Municipal Comfort Center Policy (Approved 2023-06-12)
St. Mary's, Nova Scotia
· adopted 2023-06-12
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Municipality of the District of St. Mary's
Municipal Comfort Center Policy
Page 1 | 14
1. Purpose
1.1 During disasters and emergencies, residents should be prepared to provide for themselves for at
least 72 hours. However, communities come together in times of need to assist individuals in their
region. Locations such as schools, fire halls, and community halls/centers may open their doors to
residents to provide for some of their basic needs during disasters and emergencies. Such support
enhances the 72-Hour Preparedness Guide and efforts suggested for all Nova Scotians.
1.2 This policy aims to ensure residents have adequate access to temporary sheltering following an
emergency by developing a partnership with community organizations to open facilities. It is an
overview of procedures and responsibilities regarding the activation of Municipal Comfort Centers
& Emergency Shelters and outlines potential funding to registered facilities to ensure there is
adequate facility coverage throughout the municipality in the event of an activation.
2. Scope
2.1 This policy is applicable to registered Comfort Centers within the Municipality of the District of St.
Mary's as officially designated by the Municipality upon review of Form MCCP01-Municipal
Comfort Center Registration Form. The Emergency Management Coordinator (EMC) will
maintain and update the database of designated Comfort Centers annually.
3. Definitions
Comfort Center - a facility operated by a community organization that is opened to provide a
location where community members can gather for a period of time during the day to access limited
services. Depending on the time of year and the nature of the emergency, a Comfort Center can serve
several purposes including providing relief from extreme temperatures, provision of light
nourishment, information gathering, and charging personal devices. A Comfort Center is not opened
with the intention of turning into an overnight shelter operation.
Emergency Shelter - in large-scale and severe emergencies, these types of operations are opened
and operated by the Canadian Red Cross, under the Department of Community Services to provide
safe, temporary lodging to those affected by an emergency. Services can include overnight
accommodations, feeding, personal services, psycho-social support, and other emergency social
services depending on the nature of the emergency.
Emergency Management Coordinator (EMC)- the municipal employee that is appointed as the
Emergency Management Coordinator.
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
Page 2 | 14
4. Registration Process
4.1 A facility may express interest in becoming a municipal comfort center to the St. Mary's EMC, who
will ask that the facility fill out Form MCCP01-Municipal Comfort Center Registration Form to
be considered.
4.2 The EMC will review the application and, in coordination with the Municipal Building Inspector,
perform a site visit of the facility to ensure the safety and comfort of people using the space as a
Municipal Comfort Center. The EMC will record on the application and consider the following
criteria during the site visit:
-
Alternative Power- generator availability during a power outage.
-
Physical Location Safety- central location, adequate parking, away from potential hazards.
-
Building and Grounds- barrier-free and wheelchair accessible.
-
Building Heating/Air Conditioning
-
Electrical- adequate power outlets to allow visitors to charge devices.
-
A first aid kit and an Automated External Defibrillator (AED) are on site.
-
Seating/Tables- adequate number for expected visitors and facility personnel.
-
Outdoor Space- adequate space in the event of telecommunication outages for a portable
communications hub (provided by the Province, if available).
-
Drinking Water- Any facility on a well shall meet safe drinking water guidelines at the time
of opening to the public. To ensure safe water quality, the Facility Owner shall submit test
samples of its water supply annually to a health authority for clearance.
-
Sewer System- adequate number of bathroom facilities for expected visitors.
-
Evacuation Plan
4.3 Once the facility is deemed safe and adequate to open as a Municipal Comfort Center, the
application shall be submitted to Council for a recommendation of approval at the next regular
Committee of the Whole Meeting. If approved the facility will be notified in writing of their
successful application.
4.4 As a registered comfort center, operational training can be provided to the facility in conjunction
with the Municipality and the NS Emergency Management Office (dates and times subject to
availability).
