Introductory Section - Catholic Charities USA



RESOURCES FOR POD LEADERSHIP, STAFF AND VOLUNTEERS

These resources below are hyperlinked. They may be used as needed, and may be excerpt or revised as needed.

1. POD Site Selection Checklist, for assessing potential POD locations

2. Hazard Assessment for POD Site Selection, for identifying environmental and building hazards that may preclude selection for POD location

3. Waiver: Volunteer Release Form, for a release, hold harmless and indemnity agreement between volunteers and the Catholic Charities agency

4. Disaster Case Management Intake Form, for completion when an individual at the POD requests information or services which may lead to Disaster Case Management services

5. POD Key Tasks Checklist, for identifying functions performed in POD operations of various sizes, and the broad tasks that are performed in support of those functions

6. POD Outreach and Communication Checklist, for establishing communication protocols used in all phases of POD operations

7. POD Possible Equipment Needs List, for examples of equipment that typically is needed during POD operations

8. POD Equipment Inventory Form, for tracking type, condition, owner, and location of POD equipment

9. POD Supply Inventory Form, for tracking POD supplies received, dispensed, and amount remaining

10. POD Safety Information Topic: Forklift Safety, information to disseminate in a POD safety briefing

11. POD Safety Information Topic: Operating A Fire Extinguisher, information to disseminate in a POD safety briefing

12. POD Safety Information Topic: Safe Lifting Procedures, information to disseminate in a POD safety briefing

13. POD Safety Information Topic: Weather Concerns, information to disseminate in a POD safety briefing

14. POD Daily Hazard Assessment: for Safety Briefing, for identifying potential hazards that require correction, and/or notification of POD leadership, staff and volunteers

15. POD Demobilization Checklist, for identifying and planning tasks required prior to and after POD closure

Date      ______

POD Site Selection

Person Completing form: ____________________________ Phone #: _________________

Facility Name:

Street Address:

City and zip code:

Site’s Physical Characteristics:

Contact Person(s)/ Site Manager

Business Hours Primary:

Name:      

Work Phone:      

Cell:      

Pager:      

Email:      

Business Hours Alternate:

Name:      

Work Phone:      

Cell:      

Pager:      

Email:      

Emergency Contact24/7 (After Hours) Primary:

Name:      

Work Phone:      

Cell:      

Pager:      

Emergency Contact 24/7 (After Hours) Alternate:

Name:      

Work Phone:      

Cell:      

Pager:      

|General Site Information |

|Facility Size (Estimated usable square feet) |______ sq. ft. |

|Number of usable rooms | |

|Is the site available 24/7? |Yes |No |

|If not, what are the restrictions? | | |

|Is the site climate controlled (68-78 F.) |Yes |No |

|Are there multiple levels (steps between rooms/multiple floors)? |Yes |No |

|If yes, are elevators available? |Yes |No |

|Do the roads leading to the site allow for easy access? |Yes |No |

|Is public transportation available to and from the site? |Yes |No |

|Is regular garbage pick-up and disposal available? |Yes |No |

|Is the site located in a flood prone area? |Yes |No |

|Is the facility and surrounding environment free of hazardous materials and chemical, biological, mechanical |Yes |No |

|hazards? | | |

|Name of closest medical facility/hospital: ________________________________________ |

|Address:____________________________________________________________________ |

|Approximate number of miles from site:___________ |

|General Comments about the site: |

|Exterior Information |

|Number of external entrances/exit door to site | |

|Estimated number of parking spaces at site | |

|Ancillary parking at close proximity? |Yes |No |

|Number of miles to ancillary location: ___________________ | | |

|Are handicap accessible entrances and exits available? |Yes |No |

|Are loading dock(s) available? |Yes |No |

|How many? ____________________ | | |

|Can the loading dock(s) accommodate up to 53’ trailer? |Yes |No |

|Is there adequate exterior lighting around the building perimeter? |Yes |No |

|Is the parking area well lit? |Yes |No |

|Does facility exterior/interior have the capacity to place large numbers of people under cover/out of weather? | | |

