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April 9, 2010
I:\Policies\Policy #35 - Emergency Lodging.doc
T O W N S H I P O F S O U T H G A T E
A D M I N I S T R A T I O N C E N T R E
Policy #35
Emergency Lodging Policy
Approved by Council: May 5, 2010
Policy Statement:
The Township of Southgate has an Emergency Management Plan to provide key
officials, agencies and departments of the Township of Southgate with important
emergency response information related to:
-
arrangements, services and equipment; and
-
roles and responsibilities during a declared emergency.
In order to protect residents, businesses and visitors, the Township of Southgate
requires a coordinated emergency response by a number of agencies under the
direction of the Community Control Group. These are distinct arrangements and
procedures separate from normal day-to-day operations.
Legislation:
The Township of Southgate Emergency Management Plan states:
Emergency Control Group Responsibilities
"arrange for accommodation", on a temporary basis, of any residents who
are in need of assistance due to displacement as a result of the emergency.
Evacuation Centre
An evacuation centre is a facility which will provide temporary care and
shelter to persons displaced by an emergency. Persons may be sent to an
evacuation centre after registering with Registration and Inquiry services, or
at the evacuation centre directly.
Application:
As it is the responsibility of the Community Control Group to "arrange for
accommodation", and as there have been instances in the past where emergency
lodging has been required by displaced persons, the Community Control Group has
initiated this policy to identify procedures to be followed when emergency lodging is
required in situations that are not declared emergencies and therefore not covered
under Southgate's Emergency Management Plan.
Policy Requirements:
The Recreation Department shall be responsible for developing internal procedures
in order to effectively carry out the procedures identified within this policy.
The following is a flow chart to be used when emergency lodging is required.
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I:\Policies\Policy #35 - Emergency Lodging.doc
Emergency
Management
Coordinator
Facilities Manager
Recreation
Facilities
Operator
Volunteer
Contact
Billet
Contact
Emergency
Hanover Dispatch
Road Sign
to Corner
Obtain
Equipment
Registration
Report to
Evacuation
Centre as
Required
Assign
Accommodations
Open
Evacuation
Centre
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I:\Policies\Policy #35 - Emergency Lodging.doc
EMERGENCY LODGING PROCEDURES:
AIM
The aim of this policy is to have procedures in place to enhance the level of
preparedness and the response of Southgate staff to care for displaced persons
requiring emergency lodging.
GENERAL
Given the general rural setting of Southgate, it is unlikely that emergency lodging
would be required Township-wide. However, the potential is possible in the smaller
communities such as Dundalk, given historical incidents such as Hwy 10 closure due
to road conditions.
TASKS
The following must be considered when emergency lodging is required:
(a)
assessment of the situation
(b)
coordination of activities
(c)
care of evacuees
(e)
availability of emergency lodging locations and associated resources
(f)
approximate number of persons requiring lodging
(g)
duration of lodging
(h)
excessively large groups of people (ie. people unable to leave the
community centre due to inclement weather, such as a hockey tournament)
(i)
limitations affecting situation (persons unwilling to accept billet, etc.)
COORDINATION OF ACTIVITIES
The Facilities Manager is delegated the responsibility to manage the emergency
lodging centre and to provide for the effective care of the displaced persons. The
Facilities Manager may delegate this responsibility to Southgate staff available
during the situation, as applicable. The Facilities Manager, or designate, will ensure
that the centre is adequately staffed and equipped with sufficient provisions.
CARE OF DISPLACED PERSONS
Displaced persons require the following basic services (pending the situation):
- accommodation, bedding, blankets, space
- food
- clothes
- registration and inquiry
- personal services, i.e. funds, counselling
- communications
- First Aid/health services
- recreational activities and assistance for persons with disabilities
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I:\Policies\Policy #35 - Emergency Lodging.doc
SITE MANAGER
The Facilities Manager or designate shall appoint a Site Manager for the Emergency
Lodging Centre. The Site Manager will be responsible for the following:
(a)
function of the centre (ie. supervise the opening and operation of the
emergency lodging centre)
(b)
liaison with supporting organizations, representatives or persons, such
as the Red Cross, volunteers, fire department, etc.
(c)
ensure the well being of the displaced persons by arranging the
appropriate care (see 'Care of Displaced Persons' above)
(d)
coordinate the volunteers
(e)
appoint a Registration & Inquiry Clerk
(f)
ensure registration is complete and retained for Southgate's records
REGISTRATION AND INQUIRY CLERK
Under the direction of the Site Manager, the Registration & Inquiry Clerk shall
perform the following roles and responsibilities, as assigned:
(a)
liaison with the Site Manager on matters pertaining to registration &
inquiry
(b)
set up and man a registration and inquiry centre at the emergency
lodging centre
(c)
ensure all registration and inquiry forms remain confidential
(d)
ensure registered persons requiring medical/social assistance are
provided with appropriate services
(e)
perform other additional duties as required
(f)
liaison and network with Red Cross representatives
RECREATION COMMITTEE CHAIRPERSON OR ALTERNATE
Under the direction of the Site Manager, the Recreation Committee Chair shall
perform the following roles and responsibilities at the emergency lodging centre, if
required:
(a)
plan and provide recreational activities for displaced persons housed in
the emergency lodging centre
(b)
procure staff to supervise the planned recreational activities
(c)
liaison with volunteer groups/individuals for assistance