Meeting Places: Severe Weather Shelter SOP

[Community]

SEVERE WEATHER CENTER

AND

EMERGENCY OVERNIGHT SHELTER

STANDARD OPERATING PROCEDURES (SOP)

[Date]

1. OVERVIEW

1.1. Purpose

The purpose of this document is to describe [Community] standards and operating procedures to volunteers and employees staffing daytime severe weather centers and overnight emergency shelters. The [Community Government] has signed MOUs with facilities to serve as daytime severe weather centers and overnight emergency shelters in the event of adverse weather conditions. This protocol is separate from the standard operating procedures established for disaster hub locations for use during a natural disaster.

1.2. Definitions

• A severe weather center (may also be called a daytime warming or cooling center) is a temporary facility that is made available during extreme temperature conditions and poor air quality conditions from wildfire) when normal coping mechanisms in the home are ineffective or unavailable. 

• During power outages, centers can be opened to provide public information, charging stations for electronic devices, and power for medical equipment.

•  During times when the outdoor air quality index is above 201, a clean air center can be opened to provide indoor access to clean, filtered air.

• Shelters are temporary overnight shelters designed to provide a safe place for vulnerable populations affected by extreme temperature conditions.

• Shelters and centers are not permanent or homeless shelters. They are open for a limited number of hours for a limited number of days and provide limited services. 

• It is assumed that individuals who use the centers can return to their homes when the centers are closed or deactivated.

1.3. Transportation and Contacts

•  Transportation help may be available through [Community Providers].

• Rides may be requested for pickup between 8:45 a.m. and 3:50 p.m. on weekdays and between 9:00 a.m. and 5:50 p.m. on Saturdays. To schedule a ride, please call [Number].

1.4. Pre-Identified Locations

The following locations have been identified as daytime warming/cooling centers:

• [Locations]

  
  

2. ACTIVATION

2.1. Activation Protocol

In the event of a power outage, storm, or extreme weather, the [Community Government] may activate emergency shelters.

Upon determination of need for activation, the [Community] Emergency Manager notifies primary contact at each location to see which location(s) are able to open as a severe weather center and/or overnight emergency shelter.

All employees or volunteers provided by the [Community Government] and the [Emergency Organization] shall be under the supervision and control of the [Community] Emergency Manager and shall be registered emergency workers with the [State] through the [Community].

The [Community] Emergency Manager monitors the weather regularly and attempts to identify possible activation periods as far as possible in advance. The Emergency Manager uses the forecast provided by the National Weather Service (NWS).

2.2. Activation Triggers

Daytime Severe Weather (Warming or Cooling) Center Triggers:

• Forecasted weather at or above 90 degrees for four or more hours during daytime hours (8 a.m.–8 p.m.) and/or

• Forecasted weather that meets the National Weather Service Heat Risk Category 3 (Major Risk of Heat-Related Impacts—this level of heat affects anyone without effective cooling and/or adequate hydration, and impacts are likely in some health systems, heat-sensitive industries, and infrastructure) and/or

• Extended Power Outage (expected for more than 4 hours) during forecasted weather at or below 32 degrees or at or above 90 degrees and/or

• When the EPA’s Air Quality Index (AQI) reaches “very unhealthy” levels of AQI 201 or above (see AirNow.gov) or

• Other times when wind chill, ice, flooding, heat, or other factors represent a threat to those who are exposed.

Emergency Overnight Shelter Triggers:

• Extended Power Outage (expected for more than 4 hours) during forecasted weather at or below 32 degrees or at or above 90 degrees and/or

• Two or more nights in a row when forecasted weather is at or below 32 degrees or at or above 90 degrees

2.3. Transitioning to a Shelter

A Center is designed for non-continuous (not 24/7) operation. If a heat or cold-related emergency persists or is predicted to persist beyond the operational hours of the Center, and it is not safe for individuals to return to their homes, a shelter might need to be opened.

If a shelter is being considered, Center registration personnel should poll the Center guests to determine who will be able to return to their homes safely and who will require overnight sheltering.

Shelter Activation needs to be coordinated with the [Community] Emergency Operations Center (EOC) or the Emergency Manager when the EOC is not activated.

2.4. Activation Volunteer Messaging

Messaging to volunteers will be activated via the [Community] Emergency Operations Center via [Standard Communication Method] and via email. This alert will have a specific callout like the following:

[Community]: Looking for volunteers to staff the daytime severe weather center at [Specific Shelter]. Call EOC at [Number] if you can help this afternoon.

