HomeMy WebLinkAboutAGENDA REPORT 2020 0617 CCSA REG JNT DC ITEM 10NCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of June 17, 2020
ACTION Disaster Council approved the
Ventura County Human Services Agency
Plan. (Roll Call Vote: Unanimous); and City
Council approved staff recommendations.
(Roll Call Vote: Unanimous).
BY B.Garza.
N. (DISASTER COUNCIL/CITY COUNCIL) Consider Approval of a Memorandum of
Understanding (MOU) with the Ventura County Human Services Agency (HSA),
the American Red Cross of Ventura County (Red Cross), and adoption of the
Ventura County HSA Mass Care and Shelter Plan. Staff Recommendation: 1)
Disaster Council – Recommend approval of the HSA Plan; and 2) City Council
– Authorize the City Manager to execute an MOU with the Ventura County HSA,
the American Red Cross, and all 10 cities in Ventura County; and adopt the
Ventura County HSA Mass Care and Shelter Plan. (Staff: Teri Davis)
Item: 10.N.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council and Disaster Council
FROM: Teri Davis, Program Manager
DATE: 06/17/2020 Regular Meeting
SUBJECT: Consider Approval of a Memorandum of Understanding (MOU) with
the Ventura County Human Services Agency (HSA), the American
Red Cross of Ventura County (Red Cross), and adoption of the
Ventura County HSA Mass Care and Shelter Plan
BACKGROUND and DISCUSSION
The HSA, along with each of the cities in Ventura County, the Red Cross, other Ventura
County agencies and departments, plus a state agency, developed a countywide Mass
Care and Shelter Plan (Plan). The Plan outlines what should be done when large areas
of Ventura County are evacuated and how shelters should be set up and administered
should shelters be needed following an evacuation. The Plan describes actions to be
taken by multiple Ventura County departments, the California Department Services, the
Red Cross, and the cities. Staff attended roundtable meetings as the Plan was
developed and reviewed the draft and provided comments and asked questions.
The Plan was established in response to the numerous disasters that have occurred in
Ventura County over the past several years which resulted in overburdening Ventura
County. Under the Plan, the HSA would remain the lead agency for mass care and
sheltering activities and coordinate those activities with the cities, when needed. The
Plan details shelter services for particular incidents. Shelters may involve a single
service agency or a unified countywide service approach, depending upon the disaster.
City staff may need to interact with other agencies, staff a shelter (after attending Red
Cross Shelter training), and perform other duties as needed and described in the Plan.
Ventura County is asking each of the cities, and the Red Cross, to adopt the Plan and
sign a MOU acknowledging the adoption of Plan and setting forth responsibilities of all
parties.
Item: 10.N.
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Honorable City Council and Disaster Council
06/17/2020 Regular Meeting
Page 2
FISCAL IMPACT
In most instances the Red Cross will be responsible for shelter operation costs. If a
situation necessitates a shelter to be set up and opened by City staff prior to the arrival
of the Red Cross, the City will be responsible for the shelter costs until the Red Cross
assumes operation of the shelter. Costs for staff time providing services at a shelter set
up and opened by the Red Cross may also occur.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION
1.Disaster Council – Recommend approval of the HSA Plan; and
2.City Council – Authorize the City Manager to execute an MOU with the Ventura
County HSA, the American Red Cross, and all 10 cities in Ventura County; and
adopt the Ventura County HSA Mass Care and Shelter Plan.
Attachment 1: MOU
Attachment 2: Ventura County Human Services Agency Mass Care and Shelter Plan
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MEMORANDUM OF UNDERSTANDING
County of Ventura Human Services Agency
AND
American Red Cross of Ventura County,
AND
Cities of Camarillo, Fillmore, Moorpark, Ojai, Oxnard, Port Hueneme, San Buenaventura,
Santa Paula, Simi Valley and Thousand Oaks
Effective January 1, 2020
ATTACHMENT 1
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I. Purpose
The purpose of this Memorandum of Understanding (hereinafter "MOU") is to document a
broad framework for the cooperative working relationship among the County of Ventura
Human Services Agency (hereinafter “HSA”), the American Red Cross Ventura County
Chapter (hereinafter "ARC"), and the Cities of Camarillo, Fillmore, Moorpark, Ojai, Oxnard,
Port Hueneme, San Buenaventura, Santa Paula, Simi Valley and Thousand Oaks
(hereinafter, collectively “Cities” and individually “City”) in preparing and delivering mass care
and shelter services to the public during local disasters that require such services.
II. Term of MOU
The term of this MOU is effective January 1, 2020, and shall automatically renew and continue
in full force effect for one additional year on each annual anniversary date of execution
thereafter, unless terminated. This MOU may be terminated by any party upon 30 days’ written
notice. This MOU may be amended by written mutual consent of all parties which shall not be
unreasonably withheld.
III. Independence of Operations
It is recognized that the priority for HSA, ARC and Cities is to address the needs of the
populations each serves. Each party is separately responsible for establishing its own
emergency incident policies and procedures and financing its own activities. Nothing in this
MOU is intended to diminish any party’s mission in serving its respective population. The
responsibility of each party to fulfill its legal mandates to serve the public during an emerging
incident shall take precedence should a conflict arise between a party’s legal obligations and
its role described herein.
IV. Role of HSA
HSA oversees mass care and sheltering activities in the event of an emergency incident. The
HSA Director is responsible for Operational Area Care and Shelter operations and will appoint an
Operational Area Care and Shelter Coordinator to coordinate the resources of the County of
Ventura (hereinafter “County”), Cities and special district resources; request, and respond to
requests for, mutual aid services; and support ARC.
HSA will coordinate operations to:
Coordinate with ARC to identify countywide mass care and shelter assets and services to
be deployed during an emergency incident.
Resolve any major challenges or gaps that may arise related to mass care and shelter
operations and activities throughout the county.
As the primary agency for mass care and shelter oversight, HSA will partner with ARC to aid
in the coordination of the following areas as warranted:
On-site assistance to Disaster Service Workers and survivors
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Counseling and Nursing care assistance
Individual and mass feeding
Provision and operation of countywide emergency shelter facilities
Assistance in the registration and identification of survivors and emergency workers
Assistance in administration and supervision of emergency relief operations
Distribution sites for provisions of basic supplies such as food, water, and clothing.
Activation and Management of Functional Assessment Service Team workers
Countywide Shelter database management
V. Role of ARC
Among its many services, the American Red Cross helps local governments provide care and
shelter for their constituents in the event of a local emergency incident.
As part of ARC’s role in pre-planning activities, ARC will:
Work with special districts and other organizations to identify and survey shelter
facilities.
Work with special districts and other organizations to compile and maintain a current
list of approved designated shelters.
Work with HSA to ensure that facility use agreements with designated shelters are
in place that clarify terms of use.
Provide emergency preparedness and shelter training to County and City staff, when
requested and at mutually convenient times and locations.
Maintain close liaison at all levels. Share current data regarding local emergency
incidents, declarations, and changes in applicable legislation. Include a representative of
the other party in appropriate committees and task forces formed to mitigate, prepare for,
respond to, and recover from disasters and other emergencies.
Evaluate all approved shelters for Disability, Access and Functional Needs (DAFN)
compliance. Each shelter will be surveyed prior to use. The specifications of the identified
facilities during an emergency operation will be communicated to the Operational Area
Care and Shelter branch and the DAFN representative within the Emergency Operation
Center (EOC).
Assist the Functional Assessment Service Team (FAST) and Functional Needs Support
Services (FNSS) Teams in conducting assessments of individuals and in facilitating the
process of getting the essential resources needed by disaster clients with access and
functional needs.
Share case file information of shelter clients when appropriate and in accordance with
all applicable regulations regarding client privacy and confidentiality.
Develop and maintain a countywide shelter start up manual and training guide.
Identify and coordinate state and federal grant funding to address countywide care and
shelter needs.
During an emergency incident/event, ARC will provide volunteer staff and resources for the
following tasks at the shelter sites:
Registration and Emergency sheltering
Fixed Shelter feeding coordination
Emergency first aid and Disaster Mental Health Services
Disaster welfare inquiry support when appropriate
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Family reunification coordination
Disaster Spiritual Care
VI. Role of Cities
Each city is responsible for mass care and shelter operations within its jurisdiction. Cities
should plan and prepare to stand up their shelter sites whenever possible and to continue
operations for as long as needed. Cities are to work with HSA and ARC to establish shelter
sites and to seek ARC and/or County training of City or Special District employees in opening
and operating shelters.
If HSA and/or ARC establishes a shelter site within a City jurisdiction while taking into
account accessibility, location and roads impacted by the event, the County bears primary
responsibility for mass care and shelter operations; however, the County may ask City to
provide some or all mass care and shelter services based on availability of resources and
capacity of the City to provide the services needed. City coordination and delivery of mass
care and shelter services continues even if HSA assumes operational oversight of the mass
care and shelter facility.
Cities agree to the following pre-planning activities:
Inform HSA / Care & Shelter Branch of County Operational Area EOC of their
jurisdiction’s special populations and specific areas of need.
Inform HSA / Care & Shelter Branch of County Operational Area EOC of their
capacity to stand up and operate a shelter in their jurisdiction.
Designate a City Care and Shelter Coordinator who will coordinate City care and
shelter planning and operations.
Adopt the Ventura County Mass Care and Shelter Plan.
Coordinate with ARC in identifying shelter sites that can accommodate people with
disabilities and others with access and functional needs.
Execute a separate Care & Shelter MOU with special districts and / or facility owners.
Support and participate in ARC efforts to provide shelter training to Cities’ and special
district employees who will manage and operate shelters; training should address
ways to accommodate people with access and functional needs, including those who
have Limited English Proficiency.
Notify HSA and ARC when Cities’ resources are low and additional care and shelter
facilities are needed, or when assistance is needed to continue sheltering operations.
Review and update pre-planning materials annually.
VII. Cooperative Actions
HSA, ARC and Cities agree that coordination and mutual aid efforts are critical to prevent
the duplication of services and to ensure the proper allocation of scarce resources in a
disaster. Additionally, effective cooperation allows for the appropriate jurisdiction to take
the lead in partnering with ARC to ensure the delivery of countywide care and shelter
services.
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If ARC resources are deployed to another part of the state or country when a major
emergency incident occurs locally and is unable to perform the duties or responsibility
as stated herein, it will be incumbent on the City to satisfy those obligations. The
appropriate jurisdiction(s) will coordinate the supply of personnel and resources to
manage shelter operations. The County and Cities will pledge to work toward the mutual
benefits of the community in providing shelter operations.
VIII. Nature of MOU
This MOU does not create a partnership, a joint powers agreement, nor a joint venture, and does
not create any financial commitments. Parties have no legal authority to bind another to any
obligation, nor may they enforce this MOU in any court or dispute resolution forum. The sole
remedy for non-performance under this MOU shall be termination, with no damages or penalty.
IX. Legal Compliance
All parties identified herein shall comply with all applicable federal, state and local laws,
regulations and ordinances.
X. Dispute Resolution
If the parties have a dispute that they are unable to resolve at the staff level, the parties may
escalate the dispute to the executive staff level (i.e., to the City Manager and the County
Executive Officer) by submitting a signed and dated request for dispute resolution. If the City
Manager and the County Executive Officer are unable to resolve the dispute, the item in
dispute may be presented to the City Council and the County Board of Supervisors for
resolution.
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IN WITNESS WHEREOF, this MOU has been executed as of the date signed.
________________________________________ Date: ________________
Melissa Livingston, Acting Director,
Human Services Agency
348
IN WITNESS WHEREOF, this MOU has been executed as of the date signed.
________________________________________ Date: ________________
Daniel Maguire, Program Manager Central Coast Region
American Red Cross, Ventura County
349
IN WITNESS WHEREOF, this MOU has been executed as of the date signed.
________________________________________ Date: _________________
Dave Norman, City Manager, City of Camarillo
350
IN WITNESS WHEREOF, this MOU has been executed as of the date signed.
________________________________________ Date: ________________
Dave Rowlands, City Manager, City of Fillmore
351
IN WITNESS WHEREOF, this MOU has been executed as of the date signed.
________________________________________ Date: ________________
Troy Brown, City Manager, City of Moorpark
352
IN WITNESS WHEREOF, this MOU has been executed as of the date signed.
________________________________________ Date: ________________
James Vega, City Manager, City of Ojai
________________________________________ Date: ________________
Matthew Summers, City Attorney, City of Ojai
353
IN WITNESS WHEREOF, this MOU has been executed as of the date signed.
________________________________________ Date: ________________
Alexander Nguyen, City Manager, City of Oxnard
354
IN WITNESS WHEREOF, this MOU has been executed as of the date signed.
________________________________________ Date: ________________
Andrew Salinas, Chief of Police, City of Port Hueneme
355
IN WITNESS WHEREOF, this MOU has been executed as of the date signed.
________________________________________ Date: ________________
Matt Lavere, Mayor, City of San Buenaventura
356
IN WITNESS WHEREOF, this MOU has been executed as of the date signed.
________________________________________ Date: ________________
Dan Singer, City Manager, City of Santa Paula
357
IN WITNESS WHEREOF, this MOU has been executed as of the date signed.