|If no, what contingency plan is available for providing this type of shelter? |Yes |No |

|________________________________________________________________________________________________________________| | |

|_______________________________________________________________________ | | |

|Other exterior notes: |

|Interior Information |

|Number of electrical outlets sufficient? |Yes |No |

|Are adequate bathrooms/toilets available? |Yes |No |

|Is potable water available? |Yes |No |

|Is there sufficient interior lighting to allow completion of forms, etc.? |Yes |No |

|Is a large waiting/assembly area(s) available? |Yes |No |

|Are separate rooms available for ill individuals? |Yes |No |

|Is there secure storage area for receipt/storage of medical supplies if needed? |Yes |No |

|Do doorways and hallways accommodate wheelchairs? |Yes |No |

|Is a break room available for staff/volunteers? |Yes |No |

|Are kitchen facilities available? |Yes |No |

|Other interior notes: |

|Security/Building Safety |

|Can the site be secured/access controlled? |Yes |No |

|Estimated minimal number of required security personnel for interior of facility? | |

|Estimated minimal number of required security personnel for building perimeter? | |

|Estimated minimal number of required security personnel traffic control? | |

|Fire Safety: | | |

|Annual fire inspection conducted? |Yes |No |

|Fire extinguishers available? |Yes |No |

|Fire Alarms/Smoke detection system? |Yes |No |

|Fire sprinkler/suppression systems? |Yes |No |

|Marked exits/fire evacuation plans posted? |Yes |No |

|Is emergency lighting available? |Yes |No |

|Other Safety/Security notes: |

|Communications |

|Are there telephone land-lines? If so, how many? | |

|Is there adequate cellular phone reception inside the site? |Yes |No |

|Is Internet access available? |Yes |No |

|Internet Service Provider: _______________________________________ | | |

|Is there a Fax machine on site? |Yes |No |

|Does it operate on a dedicated line? | | |

| |Yes |No |

|Are public use phones available? |Yes |No |

|Is a Public Address (PA) System available at the site? |Yes |No |

|Other Communications notes: |

|Equipment |

|Is refrigeration available onsite? |Yes |No |

|Is there a generator onsite? |Yes |No |

|Can generator supply entire facility with power? |Yes |No |

|Other equipment notes: |

|Hazard Assessment for POD Site Selection |

|Physical Hazards |

|Is the facility structurally sound? |Yes |No |

|Are the sidewalks and parking lot intact and safe for pedestrian and vehicle traffic? |Yes |No |

|Is interior and exterior lighting adequate? |Yes |No |

|Are there downed power lines in the area? |Yes |No |

|Is there debris in the parking lot or building? |Yes |No |

|Is the facility located in a floodprone area? |Yes |No |

|Site Environment |

|Is the facility and surrounding environment free of: | | |

|Mold? |Yes |No |

|Chemical hazards? |Yes |No |

|Biological hazards such as raw sewage? |Yes |No |

|Mechanical hazards? |Yes |No |

|Other hazardous materials? |Yes |No |

|Access Control |

|Are there multiple entries to the parking lot and building? |Yes |No |

|Can all doors and windows be locked? |Yes |No |

|Is the site fenced? |Yes |No |

|Can emergency vehicles readily access the site? |Yes |No |

|Fire Safety |

|Has an annual fire inspection been conducted? |Yes |No |

|Are fire extinguishers available? |Yes |No |

|Does the facility have functional fire alarms/smoke detectors? |Yes |No |

|Are exits marked/fire evacuation plans posted? |Yes |No |

|Is emergency lighting available? |Yes |No |

|Is there an adequate number of electrical outlets? |Yes |No |

|Hospital |

|In the event there is an injury at the POD facility, is there a hospital nearby? |Yes |No |