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
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5. Activation Criteria/Guidelines
5.1 To open as a Comfort Center, the following criteria is recommended:
a. A localized or widespread power outage has occurred.
b. The impacted community may benefit from a temporary place of shelter with relief from
extreme temperatures, provision of light nourishment, or gathering information.
c. There is a need being communicated by multiple residents in the impacted community.
d. The activation is expected to be short-term (under 72 hours).
5.2 To open as an Emergency Shelter, it is recommended to have met the criteria to open as a Comfort
Center in addition to the following criteria:
a. Temporary overnight shelter is needed as a result of a substantial emergency.
b. A community evacuation may be a possibility or have already occurred.
c. There is an identified need for personal care or psycho-social services.
d. The activation is expected to be long-term (over 72 hours).
6. Procedure for Opening a Comfort Center
6.1 The decision to open a municipal Comfort Center is made by the community organization in
consultation with the municipal Emergency Management Coordinator.
6.2 In situations of widespread emergency or utility disruptions in a community, the Municipality may
contact the Comfort Center contact person to discuss the activation of a center.
6.3 Comfort Centers are to be staffed with volunteers as prearranged by the community organization
responsible for the facility.
6.4 A Comfort Center is not opened when RCMP or Transportation Authority is requesting residents
stay off the roads.
6.5 Food, if any is provided, is made in a commercial kitchen using safe food handling practices or
offers only pre-packaged food.
6.6 Comfort Centers are not intended for overnight shelter. If Comfort Centers identify a need for
overnight shelter, a request to convert into an Emergency Shelter will be made to the Municipality.
6.7 If extended operations of a Comfort Center are required or anticipated, the Municipality may
provide resources to the center as requested.
6.8 The decision to deactivate a Comfort Center will be made by the community organization
responsible for the Comfort Center in consultation with the Municipality.
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
Page 4 | 14
7. Procedure for Opening an Emergency Shelter
7.1 The decision to open an Emergency Shelter is made by the Municipality in consultation with the
Canadian Red Cross and other emergency services partners and first responders.
7.2 The facility location for the Emergency Shelter will be guided by the municipal Emergency
Management Plan and determined by the Municipality in consultation with the Canadian Red
Cross and other emergency services partners and first responders.
7.3 Once the decision to open an Emergency Shelter has been made, the Canadian Red Cross and the
Department of Community Services will be contacted to initiate their response protocols. The set-
up and operation of the Emergency Shelter will be the responsibility of the Canadian Red Cross.
7.4 The decision to deactivate an Emergency Shelter will be made by the Municipality in consultation
with the Canadian Red Cross and other emergency services partners and first responders.
8. Communications
8.1 Ensuring public notification for the opening and deactivation of Comfort Centers & Emergency
Shelters will be the responsibility of the Municipality with support from the involved community
organization.
8.2 Where possible, public notification for the opening and deactivation of Comfort Centers &
Emergency Shelters will be made by the Municipality through press releases, local news media
outlets, radio, the municipal Voyent Alert System, local municipal websites, and social media as
appropriate. Below is a sample script for a Comfort Center & Emergency Shelter activation:
A Comfort Center/Emergency Shelter has been opened at [location/facility name] located at [civic
address]. The facility will be open from [hours of operation]. [List of available services provided] will
be available.
Further questions regarding this Comfort Center/Emergency Shelter can be directed to [phone
number of contact at the Comfort Center/Emergency Shelter].
9. Eligibility for Comfort Center Funding
9.1 In order to be eligible for consideration for funding under this policy, an organization shall be a:
a. Fire Department registered with the Municipality of the District of St. Mary's and registered
under the Registry of Joint Stocks; or
b. Community Hall or similar facility registered under the Registry of Joint Stocks.
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
Page 5 | 14
10.
Financial Contribution
10.1 After successful registration as a municipal Comfort Center, the organization will be eligible for an
annual grant of $250 to subsidize the cost of expenses to operate during an event (water, toiletries,
non-perishables etc.). No reporting on behalf of the organization will be necessary for the release
of funds.
