CHATHAM COUNTY EMERGENCY OPERATIONS PLAN

CHATHAM COUNTY EMERGENCY OPERATIONS PLAN INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN FEBRUARY 2015

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EOP / INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN RECORD OF CHANGES New Document January 2015 i FEBRUARY 2015

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EOP / INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN ACRONYMS CEMA Deputy DO EOP EOC ESF GEMA Chatham Emergency Management Agency Deputy Director Duty Officer Emergency Operations Plan Emergency Operations Center Emergency Support Function Georgia Emergency Operations Plan iii FEBRUARY 2015

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EOP / INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN TABLE OF CONTENTS Record of Changes... i Acronyms and Definitions... iii Table of Contents... v I. Introduction... 1 II. Purpose... 1 III. Scope... 1 IV. Authorities... 1 V. Assumptions... 2 VI. Implementation... 3 VII. Concept of Operations... 3 A. General... 3 B. Management Concept.... 4 C Emergency Operations Center... 4 D. School Closure Process... 4 E. Road/Bridge Closure... 5 F. Warming Station Management... 5 G. Public Information... 5 H. Logistics and Resources... 5 VIII. Roles and Responsibilities... 6 A. CEMA... 6 B. ESF Primary Coordinator.... 7 C ESF Support Agencies... 7 IX. Annex Management and Maintenance... 7 A. Executive Agent... 7 B. Types and Changes... 8 C. Coordination and Approval... 8 D. Notice of Change... 8 E. Distribution... 8 v FEBRUARY 2015

EOP / INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN APPENDICIES Appendix 1 Resources and Needs... 9 Appendix 2 Warming Station Guide... 13 vi FEBRUARY 2015

EOP / INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN I. INTRODUCTION A. In addition to cold temperatures and snow and ice, winter brings dangerous driving conditions and the potential for damaging and deadly storms. B. Severe winter storms can be extremely dangerous. Transportation can come to a standstill and electricity can be out for days, often with very cold temperatures. Making preparations in advance of a storm can make getting through it easier. II. PURPOSE A. This is a comprehensive plan of action through which Chatham County has prepared for the threat and destructive impact of a cold weather event. The purpose of this Annex is to serve as a guide for local officials to ensure effective cold weather preparedness and response in conjunction with other emergency plans and procedures. B. This Annex sets forth actions to be taken to save lives and protect property, including notification of emergency response personnel, evacuation of the public, designation of shelter areas and actions to mitigate damage from a storm. III. SCOPE A. This Annex is intended for county-wide application of cold weather emergency operations affecting Chatham County. The effects of a can weather event will most likely impact the entire could. B. This Annex is an Incident Annex to the Emergency Operations Plan (EOP), and is to be used in conjunction with the EOP under the direction of the Chatham Emergency Management Agency (CEMA), with the approval of the Chairman, Chatham County Board of Commissioners and Mayors as appropriate. IV. AUTHORITIES A. Federal: 1. Federal Civil Defense Act of 1950, amended (Public Law 81-920). 2. The Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, PL 93-288 as amended by Public Law 100-707. 1 FEBRUARY 2015

EOP / INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN B. State: 3. Executive Order 12418, July 1979 (assigning Public Law responsibility to FEMA.) 4. National Response Framework, January 2008. 1. Georgia Constitution 2. Georgia Emergency Management Act of 1981, as amended. 3. Georgia Emergency Operations Plan. 4. Governor s Executive Order, July 1995. C. County: 1. Chatham County Emergency Operations Plan (EOP), 2012. 2. Chatham County Code, 2012, Chapter 4, Article III, Emergency Management. V. ASSUMPTIONS A. This Annex is designed to accommodate cold weather conditions assumed to be possible for Chatham County. Operational actions and decisions during a cold weather event will be based to a large degree on the forecast intensity of the event and the likelihood of weather conditions. B. This Annex assumes three governmental levels of emergency preparedness and response: local, State and Federal. Preparedness, warning, protection and relief are general responsibilities of levels of government. However, emergency operations are initiated at the local level utilizing available resources to assure effective response. State assistance is supplementary to local activation of resources and is made available in response to local requests for assistance. C. This Annex is based on several specific assumptions: 1. Executive decision-makers will be acquainted with the Annex and its decision-making considerations and will act decisively when circumstances warrant. 2. Parties with roles and responsibilities for cold weather preparedness, response and recovery will maintain a state of readiness throughout the cold season, will actively participate in 2 FEBRUARY 2015