________________________________________ Date: ________________
Brian P. Gabler, City Manager, City of Simi Valley
358
IN WITNESS WHEREOF, this MOU has been executed as of the date signed.
________________________________________ Date: ________________
Andrew Powers, City Manager, City of Thousand Oaks
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Ventura County Mass Care and Shelter Plan
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Mass Care and Shelter Plan
PREPARED BY:
COUNTY OF VENTURA
HUMAN SERVICES AGENCY
ATTACHMENT 2
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Table of Contents
Revision History .................................................................................................... 4
ACKNOWLEDGEMENTS .......................................................................................... 5
State Departments/Personnel .................................................................................. 5
County Departments .............................................................................................. 5
Cities .................................................................................................................. 5
Other .................................................................................................................. 5
PLAN MAINTENENCE AND DISTRIBUTION ............................................................ 6
Plan Distribution .................................................................................................... 6
State Departments/Personnel .................................................................................. 6
County Departments .............................................................................................. 6
Cities .................................................................................................................. 7
Other .................................................................................................................. 7
SECTION 1: MASS CARE AND SHELTER OPERATIONS PLAN ............................ 7
Overview ............................................................................................................. 7
1.1 Purpose ......................................................................................................... 8
1.2 Assumptions ................................................................................................... 8
1.3 Services for Persons with Access and Functional Needs and Limited English Proficiency 10
SECTION 2: ROLE OF AGENCIES IN CARE AND SHELTERING ......................... 11
2.1 Existing City Shelters ...................................................................................... 12
2.2 Request for County Shelter Support .................................................................... 12
2.3 Other Jurisdiction Shelters ................................................................................ 12
2.4 County Shelter in a City ................................................................................... 13
2.5 City Mass Care and Shelter Preparedness Guidelines (see Appendix D) ..................... 13
SECTION 3: RESPONSIBILITIES BY ORGANIZATION ......................................... 13
Local Government and Community Based Organizations Roles and Responsibilities .......... 13
3.1 Ventura County Human Services Agency (HSA) .................................................... 14
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3.2 American Red Cross, Ventura County Region ....................................................... 15
3.3 Office of Emergency Services (OES) .................................................................. 15
3.4 Health Care Agency (HCA) ............................................................................... 16
3.5 Others ......................................................................................................... 17
Community-Based Organizations (CBO) and Voluntary Organizations Active in Disaster
(VOAD) ............................................................................................................. 17
SECTION 4: ORGANIZING A CARE AND SHELTER BRANCH ............................ 19
4.1 OA EOC Operations Section / Care and Shelter Branch ........................................... 19
CONFERENCE BRIDGE ...................................................................................... 19
Shelter Coordination ............................................................................................ 21
Shelter Types and Response Levels ........................................................................ 21
SECTION 5: TRAINING ........................................................................................... 25
5.1 Training Countywide ....................................................................................... 25
5.2 Training - Department Specific .......................................................................... 25
This Page Left Blank ...................................................................................... 26
SECTION 6: APPENDICIES .................................................................................... 27
6.1 Appendix A: Acronyms ..................................................................................... 27
6.2 Appendix B: Glossary....................................................................................... 28
6.3 Appendix C: Regulations and Authorities ............................................................. 36
6.4 Appendix D: Shelter Operations Tools and Guidance .............................................. 37
Shelter Opening / Staff Tool Kit Contents (Operational or Under Development): ................. 37
6.5 Appendix E: Family Inquiries and Assistance ........................................................ 37
National Emergency Family Registry and Locator System (NEFRLS) ............................... 37
National Emergency Child Locator Center (NECLC) ..................................................... 38
6.6 Ventura County Disability Access and Functional Needs Annex (DAFN) ...................... 38
6.7 Ventura County Board of Supervisors Recognized Organizations for Response and
Recovery Support ......................................................................................... 57
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6.8 Ventura County Disaster Planning, Response and Recovery Roadmap ....................... 62
Revision History
Revision Summary Author Date
Initial Plan Draft K. LeClair 5/1/2018
Mass Care and Shelter Committee Revisions Large Group 6/11/18
Mass Care and Shelter Committee Revisions Sub Groups 7/31/18
Access and Functional Needs Revisions D. Creadick, J. Garcia, S.
Kroth
8/1/18
Mass Care and Shelter Committee Revisions Large Group 8/8/18
Mass Care and Shelter Committee Revisions Large Group 1/22/18
Final HSA Updates / Timelines J. Garcia 2/21/19
Final HSA Updates / Timelines J. Garcia 2/25/19
Final HSA Updates / Legal References J. Garcia 2/27/19
Final HSA Updates / Mutual Aid Agreements J. Garcia 2/28/19
Thousand Oaks initial edits J. Garcia/City of
T.O./CRPD
3/27/19
Thousand Oaks meeting edits added Special
Districts to Glossary
J. Garcia 4/24/19
Shelter Coordination Visual updated J. Garcia 6/26/19
Moorpark City Review Updates J. Garcia 7/25/19
Oxnard City Review Updates J. Garcia 8/13/19
Disaster Planning, Response, & Recovery
Roadmap Visual Update
J. Garcia 2/1/20
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ACKNOWLEDGEMENTS
The Mass Care and Shelter Committee is made of members of the following organizations who are integral
in the development of the Mass Care and Shelter Plan. Their efforts and time are much appreciated.
State Departments/Personnel
California Department of Social Services, Disaster Services Bureau
County Departments
Animal Services
Behavioral Health
County Executive Office (CEO)
Emergency Medical Services (EMS)
Human Services Agency (HSA)
Public Health
Sheriffs’ Department / Office of Emergency Services (OES)
Fire Department
Cities
Camarillo
Fillmore
Moorpark
Ojai
Oxnard
Port Hueneme
Santa Paula
Simi Valley
Thousand Oaks
Ventura
Other
Ventura County American Red Cross
Conejo Recreation and Parks District
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PLAN MAINTENENCE AND DISTRIBUTION
The Mass Care and Shelter Plan serves as an annex to the Ventura County Emergency Operations Plan
(EOP). The plan is maintained by the Ventura County Human Services Agency (HSA) and will be reviewed
and revised every three (3) years.
Plan updates and revisions will include:
Operating Procedures
Organizational structures
Changes in format
The plan may also be modified after an exercise or changes in procedures, law, rules or regulations pertaining
to care and shelter operations.
Plan Distribution
Upon final approval and adoption by the Emergency Planning Council (EPC) and Board of Directors, the Mass
Care and Shelter Plan will be distributed to the following departments or agencies:
State Departments/Personnel
California Department of Social Services, Disaster Services Bureau
County Departments
Animal Services
Behavioral Health
County Executive Office (CEO)
Emergency Medical Services (EMS)
Human Services Agency (HSA)
Public Health
Sheriffs’ Department / Office of Emergency Services (OES)
Fire Department
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Cities
Camarillo
Fillmore
Moorpark
Ojai
Oxnard
Port Hueneme
Santa Paula
Simi Valley
Thousand Oaks
Ventura
Other
American Red Cross
Conejo Recreation and Parks District
Ventura County Office of Education
Overview
Ventura County has experienced several disasters over the last fifty years, with many resulting in the
evacuation of residents. During the 2017 Thomas Fire, the County recognized the need to provide services
beyond the basic care and sheltering provided in short-term shelters. The goal was to provide one location
where evacuees could obtain information and assistance to return their lives to normal after suffering a
catastrophic loss of personal property. The importance of addressing this issue was confirmed again in the
2018 Woolsey Fire.
The County’s sheltering operations are guided by two documents, the Mass Care and Shelter Plan and a
corresponding Ventura County Access and Functional Needs Annex. This document details Shelter Service
Types for an incident, depending upon the complexity of the incident and the number of persons affected.
The scale of these services may range from a simple referral to a community social services agency, to
complex services including but not limited to federal, state and local agencies providing emergency grants,
housing assistance, food and water , clothing, basic medical necessities, and other basic items necessary to
sustain life.
While disasters affect everyone, it is recognized that people with disabilities and access and functional needs
may require more assistance than others to access disaster relief services. All efforts will be made to meet
the needs of these groups. For specific efforts taken to meet the needs of people with disabilities and others
with access and functional needs, see Ventura County Access and Functional Needs Annex.
This plan forms the core of Mass Care and Shelter Operations for the Cities and County of Ventura.
SECTION 1: MASS CARE AND SHELTER OPERATIONS PLAN
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A committee consisting of agencies directly involved with sheltering and mass care services developed this
Plan as a guide for County, City and Special District personnel involved in care and shelter operations. This
document is intended for use during the preparedness phase to help guide care and shelter planning. It
provides all the planning information and guidelines that are relevant for government’s consideration before
opening disaster shelters. This document is intended to help cities plan for shelter operations, while also
providing an overview of the complete scope of care and shelter services.
1.1 Purpose
The Mass Care and Shelter Plan is only a guidance document and may be modified based on disaster
response requirements.
Ventura County strives to provide mass care and shelter operations in a timely manner to any resident of or
visitor to the County who need services as the result of a major disaster.
The function of care and shelter is to provide temporary emergency relief to disaster survivors. Providing
temporary emergency relief involves a range of emergency human services (e.g., food, hydration, shelter,
crisis counseling support, etc.).
1.2 Assumptions
Care and shelter planners and operational personnel must keep these assumptions in mind when planning
and/or responding to an emergency or disaster:
1. The Ventura County Human Services Agency (HSA) is the agency with primary oversight
responsibility for mass care and sheltering activities for residents and visitors in the County. The
Director of HSA is responsible for Operational Area Care and Shelter Operations, and will appoint
an Operational Area Care and Shelter Coordinator to coordinate County, city and special district
resources, request and respond to mutual aid services, and support the American Red Cross. The
Care & Shelter Coordinator will respond to the Ventura County Emergency Operations Center (EOC)
when activated (California State Emergency Plan 14.4.9, 2017, 120).
2. Although Ventura County Human Services Agency has overall responsibility within Ventura County,
the American Red Cross (ARC) will be expected to serve as the principle organization responsible
for operating Care and Shelter facilities. ARC serves as the lead organization for developing potential
shelter sites and training shelter staff in the Ventura County Operational Area. The Operational Area
has adopted the Red Cross Shelter Operations program as the standard for all shelter operations.
3. In a major disaster, the ARC will require an influx of resources from outside the area to be operational.
4. Coordination of care and sheltering is a responsibility of local governments and as such is outlined
in the Emergency Operations Plans of local jurisdictions. However, the County of Ventura, the
Human Services Agency and the Ventura County Chapter of the American Red Cross along with
other Community Based Organizations may assist in delivering care and shelter services. City
government’s coordination and delivery of mass care and shelter services continues should the
County assume operational oversight of a mass care shelter facility.
5. City and County government employees are Disaster Service Workers and will be called upon to
assist with response and recovery efforts (California State Emergency Plan 7.3.3, 2017, 33;
Government Code Title 1. Division 4. Chapter 8 – Section 3100).
6. Residential, Assisted Living and Day Care Providers must develop plans to relocate their clients to
a like-facility that can provide similar care – they may not plan to relocate their clients to a general
population shelter. Residential, Assisted Living and Day Care providers in the County are strongly
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encouraged to develop reciprocal relocation agreements with like facilities in other counties or City
to City or Special District.
7. Less than 20% of the population evacuated from their homes seek shelter in any given emergency.
The majority of residents will stay with friends/family, move out of the area or stay in hotels. Some
displaced residents may congregate in public parks, parking lots and open spaces as an alternative
to using indoor mass care shelters. Some Ventura County residents may choose to stay close to
their property, rather than go to a designated shelter. These people may still have needs and
expectations for care and other disaster assistance from government.
8. There is sufficient shelter capacity in the County to meet the needs of an evacuation during an
emergency or disaster.
9. Some evacuees may require specialized medical care that can be found in hospitals, medically
fragile shelters, or in other environments that can support medically fragile persons and their
caregivers.
10. Medically fragile persons are best sheltered at medical facilities, at a medically fragile shelter, or
other environments that can support medically fragile persons and their caregivers. Nevertheless,
medically fragile persons may be present at the general population shelter. Public Health will
oversee care for medically fragile persons until they can be safely transferred to an appropriate
facility.
11. Residents with disabilities, unable to evacuate without assistance and/or are medically fragile may
require transportation to safely evacuate to shelter sites or medically fragile facilities. Transportation
of these individuals will require a major commitment of resources including personnel, transportation
assets, medical staff, pharmaceuticals, medical equipment and supplies, and specialized dietary
support.
12. In many cases, evacuation centers, as opposed to shelters, will be sufficient. Evacuation centers
provide a more limited level of care, but do not provide overnight food and shelter and thus require
significantly less staffing and resources.
13. In a case where local shelters are insufficient, the EOC will coordinate with cities, special districts ,
its neighbors and the State concerning the coordination of sufficient shelter destinations for evacuees
and will ensure the jurisdictions receiving evacuees from an impacted area agree to accept these
individuals prior to evacuation. Coordination with any Federal support will be through the Operational
Area and the State.