|If so, what is the name and address of the hospital? _________________________ |

|Approximately how many miles from the facility is the hospital? _______________ |

|Facility Insurability |

|Is the facility insured? |Yes |No |

|If insured, what is the insurance company and agent of record? _______________ |

|If not, has the facility been inspected by an insurance agent to determine whether or not it can be insured? | | |

| |Yes |No |

|What company/ agent inspected the facility? _____________________________ |

Waiver: Volunteer Release Form

RELEASE, HOLD HARMLESS, AND INDEMNITY AGREEMENT

In consideration of my being allowed to participate in the __________ sponsored by , in . I, (hereinafter “Releasor”) a person of the full age of majority and a resident of the County/Parish of State of , do hereby acknowledge that:

1) I voluntarily have chosen to travel to the foregoing area to perform _________________ disaster relief efforts;

2) I understand that this volunteer effort entails a risk of physical and/or mental and/or emotional injury and often involves physical labor, heavy lifting, and/or other strenuous activity;

3) I understand that the volunteer effort may expose me to harmful and/or illness-causing substances, including but not limited to mold and/or mildew;

4) I am in good health and physically and emotionally able to perform the foregoing volunteer effort.

I further understand that I am engaging in this volunteer effort at my own risk and will be exposed to various injury-causing risks, including but not limited to contracting of illnesses and/or incurring physical injuries. I also understand that I am assuming any and all risk of any injury or damages of any type that I may sustain, including but not limited to physical, mental, or financial injuries (e.g., loss of wages). I also understand that I am solely responsible for any and all costs and/or expenses that I may incur arising out of my participation in the volunteer effort, including but not limited to any costs and/or expenses arising out of housing, meals, and/or losses from theft. I also understand that in performing services for the volunteer effort that if I become injured, because of the conditions of the County of __________ and its environs I may not have available to me the same level of medical care that I may be accustomed to which may subject me to further, additional risks of physical and/or emotional injury or damage and/or may increase the severity of such injury or damage.

I further understand that in the event that I am offered any housing accommodations while participating in the volunteer effort, I will abide by whatever regulations may be in effect for the accommodations at the time.

In consideration of my being able to participate in the volunteer effort, which participation I acknowledge has intrinsic value and worth to me, I further agree to release, indemnify and hold harmless ____________________________, including but not limited to officers, directors, executives, administrators, faculty, administrators, employees, representatives, insurers, reinsurers and/or self-insurance administrators, assigns and/or representatives (hereinafter collectively referred to as “the Releasees”) of and from any and all manner of actions, suits, liens, debts, damages, injuries (including but not limited to claims for bodily injury, mental anguish and/or death), economic damages (including but not limited to loss of wages and loss by theft), claims arising from travel or lodging and any and all other claims and demands whatsoever (hereinafter, collectively, “claims”), at law or in equity, and arising out of or under any law of the United States, or any of the several states, including but not limited to the laws of obligations and/or laws of tort and/or delict, arising from my participation in volunteer effort, whether such claims or causes of action arise from my own negligence, strict liability or fault or from the negligence, strict liability or fault of Releasees or any third parties for whom the volunteer effort is performed. Releasor specifically acknowledges that this agreement includes a Release, Hold Harmless and Indemnity in favor of Releasees and third parties for their own negligence, strict liability or fault of any kind or nature whatsoever.

I further agree that this Agreement shall be construed in accord with the state laws, which shall be the forum for any dispute concerning my participation in the volunteer effort. I further acknowledge and agree that the terms and conditions of this Agreement shall be severable and that if any term or condition shall be held to be illegal, unenforceable or in conflict with the state laws, the validity of the remaining portions of the Agreement shall not be affected thereby and shall remain in full force and effect.

I further agree that this Agreement supersedes any previous and/or contemporaneous verbal agreements in regard to my participation in the volunteer effort and cannot be changed and/or amended unless in writing.