EOP / INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN emergency operations when called to do so and will work collectively in a spirit of teamwork as circumstances require. 3. Local governments and emergency response agencies may not be able to provide for the immediate needs of the community especially when time is critical. Therefore, prioritization of response efforts may become necessary. 4. Citizens, businesses and others at risk will generally take personal responsibility to follow instructions from local officials and take protective actions. However, this does not assume 100% participation and compliance will actually occur. 5. State and Federal assistance will neither be expected nor requested until local resources and capabilities are known or prove to be insufficient to satisfy emergency needs. However, such assistance will be made readily available when requested. 6. Sufficient lead-time will exist to implement this Annex and mobilize available resources. This assumes a Watches and Warnings will be issued appropriately. VI. IMPLEMENTATION A. This Annex will be implemented upon the recommendation of the Director or Deputy Director of CEMA. B. Implementation of this Annex is intended only within the jurisdictional boundaries of Chatham County. The actions guided by this Annex provide support only, and do not directly control response activities outside the boundaries of the County. Additionally, this Annex support actions contained in the County s EOP. VII. CONCEPT OF OPERATIONS A. General: 1. Winter Storm Watch indicates that severe winter weather may affect your area within 12-48 hours. 2. Winter Storm Warning indicates severe winter weather is in the area or expected immediately and can be life threatening. 3. Ice Storm Warning is issued for ice accumulations of a quarter-inch or more. 3 FEBRUARY 2015

EOP / INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN 4. Blizzard Warning is issued when sustained winds or frequent gusts to 35 miles per hour or greater and considerable amounts of falling or blowing snow (reducing visibility to less than a quarter mile) are expected to prevail for a period of three hours or longer. 5. Frost/Freeze Warning is issued when below freezing temperatures are expected. 6. Freezing Rain is rain that freezes when it hits the ground, creating a coating of ice on roads, walkways, trees, and power lines. 7. Sleet is rain that turns to ice pellets before reaching the ground. B. Management Concept 1. Whenever Emergency Operations are in effect they will be assigned the highest priority and take precedence over other forms of routine government business. They shall be maintained at the appropriate levels until the threat has passed. In the event the County is struck by a storm, emergency operations will be continued until the threat has been eliminated, essential government, transportation and utility services have been restored and the basic survival needs of the citizens have been met. 2. Early alerting of local officials and agencies with emergency operations responsibilities is essential. Information regarding warning or response actions will be coordinated with local governments in conjunction with the Georgia Emergency Management Agency (GEMA). 3. Upon the recommendation of CEMA, emergency operations shall commence at the discretion of the Chairman, Chatham County Board of Commissioners, or if unavailable, the County Manager. The Mayors of the County s Municipalities may also request emergency operations commence prior to such recommendation. In unusual circumstances the Governor, through GEMA, may also recommend or order such action. C. Emergency Operations Center (EOC): Direction and Control functions will be conducted in the EOC under the general direction of the CEMA Director and will be conducted in accordance with the provisions of the CEMA EOC Staff Manual (see EOP, Support Annex F). D. School Closure Process 1. The decision to open or close Chatham County Public Schools is the responsibility of the Board of Education. CEMA participates in 4 FEBRUARY 2015