14. Ventura County will follow State policies and guidelines governing household pets in shelters and
will include household pet care and shelter issues into planning.
15. The County is aware that pet owners often prefer their household pets to be sheltered near the
general population shelter.
16. Shelters take significant time to identify, activate, establish and be ready to receive evacuees. City
and county resources should prepare to mobilize prior to the start of an evacuation to ensure that
sufficient staffing is in place once the evacuation order is given.
17. All potential shelter sites are effectively ADA compliant. Limited shelter sites with auxiliary electrical
power supplies have been identified and may be available.
18. There are interdependencies between shelters and transportation. The transportation assets
needed to carry out an evacuation are based on the number of people needing evacuation,
availability of privately-owned transportation, number of evacuees with special mobility and medical
needs, the time available to conduct evacuation operations, and the distance to and availability of
shelters. It is critical to identify shelters for the general population and persons with access and
functional needs that are as close as safely possible. The designation and distance to household
pet shelters or shelters that will accommodate pets is also important.
19. It is important to recognize the special needs of children during evacuations. In a no-notice
evacuation, children could be located away from their parents, such as in schools, childcare facilities
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or other locations. Reunification of children separated from their parents will be an issue during
evacuation, and planning must be given to accomplishing this.
20. Essential public and private services will need to continue during shelter and mass care operations.
However, for a major disaster, normal activities at schools, community centers, churches and other
facilities used as shelter sites may be curtailed.
21. Ventura County will consider alternative methods for owner and pet evacuation, such as identifying
and providing locations to which household pets may be evacuated; providing logistical support for
the care, immunization, and quarantine of household pets; and, planning for the co-location of pet
shelters near evacuation shelters when possible.
22. The County will retain primary responsibility for victim screening and decontamination operations
when necessary in response to a HAZMAT (hazardous materials) incident. Appropriate personnel
and equipment must be available. Shelter clients must be decontaminated before entering a general
shelter.
23. The Ventura County Mass Care and Shelter Plan follows the Standardized Emergency
Management System (SEMS) and the National Incident Management System (NIMS).
1.3 Services for Persons with Access and Functional Needs and Limited English Proficiency
Ventura County Operational Area shelter planning and procedures account for the unique needs of persons
with access and functional needs. The Access and Functional Needs population is defined in the California
Emergency Services Act, Government Code Section 8593.3 as:
Individuals who have developmental, intellectual or physical disabilities
Chronic conditions or injuries
Limited English Proficiency or who are non-English speaking
Older adults
Children
Low income, homeless, or transportation disadvantaged, including, but not limited to, those who are
dependent on public transit
Pregnant women
Shelter registration: During the shelter registration process, the needs of this population will be identified, and
resource requests can be made accordingly. In addition, the Mass Care and Shelter Branch consisting of a
representative from the Human Services Agency, American Red Cross, Department of Public Health, and
Department of Behavioral Health will ensure that basic needs of evacuees are met.
Communication: Evacuation shelters will ensure qualified bilingual staff are available during all shifts and will
provide interpreters and other communication support to assist individuals who require communication
assistance (hearing and visual impairments, language/cultural, etc.) Staff will know how to access
communication resources such as sign and foreign language interpreters, phone and video interpretation
resources, and other sources of language assistance. Braille/Large Print materials, and readers should be
available at shelter locations and made available to the evacuees. Key shelter signage should be translated
in advance and available in large print. Written guidance and tools for providing language assistance will be
made available to shelter managers and staff onsite.
Service Animals: The ADA defines service animals as any guide dog, signal dog, or other animal individually
trained to provide assistance to an individual with a disability including, but not limited to guiding individuals
with impaired vision, alerting individuals with impaired hearing, providing minimal protection or rescue work,
pulling a wheelchair, or fetching dropped items. Under the ADA regulations, service animals have access to
the same facilities as the humans they serve.
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The Ventura County Disabilities, Access and Functional Needs Plan, an annex to the Ventura County
Emergency Operations Plan, provides an overview of County policies and practices with respect to
emergency planning and services for residents with disabilities, access and functional needs.
1.4 Functional Assessment Service Teams (FAST)
In conjunction with the California Department of Social Services, HSA has oversight and coordination
responsibilities for implementing the FAST program locally. The FAST Program provides staff to conduct
assessments to identify and meet essential functional needs of people with disabilities and others with access
and functional needs who are in general population shelters, such as: communication, personal assistants,
equipment, supplies, medications, and quick access fixes, so they can remain at the site. FAST will be
deployed as shelters are opened and remain in the shelters until it is determined that they are no longer
needed. FAST may transfer to other shelters and will return to shelters as needed or requested.
A FAST consists of trained government employees and community-based organization personnel ready to
respond and deploy to disaster areas to work in shelters. FAST will work side by side with shelter personnel
and other emergency response workers to assist in identifying and meeting essential functional needs so
people with disabilities and others with access and functional needs can maintain their health, safety and
independence during disasters.
A FAST will consist of members with experience in the following areas:
• Aging (services/supports, including dietary needs)
• Chronic health conditions
• Developmental and other cognitive disabilities (i.e., traumatic brain injury, intellectual)
• Hearing loss
• Mental health disabilities
• Physical disabilities
• Substance abuse
• Vision loss
California Functional Assessment Service Teams (FAST) may be a State requested SEMS/NIMS resource
request (only for State or Federally declared disasters) if the County does not have a FAST Program or needs
additional support.
Requests to the State for FAST assistance occur through the SEMS/NIMS process and partner agencies will
be mission tasked through California Department of Social Services (CDSS) and California Office of
Emergency Services (CalOES). In short, cities can make a request for a FAST Team through the Operational
Area Emergency Operations Center (OA EOC).
SECTION 2: ROLE OF AGENCIES IN CARE AND SHELTERING
Coordination of Mass Care and Shelter operations between the cities and the Operational Area Emergency
Operations Center (OA EOC) prevents the duplication of services and allows for proper allocation of scarce
resources. Confusion over where residents should go for sheltering is also prevented through this
coordination. Additionally, effective cooperation allows for the appropriate jurisdiction to take the lead
alongside the American Red Cross appropriate to the size, level and scope of the emergency or disaster.
Ensuring shelters are open and resources to address basic needs are met is essential. The Operational
Area Memorandum of Understanding between the County, Cities and Special Districts is an agreement of
these concepts.
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2.1 Existing City Shelters
The City should first operate their shelter sites. Cities are encouraged to work with the Ventura County
Chapter of the American Red Cross (ARC) to establish shelter sites and train volunteers and/or staff in ARC
shelter operations. City(s) and Special Districts should continue to keep existing shelters open,
unless otherwise coordinated between the City’s Emergency Operations Center (EOC) and the Operational
Area Emergency Operations Center (OA EOC). Until such time that the ARC arrives, depending on the
jurisdiction of the impacted area, the City will coordinate the supply of personnel and resources to manage
shelter operations with the Operational Area Emergency Operations Center (OA EOC).
2.2 Request for County Shelter Support
Cities have responsibility for mass care and shelter operations within their own jurisdiction . When the
cities’ resources are exhausted and additional mass care and shelter facilities are needed or if assistance is
needed to continue the existing sheltering operations, the cities will notify the Operational Area Emergency
Operations Center (OA EOC) of the need for additional mass care and shelter facilities.
If a city determines the need to request assistance from the OA EOC, the city should utilize the SEMS
system.
The incident type causing the evacuation/shelter
When the incident occurred
Where the incident is located
The population affected
How long the population will be affected
Short-term situation
Additional resources that may be needed
o Shelter(s) location(s)
o Number of people in the shelter
o Number of people evacuated
o Services needed
Cities are responsible for continual coordination of mass care and shelter services even after the County
provides shelter support to the City.
2.3 Other Jurisdiction Shelters
A shelter for residents of one city will be housed in a shelter facility located in another city. Requests for
assistance will be routed through the Operational Area Emergency Operations Center (OA EOC) to the
hosting city. The city responsible for the evacuation bears primary responsibility for mass care and shelter
operations.
The impacted jurisdiction may be asked to provide some or all of a particular mass care and shelter service.
If a jurisdiction is unable to assist or can only provide a portion of the requested assistance, the OA EOC
should be notified as soon as possible to allow for the missing services to be located.
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2.4 County Shelter in a City
If a County shelter is open in a city, the County bears primary responsibility for mass care and shelter
operations, however, the city may be asked to provide some or all of a particular mass care and shelter
service. The Operational Area Emergency Operations Center (OA EOC) should communicate with the city’s
Emergency Operations Center to ensure effective coordination. Existing shelters should remain open, unless
coordinated with the OA EOC.
2.5 City Mass Care and Shelter Preparedness Guidelines (see Appendix D)
By taking these steps, mass care and shelter services can be provided to those residents of the city in a
timely manner with minimum confusion. The cities can also request additional assistance as the need is
identified.
Designate a City Care and Shelter Coordinator. This person will coordinate care and shelter planning
and operations for the City. Adopt and operationalize the Ventura County Mass Care and Shelter
Plan.
Identify and survey city-supported shelter facilities. Work with the Ventura County American Red
Cross (ARC), park districts, school districts, local partners, CBOs, and government agencies to
compile an up-to-date list of pre-disaster designated shelters, inclusive of information about
accessibility of each potential facility so as to ensure that shelter sites can accommodate people with
disabilities and others with access and functional needs. Determination of a shelter site is a
collaborative decision with the Emergency Operations Center, which will be based on the incident,
situation, and the accessibility of the shelter site among other factors.
Ensure that City/County Special District MOU agreements are in place. It is helpful to have
statements of understanding with designated shelter sites to clarify terms of use. In most cities, the
ARC chapter accomplishes this.
Train staff to operate disaster shelters. Work with the ARC to provide shelter training to city
employees who will staff and manage disaster shelters. Training should address ways to
accommodate and assist people with access and functional needs including those who have Limited
English Proficiency.
Note: Maintain the current contact information for the Ventura County ARC chapter.
SECTION 3: RESPONSIBILITIES BY ORGANIZATION
Local Government and Community Based Organizations Roles and Responsibilities
Conducting and coordinating mass care and shelter operations is a Ventura County responsibility, but when
there are circumstances that exceed County capabilities, support may be provided by the State and/or the
Federal government. Requests for assistance will be initiated through the Ventura County Operational Area
to the Regional Emergency Operations Center (REOC) vs County EOC?
Should the REOC be unable to procure the resources, it will forward requests to the State Emergency
Operations Center (SEOC) or Federal coordination centers. Likewise, private entities have an essential role
in the successful evacuation.
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All agencies/organizations assigned to the Ventura County EOC Mass Care and Shelter Branch are
responsible for designating and training representatives of their agency, and ensuring that appropriate
Action Guides and standard operating procedures (SOPs) are developed and maintained. Agencies must
also identify staff and maintain notification procedures to ensure appropriately trained agency personnel are
available for extended emergency duty in the County EOC, agency DOC, or field command posts, as
needed.
3.1 Ventura County Human Services Agency (HSA)
The Ventura County Human Services Agency (HSA) is the lead agency for mass care and sheltering. HSA
is responsible for coordinating shelter operations to:
Identify mass care and shelter assets and services being employed during a disaster.
Resolve any major problems or gaps which may surface related to mass care and shelter operations
and activities.
The Director of HSA or his/her designee is the County EOC representative during disasters and
coordinates personnel and resources appropriate to the disaster situation. Specifically, the representative
serves as the Care and Shelter Branch Director in the Operations Section of the County EOC. The Director
gathers mass care and shelter information, and coordinates efforts to provide sufficient support. Support in
this effort comes from the ARC, other Volunteer Organizations Active in Disaster (VOADs), and through
mutual aid agreements between the Southern Area Consortium of Human Services including: Ventura,
Santa Barbara, Los Angeles, Orange, San Bernardino, Riverside and Imperial Counties.
The Care and Shelter Unit also processes requests from local governments for State mass care and shelter
assistance; coordinates potential response actions of the member agencies and organizations. As the
primary agency for mass care and shelter events, HSA will aid in the coordination of the following areas as
warranted:
On-site assistance to disaster workers and victims
Disaster counseling
Individual and mass feeding
Nursing care
Provision of and operation of emergency shelter facilities
Assistance in the registration and identification of victims and emergency workers
Assistance in administration and supervision of disaster relief operations
Distribution sites for provisions of basic needs supplies such as food, water, clothing, etc.
Activation of FAST workers
Shelter Database Management
HSA Departments’ roles in relation to shelters and any Local Assistance Center (LAC) are as follows:
Administrative Services Department (ASD) --Assists the ARC by providing staff to help operate care and
shelter centers. ASD maintains a list of fifty (50) ARC trained shelter coordinators. ASD will also assist HSA
Departments to set up at the LAC and shelters (Human Services Unit).
Adult and Family Services (AFS)-- Provides information and assistance services for seniors at the LAC
and shelters. Provides services for homeless residents and has FAST trained staff. Veterans Services
Provides information and various services to veterans at the LAC or the shelters (Health and Human
Services Unit).
Children and Family Services (CFS)-- Provides services for children in the child welfare system and can
provide service as requested at the LAC or shelters. CFS also has FAST trained staff.
