living in the congregate lodging facilities assigned in Step Seven. Given this "new" distribution of the County's total population, what R/C Divisions, Districts, and Lodging Sections would provide for adequate control over reasonably small and manageable clusters of evacuees? 25 II Steps in Defming R/C Jurisdictions The following steps should be carried out with an eye to the factors discussed on the precedingpage. Local circumstances may dictate a modification of this approach to account for any ofthe factors previously described. The steps are only a general guide to the process. 1. Divide the County into R/C Districts. The District is the only unitbelow the County that will.administer and staff all the Services included in Reception/Care (i.e., Lodging/Shelter, Feeding, Registration/Information, Special Services, and Personal Services). To the extent possible, each District should be a "self-contained" areahaving a number of congregate lodging buildings, fallout shelterspace in the District for all evacuees and all residents, feeding facilities, health facilities, special service-types of facilities like nursinghomes, and buildings usable for personal services (such as pet pounds).It is desirable' for a District to be built around a central "shoppingarea"-or, in many towns, several Districts may intersect at a centralbusiness district, with each reaching outward to include residentialneighborhoods and a part of the surrounding countryside. As a verygeneral rule ofthumb, each District might be expected to containabout 10,000 people-including both evacuees and local residents, though this figure may vary widely. 2. Group the Districts into R/C Divisions. The Division is an administrati':e conven~ence which may or may not be required in a particularCounty. The small Division staff provides a link between the CountyHeadquarters and numerous R/C Districts-where the number ofDistricts or geographical and transportation features make such aninterim Headquarters useful. Normally, a Division should containtwo or three RiCDistricts; and Counties with no more than fourDistricts may want to ignore the Divisional unit. 3. Divide Districts into Lodging Sections. The Lodging Section is managed by a Deputy to the District Supervisor for Lodging/.Shelter,the only one of the five separate R/C Services which is divided into geographical units below the District level. (Lodging/Shelter con trols all individual congregate lodging and fallout shelter buildings, whereas other Services would control only those facilities in the District which are required for their particular purposes.) Ideally, a Lodging Section would be "self-contained" in the same sense as the District, and focused on a central shopping area or public build ing, though this is seldom possible. A Lodging Section might con tain from 2 to 4 thousand people-evacueesplus residents-and may vary in size from a single large congregate lodging building to many square miles in the rural portion of a R/C District. 26 II STEP NINE Enumerate R/C Jurisdictions and Select Headquarters Facilities, Reception Centers, and Rest Areas A standard numbering system should be used throughout the County R/C Plan and ·should be used in its entirety with each reference to a R/C jurisdiction. The Division is identified by a roman numeral-!, II, etc.; the District by a capital letter-A, B, etc.; and the Lodging Section by an arabic numeral-I, 2, etc. Every reference in the plan to a District or Lodging Section should include the higher jurisdictions within the County-for example, R/CDistrict liB, or Lodging Section IIBJ. Selecting R/C Headquarters Each R/C headquarters should be located in a building which (a) is centrally located or easily accessible from the jurisdiction it controls, (b) has shelter space within the same facility, (c) is large enough for the staff who would use it and any visitors or "traffic" associated with its functioning, and (d) has adequate communications (usually a telephone-several phones for a District or Division). Ifthe headquarters will utilize personnel drawn from an evacuated organization, it should be located in or near the building where the organization is lodged. Other considerations for specific headquarters include the following: County R/C Headquarters: Should be in or near the County's Emergency Operating Center; have direct communications with Divisions, Districts, Reception Center(s), and Rest Area(s); provide working space for a staff of at least 25 people; and have access to meeting rooms for sessions with Division, District, and other R/C officials. R/C Division Headquarters: May be located in the County R/C Headquarters (where it would serve as a staff group focusing ori its particular Districts), or may be located within the boundaries of its Division. The latter choice is advisable in cases where the Division is a remote section of the County, or where a heavily populated County faces difficult and complex problems of administering numerous R/C jurisdictions. R/C District Headquarters: Should provide space and communications lines needed by a staff which may eventually number 25 or more and which will administer all five R/C operating Services within the District. Lodging Section Office: Should be central to the buildings which lodge most of the Section's evacuees. 27 II Selecting Reception Centers and Rest Areas The functions of the Reception Center include: I. Receiving all non-organizational evacuees, allocating them tothe best remaining congregate lodging building, and directingthem to the building. 2. Assisting any organizational evacuees who "get lost" to reachtheir predesignated congregate lodging building. 3. Providing a rest or "gasoline" stop for evacuees-and meals,emergency medical assistance, or special services required byevacuees before reaching their congregate care facilities. The functions of the Rest Area (which may be located in or near a Reception Center) areto provide directions and emergency assistance needed by evacuees transiting the Countyto reach other host counties. The selection of Reception Centers and Rest Areas should be governed by the following considerations: • A Reception Center should be located on each major transportation artery over which evacuees will travel. • Rest Areas are located along the routes which will carry "through" traffic. • Facilities should be large enough to handle the expected flowof evacuees, and should have-or provide space for-such activities as serving snacks, providing gasoline, and handlingemergency health care problems. • Since a principal function will be dispensing information andallocating people to facilities, Reception Center facilities shouldinclude space for 1sizeable groups of people awaiting such instructions. , ', 28 II STEP TEN Complete Appendix 5 Appendix 5 (Planning Format) contains the Assignment Forms of (a) Organizations and (b) Families and Individuals. These forms were largely filled out in Step Seven above. The remaining information can now be added on the basis of STEPS EIGHT and NINE. Complete Organizational Assignment Forms Complete the upper right-hand box (JURISDICTION) for each Organization by inserting name of the County, the number of the Division (1, II, etc.), the number of the R/CDistrict (lA, etc.), and the number of the Lodging Section (IAl, etc.) in which the first congregate lodging facility is located. Under Lodging Section Office, fill in the name, address, and phone number of the building selected for a headquarters in STEP NINE above. Ifsome of the other buildings used by that Organization are located in other Lodging Sections, note this fact prominently under the Comments-for example: "Feeding facility in Section liB1," etc. (Copies of the completed form can now be shown to the Organization in question, if circum stances permit and risk area preparedness planners agree.) Complete the Assignment Forms for Families and Individuals In the upper right box (JURISDICTION), indicate the requested information, again drawing on STEPS EIGHT and NINE. As with Organizations above, fill in the information for the CONGREGATE LODGING facility, and under COMMENTS note whether any of those congregate lodgers would be sheltered or fed in other Lodging Sections. Next, ifmore than one Reception Center is used, allocate the several Assignment Forms for Families/Individuals to the various Reception Centers. In STEP SEVEN, the forms were rank ordered so that incoming evacuees would always be directed to the best remaining facility still not filled. Ifmore than one Reception Center is used, simply assign a number of buildings to each Center. Normally, these will be the congregate lodging buildings closest to each Center, but should also reflect the numbers of evacuees who will arrive at each Center. 29 II Next, in the upper left box, indicate the building (if named), the address and the phone numberof the Reception Center which will "fill" the building listed under Congregate Lodging below. Ifthese evacuees are coming from a particular TELEPHONE PREFIX area or neighborhood,also indicate this in the place indicated. (Or you may write in this comer the name of theneighborhood from which these evacuees will be drawn, if this information is available fromSTEP THREE above.) Finally, if more than one Reception Center is used, check the ordering of the page numbersto insure it is still the order in which facilities should be filled. (This order may be changedby renumbering pages for each Reception Ceater.) This Step completes Appendix 5 of the County R/C Plan. Over a period of time, however,certain of these Forms may be changed on a building-by-building basis-particularly as neworganizations are identified to take the place of Family/Individual evacuees. Such changeswill be simple if the substituted Organizations are assigned the same shelter and feedingfacilities presently reserved for the congregate lodging building on each form. 30 II (Illustration) pagc-=-- HOST JURISDICTIONS FAMILIES AND INDIVIDUALS County Allegheny (Birmingham-West End) Division I (Centerville area and west) TELEPHONE PREFIX CD R/C District IB Lodging Section,___,I,..B""l_____ Reception Center Lodging Section Office Building Centerville High School Building --~Co::!.!u:!!.n!.!.tYL.!!Ai~·r.l:!:po~r.!.t__________ Address 425 Main Street Address ---'RR~2~(R~o~u:..::te~s~3~0::::.6..::.an!!:d::...2:::9~5:.L)______ Centerville AlabamaCenterville, Alabama Phone(30~ ~54~s~-2~s~6~B--------------------- Phone(308) ~54~5~-?~ous~~------------ COMMENTSCOMMENTS CONGREGATE LODGING Building __________________ Building West End Elementary Address 900 Main Street Address --------------------Centerville Alabama Phone (308) 545-2091 Building No. Not available Phone ( Building No. Capacity ___2li_ No. ASSIGNED 625 Capacity NO. ASSIGNED L~ FALLOUT HELTER Building Standard Milling Co. Building Same Address 915 MainAddress Centerville Alabama Phone ( Building No. Phone (308) ...:5:..;;4~5...:-2:.::5~82=.____ Building No. Not avail. 425 Spaces after Upgrading 750 Spaces ---=.;32:..:5:..___ Spaces after Upgrading 400 Spaces NO. ASSIGNED 200 NO. ASSIGNED I 425 CONGREGATE FEEDING Building __________________ Building West End Elementary Address---------------,~----Address----------------- !'hone ( Building No. Phone ( Building No. NO. AS'"IGNED NO. AS~:IGNED 625 31 II STEP ELEVEN Insert Descriptive Material for all R/C Jurisdictions in Appendix 3 The following substeps of STEP ELEVEN involve the description of.each individual R/C jurisdiction and the assembling ofan individual "packet" which will guide the overall operationsof each unit in a Crisis Relocation. Appendix 3 of the Planning Format contains detailed forms which can be used to describe each jurisdiction in the County. These sets of forms include: • A summary list of all R/C jurisdictions and headquarters inthe County. • A County "packet" of materials describing the County jurisdiction and its component units. • A Division "packet." • A District "packet." • A Lodging Section "packet." Each of the "packets" also includes the full range of staff positions for each unit, but these staffing slots will be left blank at this stage. When this Step is completed, the County Plan will include detailed descriptions, at the workinglevel, of every unit-including a map of the area, the description of its boundaries, and a listing of components of that R/C unit and jurisdiction. While working on the following Substeps, look at the appropriate section of Appendix 3of the Planning Format. Note: Do not enter information in the printed Format itself. Reproduce the necessary formsfrom the originals contained in the Format. 32 II Step 11-A Complete the Summary List of R/C Jurisdictions Page 3 of Appendix 3 is a simple form entitled "Summary List of Reception/Care Juris dictions and Headquarters." (After reading the following instructions, you may prefer to make your own form.) This information is available from STEP EIGHT and STEP NINE. In listing all jurisdictions in the left-hand column, "stair step" the list to show which units are subordinate to which others. For example, the left column might read: R/C Jurisdictions County R/C Service West Side Reception Center East End Reception Center Airport Rest Area Division I (Centerville area) District lA (Carson City) Lodging Section lA1 Lodging Section IA2 Lodging Section IA3 District IB Lodging Section IB 1 Lodging Section IB2 Lodging Section IB3 Division II District IIA Lodging Section IIA1 Lodging Section IIA2 -and so on- Beside each unit, enter the address (and phone number ifpossible) of its headquarters building. This summary listing will be retained at the beginning of Appendix "3 for reference purposes. 33 II Step 11-B The County Packet The County packet begins following page 5 of Appendix 3 and is paginated separately. It will eventually be both a segment ofAppendix 3 in the County R/C Plan and a separate document to be used at the County R/C Headquarters and in other parts of the R/C organization. This Substep refers only to the first three pages of the packet. The material to be entered in the form is indicated below. Page I: (the "cover" of the packet is separated from Appendi« 3). Enter the name of the County. Page 2: "County Reception/Care Units" Draw or copy a map of the County in the space provided. From STEPS EIGHT, NINE, and TEN, enter the information indicated in the Legend at the bottom of the map. In the Legend, mark out any units or lines not appearing. Page 3: Headquarters, Boundaries, Components Under Headquarters, enter the information about the building (from STEP NINE). Under Boundaries, write out a description of the area under the R/C Service.Normally, this will simply be "The County." If certain areas are excluded(military bases, etc.), so indicate. Under Component Jurisdictions, list by number the component Divisions(if used) and Districts. You may also want to insert parenthetical remarksindicating where each unit is located. Ignore the remaining pages in the packet, which relate to staffing and will be addressed later. 