Shelter Manager's Responsibilities

 

Assignment Information

Obtain the following information

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Nature of the Disaster

Shelter assignment location

Estimated shelter population

Facility contact person

Contact person/supervisor at the chapter

What other staff are being recruited:
 

Shift supervisor(s)
Registration (click here for Form 5972)
Feeding
Dormitory management
Disaster Health Services
Disaster Mental Health Services
Staff recruitment and placement
Logistics

               

Notify your family and supervisor.

Review chapter disaster response plan.

Pack personal items: clothes, toilet items, medications, blanket, phone numbers, etc.
Pick up shelter manager's kit.
 

Initial Actions

  
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Establish contact with facility representatives and activate the building when ready. IF clients are waiting the facility may have to be partially activated immediately.

Using the Statement of Agreement and Facility Survey, if they already exist, meet the facility representative for a pre-occupancy inspection. Negotiate and sign a Facility Agreement (Form 6621). Conduct pre-occupancy inspection using Self-Inspection Worksheet Off-premises Liability Checklist (Form 6505), and assess the general condition of the facility, citing pre-existing damage.

Establish and maintain contact with the Red Cross supervisory unit or disaster headquarters.

Survey and lay out the space plan for the shelter.

Organize and brief staff. Assign staff to perform the tasks on the following checklists.
 

Registration
Dormitory Management
Feeding
Disaster Health Services
Disaster Mental Health Services
Staff Recruitment and Placement
Other client services
Logistics
Providing information
Communications (if phones are out)

Project staffing and other support requirements for the next 48 hours. Notify the chapter.

Order start-up supplies and equipment and request any support needed such as security, HAM radio operators, Public Affairs staff or Disaster Health Services personnel.

Coordinate recruitment of additional personnel. Encourage the involvement of shelter residents as workers.

Assess feeding options and discuss recommended solution with supervisor. Meet with Food Services supervisor.

Establish a shelter log reporting process.

Put up shelter identification both inside and out.

Ensure that the Disaster Welfare Inquiry and family Service copies of shelter registration forms are forwarded to headquarters.

Ongoing Actions
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Maintain regular communications with the shelter coordinator or supervisor. Provide Shelter Daily Report information, and discuss supply needs, problems and plans.
Establish and meet regularly with the shelter advisory committee, and ensure that the physical and mental needs of clients are being met. Develop plans to meet these needs and request assistance if necessary.
Ensure that shelter residents are receiving updated information about the disaster, the recovery process, and all of the resources available to them.
Forward a copy of new registrations to Disaster Welfare Inquiry and Family Service units daily.
Establish standard shift schedules for staff, usually for 9 to 13 hours.
Conduct staff meetings. Include updates on disaster response and shelter operations, directions and advice from disaster headquarters, and status of problems and resolutions. Identify needs for clients, staff, supplies, and systems. Address rumors.
Monitor disaster response efforts, and plan for the closing of the shelter.
Ensure that the proper systems are in place to track expenditures, bills and invoices, materials, and local volunteer records.
Develop plans for maintaining the shelter until closing is possible, including staffing and supply needs.
Routinely inspect the safety and sanitation of the facility, including the kitchen, dormitories, bathrooms, exterior and registration area and ensure that health standards and clients' needs are being met.
Meet regularly with the facility representative to share concerns and resolve potential problems.
Work with the clients and feeding supervisor to ensure the appropriate menus are being planned that reflect the preferences of the shelter population.

Closing Actions
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Coordinate plans to close the shelter with your supervisor and community well in advance of the actual closing.
Coordinate with Family Service to ensure timely and appropriate placement of all remaining shelter occupants.
Communicate to any remaining shelter residents the plan for closing the shelter. Encourage individuals who have not already contacted Family Service to do so.
Consult with your supervisor about the disposition of all Red Cross and USDA food supplies.
Ensure Logistics staff take the following actions:
 

Complete the inventory of all supplies owned by the facility that were used in the shelter, and forward this to your supervisor.
Return all rented or borrowed equipment to owners. Send your supervisor signed receipts for such equipment.

Arrange for the cleaning of the facility and have it returned to the pre-occupancy condition or as close to the pre-occupancy condition as possible.

Return all Red Cross supplies and equipment to the chapter or central storage facility. Submit to your supervisor a list of items returned.

Forward all pending financial commitments to the supervisor for payment. Ask suppliers to send final bills to your supervisor.

Consult with the supervisor about transfer or release of staff.
Remove all Red Cross ID materials from the facility.
Prepare a thank-you list of other voluntary organizations, vendors, and staff to be thanked or recognized.
Forward all Mass Care shelter files to the chapter.
Forward all volunteer lists to the Local Disaster Volunteer function or the chapter for recognition and local chapter capacity building.
Prepare a narrative report on the shelter operation and submit it to your supervisor. Include the shelter location and dates of operation, summary of services provided, problems and recommendations.

Taken from ARC 3068-11A - @American National Red Cross