By: ________________________________________

Print Name: _________________________________

Date: ______________________________________

Disaster Case Management Intake Form

Intake Date: Referred by:

Last Name: First Name: M.I.:

Does client prefer to be referred to by any other name?

Gender: Date of Birth: _________

Address at Intake

Street/Apt. Number:

City: State: Zip: County:

Phone: ( ) Cell phone: ( ) Other: [ ]: ( )

Email Address: How would client prefer to be contacted? _______________________

Is the client currently living in a shelter/ hotel or other temporary housing? Yes No

Address of Property Affected by Disaster (if different)

Street/Apt. Number:

City: State: Zip: County:

At the time of the disaster, was the client using this location as his/her primary residence? Yes No

At the time of the disaster, was this location being used for business purposes? Yes No

Did the client own or rent the property affected by the disaster? Own Rent

Has the client filed a home insurance claim? Yes No Claim Status: _______________________________

Has the client filed a flood insurance claim? Yes No Claim Status: _______________________________

Has the client registered with FEMA? Yes No FEMA Application Status: ____________________

Has the client applied for an SBA Loan? Yes No SBA Loan Status: ___________________________

Demographics (Note: A child is defined as being under 18 years old.)

Household Type: Individual Single with children - Male Head Single with children - Female Head

Adult Couple with Children Adult Couple without Children Extended Household with Children

Extended Household without Children

Household Size:_____

Enter information for all disaster-affected household members.

|Name Of Each Household Member |Relationship to HOH |Age |DOB |Gender |

| |Head of Household | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

Employment Status: Employed full-time, not looking. Employed full-time, but looking.

Employed part-time, not looking. Employed part-time, but looking.

Unemployed, not looking. Unemployed, but looking.

Unable to work due to a disability Retired

Ethnicity: Hispanic Non-Hispanic

Race: African American/Black American Indian/Alaskan Native Asian

Native Hawaiian/Pacific Islander White Other Multiracial Refused

Primary language spoken:

Vulnerability Factors

Can the client read/write in their Primary Language? Yes No

Does the client have difficulty understanding English? Yes No

Does Anyone in the Household Have a Disability? Yes No

Is Anyone in the Household a Deployed Service Member? Yes No

Is Anyone in the Household a Veteran? Yes No

Does the Household Have Any Pets? Yes No

Does the Household Have Any Children Under Age 3? Yes No

Is the Head of Household Over Age 65? Yes No

Is the Household Geographically Isolated? Yes No

Does the Household Have Limited Access to Transportation? Yes No

Did the Household Have Property Damage in Excess of Insurance Coverage? Yes No

Has the Household Experienced Contractor Fraud? Yes No

Is the client in foreclosure or having legal issues with the property affected by the disaster? Yes No

PRESENTING PROBLEM/IMMEDIATE CASE MANAGEMENT SERVICE NEEDS:

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Priority Level

1 – Stable but still has work to do.

2 – Situation is getting worse and could become a crisis.

3 – Needs immediate assistance / time sensitive.

Intake Completed By:

Worker Signature: Date:

TO BE COMPLETED BY SUPERVISOR

Client Enrolled in Case Management Program & Assigned to: .

Client Needs Addressed Via Referral To: .

Client Declined Services. Client is Not Eligible for Services. Explain: _____________________________________

Case Management Supervisor Name:

Case Management Supervisor Signature: __ Date:

POD Key Tasks

|POD Management |

|Manage overall operation of the POD |

|Supervise direct reports |

|Coordinate as needed with local law enforcement, emergency management, other parishes and Catholic Charities agencies, and other community |

|voluntary organizations active in disasters (VOADs) |

|Act as primary Safety Officer |

|POD Coordination |

|Design and manage distribution/pickup processes |

|Oversee team coordination and communication |

|Manage health and safety standards |

|Provide training and standards to volunteers through the Volunteer Coordinator or address directly |

|As needed, assist in establishing a strategic plan for scaling the operation |

|Provide regular updates about unmet needs to Donation Manager or address directly |

|Leverage local, state, and national VOAD, including CCUSA and state coordination, to obtain needed resources |

|Communicate with PIO on hours of pickup, eligibility, and distribution event details |

|Volunteer Coordination |

|Prepare and conduct training |

|Create job descriptions for volunteers |

|Recruit and mobilize volunteers |

|Assign volunteers to appropriate jobs |

|Maintain volunteer database and track in-kind hours |

|Facilitate and distribute paperwork needed for policy on background checks and liability forms |

|Warehouse Management |

|Maintain the security of the goods and warehouse |

|Leverage corporate and nonprofit partnerships to lend staff or get advice on warehouse |

|management |

|Maintain clear communication with POD Coordinator to ensure an adequate supply of goods |

|Maintain clear and ongoing communication with the Volunteer Coordinator on current needs for volunteers for various warehouse tasks |

|Communicate with Donation Manager or other manager on the goods needed to maintain operations |

|Develop a plan, if necessary, for running the warehouse 24 hours a day/7 days a week |

|Manage an identification security system |

|Manage receiving, stocking, and distribution of goods |

|Donations Management |

|Communicate with donors both for “In-Kind” and monetary unmet needs |

|Link donors to development department of Catholic Charities agency |

|Maintain relationships with Volunteer Coordinator or comparable manager |

|Create and maintain relationship with local, county, and State VOAD |

|Integrate donations processes with VOAD, internal process, public relations team, and corporate partners |

|Identify warehouse space and products or supplies needed |

|Maintain database of donors and unmet needs |

|Track donations received and distributed |

|Track donor information to send acknowledgement letters to donors |

|POD Accounting |

|Ensure financial controls are in place |

|Establish POD internal control policies |

|Formulate training procedures for staff involved in internal control documentation |

|Ensure financial controls are maintained |

|Maintain relevant documentation |

|Case Management |

|Develop intake protocols for POD visitors |

|Train volunteers on intake procedures |

|Act as a resource for survivors in special circumstances |

|Act as a resource for the needs of POD staff |

POD Outreach and Communications

|Prior to POD Opening |

|Identify Public Information Officer (PIO) |

|Prepare contact lists |

|When possible, draft sample messaging that can be updated and changed |

|Train staff on communication policies and protocols |

|Communicate warnings whenever appropriate |

|During POD Operations |

|Maintain lines of POD communication by messaging all internal staff as needed regarding POD operation and concerns |

|Maintain ongoing communication to provide the latest POD-related information to affected populations, donors, the general public, other |

|stakeholders (e.g. government entities, community partners, parishes, and emergency managers), and news outlets |

|Ensure that accurate information from warehouse/POD is provided regarding eligibility for POD services, hours of operation, commodities |

|needed, drop-off/acceptance criteria for donations |

|Use a wide variety of methods to disseminate information, including social media, websites, radio/news outlets, mass texts, email, phone |

|calls, and mass notification systems (e.g. Everbridge, Send Word Now) |

|Communicate daily with POD and warehouse staff and provide real time updates on services provided, continued needs, POD hours, potential |

|relocation, expansion of services, or closing |

|Communicate warnings whenever appropriate |

|After POD Closure |

|Write letters of acknowledgement for donors |

|Quantify assistance provided |

|Record best practices |

|Collect photos of distribution activities |

|Give the general public thanks for assistance provided |

POD Possible Equipment Needs

|Dumpsters |

|Empty boxes and bags for survivors to carry supplies |

|Forklifts |

|Garage bags |

|Markers |

|Pallet jacks and dollies |

|Paper |

|Pens |

|Portable bathroom facilities |

|Shade canopies |

|Signage |

|Tables and chairs |

|Tape |

|Traffic cones |

POD Equipment Inventory

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POD Supply Inventory

|Date |Time |Type of Supply |Qty Rec. |Qty Dist. |Bal. on Hand |

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POD Safety Information Topic: Forklift Safety

Adapted from the FEMA/US Army Corps of Engineers course, “Guide to Points of Distribution”

• Only authorized and trained personnel (with current certification) will operate the forklift.