EOP / INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN the process by providing information from a number of sources, to include the National Weather Service and a variety of local, State and Federal emergency management organizations. The Board decision is based on the projected availability of utilities and services during the school-day and the safety of its students waiting on transportation to and from school. 2. Private schools operate independently but generally follow the lead of the Board of Education. CEMA does not make the decision to open or close schools. E. Road/Bridge Closures: Road Closures are determined by law enforcement officers. Once officers have deemed a road impassable, the information will be relayed to the Georgia Department of Transportation. F. Warming Station Management: 1. Due to the unsafe conditions on the road, the American Red Cross will not open shelters during a cold weather event. 2. In the event of a major power outage with unhealthy temperatures, a Warming Station could be activated. CEMA will be responsible for overseeing the management the Warming Station. (See Appendix B) G. Public Information: CEMA Public Information Officer will work with Savannah Fire Department and Southside Fire Department to develop pre-scripted press releases and educational releases for the general public regarding the use of space heaters and safely warming homes. H. Logistics and Resources: 1. CEMA in coordination with local emergency management partners will identify resources needed to respond to, recover from, and mitigate incidents both man-made and natural in occurrence. List of potential resources for available use or need will be compiled based on past incidents, past full scale exercises, and current best practices risk analysis. 2. Known resource short comings based on hazard impact, response, and recovery needs are identified and a source for such items will be identified. Additional, the request for such resources will follow standard operational guidelines for resource request (i.e. ICS form 213 RR). It will then fall upon the logistics section for the incident to identify a resource for procurement. 5 FEBRUARY 2015

EOP / INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN 3. Private agencies play a critical role in providing resource need in support of an emergency incident. These relationships between the public and private sector are established before an incident occurs or a resource is needed. As a resource need is identified during the mitigation phase of planning and such resources are not obtainable through public means, private sources are then identified are able to provide such resources. Memoranda of Understanding and contracts identifying the availability and cost of resources during critical times are than procured 4. Logistical support of engaged assets is the responsibility of the jurisdiction to which the asset belongs. Records and logs will be maintained in order to identify agencies utilizing these facilities. 5. Logs and records are used in order to track financial responsibilities. If these resources are secured through the EOC Logistics Section, this Section will be accountable for record generation and retention. If these resources are secured through other coordination efforts, the entity responsible for receiving the resource will have accountability for record generator and retention. VIII. RESPONSIBILITIES A. CEMA 1. CEMA Director: The CEMA Director provides for the overall command, direction and control regarding the response to and management of an event. He serves as the primary advisor to the County Commissioners and the County Manager to make emergency declarations, response, and recovery decisions. His role is to collect incident-related forecasts and/or information and relay information, along with his professional recommendations, to the local policy group for decisions and declarations. The Director serves as the EOC Manager, and has signature authority and responsibility to issues and/or requests through the County and GEMA. 2. CEMA Deputy Director (Deputy): The CEMA Deputy provides the leadership role in CEMA Operations. He takes recommendations from the CEMA Duty Officer (DO) and determines the need for response actions, EOC activations, and other CEMA functions through consultation with the CEMA Director. In the event activation of the EOC is ordered, the Deputy will make notifications to CEMA Staff and the GEMA Area V Field Coordinator. The Deputy s primary role in the EOC is to serve as the Operations Chief. He will take the responsibilities of the CEMA Director when required. 6 FEBRUARY 2015