34 II Step 11-C Reception Center Packet Ifonly one Reception Center is being used in the County, enter the requested infonnation about that building and write "Only" above County Reception Center. (At the time of a crisis, a copy of Appendix 5 would be sent to the Reception Center.) Ifmore than one Reception Center is used, complete one fonn for each Center. On each form indicate the "Total number of Reception Centers." • At the time of a crisis, each Reception Center would receive its cover sheet, followed by: -a copy of every Organization Assignment Fonn from Appendix 5, Part I. -a.copy of only those Family/Individual Assignment Fonns allotted to each Reception Center in STEP TEN. These fonns also appear in Appendix 5, Part 2. You may want to anticipate this requirement by constructing these separate • Reception Center packets now. 35 II Step 11-D R/C Division Packets (If the R/C Division is not used in the County, indicate this fact on the packet and move onto the next Substep.) For each R/C Division specified in STEP EIGHT, provide the information requested on pages 1 through 8 of its individual Division packet. Page 1: (packet "cover~') Enter the number of the Division (I, II, etc.). You may also want toindicate under the number the general area covered by the Division. Page 2: County Reception/Care Units Enter the same map used in the County packet. Page 3: Headquarters, Boundaries, Components Enter the requested iilformation about the County and the DivisionHeadquarters Buildings (STEP NINE). Describe the Division Boundaries: "north along County line to Route 306;west via 306 to intersection with Route 220; south via 220 to southernborder of County," etc. Under Component Jurisdictions, list by number the R/C Districts includedin the Division-IA, IB, IC, etc. You may also want to indicate parenthetically the general location or central community of each District. Page 4: Reception/Care Division Draw or copy a map of the Division in the space provided. From STEPSEIGHT, NINE, and TEN, enter the information indicated in the Legend. (Skip over pages 5-7 in the Division packet.) Page 8: Facilities Assigned to Evacuees In the title, enter the number of the Division (I, II, etc.) Following Page 8, insert from Appendix 5 copies of both the Organizational and Family/Individual Assignment Forms for all buildings lying within the Division. Be sure to start a separate packet for each Division. 36 II Step 11-E The R/C District Packets (The packet for each District will be inserted in Appendix 3 after the appropriate Division packet.) For each R/C District specified in STEP EIGHT, provide the information requested on pages 1 through 4 and page 19 of the individual District packet. Page 1: (packet "cover") Enter the number of the District (lA, liB, etc.). Page 2: County Reception/Care Units Enter the same map used in the County packet. Page 3: Headquarters, Boundaries, Components Enter the requested information about the County, the supervisory Division, and the District Headquarters Buildings (STEP NINE). Describe the District Boundaries in the same manner used to describe Division boundaries. Under Component Jurisdictions list the District's Lodging Sections (lA I, IA2, etc.) Page 4: Reception/Care District Draw or copy a map of this District in the space provided. From STEPS EIGHT, NINE, and TEN enter the information ;ndicated in the Legend. (Skip over pages 5-18 in each District packet.) Page 19: Facilities Assigned to Evacuees In the title, enter the number of the District (IIA, liB, etc.) Following Page 19, insert from Appendix 5 copies of both the Organizational and the Family/ Individual Assignment Forms for all buildings lying within the District. Be sure to start a separate packet for each District. 37 II Step 11-F Lodging Section Packets (The packet for each Lodging Section will be inserted after the appropriate District packet.) For each Lodging Section specified in STEP EIGHT, provide the information requested onPages 1 through 4 and page 8 ofits individual Lodging Section packet. Page 1: (Packet "cover"). Enter the number of the Lodging Section (IAl, IA2, etc.) Page 2: County Reception/Care Units Enter the same map used in the County packet. Page 3: Headquarters, Boundaries Enter the requested information about the County, the supervisory Division,the supervisory District, and the Lodging Section Headquarters Buildings (STEPNINE). Describe Lodging Section Boundaries in the same manner used to describe Divisionand District boundaries. Page 4: Reception/Care District __ Enter the same map used in the supervisory District's packet. (Skip pages 5-7 in each Lodging Section packet.) Page 8: Facilities Assigned to Evacuees In the title, enter the number of the Lodging Section (IIAl, IIA2, etc.) Following Page 8, insert from Appendix 5 copies of both the Organizational and the Family/Individual Assignment Forms for all buildings lying within the Lodging Section. Be sure to start a separate packet for each Lodging Section. 38 II STEP TWELVE Develop General Tables of Organization and Job Descriptions for All Management Positions in the County R/C Service (Appendix 2) Appendix 2 describes each staff position and its relationships with other staff positions in the R/C organizational structure. In this Appendix, management positions are described by job category rather than by individual jobs in particular R/C headquarters. For example, there is a description of the position of "R/C District Manager," but not a description of any particular District Manager's role in this or that District. The objective here is to describe jobs and their interrelationships in tables and language that are applicable to any unit in which the job appears. For most counties, this Appendix has already been written. Volume IV of Reception and Care Planning Guidance for Host Communities is entitled Tables ofOrganization and Staff Responsibilities. That volume includes: I. Table of Organization covering every headquarters unit, every Service, and every management job in a fully developed County R/C Service. II. Detailed Job Descriptions of the management functions of each of the 66 separate job categories which may exist in a fully elaborated County R/C organization. III. A Cross-Reference Listing of each individual job description and each Table which shows that job's place in the R/C organizational structure. IV. Levels of Staffmg: the successively less critical positions which should be filled as additional R/C staff are recruited. Thus, "Level One" includes only three key jobs; "Level Two" includes seven additional jobs, and so on. Appendix 2 of the Planning Format references Vol. IV of this guidance and incorporates it as Appendix 2. Volume IV thus becomes a part of the County R/C Plan, while continuing to serve as a reference book whose materials can also be used in training all personnel on the staff of the County R/C Service-either before or during a crisis. 39 II This approach does not mean that all of the 66 positions described in Vol. IV would existin any given County. Those positions actually used will be listed elsewhere (Appendix 3).But it does mean that all positions which are used would have those responsibilities and organizational linkages described in Volume IV. Modification of the Standard R/C Organizational Structure A given county-particularly, a county receiving few evacuees-may wish to modify and simplify the organizational format described in Vol. IV. Certain types of modifications are anticipated and easily made (without disrupting the remainder of the structure). • Eliminating the Division: Counties not using the Divisionlevel of organization can simply "X" out those portions ofVolume IV. Ifthis is done, be sure to draw in new lines ofauthority on the organizational tables to connect Countylevel positions with the appropriate positions at the Districtlevel. • Eliminating Individual Jobs: Ifa job is simply not filled, itsduties remain a part of the responsibilities of the next-higherposition to which it reports. Ifa job is eliminated from theorganization, be sure to cross it out in all sections ofVol. IV, and redraw any charts on which it appears to connect thejobs below it to the position above it. Don't Tinker Lightly with theOrganizational Structure A great deal of "adaptability" is already built into the structure defined in Vol. IV. Forexample, in a sparsely populated County, Division, or District, the functions of lower unitsmay readily be built into a higher headquarters. Thus, a sparsely populated part of a Countymay be operated from a single Division/District/Lodging Section headquarters. In this case, the higher level officers at the District level would also "include" many lower-level jobs intheir own duties. Their job descriptions from Vol. IV would include all positions whichthey are covering. This kind ofadaptation would be reflected elsewhere (the "packets" inAppendix 3) but would not require modifying the general structure outlined in Appendix 2. Also, remember that the Reception/Care Service would meet the many and diverse needsof numerous evacuees-under stressful conditions. Simplifications that now seem convenientmay result in unanticipated problems in the real situation. This organizational form has beenput together on the basis of practical, working experience in coping with mass-care situations. 40 II STEP THIRTEEN Describe the Organizational Structure of Each County Reception/Care Unit (Remainder ofAppendix 3) Appendix 3 is the heart of the County R/C Plan. It is composed largely of individual "packets" describing the structure and personnel positions of R/C units-i.e., the County, each Division, each District, and each Lodging Section. (There is also a packet for each Reception Center, including all Evacuee Assignment Forms of interest to each Center.) At least one copy of each packet will remain in the County R/C Plan for use at the County Headquarters. During·a crisis operation, each R/Cheadquarters would have at least one copy to guide operations. Additional copies of each packet will be used to orient and train the R/C staff of each unit, either before or during a crisis. The information contained in each County, Division, District, and Lod$ing Section packet appears in the following order: l. The Cover Page, with the jurisdiction's R/C number (Division II, District IliA, Lodging Section IIBB, etc.) 2. A map of the County's R/C jurisdictions. 3. Addresses of the R/C unit's Headquarters and the higherlevel headquarters to which it reports. 4. A description of the R/C jurisdiction's boundaries. 5. A list of any subordinate R/C jurisdictions contained in the jurisdiction. 6. A map of the Division or District to which the packet applies. (Lodging Sections use their District's map.) 7. Tables of Organization showing the management staff of the unit. 8. A list of all Personnel Positions contained in the unit's staffwith space to write in the names, addresses, etc., of individual staff members holding those positions. (Many of these personnel would be recruited only as a severe emergency developed.) 9. Copies of In Evacuee Assignment Forms (from Appendix 5) for buildings lying in the unit. For the County unit, these forms appear in Appendix 5 of the County R/C Plan and need not be repeated in the County packet in Appendix 3. 41 II In prior STEPS, the Reception Center packet(s) have been completed, as have all of theabove-listed segments except for items 7 and 8: the Tables of Organization and lists ofPersonnel Positions for each unit. The present STEP will complete all packets by addingthis information. Each packet in Appendix 3 of the Planning Fonnat now contains a reasonably complete Table of Organization and list of Personnel Positions. These Tables and Positions are the same as those appearing in the general description of R/C organization (Appendix 2 of thePlan and/or Volume IV of this guidance). Any modifications made here or in Appendix 2should be consistent with ol!e another. As noted in the preceding STEP TWELVE, this staffing approach may appear somewhat ambitious during the planning stage, but thisapproach does reflect a considerable experience with mass-care and large emergency welfareoperations. In a crisis involving many thousands of evacuees, a relatively small number of people would be organizing the population and providing diverse essential services to largenumbers of evacuees. This approach is also reasonably flexible. As noted in STEP TWELVE above, a number of adjustments to different sizes of evacuee populations, and to various local circumstances,can be made without disturbing the overall organizational concept. The most common ofthese modifications include: -eliminating the Division level where that unit is not needed (seeSTEPS EIGHT and TWELVE) -eliminating (or not filling) some lower-level jobs not required in aparticular R/C unit-for example, not every District needs a MobileFeeding Unit -combining jobs-and job descriptions (see STEP TWELVE) -combining District and Lodging Section functions in a singleHeadquarters (see STEP TWELVE) Such modifications are the exception, not the rule. Most Counties and their sub-areas canutilize the format as already presented in the Appendix 3 packets. The following pages describe procedures for completing the Appendix 3 packets. 42 II Step 13-A Complete the County Packet in Appendix 3 Cover Page: Enter name of County. Table of Organization (page 4 of County packet) • In the box for "Reception/Care Coordinator," enter the name of the County. Boxes are provided for one "Assistant Coordinator: R.C.-R.A." • (Reception Center-Rest Area) and for one "Assistant Coordinator: R.A." Add any additional boxes required to cover all County R.C.s and R.A.s. On the line in each box, enter some identifier of that particular location (for example, the "Airport" R.C.-R.A., etc.) At the bottom of the Table, add or subtract boxes, depending on • the number of Divisions in the County. (If Divisions are not used, replace the Division boxes with a box for each R/C District in the County.) Personnel Positions (pages 5-9) On page 7, add or mark out positions for Assistant Coordinators• of the Reception Center(s), Rest Area(s), or combinations of the two-depending on the number of them in the County (and in the Table of Organization on page 4). NOTE: In modifying materials in the Planning Format, the simplest approach is to tape over the relevant portions before Xeroxing the form. New material can then be typed into the space left on the copies. 43 II Step 13-B Complete or Eliminate the Division Packets in Appendix 3 Ifthe R/C Division is not used in the County, remove this packet from the Planning Format. IfDivisions are used, complete a packet for each Division Cover Page: Enter number of Division (1, II, etc.) All Pages: Enter Division number before page number at bottom. Table of Organization (page 5 of Division packet) • Branching off the center line, add one box for each Assistant R/C Coordinator on the Division staff. Each such Assistant Coordinatoris normally responsible for two R/C Districts under the Division,so this might look like: Ass't R/C Coord. Dists. C, D Large Divisions handling large Districts may need one such Ass'tCoord. for each District. At any rate, the number of boxes dependson the number of Districts and how many are assigned each Ass'tR/C Coordinator. (A sample table appears in Vol. IV-Part Oneof this guidance.) Personnel Positions(pages 6-7) • Enter the Division number in the appropriate blank. • Space is provided for five "Ass't R/C Coordinators on pages 6-7.For each slot used, fill in the "District(s)" covered by the position("A & B," etc.) Cross out Ass't. Coordinator positions that are notneeded, or copy page 7 again to provide additional Ass't Coord.slots. 