• Seatbelt must be worn by the operator at all times.

• Always wear provided protective equipment.

• Stay out of the vehicle lane when vehicles are moving.

• Be alert to your surroundings.

• Loads will be tilted back and carried no more than 6 inches from the ground.

• Loads that restrict the operator's vision will be transported backwards.

• Forklifts will travel no faster than 5 mph or no faster than a normal walk.

• Operator will sound horn and use extreme caution when meeting pedestrians, making turns and cornering.

• Operator will assure load does not exceed rated weight limits.

• Grades will be ascended or descended slowly. When ascending or descending grades in excess of 10 percent, loaded trucks will be driven with the load upgrade. On all grades the load and load engaging means will be tilted back if applicable, and raised only as far as necessary to clear the road surface.

• Do not carry riders.

• Center the forks evenly under the load to maintain good balance.

• Avoid overloading.

• Ensure the stability of the load.

• Use both forks for lifting a load.

• Pull rather than push loads for increased maneuverability.

• Maneuvering loads using the neutral position reduces operator fatigue.

• Operate at a controllable speed, since hand pallet trucks do not have brakes.

• When un-attended, forklifts will be turned off, forks lowered to the ground and parking brake applied.

POD Safety Information Topic: Operating a Fire Extinguisher

Adapted from the FEMA/US Army Corps of Engineers course, “Guide to Points of Distribution”

Fire extinguishers are divided into four categories, based on the types of fires:

▪ Class A extinguishers are for ordinary combustible material such as wood, paper, cloth, trash and most plastics.

▪ Class B extinguishers are for flammable or combustible material including oil, gas and grease.

▪ Class C extinguishers are for electrical fires and the extinguishing agent is non-conductive.

▪ Class D extinguishers are for chemical fires including combustible metals such as magnesium, potassium and sodium.

Fire extinguishers, using different extinguishing elements, are capable of extinguishing combinations of these fire classes:

▪ Water – only in Class A fires

▪ Dry Chemical – Class A, B, & C fires

o Sodium Bicarbonate

o Monoammonium phosphate

▪ Carbon Dioxide – Class B and C fires

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To use a fire extinguisher, remember PASS:

P – PULL THE PIN at the top of the extinguisher. The pin releases a locking mechanism and will allow you to discharge the extinguisher

A – AIM at the base of the fire and not at the flames. You must extinguish the fuel to the fire.

S – SQUEEZE the lever. This will release the extinguishing agent in the extinguisher. If the handle is released, the discharge will stop.

S – SWEEP from side to side. Using a sweeping motion, move the fire extinguisher back and forth until the fire is completely out.

Before deciding to fight a fire, be certain that:

▪ The fire is small and not spreading

▪ You have the proper fire extinguisher

▪ The fire will not block your exit (keep the exit at your back)

NEVER FIGHT A FIRE IF:

▪ The fire is spreading rapidly

▪ You don’t know what is burning

▪ You don’t have the proper fire extinguisher

▪ There is too much smoke or you are at risk of inhaling smoke

REMEMBER— Operate the extinguisher from a safe distance. A typical fire extinguisher lasts for about 10 seconds. Once the fire is out, don’t walk away. Watch the area for a few minutes in case it re-ignites.

POD Safety Information Topic: Safe Lifting Procedures

Adapted from the FEMA/US Army Corps of Engineers course, “Guide to Points of Distribution”

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Improper lifting can lead to back, leg and arm pain. Poor techniques can cause both acute injury and serious chronic effects. Proper lifting will help you avoid these problems.