10.2 The Municipality shall consider requests for the following purposes from facilities deemed adequate
for use as a Comfort Center and/or Emergency Shelter:
a. Electrical work to enable connection to a generator;
b. Acquisition of a generator of a suitable size to offer basic services to the facility;
c. Funding for major repairs; or
d. Construction of a building of adequate size to house a generator and related supplies (i.e.,
fuel).
10.3 All equipment purchased with funding provided under this policy shall be the property of the
organization applying for funding.
10.4 The Municipality may provide funding for the above, net of any funds received from other programs
to a facility registered for use as a Comfort Center and/or Emergency Shelter.
10.5 Applications for funding will be considered by Council during the yearly budgetary process
(January-March) for upcoming projects. However, the Municipality recognizes that due to
emergencies or unplanned damages, funding may need to be considered at various times
throughout the year for registered comfort centers.
11.
Funding Submission
11.1 All requests for funding should be made using Form MCCP02- Registered Comfort Center
Application for Funding, where possible, in advance of any work being started or any expenses
being incurred and shall include:
a. List of key contacts for the organization;
b. Most recent Annual Financial Statement;
c. Current Year to Date Income Statement;
d. Scope and budget for the work to be undertaken and/or the equipment to be acquired along
with quotations.
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
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12.
Funding Criteria
12.1 In reviewing applications for funding to equip a facility as a Comfort Center and/or Emergency
Shelter, the factors taken into consideration shall include, but not be limited to, the following:
a. Geographic location of the building and number of road access points to the facility;
b. Availability of other equipped facilities in the near vicinity;
c. Accessibility of the building;
d. Availability of kitchen facilities and potable water;
e. Natural or other hazards in near proximity of the building (i.e. flooding hazards, etc.);
f.
Operational capacity and commitment of the organization responsible for the facility;
g. Efforts of the organization that have been put into organizing themselves for this purpose
including the establishment of a special purpose committee, fundraising, etc.
13.
Funding Priorities
13.1 As a general principle, priority for funding will be given to ensuring that sufficient facilities
throughout the Municipality are capable of being connected to a generator provided either by
the Municipality or through EMO Nova Scotia.
13.2 Priority would then be given to assisting organizations in acquiring generators for their own use.
13.3 The Municipality may choose, in their sole discretion, to fund other priorities as they become
apparent or necessary.
13.4 Each facility shall be required to sign a Memorandum of Understanding Agreement between the
Municipality and the facility.
14.
Policy Revisions
14.1 A copy of this policy will be distributed to all registered Comfort Center & Emergency Shelter
contacts along with information on how to contact the Municipality upon activation and
deactivation.
14.2 A copy of this policy will be distributed to all Councillors along with the contact information for
Comfort Center & Emergency Shelter contacts in their district.
14.3 This policy will be reviewed annually by the Municipality.
14.4 The contact information for designated Comfort Centers & Emergency Shelters will be reviewed
annually by the Municipality.
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
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______________________________________________________________________________________________________________
Municipal Clerk
Date of Approval
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
Page 8 | 14
SCHEDULE A
POLICY RECORD
The Municipality shall ensure this policy is reviewed at least once every four years or as requested by
Council and, where necessary revised upon approval of Council.
Date of Review
Section(s) Updated
Council Approval Date
Adoption of Policy
June 12, 2023
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
Page 9 | 14
FORM MCCP01
MUNICIPAL COMFORT CENTER REGISTRATION FORM
General Information
Name of Facility
Civic Address of Facility
Registry of Joint Stocks Active #
Mailing Address of Facility (If different)
Contact Person 1
Daytime Phone
Email
Contact Person 2
Phone
Email
Contact Person 3
Phone
Email
After Hours Procedure to Open Facility
Type of Facility:
Comfort Center (no overnight accommodations) _
Emergency Shelter _______
Services that could be offered at a Comfort Center:
A place to get warm/cool
Charge electronic devices
Washroom facilities
Share information/updates
Light refreshments
Tea/coffee
Potable or Bottled Water
Internet Access
Pre-packaged food
Prepared food (trained volunteers)
Other:
Location of Emergency First Aid Kit?