2.5. Volunteers

Volunteers must submit a [Community] Emergency Volunteer Application form, which includes a background check authorization. Upon completion of the background check, volunteers are then approved as [Community] emergency workers and issued official [Community] emergency management volunteer badges.

Volunteers who are registered with the [Community] are considered [State] Emergency Workers. This provides them with liability protection under the [State] Emergency Worker program while on duty at a severe weather center or emergency overnight shelter.

2.6. Training and Qualifications

It is preferred that a volunteer have attended a severe weather center/emergency shelter training prior to staffing a shift. During times of low volunteer response, new volunteers may be permitted to receive “Just in Time” training by a Site Manager or the Emergency Manager at a shelter location.

2.7. Scheduling

Once the location(s) is/are set, a message will be sent out for volunteer sign-ups. Volunteers will work 5-hour shifts, when possible, at both severe weather centers and overnight shelters.

• 7 a.m.–Noon (Daytime Severe Weather Center Shift One)

• Noon–5 p.m. (Daytime Severe Weather Center Shift Two)

• 5 p.m.–10 p.m. (Overnight Shelter Shift One/Daytime Severe Weather Center Shift Three, if  needed)

• 10 p.m.–3 a.m. (Overnight Shelter Shift Two)

• 3 a.m.–8 a.m. (Overnight Shelter Shift Three)

A minimum of one volunteer per location/per shift for the daytime severe weather center and two volunteers per location/per shift for the overnight shelter are required for activation.

The Emergency Manager, in conjunction with the Site Manager, is responsible for coordinating and scheduling volunteer shifts at each location.

Once the shelters are appropriately staffed, messaging will be shared with the community via [Standard Communication Method] and social media about the location and hours of operation for both severe weather centers and emergency overnight shelters. In order to coordinate communication with the [County], the decision for activation needs to occur by 11:00 a.m. on the morning of the activation.

2.8. Activation Public Notification

Upon notification that the shelters are ready to open, the Emergency Manager will issue a community [Standard Communication Method] alert to notify the community. Information on the activation of severe weather shelters will also be shared with the community on social media and on the [Community] website.

3. OPERATIONS

3.1. General Policies, Command, and Property Management

During any type of emergency deployment, all staff must abide by reasonable and safe direction given from any emergency response/emergency management personnel (such as police, fire, or EMS personnel) regardless of their jurisdiction of origin.

Volunteers will abide by the chain of command established during each shift/activation.

3.2. Security Procedures

• Secure unused doors that are not emergency exits. However, under no circumstances should emergency exits be blocked or locked in a way that would prevent exiting.

• Remind patrons and staff that they are not to use restricted entrances to enter or exit from the building during non-emergency situations.

• Patrol dormitory area and surrounding areas to ensure dormitories remain safe.

• Control access to shelter storage areas. Choose a location for storing supplies and equipment that can be secured.

3.3. Rules

Each shelter may have some specific rules due to the nature of the facility. Some facilities may have other programs in various parts of the facility that are happening at the same time as the shelter. Any shelter-specific rules should be noted in the “Location Specific” plan.

Basic shelter rules for ALL Severe Weather Shelter locations:

Check-in Time

• Guests must check in between 6 p.m. and 8 p.m.

• Guests are not permitted to check in after 8 p.m. unless escorted by police, fire, or emergency services personnel.

• The site manager may approve late arrival (after 8 p.m.) if there is a legitimate reason (e.g., a work shift prevents the guest from arriving before 8 p.m.)

Personal Belongings

• Backpacks, purses, and other bags must be checked in (bagged) for the night.

• Once a guest’s personal property bag has been sealed and checked in, it may not be opened until they check out of the shelter.

• Certain personal items (books, religious items, stuffed animals, cell phones, personal audio devices, computers, etc.) may be kept with the guest after being inspected by a volunteer.

• Encourage guests to plan ahead for the night before sealing their bags.

Remaining On-Site

• Guests may not leave the premises after check-in. Exception: Before lights out at 10 p.m. (or after lights on and wakeup call at 6 a.m.), guests may leave briefly for smoke breaks in designated areas or to check on a pet staying in a designated area of the shelter.

•  If a guest leaves the shelter after 10 p.m., they will not be allowed to return until the next activation day. Exception: Guests with service animals may take the animal out for a bathroom break after 10 p.m.

