Shelter, Reception and Care Annex

I. SITUATIONS

The Shelter/Reception, and Care (SRC) group is comprised of:

• Director of Buildings and Ground for the Board of Education
• Director of Human Services and Welfare
• The American Red Cross (Morris Area Chapter)
• The Emergency Management Coordinator (EMC)

They are responsible for developing and coordinating a list of shelter locations and personnel.

They will also be responsible for:

• Pre-inspection of shelter spaces
• Physical opening of shelter spaces
• Providing for the reception of evacuees
• Performing reception and care functions

The support agencies for the SRC Group in the Borough of Mountain Lakes are:

• St. Catherine of Cienna Church, R.C.
• Mountain Lakes Community Church
• St. Peter’s Episcopal Church
• ARC
• VOAD
• Salvation Army

A. The number of jurisdictional personnel and departments are available to provide and assist with the Shelter Services are:

• Board of Education
  • Superintendent (1)
  • Principal (3)
  • Director of Buildings and Grounds (1)
  • Custodians (6)
• Office of Emergency Management
• Emergency Management Coordinator (1)
  • Volunteers (3)
• Fire Prevention Bureau
  • Inspector (1)

The Police Department will assign representatives to assist with the Law Enforcement Functions at the shelters.

EMS will provide personnel to assist with the EMS functions at the shelters.

The Department of Human Services will provide human services functions at the shelters.

Municipal Offices will supply personnel (i.e., secretaries) to assist in this operation to augment the municipal services assigned to the shelters.

The following are services that volunteer organizations such as ARC or the Salvation Army have agreed to provide:

1. ARC:
   • Shelter Management
   • Mass Feeding
   • Shelter Registration
   • Clothing
   • Medical
   • Crisis Counseling
   • Referral Services
   • Alternative shelter services, (i.e., temporary housing, food and clothing vouchers)
2. Salvation Army:
   • Canteen Services
   • Emergency Housing
   • Missing Persons Contact
   • Emergency Feeding
   • Emergency Transportation
   • Counseling
   • Medical Needs
   • Household Furnishings
3. V.O.A.D – Volunteer Organization Active in Disaster will provide coordination of volunteer organizations (ARC, SA, etc.).
   • St. Peter’s Episcopal Church Food Pantry
   • Mountain Lakes Community Church Spiritual Services
   • St. Catherine’s of Cienna Church, R.C. Spiritual Services
   • The Woman’s Club of Mountain Lakes Personnel to augment shelter staff

There are two (2) primary congregate care shelters in Mountain Lakes Borough. They are:

• High School
• Briarcliff School

The total number of primary congregate shelter spaces in the Borough of Mountain Lakes is: 200.

There are three (3) secondary congregate care shelters in Mountain Lakes Borough. They are:

• St. Catherine’s of Cienna Church, R.C.
• Mountain Lakes Community Church
• St. Peter’s Episcopal Church

The total number of secondary congregate care shelter spaces is: 300.

II. OPERATIONS AND CONTROL

A. During periods of heightened risk the shelter/reception and care group will be:

• Notified of the impending situation via telephone
• Recalled to determine status for standby for possible deployment to shelters.
• Physically recalled to standby at the shelter(s) and to conduct pre-opening inspections and procedures.
• Actually deployed to open the shelters to receive evacuees. (EMC/ARC will identify which shelters(s) are open and initiate registration procedures.)

B. Normally, the shelter coordinator is notified by the Municipal EMC for a need to open an emergency shelter.

• The Shelter Coordinator will contact the Director of Buildings and Grounds to be on standby.
• The Director will notify the Board of Education, Superintendent of Schools, Principals, and custodians to be on standby.
• As soon as a decision is made to open a municipal shelter support groups will be notified to open and staff the shelter(s).
• The actual opening of the shelter will be performed by the Director of Buildings and Grounds and/or the custodian.
• Management, reception and care actions in the shelter will be performed by the ARC.

The Shelter Coordinator will access volunteer groups such as the ARC and the Salvation Army to perform Shelter Services through the activation of the recall roster via telephone.

The crisis upgrading of municipal shelter(s) will be accomplished according to the manner cited in the Emergency Management Manual.

The crisis marking of previously unmarked shelter facilities will be accomplished according to the manner cited in the Emergency Management Manual.

The management of Reception and Care activities will be performed in the following manner:

• Pre-inspection of municipal shelter(s) will be performed by the ARC, Director of Buildings and Grounds, and Shelter Coordinator.
• The opening of the municipal shelter(s) will be performed by the Director of Buildings and Grounds and/or the custodians.
• The Registration of shelter occupants at the municipal shelter(s) will be performed by the ARC utilizing their SOP’s.
• Staffing of the municipal shelter (s) will be performed according to the manner cited in the Emergency Management Manual:
• Pertinent information for evacuees shall be accomplished through the utilization of the ARC’s SOP’s and their forms.INFORMATION ON EVACUEES OR MISSING PRSONS SHALL NOT BE RELEASED AT THE SHELTERS

  THIS INFORMATION SHALL BE RELEASED THROUGH THE PUBLIC INFORMATION OFFICE AND THE OEM.

• Health Services will be provided by the Health Department, part-time nurses and the Visiting Nurse Service (VNS), as needed.
• Fire inspections will be conducted by the Mountain Lakes Fire Prevention Bureau.
• Referral services will be conducted accomplished by the Department of Humans Services and Welfare
• Crisis counseling will be provided by the ARC and the Salvation Army
• Municipal Department Heads will perform those services deemed necessary by the Shelter Coordinator.

III. RESPONSIBILITIES

1. The Radiological Officer/Municipal Health Official is responsible for the provision of in-place fallout shelter protection for each person within the threatened area.
2. The Radiological Officer/Municipal Health Official is responsible for identifying those facilities suitable as public fallout shelters which are contained in the National Facilities Listing and the allocation of fallout shelter space to the public.
3. The Radiological Officer/Municipal Health Official is responsible for coordinating the use of expedient fallout shelters where fallout shelters and upgradeable shelters are inadequate.
4. The Shelter Coordinator is responsible for the shelter needs of the institutionalized or special needs groups. This is accomplished with the assistance of the Division of Human Services and Welfare.
5. The Shelter Coordinator is responsible for designating shelter facilities in the reception area with the shortest commuting distance to the hazardous area for essential workers and their families.
6. The Shelter Coordinator is responsible for providing acquisition of additional equipment and supplies when needed at shelter sites.
7. Essential records and logs will be protected and preserved in accordance with standing departmental orders. Records and logs pertaining to shelter, reception and care will be forwarded to the Emergency Management Coordinator to ensure that a complete record of the emergency is available for post operation analysis and possible use in litigation

IV. DEFINITIONS

The following terms and acronyms were used in addition to those defined in the Basic Plan.

Shelter List

1. Basic Shelter: Mountain Lakes High School
2. Animal Shelter: Lake Drive School