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Community Services Department (CSD)-- Processes requests for and issues emergency Disaster
CalFresh (Food Stamps) benefits at the LAC shelters (Human Services Unit). Also provides referrals for any
related CSD public assistance programs.
3.2 American Red Cross, Ventura County Region
In the case of sheltering, the US Congress has designated the American Red Cross (ARC) as a direct partner
with City/County government in helping to fulfill government’s legal responsibility of providing care and shelter
for its citizens in a disaster.
The partnership between Ventura County and the ARC requires cooperative efforts during the preparedness
phase to clarify roles and responsibilities. The County may also work in cooperation with other volunteer
disaster assistance organizations to provide shelter, care and other disaster relief.
ARC’s ongoing preparedness activities include identifying and surveying shelter facilities. They will work
with school districts and other government agencies to compile and maintain an up-to-date list of
designated shelters. ARC will work with HSA to ensure that agreements/ Memorandums of Understanding
(MOU) with designated shelter sites to clarify terms of use are in place.
During an emergency event, the ARC provides staff and resources for the following tasks at the shelter sites:
Registration
Emergency shelter
Fixed and mobile feeding
Emergency first aid
Behavioral health support
Disaster welfare inquiry support
Vouchers for clothing, housing and basic home furnishings
Family reunification
It may take several days before the ARC is fully operational to support all these services on a complete
County-wide basis following a major disaster and the national resources of the ARC may not fully mobilize
until a few days after the event. Until such time that the ARC arrives, depending on the jurisdiction of the
impacted area, the County/City will coordinate the supply of personnel and resources to manage shelter
operations with the Operational Area Emergency Operations Center (OA EOC).
ARC manages the Safe and Well system, a locator system for persons affected by a disaster, which
provides information about disaster clients to family members outside the disaster area.
During an emergency event, the ARC provides individual disaster assistance to clients that are not in shelters.
This includes assistance with emergency food, rent, minor home repairs, clothing, critical medicines, and
other essentials of life.
3.3 Office of Emergency Services (OES)
The purpose of the Office of Emergency Services (OES) is to provide central coordination of Mass Care and
Shelter activities from headquarters in the Operational Area Emergency Operations Center (OA EOC). In an
imminent or actual disaster, OES receives and verifies situation reports from a variety of sources and
identifies/estimates needs for mass care services, and in turn identifies the potential resources for providing
mass care and requests assistance from support agencies. OES may also coordinate communications
services and equipment to shelter facility operators.
The structure of the EOC includes but is not limited to the following sections:
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Management Section: – Responsible for overall emergency management coordination through the
joint efforts of governmental agencies and private organizations. – The Operational Area Emergency
Operations Center (OA EOC) Director will either activate appropriate sections or perform their
functions as needed.
Finance/Administration Section: – Responsible for financial activities and other administrative
aspects, such as payroll, payments, revenue collection, claim processing, and cost recovery
documentation. – Supervise the negotiation and administration of vendor and supply contracts and
procedures.
Operations Section: – Responsible for coordinating all city operations in support of the emergency
response through implementation of the County’s EOC Action Plan. – Manage the tactical operation
of various response elements involved in the disaster, such as Medical/Health, Public Works,
Building and Safety, and Utilities.
Logistics Section: – Responsible for providing communications, facilities, services, personnel,
equipment, supplies and materials. – Normally staffed by County Purchasing Department. – Access
to vendor lists that include vendors that could address the needs of debris management, people with
disabilities and access and functional needs, transportation, etc.
Planning/Intelligence Section: – Responsible for collecting, evaluating and disseminating
information. – Develop the County’s EOC Action Plan in coordination with other sections. – Initiate
and prepare the County’s After-Action Report and maintain documentation.
3.4 Health Care Agency (HCA)
Departments in the Ventura County Health Care Agency are responsible for the following:
Animal Services
Evacuation of domestic animals throughout Ventura County
Establishment of animal shelters
Coordination with all non-profit animal rescue and shelter groups
Coordination with ARC for co-location of animal shelters when possible
Emergency Medical Services
Evacuation of Medically Fragile Populations who are in high risk areas during a disaster
Coordination of ambulance service for disaster and non-disaster response with AMR and hospitals.
Establishment of Regional Triage Center, if necessary
Aid Public Health in establishing medical shelter alternate care sites and/or Points of Dispensing
(PODs)
Assess Vulnerable Populations for needed medical support or transfer to facilities for individual’s
dependent on electricity
Coordinate dialysis care if utilities are compromised
Public Health/Nursing
Aid in the identification, care and transfer if necessary of medically fragile and vulnerable individuals
Establish medical shelters for those evacuated with acute medical requirements
Establish Alternate Care Sites if hospital is inundated
Establish Point of Dispensing sites, if mass distribution of pharmaceuticals or vaccines is required.
Distribute PPE or other precautionary supplies to the public and first responders in coordination with
plans as available/necessary
Perform routine Public Health Assessments of General and Medical Shelters
Provide public information and produce and distribute health advisories to assure public safety
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Establishment and maintenance of medical/hazardous waste repositories
Ambulatory Care
County Operated Clinics may need to expand or contract operations to account for patient overflow
from other private and public clinics and hospitals
Assess status of outpatient care in affected community and coordinate needed outpatient care as
necessary
Identify and establish general shelter sites in concert with the American Red Cross
Assess need for mobile medical unit
Behavioral Health
Maintain continuity of Behavioral Health operations across the County during a mass care and
shelter event
Providing community-based disaster mental health services at established Red Cross/County
shelters and/or where requested by the HSA Mass Care and Shelter Coordinator
o VCBH Disaster Response Team staff utilizing Psychological First Aid to provide support for
community members
o In the field BH services for existing clients located at established shelters
o Disaster service worker training for VCBH and other county staff.
Possible Additional Tasks
o Crisis de-briefing for disaster service workers
o Multi-purpose roles (disaster service worker) such as, filling Red Cross operational
positions, etc. Functional Assessment Service Team (FAST) support. Has FAST certified
staff
o
o Coordinating with and organizing VCBH contracted providers to support VCBH mass care
and shelter response
o Census data gathering of displaced population to better identify specific needs that can be
provided to OES for planning and deployment of resources
3.5 Others
The list below of participating agencies is not comprehensive. Other County departments may be called upon
for services during an incident when needed.
Community-Based Organizations (CBO) and Voluntary Organizations Active in Disaster (VOAD)
Community-Based Organization members may support cities with mass care and sheltering, language and
cultural sensitivity needs, and serve as a conduit for unmet needs and providing information to people that
governments may have difficulty reaching. CBOs that provide direct and on-going services to people with
disabilities and others with cultural and access and functional needs during non-disaster times are in the best
position to support the recovery of more people with access and functional needs following a disaster.
Voluntary Organizations Active in Disasters (VOAD) improves the disaster preparedness of community-
based organizations serving access and functional needs populations. In a disaster, VOAD becomes the link
between requests for emergency help and the community-based organizations available to provide help.
VOAD will ensure an effective response and recovery for people with disabilities and others with access and
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functional needs in Ventura County. Community Organizations Active in Disasters (COAD) are a smaller
VOAD, with the same goals and objectives of a VOAD.
Typical Types of VOAD Members:
Faith Based Organizations/Churches
Salvation Army
United Way
Catholic Charities
Food Share
Chambers of Commerce/ Businesses
CERT (Community Emergency Response Teams) Programs
Schools/School Districts
Hospitals/Medical Facilities
Nursing Homes/Care Facilities
Independent Living Centers (e.g., Independent Living Resource Center)
Lodging Facilities (Hotels/Resorts)
Rotary Clubs
Lions Clubs
Non-profit Organizations
Media
Humane Societies/Animal Shelters
Conference Centers/Camps
Additional Partners:
Southern California Edison
Southern California Gas Company
Water Districts
Caltrans
California Highway Patrol
The County Office of Emergency Services’ Volunteer Coordinator manages a list of CBOs that are members
of VOAD. This list includes their contact information and the types of services they provide, which can be
accessed at any time when needed.
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SECTION 4: ORGANIZING A CARE AND SHELTER BRANCH
4.1 OA EOC Operations Section / Care and Shelter Branch
The following information is considered when establishing the size, scope and location of
the county’s sheltering operations. Mass Care and Sheltering Operations are assigned to
the Care and Shelter Branch of the Operations Section. A Branch Director heads the Care
and Shelter Branch.
PURPOSE
In the event an incident is or is anticipated to require the evacuation of more than 10 individuals, the Mass
Care & Shelter Group shall be activated to coordinate response efforts.
SHELTER LEVELS
PERSONS DISPLACED ACTION OES ROLE
1-9 Red Cross to Handle Duty Officer Level
10-24 Initiate Shelter Type 1 Response Duty Officer Level
25-99 Initiate Shelter Type 2 Response Duty Officer Level
100-499 Initiate Shelter Type 3 Response EOC Activation
500 + Initiate Shelter Type 4 Response EOC Activation
See below for more details on shelter level types
CONFERENCE BRIDGE
Upon determining 10 or more individuals have been displaced, the Mass Care & Shelter Group conference
bridge shall be activated in Everbridge. Participants in this conference call will receive an automated call from
805-999-9999. In the event you miss the initial automated call, the following information can be utilized to
access the system.
Conference Bridge Phone: 605-468-8035
Access Code: 6394031
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CONFERENCE BRIDGE PARTICIPANTS
Agency
Human Services Agency HSA
American Red Cross ARC
Sheriff OES
Behavioral Health BH
Animal Services AS
Public Health PH / EMS
County Chief Executive Office CEO
Impacted City/s Representatives
CONFERENCE CALL AGENDA
1. Agency Roll Coll – OES Duty Officer or HSA Lead
Human Services Agency
Red Cross
Animal Services
City Emergency Management representative
Public Health / EMS Agency
OES
CEO
2. Situation Summary – OES Duty Officer or HSA Lead
3. Discussion on Shelter Activation – Red Cross
Incident Update - Individuals displaced / Shelter type
Evacuation Status - Location determination
Access & functional needs requirements / FAST Assessments
Critical Infrastructure Impacts
4. Items requiring follow-up / Adjournment
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Shelter Coordination
Shelter Types and Response Levels
TYPE 1 10-24 CLIENTS
AGENCY RESPONSE STATUS
OES Duty Officer: Notification by FCC / ICP
Human Services Agency: Email notification
Behavioral Health: Email notification
Public Health: Email notification
Ventura County EMS Agency: Email notification
Ventura County Animal Services: Email notification
County Executive Office: Email notification
City Emergency Manager: Email notification
AGENCY RESOURCES
Ventura County EOC Activation: No
Public Health Mobile Clinic: Not required
F.A.S.T. Evaluation: Yes
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TYPE 2 25-99 CLIENTS
AGENCY RESPONSE STATUS
OES Duty Officer: Notification by FCC / ICP
Human Services Agency: Response
Behavioral Health: Email notification
Public Health Nurse: Response
Ventura County EMS Agency: Response
Ventura County Animal Services: Response
County Executive Office: Response
City Emergency Manager: Response
Local Law Enforcement Rep: Response
AGENCY RESOURCES
Ventura County EOC Activation: No
Public Health Mobile Clinic: Not required
F.A.S.T. Evaluation: Yes
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TYPE 3 100-499 CLIENTS
AGENCY RESPONSE STATUS
OES Duty Officer: Notification by FCC / ICP
Human Services Agency: Response
Behavioral Health: Response
Public Health Nurse: Response
Ventura County EMS Agency: Response
Ventura County Animal Services: Response
County Executive Office: Response
City Emergency Manager: Response
Local Law Enforcement Rep: Response
AGENCY RESOURCES
Ventura County EOC Activation: Yes
Public Health Mobile Clinic: Response
F.A.S.T. Evaluation: Yes
General Services Agency: Yes
VC VOAD: Yes
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TYPE 4 500+ CLIENTS
AGENCY RESPONSE STATUS
OES Duty Officer: Notification by FCC / ICP
Human Services Agency: Response
Behavioral Health: Response
Public Health Nurse: Response
Ventura County EMS Agency: Response
Ventura County Animal Services: Response
County Executive Office: Response
City Emergency Manager: Response
Local Law Enforcement Rep: Response
AGENCY RESOURCES
Ventura County EOC Activation: Yes
Public Health Mobile Clinic: Response
F.A.S.T. Evaluation: Yes
General Services Agency: Yes
VC VOAD: Yes
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SECTION 5: TRAINING
The trainings listed below are either completed, being offered or in development.