EOP / INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN 3. CEMA DO: The CEMA DO serves as the Agency's 24-hour crisis monitor for the County. The DO reports incident-related information to the Deputy and makes recommendations regarding activation of the EOC. The Deputy may determine an EOC activation is necessary through consultation with the CEMA Director. In the event activation of the EOC is ordered, the DO will have primary responsibility to initiate notification to EOC Support Staff and the EOC Partial Activation Team. Once notifications are made, the DO is responsible for preparing the EOC for activation. The DO will serve as the initial EOC Operations Section Chief until directed otherwise. 4. CEMA Staff: CEMA Staff who are not serving as the on-call Duty Officer are subject to short-notification activation for emergencies, disasters and catastrophes. Once notified, they are to report to the designated EOC and assume their roles within the EOC staffing matrix. CEMA staff will function within the Command and General Staff roles of the EOC as designated in this EOC Staff Manual. Personnel must be properly credentialed and badged while inside the EOC. B. Emergency Support Function (ESF) Primary Coordinator: Each ESF has an agency designated as the Primary Coordinator. The Primary Coordinator has responsibility to ensure county-wide planning efforts are initiated to accomplish the requirements defined by the ESF. During disaster operations, the Primary Coordinator works directly with the EOC for information management and reporting of ESF activities. C. ESF Support Agencies: Support Agencies work with the Primary Coordinator and CEMA for purposes of pre-disaster planning and postdisaster coordination of the issues addressed by the ESF. During postdisaster operations, each support agency is responsible for coordinating individual plans and procedures and reporting of ESF activities to the EOC through the Primary Agency. IX. ANNEX MAINTENANCE AND MANAGEMENT A. Executive Agent: CEMA is the executive agent for Appendix management and maintenance. The Appendix and supporting documents will be updated periodically as required to incorporate new directives and changes based on lessons learned from exercises and actual events. This section establishes procedures for interim changes and full updates of the Appendix. 7 FEBRUARY 2015

EOP / INCIDENT ANNEX L COLD WEATHER INCIDENT MANAGEMENT PLAN B. Types and Changes: Changes include additions of new or supplementary material and deletions. No proposed change should contradict or override authorities or other plans contained in statute, order, or regulation. C. Coordination and Approval: Any department or agency with assigned responsibilities within this Appendix may propose a change. CEMA is responsible for coordinating all proposed changes with primary agencies, support agencies and other stakeholders. CEMA will coordinate review and approval for proposed modifications as required. D. Notice of Change: After coordination has been accomplished, including receipt of the necessary signed approval supporting the final change language, CEMA will issue an official Notice of Change. The notice will specify the date, number, subject, purpose, background, and action required, and provide the change language on one or more numbered and dated insert pages which will replace the modified pages in the appropriate document. Once published, the modifications will be considered part of the EOP for operational purposes pending a formal revision and re-issuance of the entire document. Interim changes can be further modified or updated using the above process. E. Distribution: CEMA will distribute the Notice of Change to all participating agencies. Notice of Change to other organizations will be provided upon request. Re-issuance of the individual document or the entire EOP will take place as required. Working toward continuous improvement, CEMA is responsible for an annual review and update of the EOP to include related Appendices, and a complete revision every four years (or more frequently if the County Commission or GEMA deem necessary). The review and update will consider lessons learned and best practices identified during exercises and responses to actual events, and incorporate new information technologies. CEMA will distribute revised EOP documents for the purpose of interagency review and concurrence. 8 FEBRUARY 2015

EOP / INCIDENT ANNEX L / APPENDIX 1 RESOURCES APPENDIX 1 RESOURCES 9 FEBRUARY 2015

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EOP / INCIDENT ANNEX L / APPENDIX 1 RESOURCES GDOT Bloomingdale Pooler Savannah Port Wentworth Garden City Thunderbolt Tybee Chatham County RESOURCES ESF-01 Front End Loaders 2 1 1 several 1 2 backhoes 1 2 backhoes 4 Dump Trucks/Spreaders 11/2 1/0 0 1 0 0 Spreader 3 1 Transportation for Heavy Equipment 1 0 several 0 2 0 6 several Street Sweepers 1 1 0 1 1 0 1 2 Transportation for Critical Workforce 1 van, 8 trucks several 15-20 5 3 1 van 6 several Barricade Materials several several several several several several plenty several Electric Road Signs 2 Mapping Road Closures arrow board 0 0 0 3 1 arrow board ESF-03 Salt Sand 89 Stone (Bridges) Deicing Chemicals 200 tons (26 counties) adequate for 1 week 2 trucks 2 dump trucks 11 FEBRUARY 2015

