I.  PURPOSE

To determine actions and establish procedures necessary for the reception, care and protective sheltering of Eddy County residents evacuated during any type of emergency.

A.  Natural or Man-Caused Disasters

1. Hazards identified in Eddy County could require the sheltering of portions of the population. A major hazardous materials accident along main highways or the railroad is a distinct possibility. Range fires and tornadoes can also require evacuation.
2. Sheltering is desirable prior to an actual disaster. In many cases, post-disaster sheltering is required to house those who have lost homes.
3. The 1990 Census shows an Eddy County resident population of 48,605. Most of the county population lives in communities along the main highways.

B.  Shelter Resources

1.  Disaster Shelters

1. The American Red Cross (ARC) selects and establishes shelters. There are two Red Cross chapters in Eddy County, one located in Artesia and one in Carlsbad.
2. Memorandums of Understanding are maintained with the local school districts for the use of their facilities to house evacuees in the event of a disaster.
3. The Reception and Care Coordinator will coordinate shelter needs, locations and selection with the ARC.
4. The ARC also provides shelter needs including beds, feeding, etc. ARC stocks of beds, food, etc., are not available locally and must be brought in. In some disasters, supply of these items may be delayed, and the county and municipalities may have to provide these to the best of their abilities.
5. The Reception and Care Coordinator works with the Resources and Transportation Coordinator to obtain these needed items.

2.  In-Place Shelters

1. In-place sheltering (Annex K) provides an alternate to establishing mass congregation sites.
2. This technique can be used in situations where warning time is not adequate, transportation is unavailable, or access to resources in houses is preferable.

3.  County Reception Centers

a. Due to the unknown nature of disasters, reception centers will be established as
    necessary and their locations publicized via local radio stations.

1. During most emergencies, sufficient warning time should exist to enable residents to go to protective shelters.
2. Buildings planned for use as shelters will be available.
3. Protective shelter requirements for most hazards will be short term requiring little upgrade action (schools, motels, civic centers, etc.).

1. Evacuees must be directed to a reception center for registration and assignment to lodging and feeding facilities and to a shelter. Reception may be performed in the lodging facility for disasters causing a limited number of evacuees.
2. When temporary lodging and feeding facilities are opened, the following functions and staffing will be necessary. The ARC will provide some; some are clearly functions of local government. The ARC and EOC will assemble all available resources to provide:

1. Shelter managers.
2. Registration of all individuals and families.
3. Food service.
4. Health service.
5. Maintenance of records.
6. Shelter maintenance.
7. Maintenance of order.
8. Evacuee locator and welfare inquiry service.
9. Vehicle parking and security.

A. The local Red Cross chapter, supported by state, regional, and national chapters, will assist local
    government in caring for evacuees. The Reception and Care Coordinator will be the liaison
    between local government officials and volunteer organizations such as the Red Cross, Salvation
    Army, religious organizations, civic groups, etc.

B.  Each shelter system organization consists of the following positions/responsibilities:

1.  Reception and Care Coordinator

a.  Advises local government officials on shelter matters and coordinates overall
     operations with the Shelter Systems Officer and Reception Center Supervisors.
b.  Coordinates the location of reception centers in each jurisdiction receiving evacuees.
c.  Coordinates with police to direct evacuees to reception centers.
d.  Develops a crisis shelter-stocking plan.

2.  Shelter Systems Officer

a.  Maintains current listings of reception centers, lodging and feeding
     facilities, and shelters.
b.  Manages overall shelter operations.
c.  Designates shelter managers.
d.  Coordinates shelter-upgrading program with the Public Works Coordinator.
e.  Implements and coordinates the shelter stocking and marking programs.
f.  Designates a food service supervisor for each feeding facility.

3.  Shelter Training Officer

Recruits potential shelter managers.

4.  Shelter Stocking Supervisor

Provides for stocking of food in shelters.

5.  Shelter Operations Supervisor

a.  Serves as assistant to the Shelter Systems Officer.
b.  Coordinates assignment to shelters.
c.  Conducts shelter-marking program.
d.  Obtains volunteers to assist in cooking and serving food in the feeding facilities.
e.  Provides a designated area within the shelter facility to accommodate groups with
     special needs or institutionalized groups.

6.  Reception Center Supervisor

a.  Manages the reception center team.
b.  Registers all evacuees and assign them to shelters, taking into consideration
     essential workers, families with small children, etc.
c.  Provides evacuees with handouts of all pertinent information.

7.  Shelter Manager

a.  Manages one individual shelter.
b.  Supervises cleanliness, feeding and conduct.
c.  Serves as link between shelterees, Reception and Care Coordinator and local
     government.
d.  Provides rumor control and pass correct information to shelterees.

C.  Special Considerations

1. House essential workers and their families in shelters accessible to their work places.
2. To the best extent possible, designate a quarantine area within the shelter for persons with, or suspected of having, a communicable disease.

1. Basic administrative and accountability procedures will be followed as required by local government.
2. Records of supplies, materials and equipment used will be maintained to assist in making a determination of resources remaining and support assistance requests.

1. Responsibility for maintaining and updating this annex rests with the designated Reception and Care Coordinator.
2. This annex will be updated as necessary and reviewed at least annually.
3. This annex will be exercised in accordance with the exercise schedule as presented in the preparedness section of this document.