Purpose - Virginia Department of Social Services



James Madison UniversityConvocation Center andRockingham County Fairgrounds (for pet sheltering)State Managed Shelter PlanAnnex FRecord of ChangesDate of ChangeLocation of ChangeDescription of ChangeNotification of Change Sent toNotification of Change Sent onTable of Contents TOC \o "1-2" \h \z \u Record of Changes PAGEREF _Toc439095599 \h aTable of Contents PAGEREF _Toc439095600 \h i1.Purpose PAGEREF _Toc439095601 \h 22.Mission PAGEREF _Toc439095602 \h 23.Background PAGEREF _Toc439095603 \h 24.Operations PAGEREF _Toc439095604 \h 35.Site Responsibilities PAGEREF _Toc439095606 \h 36.Shelter Management Organization and Assignment of Responsibilities PAGEREF _Toc439095607 \h 57.Site Layout PAGEREF _Toc439095608 \h 78.Authorities and References PAGEREF _Toc439095609 \h 108.1State PAGEREF _Toc439095610 \h 10AppendicesAppendix 1 – Shelter Staff Requirement1 - PAGEREF _Toc439095611 \h 1Appendix 2 – Shelter Position Radio and Technology Requirements2 - PAGEREF _Toc439095612 \h 1Appendix 3 – Shelter Position General Supplies 3 - PAGEREF _Toc439095613 \h 1Appendix 4 – VDACS/RCFA Memorandum of Understanding4 - PAGEREF _Toc439095614 \h 1Table of Figures TOC \h \z \c "Figure" Figure 1 – JMU Shelter Management Team PAGEREF _Toc465089014 \h 5Figure 2 – Planning PAGEREF _Toc465089015 \h 5Figure 3 – Operations PAGEREF _Toc465089016 \h 6Figure 4 – Logistics PAGEREF _Toc465089017 \h 6Figure 6 – Overall Campus Map PAGEREF _Toc465089018 \h 7Figure 7 – Convocation Center PAGEREF _Toc465089019 \h 8Figure 8 – Rockingham County Fairgrounds PAGEREF _Toc465089020 \h 9Figure 9 - Alternate Cot Layout (Longer-term Sheltering) PAGEREF _Toc465089021 \h 9 PurposePursuant to § 44.146.17 of the Code of Virginia and the Commonwealth of Virginia Emergency Operations Plan (COVEOP), Emergency Support Function #6 – Mass Care, a State Managed Shelter (hereinafter “the shelter” or “SMS”) at James Madison University (hereinafter “the University” or “JMU”) may be opened as the result of a Governor’s State of Emergency Declaration and a valid Virginia Department of Social Services (VDSS) mission assignment received from the Virginia Emergency Operations Center (VEOC). This Annex describes the site-specific protocols, management structure, coordination mechanisms, and support requirements necessary for the conduct of SMS operations at the JMU SMS. The protocols, management structure, coordination mechanisms, and support requirements as stated in this Annex are in addition to, and do not supplant, those within the Plan for the conduct all SMSs throughout the Commonwealth.Mission With little advance warning, the VDSS shall coordinate the establishment, staffing needs, with the assistance of the University’s volunteers, and operation of a short-term shelter providing support for services that include but are not limited to general population sheltering, special medical needs support, service animal sheltering, companion animal sheltering, mental health services, family and reunification services, disaster/benefit program information needs and support, informational needs for situation awareness, food services and facility support, shelter supply and re-supply services, communications, and emergency ground transportation. BackgroundThis shelter site was pre-identified by the University in the 2006 Potential Shelter Survey, and has been assessed by a multi-disciplinary state shelter site assessment team (hereinafter “the Team”). The Team has concluded that this site has the capability to shelter evacuees, including those with certain special medical needs and accompanying service animals. It has been determined to be ADA compliant and has other features suitable for emergency sheltering of evacuees. Household pets (as defined in the COVEOP) that are owned by those sheltered at the JMU SMS will be sheltered at the Rockingham County Fairgrounds and transportation will be provided to shuttle owners to their pets to provide their care and maintenance. A separate Memorandum of Understand (MOU) (see Appendix 4) has been developed with the fairgrounds in regards to this use. OperationsAs directed by the Governor of Virginia, the James Madison University Convocation Center will be made available to the state to serve as a SMS in support the Governor’s Order for a Mandatory Mass Evacuation of a region of the Commonwealth. It is the responsibility of the Virginia Department of Agriculture and Consumer Services (VDACS) to prepare, maintain and update as needed the MOU with the Rockingham County Fairgrounds Association to use the site and facilities for the sheltering of pets associated with evacuees housed on the JMU SMS.Upon the activation of the JMU SMS, the MOU with Rockingham County Fairgrounds will be initiated by the Virginia Department of Agriculture and Consumer Services (VDACS). If the facilities are, at that time, in use by Rockingham County for the sheltering of resident pets needing shelter due to an emergency directly affecting the County and available space at the Fairgrounds cannot support both populations.Site ResponsibilitiesResponsibilities