44 II Step 13-C Complete the District Packets in Appendix 3 Cover Page: Enter the full District number (IA, IIC, etc.) All Pages: Enter District number before the page number. Tables of Organization (pages 5-7 of District packet) The first Table (page 5) charts the chain of command down to the Supervisors of each of the five R/C Services. The Lodging-Shelter Service further extends the chain to the facility level through the Deputy Supervisors in charge of each Lodging Section. Other Services operate at the District level only, though they also operate certain facilities such as eating. places or special care institutions. The five Tables for the five R/C Services (pages 6-7) describe their organization at the District level and below. Note that the number of positions in any given Service will vary with local circumstances. Thus, a particular District may not need the "Assistant Supervisor" of Feeding far "Mobile Units" because the District may not need Mobile Feeding Units. And the Registration/Information Unit at the Reception Center will exist only if the District includes a County Reception Center within its boundaries. Page 5: Ifthe District is part of a Division, enter the Division number in the box for the "Deputy R/C Coordinator," and enter the Districts under the "Assistant R/C Coordinator: Districts __ (A and B, C and D, etc.)" Ifthere is no Division, cross out the two (above-referenced) Division boxes and extend the "Technical Guidance" line up to the "County Coordinator" box. Enter the complete District number in the "Manager" box. In the "Deputy Supervisors" box, enter the number of Lodging Sections in this District. Page 6: Under Lodging-Shelter Service, in the box for "Deputy Supervisors," enter the number of Lodging Sections in the District. Under Registration and Information, in the two boxes for "Assistant Supervisors," enter the number of Lodging Sections in the District. Ifthe District does not ·Contain a County Reception Center or Rest Area, cross out the bottom box. 45 II Page 7: Under Feeding Service, in the box for "Assistant Supervisors" of Fixed FeedingStations, enter the'total number of Stations in the District. (Each building inwhich evacuees are fed is one Fixed Feeding Station-see the Evacuee Assignment Forms at the back of the District packet.) Under Feeding Service, "Support Units" may be required to assist with feedingpeople in institutions operated by Special Services. Ifthe number of such institutions (hospitals, nursing homes, etc.) requiring such support is known, enter that number in the box for "Assistant Supervisors" of Support Units. (Thisdetermination may be made later in the planning process or as operationscommence.) Under Feeding Service, "Mobile Feeding Units" may be required at a ReceptionCenter or near Lodging facilities which lack "fixed" feeding stations. When thisdetermination is made (now or later), enter the number of such units in the boxfor "Assistant Supervisors" of Mobile Units. Under Special Services, in the two boxes for "Assistant Supervisors: FinancialAssistance" and "Assistant Supervisors: Guidance and Counsel," enter the numberof Lodging Sections in the District. Under Special Services, in the box for "Assistant Supervisors of Special CareFacilities," enter the number of such facilities in the District (i.e., the numberof hospitals, nursing homes, and buildings converted to lodge special care evacueesin the Assignment Forms at the back of the District packet. Under Special Services, if the District does not contain a Reception Center or Rest Area, cross out the bottom box. Under Personal Services/Clothing, enter the number of Pet Shelters in the District. (Each District will eventually have one or more, but this determinationmay be made later in the planning process~) Personnel Positions (pages 8-18) All Pages: Enter the complete District number (IA, IB, IIA, etc.) in the blank at the topof each page. Page 12: Enter the number of each Lodging Section in the blanks after each "DeputySupervisor," beginning with number 3. (Nos. 1 and 2 appear on page 11.) If there are more than six Lodging Sections in the District, reproduce page 12 tocover the additional slots. 46 II Page 15: Continue alternating the "Assistant Supervisors for Registration" and the "Assistant Supervisors for Information and Referral" until all Lodging Sections are covered. (This alternation begins at the bottom of page 13.) Use page l 5 to produce additional forms if necessary. Page 16: This page lists only the three Special Services Deputy Supervisors, plus one blank for a subordinate position. Eventually, Special Services should have: -one Ass't. .Supervisor for Financial Assistance in each Lodging Section. -one Ass't. Supervisor for Guidance and Counsel in each Lodging Section. -one Ass't Supervisor for each Special Care Facility in the District. -a Special Se"fces Unit (perhaps several people) for a Reception Center or Rest Area, if the District contains such a facility. As these positions are filled, they should be listed on new pages inserted after page 16. Page 17: This page lists only the three Feeding Service Deputy Supervisors, plus one blank space. Eventually, the Feeding Service should have: -an Ass't. Supervisor for each Fixed Feeding Station. -an Ass't. Supervisor for each Support Unit. -an Ass't. Supervisor in charge of each Mobile Feeding Unit (if any). As these positions are filled, list the positions on additional pages and insert after page 17. If more than one Pet Shelter is planned, use the blank position to identify the Page 18: Shelter. INSERT EACH DISTRICT PACKET AFTER THE PACKET FOR ITS DIVISION. IF DIVISIONS ARE NOT USED, INSERT DISTRICT PACKETS IN ORDER AFTER THE COUNTY PACKET. 47 II Step 13-D Complete the Lodging Section Packets in Appendix 3 Cover Page: Enter the complete Lodging Section number (IAl, IA2, etc.) All Pages: Enter Lodging Section number before the page number. . Table of Organization (page 5 of packet) • Enter the complete District number in the "Manager" box. • Enter the complete Lodging Section number in the "DeputySupervisor" box. Other Personnel Attached ... (page 5) • This section is simply a reminder that the Lodging Section willinteract with various personnel working for other District-levelservices. Beside each position, you may want to note the numberof personnel holding each position and working within the area ofthe Lodging Section. Personnel Positions (page 6) • Enter the complete "Lodging Section No." at the top. • Under Lodging Aide, enter the names of any residential neighborhoods or areas for which a particular Lodging Aide will be responsible. (The Lodging Aide coordinates Lodging Section operationswith local residents-in particular, the Lodging Aide will "match"evacuee families with any private dwellings whose owners voluntarily accept evacuees.) • In the large box, briefly list the positions (from page 5) of Districtpersonnel working in the Lodging Section. Congregate Care Facility Managers • Complete the left-hand column for each congregate lodging buildingin the Lodging Section. Reproduce this page if more than fourbuildings are used. (This information is from the Evacuee AssignmentForms at the back of the Lodging Section packet.) INSERT EACH LODGING SECTION PACKET AFTER THE PACKET FORITS DISTRICT. 48 II STEP FOURTEEN Develop an Operational Checklist of R/C Responsibilities and Actions before and during a Crisis Appendix I of the County R/C Plan should list the required activities of R/C officials at each stage of preparedness and operations. APPENDIX 1in the Planning Format is such a Checklist. It describes responsibilities during: • a preparatory period-from the present time up to a decision to relocate. (The first item in the Checklist specifies the periodic review and updating of the County R/C Plan.) • the initial movement phase of a relocation operation, including the activation of the host County R/C Service. • the "reception" phase of a relocation operation-what to do as evacuees begin arriving in the County. • the "population maintenance" phase-supporting evacuees in congregate lodging, coupled with continued development of fallout shelter preparations. • the return movement. • the termination of R/C operations. • Warning, Attack, and Post-Attack phases of a relocation interrupted by enemy action-including population maintenance during a Shelter period. Appendix 1 of the Planning Format may be inserted as Appendix 1 of the County R/C Plan. Or portions of the Appendix may be modified to refer more specifically to the local situation for example, "activate Reception Centers" could be expanded to name the Centers and give their locations. You will also want to compare the terminology ("Public Safety Service," etc.) with that used elsewhere in County preparedness plans. Assuming the R/C Plan or "annex" is prepared first, other positions of a County Crisis Relocation Plan should be coordinated with the Reception/Care activities in each phase. 49 II STEP FIFTEEN Complete Main Plan The Planning Format includes a 17-page County Reception/Care Plan which may be completed quickly and easily, using information appearing in various Appendices. This statementof the County Plan is intended to serve several purposes. • The Main Plan introduces the more detailed material in theAppendices. • The Main Plan can be used to acquaint all interested audienceswith potential needs for evacuation, the R/C mission, theorganizational structure of the County R/C Service, the division of the County into various R/C jurisdictions, and contingencyplans for staffing and operating a local R/C Service during anemergency. • The Main Plan provides basic information which can be used toorient and train: -interested local audiences; -potential R/C staff members. To support these several potential uses, the Main Plan has been held to a relatively succinct and general statement of R/C purposes and organization. As the following instructions will suggest, various portions of the Main Plan may be elaborated to provide more detail on local circumstances and situations. Cover Page: Fill in the name of the "Host Area" (Smith County, etc.) At the bottom, fill in the name and address of the local preparedness office issuing the Plan. Introduction (page 4): In the appropriate spaces indicate: • the total number of evacuees; • the "home communities" or risk area from which the evacueeswould come to the County. • the names of other host counties, at-risk counties and cities, andmilitary bases whose evacuation plans relate to this County's Plan. 50 II Situation (page 6): Item 2 refers to "appropriate State laws." You may want to substitute a more specific or lengthy statement of the auspices and authorities under which this planning is conducted. Evacuee Population (page 7): The breakdown of the evacuee population into organizational and family/ individual groups can be obtained from Appendix 5. Organization (page 10): Remove "Divisions" from the Table if they are not used in the County R/C Service. Map (page 11): Insert the County R/C map appearing in the Appendix 3 "packets," and modify the "Legend" if Divisions are not used. Chain of Command (page 12): Remove the paragraph on R/C Divisions if they are not used in the County Plan. Tables of Organization (page 13): IfDivisions are not used, remove the four positions associated with the Division level. Core Staff Members (page 16): Review the entire page to insure that it is consistent with the County's approach to staffing. Ifthe three R/C positions at the top of this page have not been selected, modify the last sentence of the first paragraph to read: "The three critical positions in the R/C structure are:" As with most of the forms contained in the Planning Format, it is anticipated that the Main Plan can be copied and the necessary information inserted on the copy. However, substantial modifications may require retyping the Plan. 51 II STEP SIXTEEN Continuing Development of the CountyR/C Plan and Standby Organization The first objective of this planning process is to create an organizational framework whichcould be used to guide a "crash" evacuation-and-hosting effort on short notice. The CountyPlan prepared under the preceding steps provides for a systematic approach and greatlysimplifies the problems to be faced in a crash effort by: • pre-designating the specific facilities in which evacuees wouldbe lodged, sheltered, and fed. • pre-designating the R/C units and areas whose headquarters would supervise manageable numbers of evacuees and facilities. Ifnecessary, a crash evacuation effort could be organized solely on this basis. Large numbers of evacuees would arrive at the Reception Center(s), and would be allocated to already identified congregate lodging buildings. For each building and its lodgers, appropriate shelter and feeding locations would be designated in the Plan. R/C staff recruited on the spot-from among both local residents and evacuees-would be told by the Plan which facilities to open and which headquarters to set up and staff. Qearly, however, to prepare for an orderly handling of large numbers of evacuees, the County preparedness effort should continually update the R/C Plan, add standby staff officials to the on-paper R/C Service, and orient and train staff to set up the organization rapidly and smoothlyduring a crisis. The Plan makes provision for such efforts in the following ways. Staffing As new R/C staff members are identified, enter their names in the appropriate "slots" in theCounty, Division, District, and/or Lodging Section packets in Appendix 3. The form on pages 3-5 of the Planning Format provides a "summary list" of all positions currently filled acrossthe County. Note that standby R/C staff members can be identified either by name or by their current "Position" in another organization. Local planners may w,ant to designate the "Superintendantof County Schools," the "Manag~r of X Company," or some other position-holder as being responsible for a particualr R/C job. In a crisis or training activity, the designated officeholder would be contacted. (This approach avoids changing the Plan when these positions areheld by new office-holders. But it also requires the cooperation of the organizations involved, who must make this standby R/C role a part of the recognized responsibilities of the other job.) 52 II Participating Organizations Either host-County or risk area organizations may be participants in R/C planning and/or contingency staffing effotts. Appendix 4 includes summaries of organizational plans or arrangements to help staff a R/C Service in a crisis. (More elaborate organizational preparedness plans should also be on file at the County R/C Headquarters.) These summary organizational plans in Appendix 4 should include plans for evacuated (risk area) organizations which will provide staff for the host County R/C Service. Note that the Organization Assignment Form in Appendix 5 may be completed without interaction (at this stage) with the risk area organization-in a crisis, its employees would simply be told to report to the designated facility. However, if the risk area organization is to provide R/C staff, this plan should be worked out in discussions among representatives of the host County R/C planners, risk area planners, and the organization itself. The status of an organization's participation would then be indicated in a summary organizational plan inserted in Appendix 4. Alternative Staffing Levels Volume IV ofReception and Care Planning Guidance for Host Communities (Part Four, pp. 181-182) describes five staffing levels which indicate roughly the "readiness" of a host County R/C Service. Thus, Level One includes three key staff members, Level Two includes nine positions, and so on. As additional staff are added on a standby basis, County prepared ness planners should attempt to fill R/C positions in roughly the order indicated. (Of course, no one desiring a particular position should be turned away, but the County's readiness level will be determined by whether the slots at each staffing level are filled.) Orientation and Training Volume I of Reception and Care Planning Guidance for Host Communities describes modules of training content which may be used to orient and train County R/C staff. These modules are segments of the planning guidance which relate to particular purposes. The training and orientation modules are developed around R/C functions, and their content is elaborated 'llore or less to cover "normal" or "crash" training situations. 