EOP / INCIDENT ANNEX L / APPENDIX 1 RESOURCES NEEDS GDOT Bloomingdale Pooler Savannah Port Wentworth Garden City Thunderbolt Tybee Chatham County Heavy Equipment (FE Loaders/Spreaders) X X X X X X X Salt X X ESF-06 - Deliver necessary meds/food (MOSCON) Fuel Transported (MOSCON) Side note: MOSCON has thermal imaging technology and can use that to determine how thick the ice is on bridges. 12 FEBRUARY 2015

EOP / INCIDENT ANNEX L / APPENDIX 2 WARMING STATION GUIDE APPENDIX 2 WARMING STATION GUIDE 13 FEBRUARY 2015

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EOP / INCIDENT ANNEX L / APPENDIX 2 WARMING STATION GUIDE I. Introduction A. The Chatham Emergency Management Agency is committed to providing a warming Station for our citizens that would otherwise be exposed to inclement weather. B. Our mission is to provide a safe and comfortable place to maintain a safe body core temperature in the event temperatures are forecasted drop below 30 degrees in conjunction with a power outage. CEMA will activate the warming station when weather conditions meet these criteria at predesignated sites, pending resources. II. Purpose A. This guide will lay out protocols for implementing the Chatham County Warming Station during extreme cold/warm weather. CEMA s purpose is to ensure as best it can that all those who need it and want shelter in extreme weather conditions. B. This SOP will ensure the safe and effective operation of CEMA Warming and Cooling Station for staff and volunteers. III. Scope A. This document provides protocols and procedures for the activation, operation and deactivation of the CEMA Warming Station. B. It details activation and operating procedures, volunteer requirements and roles, communication flow, types of care provided, and information about community resources. IV. Procedures A. Management 1. CEMA Director: The CEMA Director or his designee is responsible for overall operations. The CEMA Director is responsible for activation, management, and the deactivation of the Warming Station. The CEMA Director is also in charge of the Station s main functions, such as guest care, transportation, staffing and scheduling staff and volunteers, and any other issues that may arise. The CEMA Director is the decision-maker for overall site operations. He / She will develop any contingency plans needed in case of an emergency. 15 FEBRUARY 2015

EOP / INCIDENT ANNEX L / APPENDIX 2 WARMING STATION GUIDE 2. Volunteer Coordinator: The Volunteer Coordinator is responsible for ensuring that all volunteers are recruited, trained, oriented, scheduled and supported. The Volunteer Coordinator will develop materials including curriculum, volunteer position descriptions, working agreements, policies and procedures, and establish volunteer schedules. The Volunteer Coordinator works with CEMA Director to develop and implement a Chatham Warming Station Communications Plan. B. Operations Support Roles 1. Logistics: The CEMA Director ensures that all functional areas of CEMA Operations have the necessary supplies to maintain adequate levels of care. This includes ordering and inventorying supplies, distributing supplies, and assessing all available resources. 2. Transportation: Transportation to and from the Warming and Cooling Station will be made available depending upon resources at the time of the request. 3. Station manager: This Volunteer position is responsible for overseeing the successful operation of a Warming Station Site. The Station manager works with the CEMA Director to ensure the facility is managed appropriately and restored to the conditions in which it was found at the end of each Warming Station event. They have the responsibility of making sure the site is in good condition before the Warming Station Opens. The Station manager is also responsible for the setup of areas for pets and service animals, signage for the warming Station, and space allocation. The Station manager has decision making authority during individual events and reports to the CEMA Director. He / She are also responsible for implementing systems and strategies to ensure smooth and efficient flow during intake and exit at each site. The CEMA Director will work with the Station manager to identify volunteer roles and responsibilities for these activities. 4. Coastal Health District: The Coastal Health District will be on call for medical needs for the Station in conjunction with Chatham County Emergency Medical Service. If a large enough need arises however they will oversee the set up and monitoring of an identified area for guests who are sick or have other special needs. 16 FEBRUARY 2015