5.1 Training Countywide
Functional Assessment Service Teams (FAST)
ARC Shelter Training
Disaster Service Worker Training
Countywide Tabletop Exercise
Psychological First Aid
Self-Care debriefs
Staff Support
Suggested Trainings
o Food Service
5.2 Training - Department Specific
Stress management
Self-Care debriefs
Disaster Service Worker
o Personal Preparedness
o Professional Preparedness
o Behavioral Health – Crisis Counseling
o General Hygiene
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SECTION 6: APPENDICIES
6.1 Appendix A: Acronyms
ACRONYM MEANING
AS Animal Services
ADA Americans with Disabilities Act
ARC American Red Cross
Cal EMA California Office of Emergency Management
CEO County Executive Office
CBO Community-Based Organization
CFS Children and Family Services
DOC Department Operations Center
EMS Emergency Medical Services
EOC Emergency Operations Center
EOP Emergency Operations Plan
FEMA Federal Emergency Management Agency
HSA Human Services Agency
IAP Incident Action Plan
ICS Incident Command System
ISD Information Services Department
JIC Joint Information Center
LAC Local Assistance Center
NIMS National Incident Management System
OA Operational Area
OA EOC Operational Area Emergency Operations Center
OES Office of Emergency Services
PIO Public Information Officer
PSD Preschool Services Department
SEMS Standardized Emergency Management System
TTY Teletypewriter
UC Unified Command
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VOAD Voluntary Organizations Active in Disasters
6.2 Appendix B: Glossary
TERM DEFINITION
Accessible As used in this document, accessible refers to a feature of a facility that is
approachable and usable by persons with disabilities.
Access and Functional
Needs
See People with disabilities and others with access and functional needs.
Catastrophe Any natural or manmade incident, including terrorism that results in extraordinary
levels of mass casualties, damage, or disruption severely affecting the population,
infrastructure, environment, economy, national morale, and/or government functions.
Co-located
Staging Area
Location where two or more functions are receiving personnel, supplies, and/or
equipment. Once at the site, Logistics personnel on site properly distribute resources.
Command Staff The Command Staff at the SEMS Field Level consists of the Information Officer,
Safety Officer and Liaison Officer. They report directly to the Incident Commander.
They may have an assistant or assistants, as needed. These officers are also found
at the EOC levels in SEMS and they report directly to the EOC Director and comprise
the Management Staff. They may have an assistant or assistants, as needed.
Disaster A sudden calamitous emergency event bringing great damage, loss or destruction.
Division The organizational level having responsibility for operations within a defined geographic
area. Divisions are established when the number of resources exceeds the manageable
span of control of the Section Chief.
Durable Medical
Equipment
Includes, but is not limited to, wheelchairs (multiple types), canes, white canes, walkers,
shower chairs, toilet chairs, raised toilet seats, oxygen equipment, nebulizer tubing and
machines, and speech generating devices.
Emergency Any incident(s), whether natural or manmade, that requires responsive action to protect
life or property. Under the Robert T. Stafford Disaster Relief and Emergency Assistance
Act, an emergency means any occasion or instance for which, in the determination of the
President, federal assistance is needed to supplement state and efforts and capabilities
to save lives and to protect property and public health and safety, or to lessen or avert
the threat of a catastrophe in any part of the United States.
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Emergency Operations
Center (EOC)
The physical location at which the coordination of information and resources to support
incident management (on-scene operations) activities normally takes place. An EOC may
be a temporary facility or may be located in a more central or permanently established
facility, perhaps at a higher level of organization within a city. EOC may be organized by
major functional disciplines (e.g., fire, law enforcement and medical services), by city
(e.g., federal, state, regional, tribal, city, county), or some combination thereof.
Emergency
Operations Plan
Addresses planned responses to extraordinary emergency situations associated with
natural disasters, technological incidents, and national security emergencies.
Evacuation Organized, phased and supervised withdrawal, dispersal, or removal of civilians from
dangerous or potentially dangerous areas and their reception and care in safe areas.
Finance/ Administration
Section
The section responsible for all administrative and financial considerations surrounding an
incident or EOC activation.
Food Service The supplying of food and all related services for storing, preparing, serving, and disposing
of food and related supplies.
Function Function refers to the five major activities in ICS: Command, Operations, Planning,
Logistics and Finance/Administration. The same five functions are also found at all SEMS
EOC Levels. At the EOC, the term Management replaces Command. The term function
is also used when describing the activity involved, (e.g. the planning function). A sixth
function, Intelligence/Investigations, may be established, if required, to meet emergency
management needs.
Group Established to divide the incident management structure into functional areas of operation.
Groups are composed of resources assembled to perform a special function not
necessarily within a single geographic division. Groups, when activated, are located
between branches and resources in the Operations Section. See Division.
Incident An occurrence or event, natural or man-made, which requires a response to protect life or
property. Incidents can, for example, include major disasters, emergencies, terrorist
attacks, terrorist threats, civil unrest, wild-land and urban fires, floods, hazardous materials
spills, nuclear accidents, aircraft accidents, earthquakes, hurricanes, tornadoes, tropical
storms, tsunamis, war-related disasters, public health and medical emergencies and other
occurrences requiring an emergency response.
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Incident
Command
Responsible for overall management of the incident and consists of the Incident
Commander, either single or unified command or any assigned supporting staff.
Incident
Commander
(IC)
The individual responsible for all incident activities, including the development of
strategies and tactics and the ordering and the release of resources. The IC has
overall authority and responsibility for conducting incident operations and is
responsible for the management of all incident operations at the incident site.
Incident
Command
Post (ICP)
The field location where the primary functions are performed. The ICP may be co-
located with the incident base or other incident facilities.
Incident
Command
System (ICS)
A standardized on-scene emergency management construct specifically designed to
provide for the adoption of an integrated organizational structure that reflects the
complexity and demands of single or multiple incidents, without being hindered by city
boundaries. ICS is the combination of facilities, equipment, personnel, procedures and
communications operating within a common organizational structure, designed to aid
in the management of resources during incidents. It is used for all kinds of emergencies
and is applicable to small as well as large and complex incidents. ICS is used by
various cities and functional agencies, both public and private, to organize field-level
incident management operations.
Information A piece of raw, unanalyzed data that identifies persons, evidence, events; or illustrates
processes that specify the occurrence of an event. May be objective or subjective and
is intended for both internal analysis and external (news media) application.
Information is the “currency” that produces intelligence.
Intelligence Product of an analytical process that evaluates information collected from diverse
sources, integrates the relevant information into a cohesive package and produces a
conclusion or estimate. Information must be real, accurate and verified before it
becomes intelligence for planning purposes. Intelligence relates to the specific details
involving the activities of an incident or EOC and current and expected conditions and
how they affect the actions taken to achieve operational period objectives.
Intelligence is an aspect of information. Intelligence is primarily intended for internal
use and not for public dissemination.
Joint Information
Center (JIC)
A facility established to coordinate all incident-related public information activities. It
is the central point of contact for all news media. Public information officials from all
participating agencies should co-locate at the JIC.
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City A range or sphere of authority. Public agencies have city at an incident related to
their legal responsibilities and authority. City authority at an incident can be
political or geographical (e.g., federal, state, tribal and boundary lines) or
functional (e.g., law enforcement, public health).
Liaison Officer A member of the Command Staff (Management Staff at the SEMS EOC Levels)
responsible for coordinating with representatives from cooperating and assisting
agencies or organizations. At SEMS EOC Levels, reports directly to the EOC
Director and coordinates the initial entry of Agency Representatives into the
Operations Center and also provides guidance and support for them as required.
Government According to federal code 30 a county, municipality, city, town, public authority,
school district, special district, intrastate district, council of governments
(regardless of whether the council of governments is incorporated as a nonprofit
corporation under state law), regional or interstate government entity, or agency
or instrumentality of a government; an Indian tribe or authorized tribal entity, or
in Alaska a Native village or Regional Native Corporation; a rural community,
unincorporated town or village, or other public entity.
Local Assistance
Center (LAC)
The Local Assistance Center provides assistance to communities by providing a
centralized location for services and resource referrals for unmet needs following
a disaster or significant emergency. Representatives from, State and Federal
agencies staff the LAC.
Logistics Providing resources and other services to support incident management.
Logistics Section The section responsible for providing facilities, services and material support for
an incident or EOC activation.
Management Staff See Command Staff.
Mass Care and Shelter
Branch
The Mass Care and Shelter Branch is made up of representatives from the
Ventura County Office of Emergency Services, American Red Cross, Human
Services Agency, Behavioral Health, Public Health, Ventura County EMS
Agency, Ventura County Animal Services, and City Emergency Managers,
depending upon the Shelter Service Type needed.
National Incident
Management System
(NIMS)
Provides a systematic, proactive approach guiding government agencies at all
levels, the private sector and non-governmental organizations to work
seamlessly to prevent, protect against, respond to, recover from and mitigate the
effects of incidents, regardless of cause, size, location, or complexity, in order to
reduce the loss of life or property and harm to the environment.
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Operational Area (OA) An intermediate level of the state emergency organization, consisting of a
county and all other political subdivisions within the geographical
boundaries of the county.
Operations Section The section responsible for all tactical incident operations and
implementation of the Incident Action Plan. In ICS, it normally includes
subordinate branches, divisions, and/or groups. At the SEMS EOC levels
the section is responsible for the coordination of operational activities. The
Operations Section at an EOC contains branches, groups or units
necessary to maintain appropriate span of control.
Organization Any association or group of persons with like objectives. Examples include,
but are not limited to, governmental departments and agencies, private
sector, and/or non-governmental organizations.
People with Disabilities People with disabilities are a protected class; protected from discrimination
as defined by federal civil rights laws such as the ADA and other state civil
rights protections that detail the right to equal participation to enjoy and use
services. Civil rights definitions protect a broad group of people who meet
specific criteria for participation in the class.
People with Disabilities and
Others with Access and
Functional Needs
People with disabilities and others with access and functional needs is used
in this document with the intent to include the broadest group of people who
benefit from physical, communication, and program access. This includes
people who have functional needs who may or may not meet the definitions
of civil rights laws or some of the other 60 plus diverse and sometimes
conflicting definitions of disability, i.e., adults and children who may have
disabilities and others with access and functional needs include, but are not
limited to, individuals who have physical, sensory, mental health, cognitive
or intellectual disabilities affecting their ability to function independently
without assistance; pregnant women; seniors; children; and individuals with
limited English proficiency.
Political Subdivisions Includes any city, city and county, county, tax or assessment district, or
other legally authorized governmental entity with city boundaries.
Political Subdivisions Includes any city, city and county, county, tax or assessment district, or
other legally authorized governmental entity with city boundaries.
Private Non-Profit (PNP) An organization legally constituted as a 501(c) 3 corporation.
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Private Sector
Organizations and entities that are not part of any governmental structure.
The private sector includes for-profit and not-for-profit organizations, formal
and informal structures, commerce and industry.
Public Information Processes, procedures and systems for communicating timely, accurate
and accessible information on the incident’s cause, size and current
situation; resources committed; and other matters of general interest to the
public, responders and additional stakeholders (both directly affected and
indirectly affected).
Public Information Officer
(PIO)
A member of the Command Staff (Management Staff at the SEMS EOC
Levels) responsible for interfacing with the public and media and/or with
other agencies with incident-related information requirements.
Recovery The development, coordination and execution of service- and site-
restoration plans; the reconstitution of government operations and services;
individual, private–sector, non-governmental and public assistance
programs to provide housing and to promote restoration; long-term care
and treatment of affected persons; additional measures for social, political,
environmental and economic restoration; evaluation of the incident to
identify lessons learned; post incident reporting; and development of
initiatives to mitigate the effects of future incidents.
Regional Emergency
Operations Center (REOC)
Facilities found at Cal EMA Administrative Regions. REOC provides
centralized coordination of resources among Operational Areas within their
respective regions and between the Operational Areas and the State Level.
Resources Personnel and major items of equipment, supplies and facilities available
or potentially available for assignment to incident operations and for which
status is maintained. Resources are described by kind and type and may
be used in operational support or supervisory capacities at an incident or
at an EOC.
Safety Officer A member of the Command Staff (Management Staff at the SEMS EOC
Levels) responsible for monitoring incident operations and advising the
Incident Command on all matters relating to operational safety, including
the health and safety of emergency responder personnel. The Safety
Officer may have assistants.
Section The organizational level having responsibility for a major functional area of
incident or EOC Management, (e.g. Operations, Planning, Logistics,
Finance / Administration and Intelligence/Investigations (if established)).
The section is organizationally situated between the branch and the
Incident Command.
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Service Animal Service animal as defined by the ADA means any dog that is individually
trained to do work or perform tasks for the benefit of an individual with a
disability, including a physical, sensory, psychiatric, intellectual, or other
mental disability.
Shelter Service Type Shelter Service Typing is incident driven. Shelter Service Types have
been established to assist in the rapid deployment of evacuee services.
Typing is based on the complexity of services being provided to
evacuees. Individual elements of the Shelter Services, Mass Care and
Shelter Branch, the Local Assistance Center, or the Client Support
Services may be utilized in any level of shelter, depending upon the
needs and complexity of the incident.
Special District Special districts are limited purpose local governments – separate from
cities and counties. They are independent, special-purpose
governmental units that exist separately from local governments such
as school, park / recreation among others.
Standardized Emergency
Management System
(SEMS)
A system required by California Government Code and established by
regulations for managing response to multi- agency and multi-city
emergencies in California. SEMS consists of five organizational levels,
which are activated as necessary: field response, government,
operational area, region and state.
Teletypewriter (TTY) A TTY (teletypewriter) is a communication device used by people who
are deaf, hard-of-hearing, or have severe speech impairment to
communicate with others.