53 III RECEPTION/CARE PLAN Host Area If the threat of disaster should ever lead to the evacuation of higherrisk areas in this region, this County could serve as a host area in which specified numbers of evacuees would be provided emergency lodging, fallout shelter (if necessary), and other essential supporting services during a crisis period. This contingency plan describes how the County would be organized to provide such Reception/Care services in an orderly manner. III PREFACE Reception/Care Plans are based on the "worst case" assumption that all potentially at-risk communities in a region might be evacuated in a crisis. The maximum possible number of potential evacuees is then allocated to the remaining communities in the region. Within each county and community, specific numbers ofevacuees are preassigned to the various buildings and facilities which could be used as (I) congregate living quarters and (2) fallout shelters. On the basis of this distribution of evacuees, the host County and its communities are divided into Reception/Care (R/C) jurisdictions-areas with designated R/C headquarters and.staffs who would be responsible for placing evacuees in particular facilities, organizing them, and providing essential services to them. Two kinds of local contingency plans have been developed to prepare for a nuclear threat. Community Shelter Plans (CSPs) describe emergency procedures and the use of fallout shelter facilities available for the "in place" popula tion of each community. Crisis Relocation Plans (CRPs) describe the evacuation of probable at-risk areas and the care of evacuees in other "host" communities. The two types of plans are closely interrelated, since evacuees as well as host area residentswould require fallout shelter if a radiation hazard developed. This plan describes the Reception/Care Services that would be needed to organize and support these evacuees in an orderly manner. Reception/Care Services include congregate lodging;fallout shelter, if needed; feeding; protection and care of institutionalized groups and otherspecial populations such as the infirm or the handicapped; and individualized and personalservices needed by evacuee families (including emergency financial support, pet care, etc.). Given the presumably low probability of a nuclear crisis, these preparedness planning effortsexist largely "on paper." But they describe orderly procedures by which emergency organizations could rapidly be developed and staffed in a crisis. They should eventually include detaileddescriptions of the structure and "core" staffing assignments for such organizations. 2 III CONTENTS " 2 Preface 4 Introduction 5 I. MISSION II. SITUATION 6 III. RESPONSIBILITIES 8 IV. ORGANIZATION AND STAFF . 9 Appendices 1. Checklist of Responsibilities and Actions. 1-1 2. Tables ofOrganization. . . . . . . . 2-1 3. R/C Jurisdictions and Staff Assignments . 3-l 4. Summary Organizational Plans for Crisis Relocation 4-1 5. Congregate and Fallout Shelter Assignments for Evacuees to be Hosted in This County . . . . . 5-1 3 III INTRODUCTION This Reception/Care Plan describes procedures for receiving, organizing, and "hosting" evacuees who might come to this County from disaster-threatened communities in the region. Portions of the Plan may be applicable in a variety of potential disaster situations, including natural disasters on a very large scale, industrial accidents, or tense international confrontations. This Plan is focused on a "worst case" possibility-a very severe international crisis, in volving the possibility of nuclear attack, and leading to an evacuation of probable target cities. Potential enemies of the United States have evacuation plans which might be implemented under such crisis conditions. American preparedness plans are developed to insure an equivalent amount of protection for the population of this country. Given the worst-case assumption-a crisis evacuation of all potential target areas in the regionthe R/C operation in this County would involve: total evacuees to be hosted: home communities of evacuees: To reduce the load on the local community, this Plan provides for the relocation of a certain number of organizational units from the evacuated area. These organizations-employees plus their families-would move as groups into predesignated facilities in the County. They would then be able to organize their own people to provide many essential services. They might be used, also, to help staff other R/C jobs in the County. Reception/Care planning is a cooperative, multijurisdictional process. This Plan is coordinated with the evacuation or hosting plans of the following other communities: The Plan, which now exists largely "on paper," would be activated only in the crisis situation itself. Only core staff are designated here, on a standby basis. In a crisis, additional local residents would be needed to manage the operation. This R/C Plan is one Annex or part of the County's overall Crisis Relocation Plan (CRP), and is coordinated with local she]ter plans. 4 Hi I. MISSION The Planning Function. R/C planning is normally a modest, low-key effort. During a period of escalation or crisis buildup, this planning effort will receive much greater and more detailed attention. In either circumstance, R/C planning involves: • The allocation of the expected (maximum) number of evacuees to specific buildings and facilities around the County. • The defmition and mapping of R/C jurisdictions and headquarters locations that would be used to organize and support the evacuees. • The charting of the basic structure of the organization that would manage and carry out R/C functions throughout the County. • The designation of "core" staff who would assume key R/C positions in a crisis operation (and continued recruitment and training of individuals who could assume other R/C jobs). The Operating Function. During a crisis relocation, the County Reception/Care Services will: l. Receive, register, and assign evacuees to congregate care space in designated buildings and facilities around the County. 2. Provide for the lodging of evacuee families in any volunteered private dwellings which may be shared by County residents. 3. Provide designated fallout shelter space for both local residents and the evacuees in congregate quarters-if such shelter is needed. 4. Provide lodging and shelter space for institutionalized groups (such as nursing home residents) and individuals with special needs (such as the handicapped). 5. Provide feeding and other emergency services for evacuees. 6. Utilize both local and relocated organizations and their personnel in delivering R/C services. 7. Support the commuting of essential workers to the evacuated area. 8. When the crisis subsides, support the orderly return of evacuees to the risk area. Ifa disaster occurs, support the post-disaster recovery effort. 5 III ll. SITUATION The following conditions are assumed for purposes of Crisis Relocation Planning. I. Contingency planning involves three time periods. The preparatory period covers the time prior to an official decision to relocate. The relocation period begins with that decision and includes the movement of evacuees, their reception andmaintenance, and their return movement. An attack period (if any) would com mence with attack warning and continue at least as long as people remained inshelter. 2. A relocation would be ordered under appropriate State laws. County prepared ness officials would have approximately six hours' notice of an impending evacu ation-and about 12 hours' notice of an official decision ordering the return of evacuees to their homes. 3. Evacuees will move largely as family units, in private automobiles, over a periodof approximately three days. Their stay in the host area would be approximatelyone week, somewhat longer under certain circumstances. 4. Within the risk area, most public services would be discontinued during the relocation period. Exceptions would be made to permit support of persons under hospitalor other institutional care who are too ill or infirm to be evacuated. 5. With respect to any evacuees who must pass through this County to reach other hostareas, Rest Areas will be established as necessary to support their movement. 6. Volunteered Private Dwellings. This Plan provides congregate lodging space for allevacuees. However, County residents would be urged to share their dwellings withevacuees. In such cases, evacuee families would be reassigned from congregatefacilities to the resident's dwelling. 7. Evacuees moving to this County will proceed in one of two ways: • "Organizational Evacuees"-employees ofdesignated risk area organizations, and their families-will travel directly to the congregate lodgingfacilities assigned to each organization. Institutionalized groups wouldalso be treated as "organizational" evacuees. • Individuals and Families-not relocated as part ofan organization-willproceed to a Reception Center, where they will be assigned to congregate lodging quarters somewhere in the County. 6 III The Evacuee Population The total expected (maximum) number ofevacuees to be hosted in this County: • Approximate number coming as families and individuals: Approximate number coming as organizational evacuees (employees plus dependents): Organizational evacuees are classified in one of three categories:' (C) Commuters-organizations whose employees (but not their families) would be required to commute to work in the evacuated area during the relocation period. (H) Host area support-organizations whose employees (and in some cases their families) could work in the County's Reception/Care Service or other emergency activities. (0) Other organizations-including organizations whose employees might be required to commute, or organizations caring for institutionalized persons. All of the relocated organizations moving to this County are listed in Appendix S, which provides detailed information describing each organization's (1) labor force, (2) number of dependents, (3) Reception/Care status-C, H, 0, (4) congregate lodging assignment in the County, and (5) fallout shelter assignment. Host Area Support organizations (H) are also treated in Part IV-B below, which describes the County R/C staffing plan. 7 III lll. RESPONSIBILITIES Responsibilities of the County R/C Service are summarized below for the preparatory, relo cation, and attack (or nuclear disaster) periods. Appendix 1 provides a detailed checklist of these responsibilities, including joint actions with other emergency services. Preparatory Period • Periodically review and update this Annex of the County CRP, including the numbers of congregate care, shelter, and potential shelter spaces in the County. • Prepare to operate Reception Centers (for arriving evacuees), and Rest Areas (for transitingevacuees), and prepare to open designated congregate care facilities as evacuees arrive. • Periodically review procedures for handling institutionalized and special care groups. • Gradually build up the standby R/C organization "on paper," maintaining contact withlocal (and risk area) organizations and personnel who would staff the R/C organizationin a relocation. • Periodically review R/C plans with County officials. • Maintain plans to recruit and train managers of congregate care and fallout shelter facilitiesbefore a crisis or during its initial stages. Relocation Period 1. Staff and operate Reception Centers, Rest Areas, and congregate care facilities. 2. Reassign evacuee families to volunteered private dwellings as these might become available. 3. Identify requirements for upgrading fallout shelter protection, prepare shelters foroccupancy, and complete training and assignment of shelter managers. 4. Support the return movement of evacuees and resumption of normal services in the County. Attack Period Upon receipt of attack warning, move the population into fallout shelter and maintain thisposture until "shelter emergence" is signaled by preparedness officials. 8 III IV. ORGANIZATION AND STAFF The County Reception/Care Service, which normally exists largely "on paper," would quickly become a sizeable organization as a crisis developed. This Plan prepares for the rapid buildup of the R/C Service by: • Pre-designating all buildings and facilities to be used, and the (maximum) number of evacuees using each structure. (These assignments of evacuees appear in Appendix 5.) • "Districting" the County into precisely defined R/C areas, each with a specific headquarters controlling R/C operations. Describing the staff structure and specific jobs in each headquarters • and area-even though individuals have been named for only a few of these positions. Describing the R/C chain of command linking the headquarters and • jobs in the County R/C Service. • Maximally utilizing the existing organizations in the County (school systems, eating places, etc.) to provide R/C services. • Utilizing certain evacuated organizations as manpower pools for the R/C Service and other emergency operations. • Requiring a number of evacuating organizations to organize their own people within their designated congregate care facilities. Relying on many owners and/or managers of buildings and facilities to • serve as R/C Facility Managers during the relocation period. Recruiting additional R/C staff from the local and evacuee populations • as a crisis develops. The following sections provide specific information about organizational structure and staffing arrangements. 9 III (A) Organization The County R/C Service is structured in terms of (I) levels of organization, (2) a chain of command, and (3) functions performed for evacuees. Appendix 2 provides detailed infor mation on the local organizational structure. (1) Levels of Organization The County is divided into the successively smaller R/C areas and units indicated below. Theprincipal headquarters are those for the County, the R/C Division, the R/C District, and theLOdging Section. The Countr Rest Area(s) ________..J I.___________Reception Center(s)(forevacuees (forinconrlngin transit) evacuees) R/C Divisions R/C Districts rgfug SectiTl I I I personal special congregate congregate fallout services care feeding lodging shelter facilities facilities facilities facilities facilities -(individual buildings)- Maps. The map on the following page indicates the division of the County into R/C jurisdictions, locates Reception Centers and Rest Areas, and locates principal headquarters down to the District level. _Appendix 3 provides more detailed maps of each of these jurisdictions, describes the headquartersunits, and lists key personnel positions. 10 III COUNTY RECEPTION/CARE UNITS Legend I, II, etc. R/C Divisions R/C Division Boundaries @ Reception Center A, B, etc. R/C Districts R/C District Boundaries @ Rest Area 1, 2, etc. Lodging Sections Lodging Section Boundaries @9 Emergency Operating Center (and County R/C Headquarters) II III (2) Chain of Command The County R/C Service would operate directly under the County's chief preparedness official, who would also provide direction to other Emergency Services handling the Public Safety, Fire Protection, Health, and Resource/Supply functions. The organization of the R/C Service is briefly discussed below. The chart on the following page outlines the major units at each level and the key staff members. It should be noted that the operating services have direct care-of-people responsibilities, while the shelter planning and auxiliary service personnel perform supporting or advisory functions at each level. The County R/C Coordinator would direct this Service from a headquarters in the Emergency Operations Center (EOC). The County R/C staff would include Deputy R/C Coordinators for Welfare-Shelter Operations and Reception Centers/Rest Areas, plus the County's Directors of Shelter Planning and Auxiliary Services. Under the Deputy Coordinator for Welfare-Shelter Operations, there is an Assistant Coordinator for each of the five component services (Lodging Shelter, Feeding, etc.) Reception/Care Divisions have smaller staffs, which could operate from the County headquarters or be located in the areas for which they are responsible. (The Divisional unit serves largely a coordinating function between the County and the District-the Division does not have staff members for the separate Operations functions.) R/C Districts are directed by District Managers, with designated headquarters locations in theDistrict and a complete staff,directing all of the Operations functions. Ideally, the Districtwould operate as a largely self-contained unit, providing a full range of lodging-shelter, feeding,and other services in its area. Lodging Sections are small (or thinly populated) areas within the District. Each would have adesignated headquarters, directed by a Deputy Supervisor for Lodging-Shelter on the Districtstaff. The Deputy Supervisor would supervise the Managers of individual congregate lodgingfacilities (and shelters)-and a Lodging Aide who would be responsible for reassigning families to volunteered private dwellings in particular areas or neighborhoods. Other R/C Facilities or buildings (for example, eating places, special service institutions, orpet shelters) would operate directly under the supervision of the appropriate Supervisor atthe District level. Appendix 3 provides detailed information on County R/C organization and the personneldesignated to perform each job. Of course, most of these positions would only be filled as acrisis or disaster threat were developing, but a number of the positions will be filled on a"standby" basis as this Plan is developed further. 