EOP / INCIDENT ANNEX L / APPENDIX 2 WARMING STATION GUIDE 5. Chatham County Sheriff s Office: The Sheriff s Office is responsible for implementing the Safety Plan for the Warming Station. The Sheriff s Office coordinates directly with the Station Manager and continually checks for potential hazards and responds to any incidents. C. Volunteer Recruitment and Orientation 1. Volunteer Application Requirements: Individuals interested in volunteering at the CEMA Warming Station must complete a volunteer application. Applications may be accessed at www.chathamcounty.org by way of Chatham County Website under tab for EMA. Station volunteers must be at least 18 years of age and must be willing to attend a required orientation/training prior to serving. 2. Volunteer Agreement: The mission of the CEMA Warming and Cooling Station is to ensure our citizens have a place to seek shelter during inclement weather so that they may not be physically put in harm s way due to extreme weather conditions. We aim to create a space that is physically and emotionally safe for all, regardless of race, ethnicity, nationality, religion, gender, gender identity, or sexual orientation. D. Stages of Extreme Weather Response. The stages of extreme weather response are: 1. Identification of an Imminent Extreme Weather Event: The CEMA director will regularly monitor weather reports to be aware of pending conditions. When local weather forecasts and conditions fall within the set parameters, the CEMA Director will alert the necessary entities. *Providing that there are available resources 2. Alert /Notification: The alert and notification of public and private partners, staff and volunteers: refers to the process of informing all those involved with the set-up and operation of the CEMA Warming /Cooling Station. Notification is the confirmation that the Station will be activated. The CEMA Director will provide the necessary information to each party involved. 3. Activation of Warming Station: The activation of the warming Station refers to the putting into motion the preparation of the warming or cooling site designated and providing the resources needed to have the CEMA Warming Station operational in time to provide shelter in an extreme weather situation. 17 FEBRUARY 2015

EOP / INCIDENT ANNEX L / APPENDIX 2 WARMING STATION GUIDE 4. Operation of Warming Station: The operation of the warming Station refers to the actual operation of the CEMA Warming Station in the expected weather event. A critical step to be taken at the beginning of operations is the clear designation of the management authority and decision making persons. 5. Deactivation of Warming and Cooling Station: The deactivation of the warming Station refers to the closure of the Station after an extreme weather event. This includes cleaning and restoring site to original condition, taking inventory of available resources, identifying needs for the next activation, and when resources permit, transitioning guests back into the community. E. Operational Guidelines 1. Activation: The CEMA Director will determine if local weather conditions fall within the set parameters for an activation. The Station will be activated in the event temperatures are forecasted to drop below 30 degrees: or rise above 100 degrees in conjunction with a power outage. This is provided that the necessary manpower and resources are available. 2. Before Opening a. The Station manager will walk through the designated location to make sure it is ready to receive guests. She/he will determine if there are any additional needs for the Station. b. The station manager will establish a registration and checkout process for everyone entering or leaving the warming Station, including staff and volunteers. c. If there is a turnout large enough and there is a need, the station manager will issue a wearable identifier containing a number that matches the identifier on the checked belongings on the Intake/Exit Form. 3. Deactivation a. Closure begins the process of returning the warming Station to a pre-activation condition b. The CEMA Director and the station manager will have a predetermined plan to close down the facility and return to its original condition. 18 FEBRUARY 2015

EOP / INCIDENT ANNEX L / APPENDIX 2 WARMING STATION GUIDE F. Levels of Care c. If resources and manpower permit, transportation services will be notified that the Station will be closing and transportation arrangements will be made. d. Individual guests, staff, and volunteers are accounted for and checked off the Intake/Exit Form. e. The station manager will be responsible for keeping an inventory of all the supplies used and report anything needed for future events. f. Warming Station Staff assure that the location has been returned to its original condition, all supplies are gathered and accounted for, and the location is secure before leaving. 1. General Care: Individuals who require shelter from extreme weather conditions can access a CEMA Warming Station to provide reprieve from the inclement weather. 2. Additional Needs Care: The CEMA Warming and Cooling Station will serve guest with special needs (non-medical) to the best of our ability. This may include, guest whom are wheel-chair bound, vision or hearing impaired, stable pregnancies, and amputees. 3. Behavioral Care: Individuals that may be inebriated, combative, actively psychotic, generally disruptive, or a combination of these conditions will be removed to alternate care Stations such as hospital emergency rooms, local law enforcement, and mental health care facilities 19 FEBRUARY 2015