for State Agencies in response to an SMS are listed within the Plan.James Madison University (JMU or the University)At the request of the Governor of Virginia, JMU has agreed to host a SMS on its campus.The following campus facilities will be used for this purpose:Convocation CenterJMU also agrees to:Provide a university-appointed Deputy Shelter Manager with decision-making authority to the on-site Shelter Management Team.Provide voice and data communications capability and high-speed internet connectivity for SMS equipment.Prepare a Fire Watch plan in the Fire Safety plan for each shelter facility used for housing as stated in SMS Basic Plan, Appendix 5.Implement Fire Watch upon activation of a site as an SMS.Provide an Assistant Safety Officer to the on-site SMS Shelter Management Team.Assist with site set-up and tear-down of the shelter.Identify and staff positions/units within the Shelter Management Team as agreed within this plan. Participate in and complete required training as identified in the Virginia Department of Social Services State Managed Shelter Training Program and any additional training as prescribed by the University. Develop and maintain an inventory of volunteers from the English speaking students, faculty and staff:Who are fluent in foreign languages or sign language and will agree to serve as interpreters, if needed.Who agree to serve in various capacities in order to support the incident shelter management team, if needed.Assess the facility needs for use of these buildings for sheltering and develop a Facilities Management Plan to address these needs. Assess the potential media requirements that the SMS could create upon the campus and develop a Media Logistics Plan to address these requirements. Shelter Management Organization and Assignment of Responsibilities2095578740Figure SEQ Figure \* ARABIC 1 – JMU Shelter Management Team00Figure SEQ Figure \* ARABIC 1 – JMU Shelter Management TeamFigure SEQ Figure \* ARABIC 2 – PlanningFigure SEQ Figure \* ARABIC 3 – OperationsFigure SEQ Figure \* ARABIC 4 – LogisticsSite Layout95253862705Convocation Center00Convocation Center904875285305419907252691130Figure SEQ Figure \* ARABIC 6 – Overall Campus MapFigure SEQ Figure \* ARABIC 7 – Convocation CenterFigure SEQ Figure \* ARABIC 8 – Rockingham County Fairgrounds83502520320Figure SEQ Figure \* ARABIC 9 - Alternate Cot Layout (Longer-term Sheltering)00Figure SEQ Figure \* ARABIC 9 - Alternate Cot Layout (Longer-term Sheltering)Authorities and ReferencesStateVirginia State Police State Managed Shelter Plan for James Madison University (Sensitive – Law Enforcement Use Only)Virginia Department of Health Special Medical Needs Services Plan for James Madison University State Managed Shelter Logistics Section Standard Operating Procedures for James Madison UniversityAppendix 1Shelter Staff RequirementPosition DescriptionShiftDAYNIGHTCommand??Shelter Manager11Deputy Shelter Manager11Command Staff??Assistant Public Information Officer11Assistant Safety Officer11General Staff??Planning??Assistant Shelter Manager for Planning11Check-In Status Recorder11Shelter Observer11Operations??Assistant Shelter Manager for Operations11Registration and Intake Group Supervisor11Registration and Intake Team Leader11Greeters33Registrars44Medical Special Needs Registrars - RAC??Human Services Group Supervisor11Hospitality-Dormitory Team Leader11Hospitality- Dormitory Coordinators1010Assistance Program Team Leader11Assistance Program Counselors30Children's Issues Coordinator00Resident Activities Team Leader10Children's Activities Coordinator10Medical Special Needs Services Group Supervisor??Medical Screening Team Leader??Medical Screeners??Nursing Team Leader??Nurses - RAC??Behavioral Health Team Leader??Behavioral Health Specialists??First Aid Team Leader??First Aid Specialists??EMS Unit??Pet Shelter Services Group Supervisor??Deputy Pet Shelter Services Group Supervisor??Pet Registration and Intake Team Leader??Pet Registrars??Pet Care Coordinator??Veterinary Care Team Leader??Pet Housing Team Leader??Logistics Section ??Assistant Shelter Manager for Logistics11State Logistics Group Supervisor11Communications Unit Leader??Facilities Manager??Fire Watch??Contractor Logistics Group Supervisor??Staging Unit Leader??Supply Unit Leader??Logistics Mobilization Unit Leader??Food Services Manager??Food Services Coordinator11Food Services Team??Logistics Demobilization Unit Leader??Security and Traffic Management??Assistant Shelter Manager for Security and Traffic Management??VSP Resource??Site Security Resource??DMA Resource1414TOTAL3833Appendix 2Shelter Position Radio and Technology RequirementsPosition DescriptionShiftCommunicationsDAYNIGHTComputerComputer with Barcode ScannerHandheld RadioPush to Talk Cell Phone2 Handset PhonesInternet AccessPrinter AccessFax AccessScanner AccessEWA Pheonix AccessCommand????????????Shelter Manager111??1?1111?Deputy Shelter Manager111??1?1111?Command Staff????????????Assistant Public Information Officer111??1?1111?Assistant Safety Officer111??1?1111?General Staff????????????Planning????????????Assistant Shelter