12 III RECEPTION/CARE ORGANIZATION Chief Preparedness Official I County Director--R/C Coordinator-Director Auxiliary Services Shelter Planning I Deputy R/C Coordinator I Deputy R/C Coordinat?r ----+---Reception Centers/Rest Areas Welfare-Shelter Operations I Reception Center Assistant Coordinators Assistant R/C Coordinator for: Lodging-Shelter Rest Area Registration Assistant R/C Coordinator Feeding Special Services Personal Services Division I __ Deputy Director Deputy Directory-_ Deputy R/C Coordinator _ Auxiliary Services Shelter Planning I I Assistant R/C Coordinator (Two or more Districts) I I District Manager --·- -·-1 '-·-·-·-·-·I I I I Assistant Manager Assistant Manager Administration Operational Liaison--· --· I 1 Supervisor Supervisor Supervisor Supervisor Supervisor .·-special Services Registration Lodging-Shelter Feeding Personal Services I Deputy Supervisor - Shelter Lodging Section Deputy Supervisor Residential Area (Neighborhood)Congregate Facility Manager Lodging Aide --line Operations ---Staff Functions -.-Technical Assistance and Guidance III (3) Reception/Care Functions The R/C Service would be organized around the functions which must be performed to meetthe essential needs of people during a relocation. The three principal functions would be (a) Welfare-Shelter Operations and the two supporting functions of (b) Shelter Planning andAllocation and (c) Auxiliary Services. (a) Welfare-Shelter Operations would perform the services required to organize evacuees and meet their essential needs. Five separate R/C services would perform these functions: -The Lodging-Shelter Service would operate and manage congregatelodging facilities-and fallout shelter facilities if people were requiredto "take shelter." -The Feeding Service would provide meals. -The Registration and Information Service would register evacuees,process inquiries, help locate missing persons, and disseminate operational information. -The Special Services would meet family needs for financial assistanceand would care for aged, infirm, and other evacuees requiring specialsupport. -Personal Services/Clothing would meet special family needs for essential personal care facilities and services, pet care, and diverse other services. (b) The supporting function of Shelter Planning and Allocation would deal with special problems associated with fallout-shelter protection, includ ing the assessment and assignment ofshelter space, the upgrading of existing buildings to provide better protection, and assistance to shelter managers. (c) The supporting function of Auxiliary Services would coordinate training,orientation, public information, and services relating to public moraleduring the relocation period. The R/C staff directing and performing these functions would be headquartered primarily at the County and District levels, with lines of authority reaching down to the Lodging Sections and individual buildings as appropriate. 14 III B. Staff To organize and care for several thousand evacuees-in an orderly and effective mannerwould require a sizeable and well-organized Reception/Care Service. However, a full-scale R/C organization would come into being only as a severe crisis developed. Many members of the County R/C Service might have to be recruited and assigned to their positions virtually "on the spot." Such a crisis-activated organization can only function well if its planning is quite specific and ifits jobs are very clearly defined in relation to one another. This Plan works toward such a crisis-activated R/C Service by: (1) predesignating specific R/C jurisdictions-Divisions, Districts and Lodging Sections-each with a predesignated headquarters location from which R/C operations would be managed. (2) predesignating the specific facilities or buildings which would be used to lodge, shelter, feed, and provide other services. (3) clearly defming the duties of each R/C job at each level of the organization, so that laymen recruited and assigned on short notice could readily understand where they would work, what they would do, and how they would relate to other positions and headquarters in the County R/C Service. ( 4) designating specific evacuated organizations as sources of manpower for the R/C Service. (5) designating "core" staff members of the R/C SerVice on a standby basis-and gradually recruiting and training additional staff members drawn from the local population. The County's approach to staffing a Reception/Care Service-and the principal sources of staff members-are indicated on the following page. Appendix 3 describes specific personnel assignments which have teen made to date. 15 III Core Staff Members Key officers of the Reception/Care Service are now designated on a "standby" basis. Theywould be expected to report to their R/C headquarters at the first indication of a crisis. Ifthe situation worsened, they would enlist new R/C personnel and initiate them into theirjobs at each level. The first three positions for which R/C officials are designated are: • The County's R/C Coordinator • The County's Deputy R/C Coordinator for Welfare/ShelterOperations • The Director of Shelter Planning and Allocation on theCounty-level R/C Staff. As planning proceeds, additional key positions at the County, Division and District levelswill also be filled on a standby basis. An up-to-date list of core staff people will be maintained in Appendix 3 of this Plan. Sources ofReception/Care Staff In an emergency, the potential sources of R/C staff in this County would include: • Citizens working with public and voluntary social serviceand welfare agencies. • Personnel of the school system. • Members of churches and religious organizations. • Owners or managers of the specific buildings or facilitiesin which evacuees could be housed and fed. Other sources ofstaff members would include: • Risk area organizations evacuated and lodged together, andused as manpower pools by the R/C Service. • Personnel recruited among the evacuees themselves, and residents of this County recruited b~fore or during the crisis. 16 III SUMMARY Reception/Care Planning and Operations County R/C planning involves the allocation of all potential evacuees to predesignated congregate lodging facilities (specific buildings) across the County. For the evacuees housed in each building, fallout shelter space is also allocated in the same or adjacent structures. (These fallout shelter assignments of evacuees are compatible with the allo cation of shelter space to local residents.) Given the above distribution of evacuees, the County is subdivided into Divisions, Districts, and Lodging Sections-each with a Reception/Care headquarters which would manage the lodging, feeding, sheltering, and other emergency services for evacuees assigned in that juris diction. In the event of a very severe crisis and evacuation order: (1) organizational evacuees-em ployees plus their families-would travel directly from their Risk Area homes to specific buildings set aside for them in this County; and (2) families and individuals not attached to organizations would travel to the County Reception Center(s), where they would be assigned to the congregate lodging facilities around the County. The County R/C plan describes the organization which would operate at the County, Division, District, Lodging Section, and facility levels to provide emergency services for evacuees. Key staff members have been appointed on a standby basis. Other staff positions would be ftlled as a crisis developed. The County R/C Service would receive, organize, and manage evacuees, and provide essential supporting services while evacuees are housed in congregate lodging facilities. This same R/C organization would manage the movement of evacuees into fallout shelter (if necessary), and would continue to manage the provision of essential services while the population remained in fallout shelter: Following an attack, and as soon as conditions permit, the R/C Service would manage the movement of evacuees out of shelter, returning them to their same congregate lodging facilities and supporting them there until such time as the evacuees leave this County. 17 County Reception/Care Plan }\PPENDIX 1 CHECKLIST OF RESPONSIBILITIES AND ACTIONS III County Reception/Care Plan Appendix l CHECKLIST OF RESPONSIBILITIES AND ACTIONS This Appendix outlines the major responsibilities and actions of the County Reception/Care Service in the preparatory period and in five successive phases of the relo cation period. The sequence of periods covered is: • preparatory period • relocation period-initial movement • relocation period-reception in host area • relocation period-population maintenance • relocation period-return movement • relocation period-termination of operations Following the checklist is a brief statement of R/C responsibilities during and following an enemy attack-if such an attack should occur. Preparatory Period (pre-crisis through decision to relocate) l. Review status of Reception/Care plans and update as necessary, with attention to: • The definition of risk and host areas. • The availability of congregate care, fallout shelter, and potential fallout shelter spaces in the host jurisdiction, including schools, churches, government facilities, commercial establishments, and other facilities. • The solicitation and listing of private dwellings to lodge evacuees on a voluntary basis. • The size and composition of the risk area population to be relocated. • The specification of organizations to be relocated as units. l-3 III • The readiness of Reception and Care Services and the assignment of Reception/Care tasks to organizations in the hostand risk areas. • The allocation of evacuated organizations, families, and individuals across host communities. • The designation ofspecific facilities to be used to lodgee"acuees and to shelter both the resident and evacuee populations, with the associated requirements to construct or upgrade shelters. • Plans for the recruitment, training, and assignment of shdtermanagers. • The adequacy of community shelter supplies and equipment,including RADEF instruments. • The determination of mass feeding facilities, food and waterrequirements, and sources of supply. • Provision for personal needs and services. • Provision for religious and spiritual needs, and recreational outlets. • Procedures for registering evacuees and assigning them to spe cific lodging facilities for organizational groups and unattachedfamilies. • Procedures and facilities for meeting needs of institutional and other special care groups. • Public information programs and instructional services. • Procedures for effecting an orderly return movement back tothe risk area. • Procedures for effecting an orderly return to normal servicedelivery patterns in the host area. 1-4 III 2. With Direction and Control (Executive StafD, review and check plans for: • Establishment of public information policy relating to Reception/Care. • Procedures to release public information. • Release of official information and instructions to the public. • Activating Reception/Care Service. • Maintaining RADEF monitoring capability. • Assignment of Reception/Care personnel to EOC. • Administrative Control Policies and Procedures. • Communications. Establish liaison and check plans with private and government relief 3. and welfare organizations. 4. With Public Safety Service, review and check plans for • Designation of lodging, feeding, shelter, and parking areas. • Police coverage of lodging, feeding, shelter and parking areas. • Staging areas and pass system for essential workers who commute to risk area. • Support and assistance for evacuees transiting the County. • The reception of evacuees. • Traffic control in the County. • Billeting and feeding of supplementary Public Safety Service personnel. l-5 III 5. With Fire and Rescue Service, review and check plans for: • Requirements for fire prevention and control. • Billeting and feeding of supplemental Fire and RescueService personnel. 6. With Health and Medical Service, review and check plans for: • Provision of safe drinking water. • Garbage and waste disposal (also with Resource and SupplyServices). • Food inspection. • Inoculation and immunization. • Housing and lodging inspection. • Vector control. • Medical and sanitation coverage of Reception/Care facilities. • First-Aid and nursing services. • Hospitalization of sick and injured. • The handling of deaths. • Supplementary feeding services for hospitals and other medical facilities (if necessary). • Billeting and feeding of supplementary Health and MedicalService personnel. 7. With Resource and Supply Service, review and check plans for: • Shelter requirements, including supplies, and constructionof expedient shelters. • Use of relocatees in augmenting emergency labor force. 1-6 III • Transportation requirements of the Reception/Care service. • Rationing of food, utilities and other items. • Food supply and distribution. • Provision for personal services. • Collection and disposal of trash and garbage (also with Health and Medical Service). • Remodeling or construction of emergency facilities and equipment. • Utility requirements. • Sanitary facilities and requirements (also with Health and Medical Service). • Billeting and feeding of supplementary Resource and Supply Service personnel. Relocation Period-Initial Movement 8. Activate Reception/Care Service. • Staff Reception/Care unit in EOC. • Establish Rest Areas and open evacuee Reception Center. • Ready congregate lodgings for occupancy. • Urge residents to volunteer homes for lodging evacuees. • Ready nursing homes and improvised facilities for reception and care of aged, infirm and other special care groups. Initiate canteen services and ready mass feeding facilities. • 1-7 III 9. With Public Safety Service. • Coordinate the marking of evacuee parking areas and positioning of traffic control and directional signs. • Arrange for movement of evacuees through the jurisdictionor to appropriate evacuee parking areas, including the provision ofinformation and other services at Reception Center(s)and at Rest Area(s). 10. With Health and Medical Service. • Arrange for· assignment of medical personnel to Rest Areasand to Reception Center for cursory examination ofrefugeesand provision of emergency medical services. 11. With Resource and Supply Service. • Arrange for construction and location of temporary sanitaryfacilities (as necessary). • Arrange for garbage collection. • Arrange for food distribution service. Relocation Period-Reception in Host Area 12. Initiate Reception/Care operations. • Register evacuees and assign to lodgings, including privatehomes volunteered by host-area residents. • Issue information and instructions to evacuees regarding:a) lodging and feeding;b). health and sanitation;c) fallout shelter; andd) personal services. 1-8 III Place the aged, infirm, and other groups requiring individual • care in predesignated nursing homes and other institutional or improvised facilities. Provide canteen and mass feeding services as required. • • Establish an information and counseling service to serve both evacuee and resident populations. 13. With Direction and Control (Executive Staff): • Provide for Reception/Care communication requirements. • Provide for dissemination of essential and authorized public information to evacuees and the host-area population. 14. With Public Safety Service: • Coordinate the movement of evacuees using public transportation to registration Centers in Reception/Care Districts. • Assure police coverage of registration centers in Reception/ Care Districts, congregate lodgings, and feeding centers. Expedite movement of evacuees to parking, registration, and • lodging areas. 