Location of Automated External Defibrillator (AED)?
Physical Information
Wheelchair Accessible
Washrooms Accessible
Elevators, chair lift, etc.?
Yes
No
Yes
No
Yes
No
Number of Washrooms?
Number of Showers?
Male
Female
Unisex
Male
Female
Unisex
Physical Dimensions, Approx. Square Footage
Is there a room for the comfort of animals (pets)?
Yes
No
Water Source
If Well
Date Well Last Tested
Municipal_____ Well (GPM)
Potable
Non-Potable
Wastewater
Is the facility alarmed?
Is there an Emergency Evacuation Plan?
Municipal Sewer
Septic
Yes No
Yes
No
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
Page 10 | 14
Kitchen Facilities
Number of Fridges
Number of Freezers
Number of Stoves
Number of BBQs
Gas
Electric
Gas
Electric
Gas
Electric
Gas
Electric
# of Tables
# of Chairs
Number of Sinks
Overall Kitchen Rating
Date of Health Inspection?
Less than Residential
Residential
More than Residential
Other Information Regarding the Kitchen
Electrical
Type/size of electrical panel (amp)
Number of 110V outlets
Circuit Breakers or Fuses?
200
400
600
Generator
Type
Generator Testing
Yes No
Fixed
Manual Transfer Switch
Portable
Automatic Transfer Switch
Frequency:
Last Tested:
Generator Capacity
Generator Make, Model, Size:
Full Building ____________ Limited ____________
Miscellaneous
Primary Heating Source
Electric
Propane
Natural Gas
Oil
Other
Times the Comfort Center may be open if required
during a long-term power outage
Any Hazardous Materials stored onsite (propane,
glycol, etc.). If yes, explain.
Are there any volunteers available and ready to assist
should the Comfort Center be required on short notice?
All applicants must confirm they have read and
reviewed the Municipal Comfort Center Policy
Yes
No
Yes
No
Date Completed
Completed by (please print)
OFFICE USE ONLY
EMC/Building Inspector Notes
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
Page 11 | 14
FORM MCCP02
REGISTERED COMFORT CENTER APPLICATION FOR FUNDING
General Information
Name of Facility
Civic Address of Facility
Registry of Joint Stocks Active #
Mailing Address of Facility (If different)
Contact Person 1
Daytime Phone
Email
Contact Person 2
Phone
Email
Name of Applicant
Signature
Date Submitted
Funding/Project Information
Type of Project under Section 10.2 of Policy
Amount Requested
Electrical work to enable connection to a generator.
Acquisition of a generator of a suitable size to offer basic services to the facility.
Funding for major repairs.
Construction of a building, not to exceed 24 square metres, to house a generator
and related supplies.
$_________________________
Project Description & Scope
Financial Information
Please indicate required documents attached:
Most recent Annual Financial Statement.
Current Year to Date Income Statement.
Scope and budget for the work to be undertaken and/or the equipment to be acquired.
Quotations for work.
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
Page 12 | 14
FORM MCCP03
REGISTERED COMFORT CENTER MEMORANDUM OF UNDERSTANDING
Use of Facilities as a Comfort Center during an Emergency
Between
[Name of Facility]
Herein referred to as the "Facility Owner"
And
Municipality of the District of St. Mary's Emergency Management Organization
Herein referred to as "St. Mary's EMO"
The Facility Owner desires to enter into an agreement with St. Mary's EMO to provide its facility as a
Comfort Center during a loss of infrastructure caused by severe weather, an emergency event, or a
declared State of Local Emergency.