Type An ICS resource classification that refers to capability. Type I is
generally considered to be more capable than Types II or III,
respectively, because of size, power, capacity, or (in the case of
incident management teams) experience and qualifications.
Unified Command (UC) An ICS application used when more than one agency has incident city
or when incidents cross political cities. Agencies work together through
the designated members of the UC, often the senior person from
agencies and/or disciplines participating in the UC, to establish a
common set of objectives and strategies and a single Incident Action
Plan.
Unit The organizational element with functional responsibility for a specific
incident planning, logistics, or finance/administration activity.
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Video Relay Service A form of Telecommunications Relay Service (TRS) that enables
persons with hearing disabilities who use American Sign Language
(ASL) to communicate with voice telephone users through video
equipment, rather than through typed text.
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6.3 Appendix C: Regulations and Authorities
Authorities for the conducting mass care and shelter for general population, for people with access and
functional needs, and; for evacuating animals include the following:
Federal
The Robert T. Stafford Disaster Relief and Emergency Assistance Act, P.L. 93-288, as amended.
(42 U.S.C. §§ 5121-5206)
United States Congress mandates by congressional charter the American Red Cross to undertake
activities for mitigating the suffering caused by natural disasters and other emergencies.
National Incident Management System (NIMS)
National Response Framework, 2008. Sets forth roles and responsibilities of Federal and certain
non-Federal entities after catastrophes overwhelm State and local government. Mass Care is found
in the Emergency Support Function (ESF) #6.
Homeland Security Act of 2002
Homeland Security Presidential Directive 5
Post-Katrina Emergency Management Reform Act of 2006
Pets Evacuation and Transportation Standards Act of 2006
Public Health Service Act, as amended
Social Security Act of 1935, as amended
Americans With Disabilities Act of 1990
State
California Emergency Services Act, California Government Code, Sections 8550-8668.
California Emergency Plan 7.3.3, 2017, 33. The provision of Emergency Welfare Services falls within
the authority of State supervised and County administered public social services. In case of an
officially declared State of an emergency, and pursuant to the rules and regulations of the California
Emergency Council, “State, regional and local government employees will become disaster workers;
duties may include support of the American Red Cross.” The Director or Chief Deputy Director of the
Ventura County Human Services Agency is designated to act as the Coordinator of Care and Shelter
for the Operational Area.
Health and Safety Code Section 34070 – 34072. Local government is to provide or contract with
recognized community organizations to make emergency or temporary shelter available for people
made homeless by a natural disaster or other emergency. California’s State Emergency Plan, the
California Standardized Emergency Management System, and National Incident Management
System (NIMS) puts local government at the first level of response for meeting the disaster needs of
people in its jurisdiction.
Standardized Emergency Management System (SEMS) - Chapter 1 of Division 2 of Title 19 of the
California Code of Regulations.
California Master Mutual Aid Agreement.
SB 1451. Emergency Preparedness for the Disabled Community.
AB450. Standardized Emergency Management System to Include Preparedness for Animals.
California Code of Regulations (Health and Safety Code § 1336.3). Requires each facility licensed
by the Department of Health Services to adopt a written emergency plan.
California Code of Regulations Title 22. Requires Community Care facilities licensed by the
Department of Social Services to have a written disaster and mass casualty plan.
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County
Ventura County Emergency Operations Plan
Ventura County Mass Care and Shelter Annex
Ventura County Disabilities, Access and Functional Needs Annex (See Appendix F)
6.4 Appendix D: Shelter Operations Tools and Guidance
Shelter Opening / Staff Tool Kit Contents (Operational or Under Development):
Ventura County Emergency Operations Plan Shelter Start Up Check list
Stratus Video / Audio Interpreting Instructions
Show Me Communication Tool for Emergency Shelters
Visual Language Translator (VLT) Communication Tool
Guidance for Providing Language Access During a Disaster Tool
American Red Cross Multilingual Shelter Communication Tool
Shelter Staffing Summary for Planning Purposes
6.5 Appendix E: Family Inquiries and Assistance
When responding to family inquiries during a disaster, the below resources are options for the County. While
these systems are available for use by County Office of Emergency Services, the capabilities of these
systems have not been tested by the Operational Area.
Ventura County American Red Cross Safe and Well Linking Program
The Safe and Well Linking program, administered by the American Red Cross, records limited information of
disaster affected persons on a voluntary basis by self-reporting via an internet portal or toll-free telephone
number as to indicate if they are safe and well after a disaster. Paper forms are also available to register
persons without electronic access and may be back entered as necessary. Facilities may also register in the
Safe and Well Linking database, so as to indicate that their entire group is safe and well.
Individuals searching for a person, family or facility in the Safe and Well database may search online, or
during larger disasters by telephone. While the system is publicly accessible, it requires enough information
about the person or family being sought as to limit the ability to search for individual persons generally to
immediate friends and family.
For more information on the Safe & Well Linking program, please contact the Ventura County American Red
Cross
National Emergency Family Registry and Locator System (NEFRLS)
NEFRLS is a web-based system which, when activated, enables the Federal Emergency Management
Agency (FEMA) to provide a nationally accessible system that allows adults, displaced from their homes or
pre-incident location, to voluntarily register and share specific information on their post-disaster well-being or
location with specified family members or friends. Adults may register with NEFRLS via a toll- free telephone
number or the internet. The system is accessible to people with speech or hearing disabilities who use TTYs
and 7-1-1 or Video Relay Services.
Adults registering or searching for a displaced child under the age of 21 will be directed via an internet link to
the National Emergency Child Locator Center (NECLC) or through a referral to the NECLC 800 number.
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Medical patients who have been displaced due to a major disaster or emergency will have access to and
can voluntarily register in the system.
National Emergency Child Locator Center (NECLC)
The National Emergency Family Registry and Locator System works in conjunction with the National
Emergency Child Locator Center to help reunite families that have become separated as a result of a
presidentially declared disaster. Upon activation, the call center is operational 24-hours a day. It is capable
of handling calls in Spanish and is accessible to people with speech or hearing disabilities who use TTYs
and 7-1-1 or Video Relay Services. The Center can be activated in times of active disasters. Call center
operations are managed by the National Center for Missing and Exploited Children, with support from the
Federal Emergency Management Agency (FEMA). FEMA also has a memorandum of understanding with
the National Center for Missing and Exploited Children to facilitate the activation and deployment of teams to
disaster affected areas to facilitate state efforts to locate and reunite missing children with their families.
6.6 Ventura County Disability Access and Functional Needs Annex (DAFN)
Disabilities, Access and Functional Needs Annex
Ventura County Sheriff Office of Emergency Services (OES)
Table of Contents
Quick Guide 1 – DAFN Considerations during Disaster Response .............................................................. 3
1.0 Introduction ............................................................................................................................................. 5
1.1 Purpose ............................................................................................................................................ 5
1.2 Scope ............................................................................................................................................... 5
1.3 Policy ............................................................................................................................................... 5
2.0 Authorities and References .................................................................................................................... 6
3.0 Assumptions and Considerations ............................................................................................................ 7
3.1 Planning Assumptions ............................................................................................................................ 7
3.2 People with Disabilities, Access and Functional Needs Planning Considerations ................................... 7
3.2.1 Definition of “Disabilities, People with Access and Functional Needs” ................................................. 7
3.2.2 Alert and Warning/Public Information .................................................................................................. 8
3.2.3 Evacuation ..................................................................................................................................... 8
3.2.4 Care and Shelter ................................................................................................................................. 8
3.3 Ventura County Population Considerations ............................................................................................. 9
3.3.1 Disabilities, Access and Functional Needs Additional Considerations and Steps ................................. 9
4.0 Roles and Responsibilities ................................................................................................................... 10
4.1 Overview ........................................................................................................................................ 10
4.2 Ventura County .................................................................................................................................... 10
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4.2.1 Sheriff Office of Emergency Services ............................................................................................... 10
4.2.2 Human Services Agency ................................................................................................................... 10
4.2.3 Health Care Agency .......................................................................................................................... 11
4.2.4 Area Agency on Aging ....................................................................................................................... 11
4.2.5 Superintendent of Schools ................................................................................................................ 11
4.3 Non‐Profit Organizations ...................................................................................................................... 12
4.3.1 Volunteer Organizations Active in Disasters ...................................................................................... 12
4.3.2 Other Key Non‐Profit Partners .......................................................................................................... 12
4.4 For‐Profit Entities ................................................................................................................................. 12
4.5 California State Entities ........................................................................................................................ 13
4.5.1 California Office of Emergency Services ............................................................................................ 13
4.5.2 California Department of Mental Health ............................................................................................. 13
4.5.3 California Department of Social Services ........................................................................................... 13
4.6 Federal Entities .................................................................................................................................... 13
4.6.1 Federal Emergency Management Agency ......................................................................................... 13
4.6.2 FEMA Office of Disability Integration and Coordination ..................................................................... 14
5.0DAFNCoordination……………………………………………………………………………………………… 14
5.1 Pre- Response/Initial Actions ............................................................................................................... 14
5.2 Emergency Response .......................................................................................................................... 15
5.3 Post‐Response Actions ........................................................................................................................ 15
5.4 Training .......................................................................................................................................... 16
5.4.1 Disabilities, Access and Functional Needs Annex Training. .......................................................... 16
5.4.2 Shelter Training ............................................................................................................................ 16
5.4.3 Local Jurisdictions ........................................................................................................................ 16
5.4.4 Drills and Exercises ...................................................................................................................... 16
Appendix A: Acronyms .............................................................................................................................. 17
Appendix B: DAFN Populations ....................................................................................................................... 18
Attachment 1: Position Guide – DAFN Coordinator Responsibilities ........................................................ 19
Attachment 2: DAFN Planning Group ........................................................................................................ 20
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Quick Guide 1 – DAFN Considerations During Disaster Response
Alert and Warning/Public Information
When there is a need for alert and warning information to be disseminated to the public, immediate considerations
for the DAFN population include:
1. Evaluate the disaster affected or potentially affected area to determine the population demographics.
2. Coordinate with the County Public Information Officer (PIO) to disseminate appropriate information,
3. Ensure emergency alerts and notifications are communicated in both English and Spanish
4. Coordinate PIO information with the DAFN Coordinator in the County Emergency Operations Center (EOC) to
ensure all populations are considered.
5. Utilize all available public information dissemination methods for deaf, blind, foreign language and all other
DAFN populations including:
TDD/TDY/711 or Video Relay Service
Mental Health client list
In Home Support Services (IHSS) client list
Adult Protective Services list
Child Protective Services list
Area Agency on Aging Client list
Superintendent of Schools student lists
Southern California Edison (Listing of Persons with Durable Medical Equipment)
Ventura County 2‐1‐1
Local (including ethnic) media
Care and Shelter Activation(s)
When there is a need to activate shelters, the following tasks should be completed to ensure DAFN population
needs are met:
1. Confirm DAFN/ADA compliant shelter locations with American Red Cross (ARC) and Human Services Agency
(HSA) and include in the public information messages.
2. Coordinate with ARC and HSA through the County EOC for DAFN considerations at specified shelter locations.
3. Locate/request any specialized volunteers to assist with DAFN population needs.
4. Coordinate with HCA and Public Health (PH) (at EOC or their Department Operations Center [DOC]) for
provision of mental health support at shelter and throughout the emergency operation.
5. Coordinate DAFN support for evacuees needing transportation to shelter.
6. Ensure that appropriate information regarding shelter DAFN capabilities is communicated to all emergency
responders and evacuation coordinators through the EOC to avoid the transport of DAFN populations to non ‐
compliant shelter locations
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DAFN Support
Utilize California State Functional Assessment and Support Teams (FAST) resources as needed to support the
DAFN population:
1. Activate the FAST if required, via the California Department of Health Services.
2. Ensure staff available, including bilingual staff, to provide accessibility to the facility and auxiliary aid
services within the shelter.
3. Provide for alternative forms of communications (TTD/TTY/711, pictographs, large print, captions,
interpretation and translation, etc.).
4. Ensure staff and resources for triage of DAFNs shelter clients including physical and mental health needs.
5. Provision resources for in‐shelter service/companion animals.
DISCLAIMER: This plan is intended to support the DAFN community in the County by providing awareness and
guidance to support many identified DAFN needs. There is no guarantee that the public agencies will be able to
respond to the needs of everyone. Effective action during a disaster implies the preparedness efforts on the
part of every individual to the best of their ability, their caretaker, and/or their responsible facility.
1.0 Introduction
The function of the Disabilities, Access and Functional Needs program is to plan, prepare and provide for the
Disabilities, Access and Functional Needs (DAFN) populations during the response and recovery phases of a
disaster. Considerations for the DAFN population include alert and warning, evacuation and transportation needs,
care and sheltering and other general support services. DAFN considerations are integrated throughout the Ventura
County Emergency Operations Plan, the Ventura County Mass Care and Shelter Plan as well as the supporting and
functional annexes.