15. With Fire and Rescue Service: • Initiate fire safety patrols in Reception/Care Districts. • Initiate fire safety surveillance of special care facilities. 16. With Health and Medical Service: Establish first aid and emergency medical facilities to • serve Reception/Care Districts. • Carry out cursory health examinations of registrants. 1-9 III • Advise relocatees of emergency medical arrangements. • Institute health and sanitation inspection procedures for lodgings, mass feeding centers, and other Reception/Carefacilities. I7. With Resource and Supply Service: • Arrange (as necessary) for initial food distribution. • Initiate (as necessary) measures to assure shelter for bothevacuee and resident populations. • Arrange for prompt utilization of available evacuee manpower in host area emergency operations. Relocation Period-Population Maintenance I8. Carry on Reception and Care Services. • Maintain canteen and mass feeding services. • Maintain emergency Special Services to provide for:a) lodging complaints and adjustments;b) financial assistance and other individual andpe~sonal needs; and c) individual and family counseling. • Organize recreational, cultural and spiritual programs. • Carry on an emergency information and instruction program. • Train selected personnel in use of shelter RADEF equipment. • Prepare and test plans for movement from lodging to shelterin event of Attack Warning. • Train selected personnel for Shelter Managers and other"In-Shelter" leadership responsibilities. 1-10 III 19. With Direction and Control (Executive StafO • Clarify and implement government emergency policies and objectives. • Establish and maintain reporting requirements and clearance procedures. • Implement coordination procedures with other emergency services and neighboring jurisdictions. • Maintain flow of public information via mass media. 20. With Public Safety Service • Maintain police coverage of congregate lodgings and mass feeding facilities. • Maintain street patrols and police surveillance of lodging areas, special care facilities, Special Service Centers, and other Reception/Care facilities (as required). 21. With Fire and Rescue Service • Institute fire safety measures in congregate lodgings, mass feeding facilities, special care facilities, and other Reception/Care facilities (as required). • Maintain fire safety patrols in Reception/Care Districts. 22. With Health and Medical Service • Implement water and sanitation inspection procedures throughout Reception/Care Districts, including congregate lodgings, special care facilities, mass feeding centers, and canteen services. • Maintain periodic health inspection procedures • Maintain emergency medical care centers on a 24-hour basis. • Provide medical self-help training for evacuees. 1-11 III • Establish criteria and procedures for assignment and emer gency movement of critically iii and injured to designatedhospitals. • Establish procedures for handling deaths among evacuees. • Clarify procedures for procurement of necessary drugs andpharmaceuticals for evacuees. 23. With Resource and Supply Service • Construct necessary expedient shelter to meet needs of bothevacuee and resident populations. • Maintain an adequate water supply. • Arrange for distribution of food supplies to retail outlets and/or other designated distribution centers. • Maintain regular garbage and sanitation pickups. • Provide construction and engineering assistance necessary toReception/Care operations. • Implement rationing procedures instituted for water, food,power supply, fuel, etc. • Arrange transportation for evacuees without available meansof transportation and for transport of essential Reception/Care supplies and equipment. • Utilize evacuee manpower and skills in staffmg essential emergency services and projects. Relocation Period-Return Movement 24. Phase out Reception/Care operations • Upon authorization, announce return movement to evacuees. • Advise evacuees of time and method ofdeparture. 1-12 III • Require evacuees to clean up occupied areas. • In accordance with movement schedules, evacuate Lodging Sections, close congregate lodgings, and close emergency feeding centers. • Schedule departure times and arrange transportation for special care groups from nursing homes and other emergency facilities. • Collect RADEF instruments. 25. With Direction and Control (Executive Staff) • Disseminate information to evacuees detailing times and methods of departure. • Prepare public information releases. • Gear and coordinate release of evacuees from R/C Districts with D&C and with other services. 26. With Public Safety Service. • Expedite movement from evacuee parking areas. • Augment patrols in Lodging Sections. • Reactivate traffic control stations and roadblocks. • Coordinate movement of evacuees from parking areas. • Reinstitute comfort and other emergency services at Rest Area(s) for evacuees transiting the County on their return to the risk area. 27. With Fire and Rescue Service • Arrange for safety check of vacated congregate lodgings, mass feeding centers, and other Reception/Care emergency facilities. 1-13 III 28. With Health and Medical Service • Coordinate withdrawal of medical, nursing, health, andsanitation coverage of congregate lodgings, special carefacilities, mass feeding centers, etc., with evacuee departure schedules. • Arrange release of ambulatory hospital patients into custody of families where such release is medically feasible. • Arrange emergency first-aid and medical coverage for evacuees while enroute to home jurisdiction. • Arrange sanitary inspection of lodgings, special care facilities, and feeding centers when movement is completed. • Arrange inspection of sewage anagarbage disposal areaswhen movement is completed. 29. With Resource and Supply Service. • Arrange public transportation for evacuees without privatemeans of transportation. • Arrange transportation for special care groups from nursinghomes and other special care facilities. • Coordinate close-down of food, fuel, and other emergencydistribution systems with the scheduled withdrawal of evacuees and closure of Reception/Care facilities. Relocation Period-Termination ofOperations 30. Close out Reception/Care Operations • Complete cleanup of lodgings. • Return borrowed equipment. • Inventory property. 1-14 III • Close all canteen and mass feeding services. • Return risk area RADEF equipment. 31. With Public Safety Service. • Officially terminate all police protection and coverage of Reception/Care facilities and operations. 32. With Fire and Rescue Service • Officially terminate all frre inspection and protective services for Reception/Care facilities. 33. With Health and Medical Service • Officially terminate first-aid, medical, nursing, health and sanitation measures that were in support of the Reception/ Care Service. 34. With Resource and Supply Service • Arrange for repair ofdamaged Reception/Care emergency facilities. • Arrange for removal of emergency structures erected for use of the Reception/Care Service. • Officially terminate emergency sewage and garbage disposal measures that were in support ofthe Reception/Care Service. • Coordinate plans for razing expedient shelters. • Terminate supportive communication and transportation services and facilities for the Reception/Care Service. 35. With Direction and Control (Executive StafD • Submit accounting and operational reports. • Transfer official data and records to D&C. 1-15 III • Transfer any special claims. • Officially terminate Reception/Care operations. The Continuation of Reception/Care Responsibilities andFunctions Through Warning, Attack, and Post-Attack Periods One principal reason for'Crisis Relocation Plarrning is the possibility that this country willbe threatened by an enemy's use of nuclear weapons. The evacuation of probable risk areaswould reduce our population's vulnerability to the direct effects ofnuclear detonations.Assuming that fallout shelter is available in host areas, the total casualties resulting fromsuch an attack would be dramatically reduced by an evacuation. (By possessing a relocation capability which could sharply reduce casualties, we also make it less likely that an enemy willconsider such an attack to be worthwhile.) This Reception/Care Plan takes account of the possibility that an attack warning or actualattack could interrupt the sequence of Reception/Care activities during any phase coveredin the preceding Checklist. Should a warning or attack occur before the order to evacuateduring the preparatory period-the population would be advised to "take shelter" in theirhome communities. Under that circumstance, no official evacuation would be ordered,though host communities might still receive a number of "spontaneous" evacuees who couldbe cared for under the provisions of this plan. And following an attack, the hosting capability developed here might be utilized to care for postattack evacuees from damaged areas. Should a warning or actual attack occur during the movement, reception, or maintenancephases described in the above Checklist, the response will be to activate Community ShelterPlans (CSPs) for the protection of the "in-place" population-as those Plans are modifiedby actions and population movements taken before that point.in time. In essence, this meansthat: 1. risk area residents who have not yet moved (or moved very far)will utilize locally available fallout shelters in their home communities; 2. risk area evacuees in or near their host areas will utilize sheltersdesignated for them in this R/C plan; 3. host area residents (the population of this County) will utilizethe shelter spaces provided under our Community Shelter Planwhich is totally consistent with the allocation of shelter spacein this R/C plan. 1-16 III In the event of an attack warning, official communications will indicate the safest course of action (continued movement, or return to shelter in the home community) for evacuees at various stages of their movement to host areas. The above Checklist and other sections of this Reception/Care Plan make provision for the response to warning, attack, and postattack requirements by: • Predesignating fallout shelter space for evacuees housed in each congregate care facility. (These allocations of shelter space are recorded in Appendix 5 of this Plan, and are compatible with the allocation of shelter space for local residents of this County.) • Providing for continuity of R/C management throughout any emergency period. Thus, congregate care Facility Managers operate under a R/C hierarchy of Lodging Section headquarters, R/C Districts, Divisions, and the County R/C Headquarters. Included in this R/C organization are Shelter Planning and Allocation officials, who will work with Lodging-Shelter Service personnel to prepare for a smooth transition from congregate care to shelter facilities, should that movement become necessary. In most cases, it is expected that congregate care Facility Managers will also serve as Managers of the fallout shelters assigned to their evacuees. • Including in the above R/C Checklist those actions required in each relocation period to prepare for a possible response to warning or attack. • Including in the description of individual Reception/Care jobs those duties and responsibilities associated with preparing for a transition from .congregate care lodging to fallout shelter living, should the need arise. (Job descriptions for individual positions in the County R/C Service are contained in Reception and Care Planning Guidance for Host Communities: Volume IV StaffResponsibilities-Job Descriptions. This guidance document is available at the local preparedness office. These job descriptions are copied and provided to individual job holders as they are designated for particular positions in the County R/C Service.) 1-17 County Reception/Care Plan APPENDIX2 TABLES OF ORGANIZATION The Tables describe the horizontal and vertical organization, and chain of command, for the County R/C Service. Every management position in the R/C organization is included in these Tables. Job Descriptions for each of the R/C positions are contained in the volume entitled: Reception and Care Planning Guidance for Host Com munities. Part IV: Tables ofOrganization-StaffRe sponsibilities which is available in the County's preparedness office. Note: Ifno Tables are presented in this Appendix, the County is now using the organizational format and Tables included in the above-mentioned volume. III CONTENTS 5 A Reception/Care Services-County Level (Command Structure) B. Reception/Care Services-Division Level (Command Structure) 9 13 C. Reception/Care Services-District Level (Command Structure) D. Welfare-Shelter Operations-Lodging-Shelter Service (Vertical . . . . . 17Organization) . . . . . . . . . . . . . . . . . . . E. Welfare-Shelter Operations-Registration and Information Service . . . . . . . . . . . . . . . . 21 (Vertical Organization) 25 F. Welfare-Shelter Operations-Feeding Service (Vertical Organization) 29 G. Welfare-Shelter Operations-Special Services (Vertical Organization) H. Welfare-Shelter Operations-Personal Services/Clothing (Vertical 33Organization) . . . . . . . . . . . . . . . . . I. Shelter Planning and Allocation (Vertical Organization) . 37 43 J. Auxiliary Services (Vertical Organization) . . . . . . 2-3 County Reception/Care Plan APPENDIX3 RECEPTION/CARE JURISDICTIONS AND STAFFING ASSIGNMENTS III CONTENTS Summary List ofRIC Jurisdictions and Headquarters . 3-3 RIC Staff Positions Currently Filled 3-5 Descriptions and Staffing Assignments for: • • The County RIC Headquarters • Reception Center(s) and Rest Area(s) • RIC Divisions • RIC Districts • Lodging Sections *Each unit of RIC organization appears in a self-contained section, paginatedseparately. " 3-2 III Summary List of Reception/Care Jurisdictions and Headquarters Headquarters AddressR/C Jurisdictions 3-3 iii As of (date) Reception/Care Staff Positions Currently Filled Staff MemberPosition NameR/C Title Position R/C Unit .Address Remarks: Phone(H) (0) Name R/C Title Position R/C Unit Address Remarks: Phone (H) (0) Name R/C Title Position R/C Unit Address Remarks: Phone (H) (0) Name R/C Title Position R/C Unit Address Remarks: Phone (H) (0) 3-5 III County Reception/Care Plan Reception/Care Jurisdictions and Staffing Assignments ------------------Councy Countv-Page 1 III COUNTY RECEPTION/CARE UNITS Legend I, II, etc. R/C Divisions R/C Division Boundaries @ Reception Center A, B, etc. R/C Districts R/C District Boundaries @ Rest Area I, 2, etc. Lodging Sections Lodging Section Boundaries @9Emergency Operating Center (and County R/C Headquarters) County-Page 2 III County R/C Headquarters Building: -----------------Building No. ________ Address: - -----------------------------------Phone:------------ Boundaries Component Jurisdictions (Divisions and Districts) County-Page 3 III Reception/Care Services Command Structure COUNTY LEVEL Direction and Control (Civil Preparedness Coordinator) Reception/Care Coordinator r----- County ------1 I Director Director Shelter Planning r II and Allocation Auxiliary Services -, I I II Assistant Director,...I Shelter Assignment I -t I I I Assistant Director II I Expedient Shelter I -i I Assistant Director I I-I I Equipment and Supplies ....J I I L Assistant Director Shelter Management Deputy RIC CoordinatorReception Centers/RestAreasAssistant Coordinator Registration and Information Assistant Coordinator R.C.