Tobacco, Smoking, and Vaping

•  Smoking or vaping is not permitted inside any of the shelter facilities.

• Depending on the facility, tobacco and vape use may be permitted outside in designated smoking areas only.

•  Smoking is not permitted between lights out at 10 p.m. and the wakeup call at 6 a.m.

Alcohol and Drugs

•  Alcohol or drugs are not permitted on the property.

Weapons

• Weapons of any kind are not permitted on shelter grounds.

Treatment of Others

• Fighting, foul language, and mistreatment of other guests and volunteers is not tolerated.

• Guests and volunteers will respect the rights of all others using this facility.

Designated Areas

• Guests and volunteers are permitted only in the areas designated for shelter use.

Eviction

• If a person is asked to leave the property, they will do so promptly, or law enforcement may be called.

Wake-Up and Departure

• Wake-up time is 6 a.m., and guests must depart by 7 a.m. unless otherwise stated.

• Guests are not permitted to leave any items at the shelter unless otherwise permitted by the shelter location; if the shelter location permits this, the location becomes solely responsible for those items.

• At 8 p.m., if no guests have arrived, the shelter will be closed for the night. The 8 p.m. check-in cutoff allows time for first shift volunteers to contact and inform the following shifts and the Emergency Manager about the closure. It also allows the first shift time to clean up and stow supplies.

3.4. Staffing Policies

•  Shelter Staff are community volunteers that have been vetted by the [Community] and have received specific training to accomplish their roles.

•  Staff must never place themselves in a dangerous situation or ask others to do so.

• Shelter Staff should only perform tasks within their training abilities.

•  Assign only vetted emergency worker staff to work with children, elderly people, and individuals with access or functional needs.

• Only vetted emergency worker staff should have access to patron/patient information and records.

3.5. Supplies

Daytime Severe Weather Centers

• Sign-in sheets

• Name tags (ID badges must be worn by volunteers)

• Chairs, couches

• Hot coffee/tea

• Cups

• Water

• Snacks

•  Activities (puzzles, Sudoku, games, etc.)

• Hand sanitizer and Clorox Wipes

Overnight Emergency Shelters

• Sign-in sheets

• Name tags (ID badges must be worn by volunteers)

• Claim tickets (for guest backpack check-in)

• Cots, blankets, pillows

•  Designated areas for registration, feeding, shelter

• Food, water, snacks

• Activities (puzzles, Sudoku, games, etc.)

• Hand sanitizer and Clorox Wipes

3.6.Animals at the Shelter

Well-behaved dogs and cats should be allowed in, subject to the discretion of the site manager. ALL animals brought in must be well-behaved; dogs must be on a leash at ALL times and stay with their human; cats need to remain in cat carriers or cages and have access to a litter box under the supervision of their human. Pet owners are responsible for cleaning up after their pets, and their area is to be kept clean at all times while the pets are in the Center.

All animals must be as clean as possible, in good health on entry to the Center, and provided with food, and food and water bowls by their humans. Personal, clean, compact dog beds are permitted as needed.

It is up to the site manager on each shift to address whether certain animals be allowed in with their humans. How many animals should be admitted inside at one time should be a matter of common sense determined by the site manager and volunteers. Aggressive dogs deemed dangerous by the site manager should not be allowed.

3.7. Checklists and Responsibilities

Severe Weather Center Checklist

• Inspect facility. Note existing damage. Mitigate any hazards.

• Set up severe weather center area. Note any areas that are off-limits.

• Make a visual assessment of the conditions outside the shelter in case any snow needs to be removed or the walkway is icy.

• Maintain an activity log.

• Complete a report for each incident of illness or injury to staff and guests.

• Ensure that guests check in and out whenever they enter or leave the premises.

• Make snacks and water are available.

• Talk to guests to ensure that their needs are being met.

•  Check restrooms and continue to monitor throughout the day for cleanliness.

• Monitor need for scaling up, scaling down, and demobilizing.

•  Communicate any concerns to the Emergency Manager.

Overnight Emergency Shelter Checklists

Each shift has shared responsibilities as well as specific responsibilities. The biggest responsibility of each shift is to make sure that the shelter is a safe place and that rules are followed.

Shared Responsibilities

• Shelter Entrance: There should always be one volunteer at the shelter entrance or within earshot of the entrance, even after check-in. This ensures that the door is answered if someone needs to be let in, such as the police who may be dropping someone off.