Manager for Planning111??1?11111Check-In Status Recorder11?1?1?11111Shelter Observer111??1?11111Operations????????????Assistant Shelter Manager for Operations111??1?11111Registration and Intake Group Supervisor111?11?1??11Registration and Intake Team Leader11??1???????Greeters33??3???????Registrars44?44?44???4Medical Special Needs Registrars - RAC????????????Human Services Group Supervisor11??11??????Hospitality-Dormitory Team Leader11??1???????Hospitality- Dormitory Coordinators1010??10???????Assistance Program Team Leader111?11?11111Assistance Program Counselors303?33233333Children's Issues Coordinator00??????????Resident Activities Team Leader101?11?11111Children's Activities Coordinator101?1??1???1Medical Special Needs Services Group Supervisor????????????Medical Screening Team Leader????????????Medical Screeners????????????Nursing Team Leader????????????Nurses - RAC????????????Behavioral Health Team Leader????????????Behavioral Health Specialists????????????First Aid Team Leader????????????First Aid Specialists????????????EMS Unit????????????Pet Shelter Services Group Supervisor????????????Deputy Pet Shelter Services Group Supervisor????????????Pet Registration and Intake Team Leader????????????Pet Registrars????????????Pet Care Coordinator????????????Veterinary Care Team Leader????????????Pet Housing Team Leader????????????Logistics Section ????????????Assistant Shelter Manager for Logistics111??1?1111?State Logistics Group Supervisor111?11?1111?Communications Unit Leader????????????Facilities Manager????????????Fire Watch????????????Contractor Logistics Group Supervisor????????????Staging Unit Leader????????????Supply Unit Leader????????????Logistics Mobilization Unit Leader????????????Food Services Manager????????????Food Services Coordinator11?11??1???1Food Services Team????????????Logistics Demobilization Unit Leader????????????Security and Traffic Management????????????Assistant Shelter Manager for Security and Traffic Management????????????VSP Resource????????????Site Security Resource????????????DMA Resource14142274212121212?TOTAL3833166291762215151616Appendix 3Shelter Position General SuppliesPosition DescriptionShiftVestGeneral SuppliesDAYNIGHTBlueYellow6 Outlet Surge ProtectorExtension CordRubber Trip Hazard Floor GuardClip BoardsPensHighlighersNotepadsCommand???????????Shelter Manager111?11111022Deputy Shelter Manager111??1?11022Command Staff???????????Assistant Public Information Officer111?11111022Assistant Safety Officer111????11022General Staff???????????Planning???????????Assistant Shelter Manager for Planning111?11111022Check-In Status Recorder11?1?1111022Shelter Observer11?1???11022Operations???????????Assistant Shelter Manager for Operations111?11111022Registration and Intake Group Supervisor11?11111512Registration and Intake Team Leader11?1???1512Greeters33?3???3030?6Registrars44?4?4442048Medical Special Needs Registrars - RAC???????????Human Services Group Supervisor11?1???15?2Hospitality-Dormitory Team Leader11?1???15?2Hospitality- Dormitory Coordinators1010?10???????Assistance Program Team Leader11?111111022Assistance Program Counselors30?3233315153Children's Issues Coordinator00?????????Resident Activities Team Leader10?11111511Children's Activities Coordinator10?11111511Medical Special Needs Services Group Supervisor???????????Medical Screening Team Leader???????????Medical Screeners???????????Nursing Team Leader???????????Nurses - RAC???????????Behavioral Health Team Leader???????????Behavioral Health Specialists???????????First Aid Team Leader???????????First Aid Specialists???????????EMS Unit???????????Pet Shelter Services Group Supervisor???????????Deputy Pet Shelter Services Group Supervisor???????????Pet Registration and Intake Team Leader???????????Pet Registrars???????????Pet Care Coordinator???????????Veterinary Care Team Leader???????????Pet Housing Team Leader???????????Logistics Section ???????????Assistant Shelter Manager for Logistics111?11111022State Logistics Group Supervisor111?11111022Communications Unit Leader???????????Facilities Manager???????????Fire Watch???????????Contractor Logistics Group Supervisor???????????Staging Unit Leader???????????Supply Unit Leader???????????Logistics Mobilization Unit Leader???????????Food Services Manager???????????Food Services Coordinator11?111111022Food Services Team???????????Logistics Demobilization Unit Leader???????????Security and Traffic Management???????????Assistant Shelter Manager for Security and Traffic Management???????????VSP Resource???????????Site Security Resource???????????DMA Resource1414??5551428628TOTAL3833830132019552154751Appendix 4Memorandum of Understanding with Rockingham County Fairgrounds AssociationMEMORANDUM OF UNDERSTANDING (MOU) BETWEEN Virginia Department of Agriculture and Consumer Services (VDACS) and Rockingham County Fair Association (RCFA)The RCFA and VDACS agree to the following MOU:PARTIESThis document constitutes an agreement between the RCFA in Harrisonburg, VA and VDACS to support each other when the resources available to VDACS become overwhelmed and VDACS is not able to meet the sheltering of the animal population