-R.A. Assistant Coordinator Lodging-Shelter Assistant Coordinator R.A. Assistant Coordinator Feeding Assistant Coordinator Personal Services/Clothin!! Assistant Coordinator Special Services Deputy R/C Coordinator Deputy RIC Coordinator Deputy RIC CoordinatorDivision I Division II Division III -Une operations ---Staff functions County-Page 4 III County Reception/Care Plan County Staff Personnel Positions Staff MembersR/C Position County R/C Coordinator Name Position Address Phone(H) (0) Deputy R/C Coordinator: Name Welfare-Shelter Operations Position Address Phone (H) (0) Deputy R/C Coordinator: Name Reception Centers/Rest Areas Position Address Phone(H) (0) Director Name Shelter Planning and Allocation Position Address Phone (H) (0) County-Page 5 III County Reception/Care PlanCounty Staff Personnel Positions (Continued) R/C Position Staff Members Director: Name Auxiliary Services Position Address Phone(H) (0) Assistant Coordinator: Name Lodging-Shelter Staff Position Address Phone (H) (0) Assistant Coordinator: Name Feeding Position Address Phone (H) (0) Assistant Coordinator: NameRegistration and Information Position Address Pltone(H) (0) County-Page 6 III County Reception/Care Plan County Staff ..... Personnel Positions "'~ · (Continued) ,,_ Staff Members R/C Position Name Assistant Coordinator: Special Services Position Address Phone(H) (0) Assistant Coordinator: Name Personal Services/Oothing Position Address Phone(H) (0) Name Assistant Coordinator: Reception Center/Rest Area Position Address Phone (H) (0) Name Assistant Coordinator: Rest Area Position Address Phone (H) (0) County-Page 7 III County Reception/Care PlanCounty Staff Personnel Positions(Continued) R/C Position Staff Members Assistant Director: Name Shelter Assignment Position Address Phone (H) (0) Assistant Director: Name Expedient Shelter Position Address Phone (H) (0) Assistant Director: NameShelter Equipment and Supplies Position Address Phone (H) (0) Assistant Qirector: NameShelter .Management Position Address Phone (H) (0) County-Page 8 'III County Reception/Care Plan County Staff Personnel Positions (Continued) Staff MembersR/C Position Name Assistant Director: Public Education and Training Position Address Phone(H) (0) Name Assistant Director: Religious Affairs Position Address ... Phone(H) (0) Name Assistant Director: Recreation Position Address Phone (H) (0) County-Page 9 III County Reception/Care Plan County Reception Center (Evacuee Assignment Forms) (Total number of Reception Centers: __) Location of this Reception Center: Building No. ___________ Buildillg: ------------------------------------- Address: ---------------------------------------Phone: _________________ This packet appears ill Appendix 3 of the County R/C Plan. A copy of this packet would be used at the above-designated Reception Center to: (a) direct organizational evacuees to their predesignated congregate lodging facilities and (b) allocate illcoming evacuees to the "next remainillg" congregate lodging facility-as these facilities are filled ill their order of appearar.ce in the Families/Individuals Forms. Ifonly one County Reception Center is used, this packet is exactly the same as Appendix 5, a copy of which should be inserted after this cover page when the forms are sent to the Re ception Center. If more than one ~eception Center is used, all Centers receive the Organization Forms from Part l of Appendix 5, but each Center receives only a portion of the Family/Individual Forms from Part 2 of Appendix 5. III County Reception/Care Plan Reception/Care Jurisdictions and Staffing Assignments DIVISION III COUNTY RECEPTION/CARE UNITS Legend I, II, etc. RIC Divisions R/C Division Boundaries @ Reception Center A, B, etc. R/C Districts R/C District Boundaries @ RestArea 1, 2, etc. Lodging Sections Lodging Section Boundaries @ Emergency Operating Center (and County R/C Headquarters) Division_-Page 2 III County Reception/Care Plan County Q../C Headquarters Building -------------------Building No. Address: ------------------------------------------Phone: _____________________ Headquarters: Division Building: -------------------Building No. ________ Address: ----------------------------------------Phone: ----------- Division Boundaries (map on reverse side) Component Jurisdictions (R/C Districts) Division_-Page 3 III RECEPTION/CARE DIVISION __ Legend A, B, etc. R/C District Emergency Operating Center*1, 2, etc. Lodging Sections (County R/C Headquarters) . R/C District Boundaries Reception/Center (County control)* Lodging Section Boundaries Rest Area (County control)*@ Division Headquarters *appear only if contained within Division boundaries. Division_ -Page 4 III Command StructureReception/Care Services DMSION LEVEL Reception/Care Coordinator County r----Deputy R/C Coordinator 1----..,Division I 1 II Deputy Director Deputy DirectorShelter Planning Auxiliary Services and Allocation line Operations Staff Functions Division_-Page 5 III County Reception/Care PlanDivision Level Personnel Positions Division R/C Position Staff Member Deputy R/C Coordinator: Name: Division Position: Address: Phone: (H) (0) Deputy Director Name: Shelter Planning and Allocation Position: Address Phone: (H) (0) Deputy Director Name: Auxiliary Services Position: Address: Phone: (H) (0) Assistant R/C Coordinator Name: District(s) Position: Address: Phone: (H) (0) Division_-Page 6 III R/C Position Assistant R/C Coordinator District(s)__ Assistant R/C Coordinator District(s) __ Assistant R/C Coordinator District(s) __ Assistant R/C Coordinator District(s) __ Personnel Positions Division Name: Position: Address: Phone: (H) Name: Position: Address Phone: (H) Name: Position: Address: Phone: (H) Name: Position: Address: Phone: (H) County Reception/Care Plan Division Level Staff Member (0) (0) (0) (0) Division_-Page 7 III County Reception/Care Plan CONGREGATECARE,FALLOUTSHELTER,AND FEEDING FACILITIES FOR EVACUEES LODGED IN RECEPTION/CARE DIVISION __ (Assignment forms for the Division appear in, the following sequence: District A-Lodging Section 1; A2, A3, ... Bl, B2, etc.) Division_-Page 8 III County Reception/Care Plan Reception/Care Jurisdictions and Staffing Assignments DISTRICT III COUNTY RECEPTION/CARE UNITS I.Algend I, II, etc. R/C Divisions R/C Division Boundaries @ Reception Center A, B, etc. R/C Districts R/C District Boundaries @ Rest Area 1, 2, etc. Lodging Sections Lodging Section Boundaries @ Emergency Operating Center (and County R/C Headquarters) District_-Page 2 Building: Address: Building: Address: Building: Address: Ill County Reception/Care Plan County R/C Headquarters Building No. Phone: Headquarters: Division Building No. Phone: Headquarters: District Building No. Phone: District Boundaries (map on reverse side) Component Jurisdictions (Lodging Sections) District_-Page 3 III RECEPTION/CARE DISTRICT Legend I, 2, etc. Lodging Sections Emergency Operating Center"'Lodging Section Boundaries (County R/C Headquarters)District Headquarters . "' Division HeadquartersLodging Section Headquarters Reception Center (County control) "'Rest Area (County control)"' "'Appear only if contained within District boundaries. District_-Page 4 III Command StructureReception/Care Services DlSTRICf LEVEL Deputy R/Cr· Coordinator Division--- Assistant R/C Coordinator Supervisor Supervisor Supervisor Supervisor Supervisor Feeding Special LodgingRegistration Personal Services Services Shelter and Information and aothing . I L---·.-· --i. ----.-- I I -LineOperations ---Staff Functions -• -Technical Guidance and Operational Support District_-Page 5 III PERSONNEL OF THE FIVE WELFARE-SHELTEROPERATIONS SERVICES ON THE DISTRICT R/C STAFF Each of the five District-level Supervisors shown on the preceding page has staff support at the District level. The tables on this and the following page display these additional positionson the District-level staff. Not shown are the County-level Assistant Coordinators for each Service, who provide technical assistance to District personnel. Complete charts of these staffrelationships appear in Appendix 2 of the County R/C Plan. Lodging-Shelter Service Supervisor r------Lodgin~; ami Shelter 1 I Deputy Supervisorr-Lodging -, I I I I I Assistant Supervisor I Ir- Assistant Supervisor Congregate Care NSS Shelter 1 ' Assistant Supervisor I ...J Residential Areas Deputy Supervisors: Lodging Sections 1-_ Registration and Information Service Supervisor Registration and Information rl Deputy Supervisor Deputy Supervisor t Deputy Supervisor Registration Inquiry Services Information and Referral Assistant Supervisors: Assistant Supervisors: *-Registration Information and Referral r- Lodging Sections 1-_ LodgingSections 1---Registration and Information Unit --lineOperations Reception Center-Rest *one per Lodging SectionArea ** ---StaffFunctions unit exists only in Distriels con· .. -. -Technical Guidance and Operational Support tammg a ReceptiOn Center or Rest Area District__-Page 6 III Feeding Service Supervisor Feeding Assistant Supervisor Mobile Units. I-_ Special Services Supervisor Special Services I l I I Deputy Supervisor Deputy Supervisor Deputy Supervisor-Emergency Financial r--Guidance and Counsel Special Care Groups r--Assistance Assistant Supervisors * Assistant Supervisors * Assistant Supervisors 1--Financial Assistance r--Guidance and Counsel Special Care Facility r--Lodging Sections 1-_ Lodging Sections 1-No.I-_ ...._ Special Services Unit Reception Center-Rest Areas ** Personal Services Oothing Supervisor Personal Services/Oothing I jri Deputy Supervisor ri_ Deputy Supervisor Deputy Supervisor Oothing · Personal Care Services Pet Services Assistant Supervisor Assistant Supervisor Assistant Supervisor t-Oothing Purchases r-Laundry/Cleaning Pet Shelter Nos. 1-_ tand Supply Services Assistant Supervisor Assistant Supervisor.__ Used Clothing .__ Personal/Care Services *see previous page for legend. District_-Page 7 I III County Reception/Care Plan District Level Personnel Positions District (Command Positions Charted on Page 5 Above) R/C Position StaffMember R/C District Manager Name: --------------------------~------Position: Address: Phone (H) _____ (0) ASSistant Manager: Administration Name: ----------------------------------Position: Address: Phone (H) _____ (0) ASsistant Manager: Operational Liaison Name: ----------------------------------Position: Address: Phone: (H) -----(0) Supervisor: Name: ---------------------------------- Lodging-Shelter Position: Address: Phone: (H)-----(0) District_-Page 8 III County Reception/Care Plan District Level Personnel Positions District(Continued) (Command Positions Charted on Page 5 Above) Staff MemberR/C Position Supervisor: Name: ----------------------------------Registration and Information Position: Address: _____ (0) Phone (H) Supervisor: Feeding Name: ---------------------------------Position: ------------------------------Address: _____ (0) Phone (H) Supervisor: Name: ----------------------------------Special Services Position: Address: Phone: (H) -----(0) Name: Supervisor: Personal Services/Clothing Position: Address: Phone: (H) -----(0) In addition to the above-listed District command personnel, the R/C District staff would include pei'Sonnel of the five operating Services under Welfare-Shelter Operations. These District staff members are listed on the following pages. District_-Page 9 III County Reception/Care PlanDistrict LevelWelfare-Shelter Operations Lodging-Shelter Service PersonnelR/C District (Chart on Page 6 Above) R/C Position Staff Member Deputy Supervisor: Lodging Name: -------------------------------- Position: ------------------------Address: Phone (H) _____ (0) Deputy Supervisor: Shelter Name: --------------------------- Position: ---------------------Address: Phone (H) _____ (0) Assistant Supervisor: Name: ---------------------- Congregate Care Position: Address: Phone: (H) -----(0) Assistant Supervisor: Name: ---------------------- Residential Areas Position: ---------------------------Address: Phone: (H) -----(0) District_-Page 1 0 III County Reception/Care Plan District Level Welfare-Shelter Operations Lodging-Shelter Service Personnel R/C District (Continued) Staff Member R/C Position Assistant Supervisor: Name: NSS Shelter Position: Address: Phone (H) (0) Assistant Supervisor: Name: Expedient Shelter Position: Address: Phone (H) (0) Deputy Supervisor: Name: Lodging Section No. 1 Position: Address: Phone: (H) (0) Name: Deputy Supervisor: Lodging Section No.2 Position: Address: Phone: (H) (0) District_-Page II III County Reception/Care Plan District Level Welfare-Shelter Operations Lodging-Shelter Service PersonnelR/C District (Continued) R/C Position Staff Members Deputy Supervisor: Name Lodging Section No. __ Position Address _____ (0) Phone (H) Deputy Supervisor: Name Lodging Section No. _ Position Address Phone (H) _________ (0) ___________ Deputy Supervisor: NameLodging Section No.__ Position Address Phone(H) (0) Deputy Supervisor: NameLodging Section No.__ Position Address Phone (H) -----(0) District_-Page 12 III County Reception/Care Plan District LevelWelfare-Shelter Operations Registration/Information Service Personnel R/C District (Chart on Page 6 Above) Staff Member R/C Position Deputy Supervisor: Name: Registration Position: Address: Phone (H) (0) Name: Deputy Supervisor: Inquiry Services Position: Address: Phone (H) (0) Name: Deputy Supervisor: Information and Referral Position: Address: Phone: (H) (0) Assistant Supervisor: Name: Registration Position: Lodging Section No. 1 Address: Phone: (H) (0) District_-Page 13 III County Reception/Care Plan District Level Welfare-Shelter Operations Registration/Information Service PersonnelR/C District __(Continued) R/C Position Staff Member Assistant Supervisor: Name:Information and Referral Position: Lodging Section No. I Address: Phone (H) (0) Assistant Supervisor: Name:Registration Position: Lodging Section No. 2 Address: Phone (H) (0) Assistant Supervisor: Name: Information and Referral Position: Lodging Section No. 2 Address: Phone: (H) (0) Assistant Supervisor: Name: Registration Position: Lodging Section No. 3 Address: Phone: (H) (0) District_-Page 14 III County Reception/Care Plan District Level Welfare-Shelter Operations Registration/Information Service Personnel R/C District __ (Continued) Staff MembersR/C Position Assistant Supervisor Name Information and Referral PositionLodging Section No._ Address _____ (0) Phone (H) Assistant Supervisor Name Registration PositionLodging Section No. _ Address _________ (0) ___________Phone (H) Assistant Supervisor Name Information and Referral Position Lodging Section No. _ Address Phone (H) (0) Assistant Supervisor Name Registration Position Lodging Section No. _ Address _____ (0) Phone (H) District_-Page 15 III County Reception/Care PlanDistrict LevelWelfare-Shelter Operations Special Services PersonnelR/C District (Chart on Page 7 Above) R/C Position Staff Member Deputy Supervisor: Name=--------------------------------- Emergency Financial Assistance Position: Address: Phone (H) _____ (0) Deputy Supervisor:Guidance and Counsel Name: ---------------------------------Position: Address: Phone (H) -----(0) Deputy Supervisor: Special Care Groups Name: ---------------------------------Position: Address: Phone: (H) -----(0) Name: ---------------------------------Position: Address: Phone: (H)-----(0) Distrfct_-Page 16 III County Reception/Care Plan District LevelWelfare-Shelter Operations Feeding Service Personnel R/C District (Chart on Fage 7 Above) Staff Member R/C Position Name: Deputy Supervisor: Fixed Feeding Stations Position: Address: _____ (0) Phone (H) Deputy Supervisor: Name: Support Units Position: Address: Phone (H) -----(0) Name: Deputy Supervisor: Mobile Units Position: Address: Phone: (H) _____ (0) Name: Position: Address: Phone: (H) _____ (0) i.:.