•  Telephone Numbers: There are a few names and phone numbers that you may need during any shift. The list will vary depending on the shelter site. The list of needed phone numbers must be listed in the shelter manual for that site. Some guests may ask you to call a taxi or other form of transportation for them, so those numbers should be in the manual as well.

• Name Tags: One of the best ways to make a connection with the guests is to be sure that they know your name. This also helps with communication with other volunteers. Name tags should be provided and should be worn at all times. Volunteer ID Badges should also be worn at all times.

• Log Book: The shelter log book should be used to note any actions or incidents that happen during a shift. Security patrols, guest incidents, and any other activity should be noted in the log with the time of each incident. Vehicles parked in the shelter parking lot should be logged in as well, with details such as color, license plate, and type of vehicle.

•  Communications: Maintain regular communications with the shelter Site Manager. Provide shelter information and discuss supply needs, problems, and plans. Ensure that shelter guests receive updated information about the weather and resources available to them.

• Weather: Monitor weather and response effort and plan for closing of the shelter.

• Facility: Routinely inspect the safety and sanitation of the facility, including the kitchen, dormitories, bathrooms, exterior, and registration area. Ensure that health standards and guest’s needs are being met.

First Shift Responsibilities (5 p.m.–10 p.m.)

• Setting up and open the shelter and check in guests.

• Arrive on site at 5 p.m.

• Make a visual assessment of the conditions outside the shelter in case any snow needs to be removed or the walkway is icy.

• Ensure all materials needed are available (black plastic bags, duct tape, black markers, mats, blankets, cleaning supplies, coffee, granola bars, etc.).

• Put on the coffee and hot water and set out any items to offer guests, if available.

• As the guests come in between 6 p.m. and 8 p.m., one volunteer should log them into the shelter. The second will have them place their belongings (except medications, pillow, book, stuffed animal) into a large black plastic bag. They will  tape it shut, writing the guest’s name on the tape and attaching a ticket.

• Ensure guests are aware of all emergency exits in building.

• Direct the guests to the sleeping area of the facility.

•  Issue blankets and pillows if available.

•  Turn over paperwork and keys (if necessary) to second shift volunteers. 

• Brief the second shift on any incidents or special conditions.

• Take a headcount of overnight guests before lights out and relay that total to the second shift volunteers.

•  Adjust the thermostat(s) in the building and override any pre-set temperatures to ensure shelter space remains warm overnight.

• Turn off lights and electronics and lock the doors at 10 p.m.

•  If the shelter does not have any guests that have arrived by 8 p.m., the shelter will close for the night. 

  • At 8 p.m. a volunteer will notify the Site Manager and call 911, telling the operator that it is a “non- emergency” and giving the volunteer’s and shelter’s location. Inform the operator that there are no guests at the shelter and therefore the shelter is closing for the evening. 

  • After contacting 911, contact volunteers on the following shifts for the night and inform the volunteers that the shelter is closing for the night. 

  • Provide additional notification to the [Community] Emergency Manager at [Number]. 

  • Close the shelter for the night.

  • Post a sign on the front door of the shelter saying, “Severe Weather Shelter is closed for the night.”

Second Shift Responsibilities (10 p.m.–3 a.m.)

• Check overnight shelter guest headcount from first shift volunteers.

• Make security rounds throughout the facility.

• Complete paperwork, as appropriate.

• Monitor the thermostat in the shelter and make any necessary adjustments.

•  Perform intake procedures for late-arriving guests who are brought in by the Police Department or Fire Department.

•  Turn over paperwork and keys. Brief the third shift on any incidents or special conditions.

Third Shift Responsibilities (3 a.m. –8 a.m.)

• Wake up guests at 6 a.m. for a 7 a.m. departure.

•  Return all bagged items to the correct guest by checking names and ticket numbers.

• As each guest departs, have them sign out.

• Make sure all belongings leave with the guest. There should not be any bags remaining at the close of the shift.

• Ensure the building is clean and all trash has been picked up.

• Clean up the smoking area.

•  Clean and stow all shelter items including mats, snacks, supplies and any other items. (Cots do not need to be disassembled if the shelter is to remain open the next night.)

•  If the shelter is open consecutive nights, and guests have indicated they plan to come back, bag up their bedding and place it in a black plastic bag. Label the bag with the guest’s name so the bedding can be reused the next night.

• Place any used bedding in laundry bags to be laundered.

• Complete paperwork.

•  Ensure doors and windows are locked.

•  Return keys, if necessary, according to shelter location plan.