in its geographic area due to emergency or disaster conditions.AUTHORITIESThe RCFA serves as location for a variety of events. In the event of an emergency the RCFA has the ability to act as a pet shelter. Efforts to secure pet sheltering locations prior to an emergency or disaster incident occurring supports our mission and provides both parties with the ability to call upon each other’s services as identified in this agreementPURPOSEThe purpose of this MOU is to provide services to VDACS for assistance with all aspects of animal sheltering and care when conditions specified in this agreement warrant such assistance.The parties agree that their mutual goal is to provide lifesaving services for animals impacted by emergency or disaster situations.With this stated goal, the MOU identifies the following objectives:Collaborate on development and implementation of a disaster response plan tailored to the needs of both parties;Establish criterion for invoking the provisions of this agreement; andOther items as agreed upon during negotiations.Both parties recognize the benefit of coordinating their respective response efforts. This MOU lays the foundation for broader collaborative arrangements that would improve efficiencies and avoid overlapping areas of responsibilities during disaster responses, by leveraging resources and capabilities within each organization.IV LIMITATIONSA.All commitments made in this MOU are subject to the availability of funds and each organizations budget priorities. This MOU is neither a fiscal nor funds obligation document. Nothing in this MOU authorizes or is intended to obligate the parties to expend, exchange, or reimburse funds, services or supplies, or to enter into any contract, or other financial obligation. This MOU in no way restricts either of the parties from participating in any activity with other public or private agencies or organizations.This MOU is not legally enforceable and shall not be construed to create any legal obligation on the part of either party. RESPONSIBILITIES OF VDACSVDACS:Acknowledges that RCFA possesses an MOU with Rockingham County for pet sheltering and will coordinate with RCFA to ensure that barn space is available to all parties;Will be responsible for returning the area and buildings used for animal sheltering after the emergency or disaster to the same condition that in which they were found upon arrival;Will provide trained and responsible staff;Will maintain all equipment, logistics and information technology infrastructure; andWill provide a reasonable amount of time to notify the RCFA of the need to activate a pet shelter.RESPONSIBILITIES OF RCFARCFA:Will provide a space away from inclement weather for pets to be housed in crates or cages;Also possesses an MOU with Rockingham County to shelter pets during an emergency. In the event that Rockingham County plans to activate a pet shelter at the Rockingham County Fairgrounds, the RCFA will notify VDACS.Provide cages for small animals such as rodents, rabbits, dogs and cats if cages are available;Will respond to requests for pet sheltering space when:The Governor of the Commonwealth of Virginia decides to activate the State Managed Shelters in support of a catastrophic event impacting the residence of the Commonwealth of Virginia and when a regional evacuation is ordered; andThe Department of Social Services has activated James Madison University as a people shelter.II. JOINT RESPONSIBILITIES Both parties agree to:Conduct an annual review of this document and make revisions as determined agreeable by both parties for the purpose of renewing the agreement;Provide notification of any changes in contact information or contact procedures;Identify deficiencies and take corrective action;Develop and maintain open lines of communication between their respective staffs who share responsibilities under this agreement; andImplement an animal sheltering agreement in a consistent and cooperative manner.VIII.PERIOD OF AGREEMENTThis MOU will be effective when signed by both parties. This MOU may be amended at any time by the mutual written consent of the parties. The parties will review this MOU annually to determine whether it should be revised, renewed, or canceled. Either party may terminate this agreement by providing 60 days’ written notice to the other party.This MOU constitutes the entire agreement between the parties for the stated purpose, and no modification or addition will be valid unless signed by the parties and appended to this agreement. Notices and other official communications between the parties will be considered as delivered if hand delivered or if posted as registered U.S. mail.Signed on behalf ofRockingham County Fair AssociationVirginia Department of Agriculture______________________________________________________Dennis CuppGeneral ManagerRockingham County Fair AssociationCOMMONWEALTH OF VIRGINIA???Todd P. HaymoreCommissionerVirginia Department of Agriculture and Consumer Services?? ________________________________________________________DateDate ................
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