ANNEX K - WOOD COUNTY INDIVIDUAL AND FAMILY ASSISTANCE

I. PURPOSE
· To provide for mass care, feeding and temporary housing of persons relocated from a hazardous area due to a disaster or impending disas- ter.
· To provide a guide to locate and stock temporary shelters.

II. SITUATION AND ASSUMPTIONS
A. Situation
1. Evacuation:
· During emergencies or disasters, an evacuation of an area of the County may be necessary. This are may be limited or involve the entire County.
· The evacuees will need food and shelter for hours (at least), possibly days, or even weeks.

B. Assumptions
1. Emergency Housing and Feeding:


II. CONCEPT OF OPERATIONS
A. General
1. Responsibilities:
· The ultimate responsibility for feeding and temporary housing of citizens rests with the local governments and their designated re- presentatives:
· The County Emergency Services Director
· Individual and Family Assistance (IFA) Coordinator

B. Management Concepts
1. Mitigation Activities:
· Determine the community's classification as either a hazard or a reception area.
· Prepare resource lists identifying agencies, personnel, resources, and physical facilities.
· Draft agreements to guarantee access to facilities and availability of staff during emergencies.
· Survey sites for protection factor (PF) ratings, capacities, facili-ties, and power sources. (See FEMA Quarterly National Shelter Survey (NSS) Computer Printout and PPP Reception Area Facil- ity Listing.)
· Physically inspect facilities for reception and congregate care. (See Volume 2, Annex E, Appendices B & C.)
· Conduct inspections of feeding facilities to be used. State to procure essential supplies if warranted.
· Contract the school superintendent concerning using school fa-cilities and school buses for transportation.
· Encourage local authorities to include shelter factors in new construction.
· Develop a public information and education program to make citizens aware of availability and locations of shelters.
2. Preparedness Activities:
· Recruit and train IFA staff.
· Establish liaison with law enforcement, the health and medical director, and volunteer organizations.
· Contact ministerial association in regard to social services for evacuees.
· Print and distribute registration forms, assignment forms, and meal tickets. (Volume 2, Annex E, Appendices D, E, and F)
· Ensure that all shelters listed in the NSS have been inspected.
· Determine which shelters shall be used first depending on the need, and those that can be updgraded. (Volume 2, Annex E, Appendix G)
· Alert shelter managers and assign managers as needed.
· Notify persons and organizations identified in shelter resource list about possible need for services and facilities.
· Prepare plans and standard operating procedures (SOP) for shelters.
· Identify potential expedient shelters.
· Review the shelter stocking plan, make plans for its enactment. (Volume 2, Annex E, Appendix H)
3. Response Activities:
· Staff and equip feeding facilities, implement shelter stocking plan. A sample Feeding Guide is included in Appendix I, Annex E.
· Ensure that the shelter managers have arrived at their designated shelters and that monitoring and communications equipment are delivered to each shelter and are in working order.
· Coordinate with EOC staff to ensure that communications are established, routes to shelters are clearly marked, and appropri- ate traffic control systems are established.
· Designate one or more facilities as needed as congregate care facilities for individuals or groups with specialized needs such as the physically handicapped, aged, hearing impaired, etc.
· Coordinate with evacuated area to transfer resources and personnel to reception area to augment the staff .
· Coordinate requests for supplies.
· Coordinate with Public Information Officer (Officer) on news releases detailing reception and registration, explaining congre- gate care and feeding, urging local residents to take relocatees into their homes, etc.
· Establish registration centers and mark ingress routes when not- ified that an evacuation is imminent or is starting. All relocatees must stop there to register.
· Staff, mark, and equip registration centers and congregate care facilities as needed.
· Registrees should be informed, by graphic or map if possible, as to feeding, lodging, and sheltering assignments and given meal tickets. (Appendices E and F)
· Orient and register relocatees and maintain a registry of relo-catees.
· Coordinate the registry with the missing persons section (in law enforcement).
· Maintain a registry of local citizens who have volunteered to host relocatees in their homes and any relocatees assigned.
· Coordinate activities of local volunteer relief organizations.
· Receive, register, and distribute donated items as needed.
· Assist health and medical director in monitoring for health or sanitary problems associated with housing.
· Establish a campsite area, if possible, where evacuees relocating in recreational vehicles may stay and receive the same services as any other congregate care facility.
· Institute special procedures to register any persons transported directly from the evacuated area to any institution or special care facilities.
· Ensure that an information and counseling service is established for both evacuees and residents.
· Congregate Care Facility Managers may be trained in accord-ance with FEMA Publication SM-11, How To Manage Congre-gate Lodging Facilities.
4. Recovery Activities:
· Coordinate with missing persons section until no longer necessary.
· Monitor the return of shelter supplies and equipment.
· Return control of the shelters to the building owners.
· Organize all logs, vouchers, receipts, and documents and deliver them to the Emergency Services Director.
· Deactivate unnecessary shelters.
· Arrange for a return of evacuees to homes or for transportation to long term shelters.
· Coordinate emergency clothing and housing until no longer necessary.
· Dispose of unused donation items.

III. ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITY
A. Individual and Family Assistance (IFA) Counselors
1. General Responsibilities:
· The general responsibilities of the IFA Coordinator are des-cribed in the "Mitigation Activities" section of this Annex and involve the coordination of emergency feeding, clothing, housing, and social services for people who must relocate due to an emergency or disaster, and involves:
· Public shelter operators
· Staffing and equipping feeding centers
· Providing social services to persons in public shelters
2. Operational Responsibilities:
· Maintain an accurate inventory of all fund and supplies pur-chased and used.
· Establish a shelter organization and schedule to carry out shel-ter activities.
· Develop and implement plans for in-shelter training of the key-workers.
· Prepare plans for in-shelter emergency situations.
· Establish and control relocatee reception and registration centers.
· Establish liaison with State and Federal Human Services author-ities, Red Cross, Salvation Army, and other relief forces to insure adequate supplies and volunteer personnel to staff the necessary functions.

B. Local Law Enforcement Responsibilities
· Provide security and law enforcement for feeding and tempor-ary housing sites and shelters.
· Provide traffic control during movement to sites and shelters.
· Provide alternative communications through their mobile units.
· Deliver shelter management kits.

C. Fire Service Agency Responsibilities
· Survey sites and shelters for fire safety.
· Advise about fire security during operations.
· Train selected evacuees to serve of feeding and housing sites and fire suppression teams.

D. Public Works/Utilities Coordinator Responsibilities
· Inspect sites and shelters for serviceability.
· Maintain water supplies and sanitary facilities at sites and shelters during emergency.
· Prepare expedient shelters as directed by EOC.
· Perform expedient shelter marking.

IV. DIRECTION AND CONTROL
A. Personnel
· The Resource Officer (RO) will have the overall responsibility for mass feeding, lodging and care of evacuees and shelter operations under the guidance of the County Commission and the Director of Emergency Services.
· The IFA Coordinator and staff will perform their responsibilities under the supervision of the RO.

B. Congregate Care Facilities
· Congregate care facilities may be defined as: public or private buildings that may be used to lodge and care for evacuees. Generally, assigned space is approximately 40 s.f. per person.
· Each congregate care facility will be assigned a manager who will be a point of contact for those who are housed in the facility.
· Relocatees will receive assistance for items such as: meal tickets, bedding, clothing, and sanitation by contacting the congregate care facility manager.
· The manager receives direction from the IFA Coordinator.
· A facility or facilities nearby to the evacuated area should be reserved for key workers and their dependents to enable expedient commuting.
· Facilities which may be used for congregate care are listed in the PPP Reception Area Facility Listing.

C. Mass Feeding Facilities
· Mass feeding facilities may be described as feeding relocatees as a group "cafeteria" style in a designated dining area.
· Mass feeding may be based on two meals per day. The first meal of the day could be a combination of breakfast/lunch, and the second meal could be dinner.
· Several locations might be used to feed the relocatees.
· The IFA Coordinator will determine which feeding facilities will be best to utilize depending on the number of relocatees and where they are staying.
· Available feeding facilities are listed in the PPP Reception Area Facility Listing.
· Staffing of a mass feeding facility may be augmented as needed from skilled relocatees or other volunteer relocatees.

V. ADMINISTRATION AND LOGISTICS
· All purchasing and requisitions must be fully documented with written approval given by the Wood County Commission.
· Documentation of purchases and returns must be coordinated with the County Commission.
· All costs will be borne by the County with possible help from the State or Federal governments or the Red Cross.

VI. PLAN DEVELOPMENT AND MAINTENANCE
· The Emergency Services Director and the IFA Coordinator will be re-sponsible to review and update this Annex.
· Resources should be reviewed semi-annually






AUTHORITIES AND REFERENCES
1. Federal Emergency Management Agency, Job Aid Manual. SM 61.1, Emmitsburg,
FEMA 1983.
2. Wood County Civil Defense. Wood County Emergency Operating Plan. Annex P
"Crisis Relocation". Parkersburg: 1978, Revised 1998.