When carrying a load, ensure you carry it close to your body. If not, you will be forcing your body to carry more weight due to the lever effect.

Proper lifting is accomplished using a four step process:

1. Plan ahead.

Before attempting to lift or move something heavy, step back and analyze what needs to be accomplished. How heavy is the object? How far does it have to be moved, and where it is going to end up? What is the shape of the object? Is it cumbersome? Will it be easily manipulated? Is it a two-person job? Is there anything in the way that needs to be moved prior to lifting?

2. Lift close to your body.

You will be a stronger and more stable lifter if the object is held close to your body rather than at the end of your reach. Make sure you have a firm hold on the object you are lifting, and keep it balanced close to your body.

3. Feet shoulder width apart.

Stand directly in front of the load with feet about shoulder width apart. One foot should be in front of the other for balance. A solid base of support is important while lifting. Holding your feet too close together will be unstable, too far apart will hinder movement. Keep the feet about shoulder width apart and take short steps.

4. Bend your knees and keep your back straight.

Bend the knees and tighten the stomach muscles. Using both hands, grasp the object firmly and pull it as close as possible to your body. Since leg muscles are stronger than back muscles, lift with the legs, until they are straightened.

When it is time to set the load down, it is very important that it is done correctly. Reverse the procedures for lifting to minimize the strain on the back. If the load is going on the floor, bend the knees and position the load in front of you. If the load is to go at table height, put it down and keep in contact with the load until it is secure on the table.

POD Safety Information Topic: Weather Concerns

Adapted from the FEMA/US Army Corps of Engineers course, “Guide to Points of Distribution”

Working in hot weather can be dangerous. The hazards of working in hot weather include:

• Sun burn

• Heat exhaustion

• Heat cramps

• Heat stroke

• Heat rash

• Dehydration

To prevent a hot weather injury:

• Drink small amounts of water frequently

• Avoid alcohol and caffeinated drinks

• Wear light-colored, loose-fitting, breathable clothing

• Take frequent short breaks in cool shade

• Keep skin covered

• Use sunscreen with an SPF of at least 30

• Wear a hat with a wide brim

• Wear UV-absorbent sunglasses

• Irrational behavior

Recognize the signs of a hot weather injury:

If you see the signs of a hot weather injury, seek medical attention immediately.

Working in cold weather can be dangerous too. Hazards include:

• Hypothermia

• Frostbite

• Aggravation of medical conditions like arthritis

• Increased risk of musculoskeletal injuries

To prevent a cold weather injury:

• Wear multiple layers of light, loose-fitting clothes

• Limit skin exposure by wearing gloves, hat, and scarf (as much as 40% of your body heat can be lost from an uncovered head)

• Keep hydrated but avoid caffeinated and alcoholic drinks

• Avoid sweating (sweating hinders the insulating value of clothing)

• Do not overexert and overheat yourself

Recognize the signs of a cold weather injury:

If you see the signs of a cold weather injury, seek medical attention immediately.

| Daily Site Hazard Assessment |

|For Daily Safety Briefing |

|Performed by: | |Date: |n  |

|Location: | N |Time: | n |

|Training: |Yes |No |Comments |

|Is each person assigned to a job within their capability? |♦ |♦ | Na |

|Did each person receive a safety brief at shift change? |♦ |♦ | Na |

|Is training on PPE and equipment provided if needed? |♦ |♦ | Na |

|Environment: |Yes |No |Comments |

|Are resources available to deal with very hot or very cold conditions? (drinking water, heated tent, shade) |♦ |♦ | Na |

|Does staff know the symptoms of heat cramps, heat stroke, and hypothermia? |♦ |♦ | Na |

|Is the level of light adequate for safe and comfortable performance of work? |♦ |♦ | Na |