£' District_-Page 17 III County Reception/Care PlanDistrict Level Welfare-Shelter Operations Personal Services/Clothing Personnel R/C District (Chart on Page 7 above) R/C Position Staff Member Deputy Supervisor: Name: ---------------------Phone: ___________Clothing Address: Deputy Supervisor: Name: ---------------------Phone: __________Personal Care Services Address: Deputy Supervisor: Name: ---------------------Phone: __________ Pet Services Address: Assistant Supervisor: Name: ---------------------Phone:--------- Clothing Purchases and Supply Address: Assistant Supervisor: Nrune: --------------------Phone: _______ Used Clothing Address: Assistant Supervisor: Name:--------------------Phone: ___________Laundry/Cleaning Services Address: Assistant Supervisor: Name: ------------Phone: _______Personal Care Services Address: Assistant Supervisor: Name: ---------------------Phone: ______ Pet Shelter No. I Address: Name:-----------Phone: _________ Address DistricL-Page 18 III County Reception/Care Plan CONGREGATE CARE, FALLOUT SHELTER, AND FEEDING FACILITIES FOR EVACUEES LODGED IN RECEPTION/CARE DISTRICT (Assignment forms for the District are organized under separate Lodging Sections.) District_-Page 19 III County Reception/Care Plan Reception/Care Jurisdiction and Staffing Assignments LODGING SECTION NO. III COUNTY RECEPTION/CARE UNITS Legend I, II, etc. R/C Divisions R/C Division Boundaries @ Reception Center A, B, etc. R/C Districts R/C District Boundaries @ Rest AreaI, 2, etc. Lodging Sections Lodging Section Boundaries @ Emergency Operating Center (and County R/C Headquarters) Lodging Section_-Page 2 III County Reception/Care Plan County R/C Headquarters Building: -----------------Building No. Address: --------------------Phone:_____________ Headquarters: Division Building: ------------------Building No. Address: ------------------------------------Phone: Headquarters: District Building: --------------------------------BuildingNo. Address: ------------------------------------Phone: ------------------Headquarters: Lodging Section __ Building: ----------------------Building No. Address: Phone: --------------------- Lodging Section Boundaries (see District map on reverse side) Lodging Section_-Page 3 III RECEPTION/CARE DISTRICT Legend 1, 2, etc. Lodging Sections Emergency Operating Center•Lodging Section Boundaries (County R/C Headquarters)District Headquarters Division Headquarters•Lodging Section Headquarters Reception Center (County control)• Rest Area (County control)• •Appear only if contained within District boundaries. Lodg!ztg Section_-Page 4 III Reception/Care Services WDGING SECTION (Chain of command) ~anager _\ R/C District ___ I I District Supervisor: Lodging-Shelter Deputy Supervisor: Lodging Section__ I 1 Lodging Aides ~anagers l Congregate Facilities Residential Areas I Other Personnel Attached to the Lodging Section but Reporting to the District Supervisors for: (Personal Services/ (Registration and Information) (Feeding) (Special Services) Clothing) Ass't Super: * Ass't Super: Ass't. Super: Ass't. Super: Fixed Feeding Financial Pet Shelter Registration No____ Station Assistance Ass't. Super: Ass't. Super: * Ass't. Super: Support Unit* Guidance and Info. & Counsel Referral Ass't. Super: * Ass't. Super: * ~obile Feeding Special Care Unit Facility ' *Position exists only in sections where such units operate. Lodging Section_-Page 5 III County Reception/Care PlanLodging Section Level Personnel Positions Lodging Section No. __ R/C Position Staff Member Deputy Supervisor: Name: -------------------Phone: ___________ Lodging Section Address: Congregate Care (See List, following page) Facility Managers Lodging Aide: Name: ____________________Phone: ___________ Address: (residential area) Lodging Aide: Name:--------------------Phone: ___________ Address: (residential area) Personnel working in the section but reporting to R/C District Supervisorsof Registration/Information, Feeding, Special Services, or Personal Services/Oothing (Position) (Name) (Position) (Name) (for complete information see Personnel Section of District Plan) Lodging Section__-Page 6 III County Reception/Care Plan Lodging Section Level Congregate Care Facility Managers Lodging Section No. Facility Buildmg: ----------------------Address: Buildmg No.: _phone: ---------- Buildmg: ------------Address: Buildmg No.; ____ Phone:---------- Building: ------------Address: Buildmg No.:__Phone:----- Buildmg: --------------------Address: Building No.: __ Phone:---------- R/C Staff Member Name: -----------------Position: Address: Phone(H) -------------(0) Name: -------------------Position: ------------------Address: Phone(H) -----------(0) Name: ---------------------Position: Address: Phone: (H) -----(0) Name: ---------------------Position: --------------------Address: Phone: (H) -----,..--(0) Lodging SectioiL--Page 7 III County Reception/Care Plan CONGREGATECARE,FALLOUTSHELTER:AND FEEDING FACILITIES FOR EVACUEES LODGED IN LODGING SECTION NO. (Assignment forms for Organizations, ifany, appear lust.) Lodging Sectiori_:Page 8 III County Reception/Care Plan APPENDIX4 SUMMARY ORGANIZATIONAL PLANS FOR CRISIS RELOCATION III County Reception/Care Plan Appendix 4 Summary Organizational Plansfor Crisis Relocation This Appendix contains a summary plan for each organization which is expected to participatein the staffing and delivery of Reception/Care services in this County. A complete relocationplan for each organization is maintained in the County preparedness office. Participating organizations fall in two categories: • Local Organizations-headquartered in this County-which willsupport Reception/Care efforts by providing staff personnel andother assistance. • Risk Area Organizations which would provide staff personnel and other assistance after their employees (and dependents)were relocated to facilities in this County. Note that the amount of information varies among organizations, reflecting the differing functions, size, complexity, etc., ofthe organizations and the roles their personnel would assumein R/C activities. Do not assume that an organization is prepared to participate simply because a summary planappears in this Appendix. Various organizations may not have been contacted recently, ormay not have volunteered to participate. Others may not have updated copies of the plan, orconditions and personnel may have changed since the organization originally participated inthe planning process. Consult the items "date of last contact" and "participation in R/C planning." 4-2 III PARTICIPATING ORGANIZATION Name: Address: ------------------------------Phone:~--~---------------- Official to Contact: -----------------------Phone: _,___.._________________ Alternate: --------------Phone: ...1--.1.----------Date of Last Contact: Previous Participation in R/C Planning: Number of Personnel to be Provided: --------Employees: ___ Volunteers: __ Personnel Capabilities, Background of Interest (canteen workers, teachers, etc.): R/C Assignment as an Organization Number of employees: ---------(if applicable): Number of volunteers: -----------Cognizant R/C Headquarters:----- To report to:•Personnel for R/C Staff Address: _________________ ------Number employees Phone: -----Number Volunteers in R/C jurisdiction ------- •Note: Relocated (risk area) Organizations are assigned to Relocation Headquarters in Appendix 5. Personnel of those organizations will report at that headquarters, and will then be available for assignment to RIC staff functions in the nearest Lodging Section, District, or other R/C jurisdiction where needed. 4-3 III APPENDIXS CONGREGATE CA~FALLOUT SHELTER, AND FEEDING ASSIGNMENTS FOR EVACUEES HOSTED IN miS COUNTY III County Reception/Care Plan Appendix 5 Congregate Care and Fallout Shelter Assignments for Evacuees Hosted in This County This Appendix includes the following parts: 1. Assignment of organizational evacuees to congregate lodging, feeding, and fallout shelter facilities and spaces. 2. Designation of numbers of (non-organizational) families and individuals assigned to congregate facilities and fallout shelter spaces. Organizational Evacuees would be expected to travel directly to the congregate lodging quarters Employees and dependents of such organizations who mis indicated for each organization. takenly arrive at the Reception Center or other R/C offices will be directed to those predesig nated congregate care facilities for their organizations. (At the time an evacuation is ordered, local County, Division, District, and Lodging Section officials will insure that these congregate care facilities are open, and that a Facility Manager is on-site. Where the local Facility Manager is not available, a temporary Manager will be selected from among the evacuated organization's employees or their dependents as they arrive at the facility.) Families and Individuals will arrive at the Reception Center(s) without specific congregate facility assignments. The Reception Center staff will have Assignment Forms indicating the congregate care capacity of available buildings (as well as the fallout shelter and feeding loca tions for evacuees assigned to each facility). As these non-organizational evacuees arrive, the "best" facilities will be filled first. To the extent possible, groups of evacuees arriving by public conveyance will be assigned to the same facility. (Again, upon notice of an evacuation order, local R/C officials will insure that facilities are open, and where necessary will select temporary Facility Managers from among the arriving evacuees). Explanation of Assignment Forms The following sections explain the categories of information required on each form. Part 1: Organizational Evacuees For the organizations that would be evacuated as units to this County, the congregate care and shelter assignments are intended to allow the organization to operate from a Relocation Headquarters and to utilize its own personnel, where feasible, in carrying out Reception/Care administrative and operating tasks under the supervision of official Reception/Care District and Lodging Section personnel. 5-3 III The Organizational Assignment Form is designed to provide specific information to organi zational evacuees concerning the organization's Relocation Headquarters, Reception/Carejurisdiction, congregate lodging facilities, fallout shelter facilities, and congregate eating facilities. Where information on the form is incomplete, additional data should be added as feasible during the planning process and any pre-crisis or operational periods. In this Attachment the forms are arranged alphabetically by risk area organizations. EachReception/Care Division, Reception/Care District, and Lodging Section headquarters shouldalphabetically order the forms for organizations having facilities and spaces within its boundaries. The Organizational Assignment Form is also designed to be the first page (after title page andtable of contents) for each organization's Crisis Relocation plan. The categories of information and symbols utilized on the Organizational Assignment Formare listed below. Organizational Assignment Form Organization (upper left box): -The name, address in Risk Area, phone, appropriate official,numbers of employees and dependents, and "total evacuees." -"Page": A single organization may require two or more pagesof the form to cover all assigned spaces for lodging, shelter,or feeding (i.e., the page number refers to the pages for thatparticular organization). -"H, C, 0": Indicates whether some or all employees are designated as Host Area emergency workers (H), or as commutersworking in the Risk Area (C), or "other" (0). Host Jurisdiction (upper right) -indicates appropriate R/C jurisdictions at all levels, and theaddress of the Lodging Section headquarters. 5-4 III Relocation Headquarten; -the organization's headquarters; and also the address from which workers commute to the Risk Area or report for emergency work assignments in the Host Area. -ifthis block is blank, assume the ftrst congregate lodging address is the organization's headquarters. Comments -special considerations or notes. Congregate Lodging -if more than two buildings are required, this information is continued on following pages. -"Building No." refers to the number (if any) assigned to the structure in a DCPA Survey of host area facilities. -"Capacity" refers to the buildings congregate care capacity (usually about one person per 40 square feet), regardless of the number ofevacuees assigned. Fallout Shelter -if more than two buildings are required, information continues on following pages. -"Spaces" refers to fallout shelter spaces currently available. -"Spaces after upgrading" refers to the number of fallout shelter spaces which could be made available by upgrading the facility. Examples of upgrading activities include such steps as piling earth against a basement entranceway or ground-floor wall. -(Wherever the no. assigned exceeds current spaces, civil preparedness officials will prepare to upgrade the shelter during a relocation period, should the need arise.) 5-5 III Congregate Feeding -if more than two buildings are required, information continueson following pages. Part 2: Non-Organizational Families and Individuals The assignment form for Families and Individuals is a variation of the organizational formand indicates the allocation of congregate care and fallout shelter space to all of the nonorganizational evacuees to this County. These evacuees would arrive at the County Reception Center without specific space assignments, and R/C workers at that Center wouldallocate evacuees to the facilities listed on the form until each facility had the "quota"indicated here. The categories of information included are listed below. Assignment Form for Families and Individuals(non-organizational evacuees) Families and Individuals (upper left b'ox) -"Telephone Prefix" may be used to indicate the risk area neighborhood of the families and individuals covered by a single form. . . . -"page": All forms filled out at a given ReCeption Center shouldbe numbered sequentially. -"Reception Center"-the County Reception Center through whichthese evacuees are processed and assigned to congregate facilities. Comments -Should include a note on the number traveling together by busor other public conveyance (where applicable)-and such groupsshould be assigned to the same structure if the vehicle is to continue carrying them to that location. Other entries on this form are the same as on the organizationalform. 5-6 III County Reception/Care Plan Appendix 5 ··.:: Part 1 Congregate Care, Fallout Shelter, and Feeding Assignments of: Relocated Organizations (copies of each organization's assignment form appear in the R/C plans of the appropriate Division, District, and Lodging Section.) III (Illustration) page----HOST JURISDICTION ORGANIZATION Name _____________________ County ------------------Address-----------------Division--------------------R/C District Phone ( Lodging Section ----------------Lodging Section Office Official ---------------- No. Employees ____ No. Dependents -------Building--------------~---Address------------------ H_c_o_ TOTAL EVACUEES Phone ( COMMENTSRELOCATION HEADQUARTERS Building-----------------Address--------------.....,...--- Phone ( Building No. CONGREGATE LODGING Building------------------- Building----------------Addre~--------------------------Addre~ ------------------ ______Building No. Phone ( ---------Building No. Phone ( Capacity __No. ASSIGNED Capacity -----NO. ASSIGNED I FALLOUT HELTER Building ________________ Building------------------Address------------------- Addre~----------------- Phone ( ----Building No. Phone ( ----------Building No. Spaces after Upgrading ____ Spaces Spaces after Upgrading Spaces NO. ASSIGNEDNO. ASSIGNED CONGREGATE FEEDING Building _________________ Building ___________________ Addr~s-----------~----- Addre~------------------- Phone ( Building No. Phone ( Building No. NO. ASSIGNEDNO. ASSIGNED S-9 III County Reception/Care Plan Appendix 5 Part 2 Congregate Care, Fallout Shelter, and Feeding Assignments for Evacuated: Families and Individuals (copies of forms also appear in the R/C plans of the appropriate Division, District, and Lodging Section) (Illustration) page ____ HOST JURISDICTIONS FAMILIES AND INDIVIDUALS County Division TELEPHONE PREFIX c=J Lodging Section R/C District R/C District Lodging Section Reception Center Lodging Section Office Building Building Address Address Phone ( Phone ( COMMENTSCOMMENTS CONGREGATE LODGING Building----------------Building----------------- Add~ss Address----------------- Phone ( _____Building No. Phone ( --------Building No. Capacity __No. ASSIGNED Capacity NO. ASSIGNED FALLOUT HELTER Building ____________________ Building----------------------Address--------------Address------------------- Phone ( Building No. Phone ( Building No. Spaces Spaces after Upgrading---- Spaces Spaces after Upgrading ------NO. ASSIGNEDNO. ASSIGNED CONGREGATE FEEDING Building _________________ Building-------------------Address-------------------Address-------------------- Phone ( Building No. Phone ( Building No. NO. ASSIGNED NO. ASSIGNED 5-13 DISTRIBUTION DCPA Regions and Staff College