This Memorandum of Understanding (MOU) does not limit the facility from activating its facility as a
Comfort Center on its own initiative under the liability of the organization. If such an activation takes
place, the Facility Owner agrees to inform St. Mary's EMO of the Comfort Center activation.
DEFINITIONS:
Comfort Center is a facility that is used for residents who are Sheltering-In-Place and remain in their
homes during an emergency but do not have full services such as electricity, heat, and water. Comfort
Centers are intended to provide: a place to go to get warm/cool; light refreshments; charge electronic
devices; provide updates; community gathering points; and washroom facilities. To operate as a
Comfort Center, the facility must have a generator.
Comfort Centers do not provide overnight accommodations and will not accept evacuees. If, during
the daytime operations, the Comfort Center volunteers identify a requirement for overnight shelter,
such requests shall be forwarded to the St. Mary's Emergency Management Organization, at which
time a decision will be made to provide overnight shelter (see Emergency Shelters definition).
Emergency Shelter is a facility opened at the request of the St. Mary's Emergency Management
Organization in a large-scale emergency and is operated by the Canadian Red Cross, under the
direction of the Department of Community Services. An Emergency Shelter includes providing
personal services, and accommodation and can include psycho-social services. To operate as an
emergency shelter, the facility must have a generator; running water available during power outages;
a kitchen facility; showers; and a large space for cots to be set up. Shelters are usually managed by
the NS Department of Community Services in conjunction with the Red Cross.
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
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AGREEMENT:
1. The parties agree that when this facility is opened as a Comfort Center, the facility's volunteers are
responsible for the care and upkeep of the facility. The attached guidelines, Appendix B- Comfort
Center Facility Guidelines, provide guidance to the offerings of a Comfort Center.
2. Following the international standard for emergency preparedness, it is recommended residents
prepare personal preparedness kits for their family and pets to Shelter in Place for up to 72 hours. It
is further recommended Comfort Centers open after 72 hours have passed. In extenuating
circumstances, consideration may be made to open a Comfort Center prior to 72 hours.
3. The parties further agree this facility will not be used as an overnight Emergency Shelter unless there
is a need for an overnight Emergency Shelter and the request is first made to the St. Mary's EMO for
consultation with NS EMO, Department of Community Services, and the Canadian Red Cross.
4. St. Mary's EMO shall advertise the location of Comfort Centers for use by any resident or persons in
need without regard to their place of residence. Advertising can only be completed once opening
time and closing time are provided to St. Mary's EMO. Where possible, the ideal open hours for a
comfort center are 10 am - 2 pm or 4 pm - 8 pm.
5. Any facility utilizing a well shall meet safe drinking water guidelines at the time of opening to the
public. To ensure safe water quality, the Facility Owner shall submit test samples of its water supply
annually to a health authority for clearance as a safe source of potable water.
6. Any facility offering food shall be made in a commercial kitchen using safe food handling practices,
or only offer pre-packaged food.
7. Any facility dependent on a septic system shall ensure the system is fully operational and able to
meet the capacity needs of the facility for extended periods.
8. Comfort Centers will be eligible for an annual grant as per the Municipal Comfort Center Policy and
may make requests to Council for additional Comfort Center Funding considerations. If a Comfort
Center receives funding for equipment or infrastructure, it is the duty of the Comfort Center to
maintain the equipment or infrastructure and keep it in good repair.
9. If a Community Center opens a Comfort Center on its own accord, against advice from the EMC, the
Comfort Center shall assume all liability.
10. A Comfort Center shall remain a Municipally Registered Comfort Center unless they have provided
90 days notice to de-register.
Municipality of the District of St. Mary's
Municipal Comfort Center Policy
Page 14 | 14
WITNESS WHEREOF: This Memorandum of Understanding executed by the Municipality of the District
of St. Mary's EMO and the Facility Owner, made this: _______ day of ____________________, 20_______.
________________________________________________
_____________________________________________
Witness
St. Mary's EMO Representative
________________________________________________
______________________________________________
Witness
Facility Owner / Representative