EOP / INCIDENT ANNEX L / APPENDIX 2 WARMING STATION GUIDE Appendix 3. Intake/Exit Form Chatham County Warming Station Intake/Exit Form First Name: Last Name: Gender: Male Female Date of Birth SS# Phone: Are you sick with fever or cough? Yes No Are you a veteran? Yes No Do you have a home/place to stay when you leave here? Where did you sleep last night? Was it warm/cool enough? Do you have a vehicle with you tonight? Do you have a history of mental illness? Do you have any medical problems? Do you have an emergency contact? Yes No What is their contact information? Name Phone Relationship Time in: Time out: 20 FEBRUARY 2015

EOP / INCIDENT ANNEX L / APPENDIX 2 WARMING STATION GUIDE Appendix 4.Guest Agreement Chatham County Warming Station Guest Agreement Form 1. Respect everyone 2. No drugs or alcohol on premises 3. No Weapons 4. No sexual activity 5. Bags must be kept in bag check area at all times. Please ask a staff member or volunteer if you need access to your bag. 6. Quiet time from 10:00pm to 6:30 am 7. Smoke breaks are available in designated areas and times 8. If you have any problems or concerns, find a staff member or volunteer to help you solve it. 9. Keep your sleeping area, bathrooms, and common areas clean and tidy 10. Before you leave in the morning you must check out with a staff member or volunteer. Be sure you have all your belongings before you leave. 11. The CEMA Warming and Cooling Station will not be held responsible for any stolen or lost items. These agreements make the shelter a better and safe place for everyone. CEMA reserves the right to remove anyone from the premises that is not abiding by these rules. I agree to abide by all the rules above 21 FEBRUARY 2015

EOP / INCIDENT ANNEX L / APPENDIX 2 WARMING STATION GUIDE Appendix 5. Warming Station Activation Checklist Warming Station Activation Checklist Staff Member Volunteer Member Location and Address Date of Activation Conditions Upon Arrival Comments Faucets Operational Comments: YES NO Kitchen/Problems: Facility Readiness YES NO Women s Restroom/Problems: YES NO Men s Bathroom/Problems: Toilets Operational Comments: YES NO Women s Restroom/Problems: YES NO Men s Bathroom/Problems: Showers Operational Comments: YES NO Women s Restroom/Problems: YES NO Men s Bathroom/Problems: Lighting YES NO Comments: Heating/Cooling YES NO Heating/Cooling YES NO Comments: Comments: Additional Comments: 22 FEBRUARY 2015

EOP / INCIDENT ANNEX L / APPENDIX 2 WARMING STATION GUIDE Appendix 6. Health Policies & Procedures Chatham County Warming and Cooling Station Health Policies & Procedures How to protect staff, volunteers and guests: If you sick-stay home Staff should get H1N1 vaccination at beginning of flu season Wash hands often, especially after sneezing, coughing or contact with people who are sneezing or coughing General: Cover your mouth when you cough Cover your face when you sneeze If someone appears to be sick enough to call for an ambulance, do not hesitate to do so. Shelter Set up: Have a sick room or area in shelter Place cots head to toe to slow the spread of a virus through coughing and contact If resources permit, have tissues available Have trash cans readily available for tissues Try to keep hand sanitizer available Encourage quests to wash their hands often, especially after coughing or sneezing Keep soap on hand and use hot water Intake Area: Everyone uses hand sanitizer Ask questions: Are you sick? Recently ill with cough, fever, and/or congestion? If answer is yes, place guests in sick room/area of shelter. 23 FEBRUARY 2015

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