1.1 Purpose
The Disabilities, Access and Functional Needs Plan, is an annex to the Ventura County Emergency Operations
Plan (EOP), providing an overview of the policy of the County with respect to emergency planning and emergency
services for citizens with disabilities, access and functional needs. It also provides agency functions, agency roles
and responsibilities and overall guidelines for the provision of emergency services for citizens with DAFN. It
describes the actions, roles, and responsibilities of coordinating and participating organizations and how the County
will endeavor to provide DAFN services before, during and after an emergency.
1.2 Scope
This annex is intended to address the needs of the Disabilities, Access and Functional Needs population, which
includes those with limited English proficiency or who speak no English, during a disaster. The needs of the DAFN
population are extensive and transverse various emergency functions and operations. Each specific functional
annex includes detailed information regarding the DAFN considerations that are applicable to that function. This
annex addresses general strategies. Specific actions are described in each functional annex and in the respective
agency plans and Standard Operating Procedures (SOPs).
This annex provides the following information:
Alert and Warning/Public Information. This includes how to communicate with the DAFN population
before and during a disaster.
Evacuation. This includes the transportation and evacuation of members of the DAFN population to
designated shelter areas.
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Care and Shelter. This includes DAFN considerations that are included during disaster shelter operations.
Specialized Resources. This includes tables and information related to the specific needs and resources
for members of the DAFN population and involves coordination with various private, non-profit and non-
governmental organizations.
1.3 Policy
It is the policy of Ventura County to develop plans and procedures to address all citizens and visitors to the County,
including people with Disabilities, Access and Functional Needs. The County will use local resources to every
extent possible before requesting outside assistance from local, state and federal partners. The Sheriff’s Office of
Emergency Services is responsible for planning efforts needed to meet the needs of the Disabilities, Access and
Functional Needs population during disaster operations and will take every effort to ensure all needs are met.
2.0 Authorities and References
Authorities and references for the development and implementation of the support services for the Disabilities,
Access and Functional Needs population, including preparedness, alert and warning, transportation and
evacuation and care and sheltering include:
Federal
Americans with Disabilities Act (ADA)
ADA Amendments Act (ADAAA)
Americans with Disabilities Act Accessibility Guidelines (ADAAG)
Executive Order 13347 – Individuals with Disabilities in Emergency Preparedness
Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988
Post‐Katrina Emergency Reform Act
Federal Communications Commission – Emergency Alert System Rules
Communications Act of 1934, as amended
Section 508 of the Rehabilitation Act of 1973
SARA Title III – 1986 Superfund Amendment and Reauthorization Act
The Joint Commission on Accreditation of Healthcare Organizations (JCAHO)
National Incident Management System (NIMS)
Homeland Security Act of 2002
Homeland Security Presidential Directive 5
H.R. 5441 (PL 109‐295), Section 689: Individuals with Disabilities
California
California Emergency Services Act
State of California Emergency Plan
Standardized Emergency Management System (SEMS)
California Government Codes, §§11135, 8588.15 and 8608
California Health and Safety Codes, §§101025 and 34070 ‐34082
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California Education Code, §32282
Title 22, California Code of Regulations (CCR), §72551
Title 22 CCR §87223
Title 24 CCR, Accessibility Regulations
Ventura County
Ventura County Emergency Operations Plan
Ventura County Mass Care and Shelter Plan
3.0 Assumptions and Considerations
3.1 Planning Assumptions
The Ventura County Sheriff Office of Emergency Services (OES) is the primary agency responsible for the
inclusion of Disabilities, Access and Functional Needs considerations in the Ventura County Emergency
Operations Plan (EOP) and supporting annexes with the assistance of local community organizations.
A DAFN coordinator will have a seat in the County Emergency Operations Center (EOC) to address DAFN
needs during a disaster operation. The DAFN evacuee population will need additional assistance for alert and
warning, transportation and evacuation, and care and sheltering. Key components highlighted in this annex will
be covered in more extensive detail in the respective functional annexes. Community resources such as
interpreters, health care personnel and housing managers will aid members of the access and functional needs
community and emergency response personnel who require their assistance. Local health care organizations
will play a major role in DAFN services during a disaster in coordination with the efforts of the Operational Area.
Collaboration and partnerships with functional needs stakeholders (e.g., community and faith-based
organizations and other non-profit organizations) will build community resource capacity for preparedness,
response, recovery and mitigation. Mutual-Aid Agreements and Memorandums of Understanding (MOA/MOU)
with agencies, organizations and neighboring jurisdictions may provide additional emergency capacity
resources. Reasonable efforts will be made by first responders to keep citizens and their durable medical
supplies together but depending on exigent circumstances, some members of the DAFN community could be
evacuated without or separated from the durable medical supplies and specialized equipment they need (i.e.
wheelchairs, walkers, telephones, etc.). Every reasonable effort should be made by emergency managers and
shelter providers to ensure these durable medical supplies are made available or made accessible to
community members.
3.2 People with Disabilities, Access and Functional Needs Planning Considerations
Actions that address people with Disabilities, Access and Functional Needs (DAFN) are defined as those actions,
services, accommodations, and programmatic, architectural, and communication modifications that a covered entity
must undertake or provide to afford individuals with disabilities a full and equal opportunity to use and enjoy
programs, services, activities, goods, facilities, privileges, advantages, and accommodations in the most integrated
setting. These actions are in light of the exigent circumstances of the emergency and the legal obligation to
undertake advance planning and preparations to meet the disability-related needs of individuals who have
disabilities as defined by the Americans with Disabilities Act Amendments Act of 2008, P.L. 110 -325, and those
associated with them. Accommodating Disabilities, Access and Functional Needs may include modifications to
programs, policies, procedures, architecture, equipment, services, supplies and communication methods. Examples
of Disabilities, Access and Functional Needs services may include a reasonable modification of a policy, practice, or
procedure of the provision of auxiliary aids and services to achieve effective communication, including but not
limited to:
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An exception for service/companion animals in an emergency shelter where there is a no -pets’ policy.
The provision of way-finding assistance to someone who is blind to orient to new surroundings.
The transferring and provision of toileting assistance to individuals with a mobility disability. The provision of
an interpreter to someone who is deaf and seeks to fill out paperwork for public benefits.
3.2.1 Definition of “People with Disabilities, Access and Functional Needs”
A person needing support to maintain independence in daily activities, communication, transportation, evacuation,
supervision or medical care.
3.2.2 Alert and Warning/Public Information
Specialized alert and warning systems are in place to address the DAFN population. OAEOC will take the lead on
DAFN alert and warning, working in coordination with other DAFN supporting agencies, programs and organizations
such as Human Services Agency, Health Care Agency, Area Agency on Aging, Superintendent of Schools, local
community organizations and businesses. Many of the DAFN entities have current client lists with detailed
information regarding needs, locations and contact information. During an emergency, the OAEOC may be granted
access to this information through agency representatives in the OAEOC.
Depending on the situation, numerous forms of alert and warning may be required to reach the entire population,
including those without hearing, eyesight or who speak a different language. Alerts will be communicated in Spanish
as well as English.
The types of important information to deliver to disabilities, access and functional needs populations include the
location of shelters and food, availability of transportation, and health care locations and availability. Considerations
for these specific populations will be addressed prior to a disaster event and communicated to the affected
populations. Specific information regarding communication with the Disabilities, Access and Functional Needs
population is included in the Public Information Annex of the Ventura County OEP. Alert and warning methods for
the DAFN population include:
TDD/TDY/711 or Video Relay Service
Mental Health client list
In Home Support Services (IHSS) client list
Adult Protective Services list
Child Protective Services list
Area Agency on Aging client list
Superintendent of Schools student lists
Southern California Edison (Listing of Persons with Durable Medical Equipment)
Ventura County 2‐1‐1
Local (including ethnic) media
3.2.3 Evacuation
Specific transportation services may be needed for the transport and evacuation of the DAFN populations and their
property. Evacuation and transportation methods such as school buses and charter buses may not be suitable for
members of the DAFN population. Additional resources may need to be called in to address those needs such as
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paratransit companies. These specialized companies will also be utilized for their extensive knowledge regarding the
location and needs of specific members of the DAFN population within the County.
3.2.4 Care and Shelter
Shelters should be individually evaluated for DAFN compliance. Human Services Agency and American Red Cross
(ARC), Ventura County Chapter, are responsible for care and shelter functions within the County and complete
required shelter surveys to determine if ADA/DAFN compliant. Not all shelters may be suitable for DAFN
populations. Each shelter will be surveyed prior to use. The specifications of the identified facilities during an
emergency operation will be communicated to the Care and Shelter Branch and DAFN representative within the
OAEOC.
Note: This annex does not include considerations for the medically fragile population.
3.3 Ventura County Population Considerations
In addition to the various types of DAFN populations, each disability or access and functional need may require
additional steps for alert and warning, evacuation and care and shelter operations. Local disaster workers may not
be able to reach everyone immediately; help may take hours or even days in some instances. Effective action
during a disaster implies the preparedness efforts on the part of every individual to the best of their ability, their
caretaker, and/or their responsible facility. PIOs and other local organizations can communicate to DAFN
populations in advance regarding the importance of preparedness steps individuals and families can take.
The list below identifies some disabilities, access and functional need issues along with the corresponding
additional steps that may need to be taken during planning and disaster operations.
3.3.1 Disabilities, Access and Functional Needs Additional Considerations and Steps
In planning for emergencies, these individual differences make it important for every household and each individual
to consider what they need in their plans and their supplies. A few examples of considerations for tailoring your
plans and supplies include:
Households with children should understand the school’s plan where the children will stay safe, if adults in
the household need to shelter in other locations, until the immediate hazard is over.
Individuals who are deaf or hard of hearing should make sure that they can receive emergency alerts and
warnings in an accessible form.
Individuals who require accessible transportation should work with their local paratransit and disability
service providers to make an emergency plan.
People who speak languages other than English may need to identify sources of alerts and warnings and
information about community plans in other languages.
People without vehicles should know local plans for public transportation and may need to make
arrangements for transportation from local government, organizations or others.
Households with infants should plan for food and supplies for infants and nursing mothers.
People with dietary needs should have an adequate emergency food supply to meet their needs.
People who take medications should maintain an adequate supply, and copies of their prescriptions.
People with service animals should work with local emergency management to ensure that their service dog
will be admitted to shelters with them during emergencies (as required by law) and should make sure their
plan kit supplies include food and other items for their service animal.
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People who require power for medical or other assistive devices should consider how they will maintain the use
of these devices if there is a loss of power. Keep extra batteries for small devices (hearing aids, cell phones for
example) and consider obtaining and learning how to use a generator for home use and carrying a charger
when away from home, especially when loss of power may jeopardize health or safety.
4.0 Roles and Responsibilities
4.1 Overview
Planning for and providing appropriate services for DAFN populations during disasters is coordinated by the
County, specifically OES during emergency situations. Below are the departments, agencies and community/non-
profit organizations that may play a role during a disaster, along with their respective responsibilities.
4.2 Ventura County
4.2.1 Sheriff Office of Emergency Services (OES)
The Ventura County Office of Emergency Services (OES) has the lead responsibility in planning for effectively
responding to the DAFN population during a disaster situation. Specific needs for the DAFN population will be
determined during a disaster operation. Specific resources, equipment, personnel and technical information that will
support DAFNs during an emergency will be provided by the DAFN Unit Coordinator that is part of the Operations
Section in the County EOC.
4.2.2 Human Services Agency (HSA)
The Ventura County Human Services Agency (HSA) is responsible for the implementation and maintenance of
cost-effective services that safeguard the physical, emotional and social wellbeing of the people of the County.
During a disaster, HSA will assist in ensuring that all emergency services are accessible to the DAFN population,
including those with language assistance needs. HSA staff members may also need to utilize their DOC to support
their activities, especially communications, logistics, and media information provision functions. The Department will
utilize its day-to-day resources to communicate and serve their normal client base (and possibly others as well)
during a disaster operation. Key responsible divisions within HSA include the following:
In‐Home Supportive Services (IHSS)
HSA supports the County In-Home Supportive Services (IHSS) program. The program deals with medically fragile
and elderly clients. The IHSS program maintains a database of clients that may be shared with the EOC in the
event of an emergency to locate and contact the affected population, ensuring that clients are notified of the
emergency and evacuated if needed.
Children & Family Services (CFS)
In a disaster, CFS will identify and locate all children via phone to foster parents, or by visiting in person if
communications cannot be managed. CFS staff must also identify shelters and evacuation procedures for the
children under State care, and in general, ensure that they are receiving adequate care.
Mass Care, Emergency Assistance, Housing and Human Services
HSA will support local, tribal, State, and Federal agencies, voluntary agencies and non-governmental organizations,
and HCA in addressing the functional needs of special needs populations, as defined in the National Response
Framework (NRF) Glossary. Functional needs may be present before, during, or after an incident in one or more
areas, including but not limited to:
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Maintaining independence
Communication
Transportation
Supervision
Medical care
Individuals in need of additional response assistance may include those who have disabilities, which live in
institutional settings, who are elderly, who are from diverse cultures, who have limited English proficiency or who
are non-English speaking, who are children, or who are transportation disadvantaged.