General Division of Duties

• The Site Manager is responsible for overseeing the successful operation of the Severe Weather Shelter and Overnight Shelter activation. The Site Manager works with the Facility contact to ensure the facility is managed appropriately and restored to the conditions in which it was found at the end of each activation. Working with other volunteers, this person will ensure there are enough volunteers for each shift, help set up and break down the site, arrange for food and other supplies as needed, and otherwise manage the overall operation of the site. They will convene a volunteer briefing at the beginning of each shift and train volunteers on their roles and responsibilities, as needed.

•  The Shift Lead is responsible for supporting the Site Manager during an activation. Working with the Site Manager, the Shift Lead supervises volunteers and ensures the comfort of guests on site.

• The Greeter is responsible for welcoming guests into the site and ensuring that they sign in and out when entering and leaving the facility. The Greeter is also responsible for setting up the water/snack/meal area of the site and reporting any resource needs to the Site Manager.

•  The Registration Lead is activated for overnight shelter operations. They are responsible for registering guests, collecting necessary data, and checking their bags in an efficient manner. In the morning, this person helps guests collect their belongings and exit in an efficient manner.

• The Dormitory Lead is activated for overnight shelter operations. They are responsible for setting up, monitoring, and tearing down the dormitory area of the site. The Dormitory Lead takes count of guests at lights out and reports it to the Site Manager.

•  The Transportation Coordinator is responsible for coordinating the transportation of guests to and from the site, as requested. 

All volunteers are responsible for site safety, reporting any concerns to the Site Manager or

Shift Lead, and calling 911 for any medical or safety concerns on site.

4. FORMS

[COMMUNITY] OVERNIGHT SHELTER REGISTRATION FORM

1. Do you or does anyone in your household need medical care or have safety concerns right now?

Yes   No 

2. Are you or anyone in your household required to register with a state or local government agency?

Yes   No 

3. Do you or does anyone in your household need transportation assistance?

Yes   No

Contact Information for Service

Other Household Members

(Attach additional sheet if necessary.)

Emergency Contact Information

Service Animal/Emotional Support Animal

Type of Animal:

Which household member uses the services of the animal?

What service(s) does the animal perform?

Pets

Special Dietary Needs /Accommodations:

Actions/Referrals:

[COMMUNITY] SHELTER GUEST CHECK-IN AND -OUT

Date:

Location:

[COMMUNITY] SHELTER/CENTER INVENTORY

[COMMUNITY] SHELTER/CENTER RESOURCE CHECK-IN AND -OUT

[COMMUNITY] SHELTER/CENTER RESOURCE REQUEST

[COMMUNITY] SHELTER/CENTER WORK SCHEDULE

[COMMUNITY] SHELTER/CENTER STAFF CHECK-IN AND -OUT

Date:

Location:

[COMMUNITY} SHELTER/CENTER EXPENSE TRACKING

Date:

Location:

[COMMUNITY] SEVERE WEATHER CENTER ACTIVITY LOG

Date:

Location:

[COMMUNITY] SHELTER RULES

• Guests must check in between 6 p.m. and 8 p.m. 

• Guests are not permitted to check in after 8 p.m. unless escorted by police or fire personnel.

•  Lights out is at 10 p.m. There is no re-entry into the shelter after that time.

• Quiet hours are observed between 10 p.m. and 6 a.m.

•  If a guest leaves the shelter after lights out, they will not be allowed to return until the next activation day.

• If a person is asked to leave the property, they will do so promptly, or law enforcement may be called.

• Wake-up time is 6 a.m., and guests must depart by 7 a.m. unless otherwise stated.

•  Backpacks, purses, and other bags must be checked in (bagged) for the night.

• Once a guest’s personal property bag has been sealed and checked in, it may not be opened until they check out of the shelter. Certain personal items (books, religious items, stuffed animals, cell phones, personal audio devices, computers, etc.) may be kept with the guest after being inspected by a volunteer. It is important for a guest to plan ahead for the night before sealing their bag.

• Tobacco and vape use is permitted outside in designated smoking areas only.

• Smoking is not permitted after lights out at 10 p.m.

• Alcohol or drugs are not permitted at the shelter.

•  Fighting, foul language, and mistreatment of other guests and volunteers is not tolerated.

• Weapons of any kind are not permitted on shelter grounds.

• Guests and volunteers will respect the rights of all others using this facility.

•  Guests and volunteers will remain only within the areas designated for shelter use.