|Housekeeping: |Yes |No |Comments |

|Is the work area clear of debris and tripping hazards? |♦ |♦ | Na |

|Are materials properly stacked and spaced? |♦ |♦ | Na |

|Are work areas clear of fluid spills or leakage? |♦ |♦ | Na |

|Are aisles and passageways clear of obstructions? |♦ |♦ | Na |

|Are walkways clear of holes, loose debris, protruding nails, and loose boards? |♦ |♦ | Na |

|Is the break area kept clean and sanitary? |♦ |♦ | Na |

|Are the dumpsters being serviced properly? |♦ |♦ | Na |

|Are the restrooms (portable or fixed) clean, sanitary and restocked? |♦ |♦ | Na |

|Personal Protective Equipment: |Yes |No |Comments |

|Is required equipment provided, maintained and used? |♦ |♦ | Na |

|Does equipment meet requirements? |♦ |♦ | Na |

|Are warning signs prominently displayed in all hazard areas? |♦ |♦ | Na |

|Material Handling and Storage: |Yes |No |Comments |

|Is there safe clearance for all equipment through aisles and doors? |♦ |♦ | Na |

|Is stored material stable and secure? |♦ |♦ | Na |

|Are storage areas free from tipping hazards? |♦ |♦ | Na |

|Are only trained operators allowed to operate forklifts? |♦ |♦ | Na |

|Do personnel use proper lifting techniques? |♦ |♦ | Na |

|Vehicle Traffic: |Yes |No |Comments |

|Are cones placed to direct traffic? |♦ |♦ | Na |

|Is the vehicle line free of pedestrians when vehicles are moving? |♦ |♦ | Na |

|Are pedestrian and vehicular traffic separated? |♦ |♦ | n |

|Additional Comments or Concerns: | |

| |

POD Demobilization

|Phase 1: Prior to POD closure |

|Determine the timeframe for demobilization based on coordination with parishes and other community partners |

|Communicate POD closing information through all available channels, consistent with the Outreach and Communication protocol established for |

|this POD operation |

|Include information on the closest available locations for survivors who continue to need basic supplies and services |

|If possible, announce the closing at least 72 hours before the POD is shut down |

|Phase 2: After POD closure |

|Dispose of remaining goods, directly to those in need or to other service providers |

|Dispose of POD equipment (e.g. returned to lenders or rental agencies, any repairs made or needed, any items lost or broken, and repaired or |

|replaced) |

|Acknowledge donors |

|Complete all paperwork and documentation |

|Financial records |

|Goods distributed |

|Clean the POD space; make any needed repairs and replace broken items |

|Provide staff with a debrief of accomplishments and lessons learned |

|Cancel insurance |

|Thank the volunteers and other staff |

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Resources Only

Catholic Charities USA Online Learning Series

Establishing and Managing Points of Distribution

(Site characteristics should include information on who owns the building. If the facility is owned by a private company or is a state or local government building.)

Case Manager Name

Agency Name

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Sunburn

Chills

Fever

Flu-like symptoms

Heat Stroke

▪ Confusion

▪ Irrational behavior

▪ Loss of consciousness

▪ Convulsions

▪ Lack of sweating

▪ Abnormally high body temperature

Heat Cramps

▪ Painful muscle spasms

Heat Exhaustion

▪ Headache

▪ Nausea

▪ Dizziness

▪ Weakness

▪ Thirst

▪ Giddiness

Heat Rash

▪ Red cluster of pimples or small blisters

Dehydration

▪ Thirst

▪ Lack of sweating

Excessive shivering

Blue lips and fingers

Slurred speech

`à[?]dà[?]là[?]nà[?]ºà[?]¾à[?]Âà[?]èÔ=Ôèè–kd“?[pic]$[pic]$[pic]If[pic][?]–l |”[pic]Ö\”ÿÂF ¼"[?]( |.[pic][pic][pic][pic]'„ÿÿÿÿÿÿÿÿ[pic][pic]'v[?]ÿPoor coordination

Impaired thinking

Pain or numbness in extremities

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