4.2.3 Health Care Agency (HCA)
HCA plans for County-wide health related disasters with the following:
Educate people in our communities;
Conduct disaster drills;
Plans for Health Care Agency's disaster operations. Works with any organization that wants to become
better prepared for health-related disasters.
Public Health (PH)
Public Health is assigned to provide services for the entire community, and plays a uniquely significant role during
epidemic or pandemic flu response. Public Health also supports the response to mass casualty, mass
decontamination events, and those that require the care of multiple wounded persons.
Behavioral Health (BH)
Behavioral Health, through an array of multidisciplinary staff, provides outpatient services designed to treat severe
symptoms of mental illness and assist individuals and their families in living successfully in the community.
Behavioral Health also provides a range of outpatient treatment services designed to help individuals coping with a
substance use disorder. Behavioral Health maintains client information in various databases that could be used by
the EOC in the event of an emergency to ensure that all clients are located, notified and evacuated if needed.
Animal Services (AS)
Provides shelter and care for all types of service/companion animals during emergencies and disasters at shelter
locations.
4.2.4 Area Agency on Aging (AAA)
The AAA provides services to people over the age of 60 and adults with disabilities allowing them to live in the
community for as long as they chose to do so. Services include but are not limited to: information and assistance,
options counselling, public benefit enrolment, home delivered meals, congregate meals, family caregiver services,
home maker, chore, personal care, transportation to medical appointments, home share, fall prevention, health
insurance counseling and long-term case management. The AAA maintains a database of client information that
could be used by the EOC in the event of an emergency to ensure that vulnerable seniors and adults with
disabilities are located notified and evacuated if needed.
4.2.5 Superintendent of Schools (SOS)
The Superintendent of Schools office maintains an emergency telephonic call down to its school districts
throughout the County. In turn, the schools each maintain an automated telephonic call down to the parents. The
call down system provides the County a secondary call-out procedure that supports county-wide alerts. Each of the
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schools within the district is required to have their own emergency plans that provide for alerts, lock-down,
evacuations, sheltering in place, and organizing their response actions.
4.3 Nonprofit Organizations
4.3.1 Volunteer Organizations Active in Disasters (VOADs)
Volunteer Organizations Active in Disaster (VOADs) serve as a central organization for many local non -profit
organizations that provide services during disaster operations. The Red Cross, has a seat in the County EOC, to
serve as the liaison between Operational Area operations and the local nonprofit and community groups.
4.3.2 Other Key Nonprofit Partners
The following partners provide significant services before, during and after a disaster.
American Red Cross (ARC)
211/ Interface Children Family Services
Salvation Army
United Way
Other partners may not focus on disaster preparation, however may be critical partners in addressing the needs
of specific DAFN populations before, during and after a disaster. These include:
Tri‐County GLAD (Greater LA Agency on Deafness)
MICOP (Mixteco Indigena Community Organizing Project)
Independent Living Resource Center
Filipino American Council of Ventura County
Islamic Center of Ventura County
Ventura County Chinese-American Association
Senior Concerns
Lifesigns, Inc. (ASL)
Variety of neighborhood religious organizations
4.4 For‐Profit Entities
The for-profit entities with the largest responsibilities for DAFN include the following:
Licensed Board and Care facilities
Hospitals
Mental health care facilities
Private schools
Language Interpretation Services
Ojai Rexall Drugs Medical Supply Store
Americare Medical Supply Store
These for-profit facilities are required to have plans in place to support their clients in the event of a disaster. Such
plans include evacuation, sheltering, transportation, and long-term care. In the event of evacuation of a facility, the for-
profit entities must plan to move their clients to like-facilities, before a disaster occurs, these facilities must develop
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Memorandums of Understanding (MOU) with a like-facility, and must plan to move their clients there in the event of an
evacuation. Such entities are encouraged to conduct drills to ensure their readiness, and to communicate with the county
to ensure a coordinated understanding as to resource provisions in the event of a disaster. These private for-profit entities
are often a key partner in resource provision to other facilities that suffer from disaster.
4.5 California State Entities
4.5.1 California Office of Emergency Services
The California Office of Emergency Services (Cal OES) Office for Access and Functional Needs (OAFN) reports
directly to the Agency’s Chief of Staff. Their purpose is to identify the needs of people with disabilities and others
with disabilities, access and functional needs before, during and after a disaster. Furthermore, their purpose is to
integrate disability needs and resources into all aspects of the emergency management system.
[Note that the focus on identifying the community’s needs and the community’s support network is part of all
County planning efforts. The EOP, and all supporting annexes, integrate care for DAFNs.]
4.5.2 California Department of Mental Health
The State Department of Mental Health provides training support to local jurisdictions in their preparing for day -to-
day and emergency services for those diagnosed with mental health issues.
4.5.3 California Department of Social Services
The California Department of Social Services licenses the skilled nursing facilities and the board and care facilities.
They have responsibility for ensuring preparedness plan for their facilities are in place as a stipulation of the
licensing.
4.6 Federal Entities
4.6.1 Federal Emergency Management Agency
The Federal Emergency Management Agency (FEMA) is the lead agency for emergency management in the
nation. FEMA will activate the various Emergency Support Functions (ESFs) when the disaster has expanded
beyond the capability of the County and State emergency services. FEMA includes considerations for populations
with disabilities, access and functional needs. FEMA resources can be accessed via requests from the
State of California, and specifically from an activated Regional EOC. Although planning considerations for the DAFN
populations are comprehensively included throughout all emergency functions; the National Response Framework
specifically mentions “special needs” disaster requirements in the following ESFs:
Transportation
During mass evacuations, consistent with the Mass Evacuation Incident Annex, DHS/FEMA, provides transport for
persons, including individuals with special needs, provided they meet the following criteria:
Evacuees can be accommodated at both embarkation points and at destination general population
Shelters.
Evacuees can travel on commercial long -haul buses, aircraft or passenger trains, or lift equipped buses.
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Evacuees do not have medical needs indicating that they should be transported by Emergency Medical
Services.
Transportation may be arranged by entities including:
Ventura County Transportation Commission
Med Link Transit Non-Emergency Medical Transportation
Simi Valley Transit Department of Community Service
4.6.2 FEMA Office of Disability Integration and Coordination
The purpose of this FEMA office is to integrate and coordinate emergency preparedness, response and recovery
for children and adults with disabilities and others with disabilities, access and functional needs. This office supports
people pre-disaster, during disaster and during recovery operations.
5.0 DAFN Coordination
5.1 Pre‐Response/ Initial Actions
The following is a list of items to be completed by the DAFN Unit Coordinator and an assigned individual before actual
disasters occur. These items represent ongoing roles and responsibilities:
Develop a general understanding of the Ventura County Disabilities, Access and Functional Needs
populations, their distribution throughout the County and their general needs, including language and
communication needs and communication methods.
Work with key community organizations to ensure plans meet the needs of local DAFN populations, to
include reviewing existing (non-disaster) DAFN and LEP access to programs and services, identifying
practices that best serve their populations, providing input on DAFN and LEP access in communication and
shelter plans and assessing strategies for serving less common languages.
Work with County Communications/Public Information Officer (PIO) to ensure methods used for alert and
warning are accessible to persons with hearing, speech and vision disabilities, as well as LEP and non-
English speaking persons.
Work with the Transportation Unit Coordinator to ensure plans are in place with public and private providers
of accessible transportation to assist, as needed, with the evacuation of persons with disabilities, access and
functional needs, including identification of a mechanism to track equipment when life safety requires
separation of the equipment from the owner during evacuation.
Assist the PIO to develop preparedness and pre-scripted emergency messages, shelter signage and
associated communication methods in both English and Spanish that are appropriate for all elements of the
access and functional needs community.
Coordinate with OES to ensure that County staff, including certified Bilingual staff, understand their role as
disaster workers.
In conjunction with the Care and Shelter Coordinator and the Red Cross, review existing potential shelter
sites regarding compliance with ADA requirements, (access, signage, etc.).
Identify shelters that have access to electricity, or emergency generators for people with disabilities who
may need such support for battery-powered wheelchairs, respirators, light computers, and other such
electronic assistance devices.
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Identify sources for support resources such as durable medical equipment (i.e., wheelchairs, walkers, and
canes), personal hygiene supplies, skilled staff (such as interpreters and translators, persons who can
assist with activities of daily living, etc.).
Ensure policies and procedures have been developed for the assessment of need and approval for
replacement of medication and durable medical equipment (including equipment repair).
Ensure language that allows for service/companion animals in shelters has been incorporated or changed
in policy and procedure revisions.
5.2 Emergency Response
The DAFN Coordinator is the leader for the DAFN in the Care and Shelter Branch of the Operations Section in the
County EOC. Since DAFN considerations are included in so many aspects of an emergency response, the DAFN
Coordinator will be working in coordination with many of the County EOC representatives. The DAFN Coordinator is
responsible for ensuring that DAFN are planned for and have the same services available to them as the rest of the
community. Coordination will take place on a variety of levels including, but not limited to:
Health Care Agency - Work to address the needs of DAFN in all aspects of the emergency response.
Public Health - Work to address the needs of DAFN throughout emergency operations, especially those
involving public health threats.
Public Information Officer - Work to provide approved messages that are accessible to all sectors within
the DAFN population, including the deaf, blind and those who require messages in a different language.
Mass Care and Shelter - Work to accommodate DAFN in the shelter locations, ensuring that medical,
health and communication services are available, including access to medications, medical supplies,
counseling, interpretation resources, etc.
Behavioral Health - Identify and address the needs of those with specific mental health issues; by
definition, this is a Disabilities, Access and Functional Needs population.
Animal Services - Work to address the needs of service dogs that are serving evacuees of the DAFN
population. (Service animals are allowed in approved shelters and will be accommodated for through
coordination with the Care and Shelter Unit.)
Logistics Section - Transportation Work to address the access and transportation needs of DAFN,
including the use of paratransit companies, vehicles and equipment. The Transportation Coordinator and
the DAFN Coordinator will work closely together during evacuation operations.
Logistics Section - Procurement Work to coordinate the procurement and purchasing of DAFN
equipment and supplies. A large portion of efforts will be focused around transportation and care and
shelter operations.
Volunteer/Service Representatives - Work with volunteer representatives and their respective
organizations to address the needs of DAFN. Specific tasks for the DAFN Unit Coordinator are included in
the DAFN Unit Coordinator checklist which is included as an attachment to this annex.
5.3 Post‐Response Actions
Post‐response actions will include initial damage assessment, continuation of public services for the disabilities,
access and functional needs population. Many of the services will need to be provided in the response phase, as
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well as the recovery phase. Entities that were needed to provide services to meet the immediate disaster needs will
implement their respective continuity plans to continue services following the initial response.
5.4 TRAINING
One objective of the OES is to train and educate County department emergency management staff on issues
pertaining to the populations with disabilities, access and functional needs.
5.4.1 Disabilities, Access and Functional Needs Annex Training
Key personnel will be trained on the proper use of this Annex and its components. Moreover, to ensure the Annex is
fully effective and functional, it will be reviewed and revised as necessary to meet changing conditions.
5.4.2 Shelter Training
The County collaborates with the American Red Cross (ARC) to provide select County employees with training in
shelter operations. This covers instruction on how to manage and operate shelters during emergencies. ARC has
been working towards developing shelter training that is inclusive of people with disabilities and other access and
functional needs. Training shall include meeting the needs of those with Limited English proficiency and non-
English speakers.
5.4.3 Local Jurisdictions
Local jurisdictions are encouraged to develop a comprehensive training program based upon their own training
needs assessment that includes populations with disabilities, access and functional needs. This may include
training such as:
Development of a “Disabilities, Access and Functional Needs Response Training Program” for first
responders and emergency managers that reviews specific emergency issues and experience regarding
populations with disabilities, access and functional needs;
Training on emergency management structure and plans for agencies and community organizations that serve
people with disabilities, access and functional needs, as well as individuals with disabilities, access and functional
needs and their caregivers/families; emergency preparedness training and information that is inclusive of
emergency related issues of populations with disabilities, access and functional needs. Volunteer training that is
open to people with disabilities, access and functional needs such as CERT; Offering FEMA’s G197 Course,
Emergency Planning and Special Needs Populations, through the State Training Office.
5.4.4 Drills and Exercises
Both emergency response personnel and members of the community can benefit from developing and implementing a
comprehensive exercise program to test emergency plans. Offerings may consist of workshops, tabletops, and functional
exercises that test the effectiveness of the various components of such plans, which focus on the coordination of
response and recovery efforts of agencies in assisting disabilities, access and functional needs populations.
The County will make every reasonable effort to include populations with disabilities, access and functional needs
including LEP individuals, and the organizations that serve these populations in drills and exercises—from
development and participation to post‐exercise evaluation, debriefing and after-action reports.
The County also encourages local jurisdictions to include populations with disabilities, access and functional needs in
drills and exercises. Further, local jurisdictions are encouraged to test components of plans that specifically deal with
emergency related issues of populations with disabilities, access and functional needs.
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Appendix A: Acronyms
AAA – Area Agency on Aging
ADA – Americans with Disabilities Act
ADAAG – Americans with Disabilities Act Accessibility Guidelines
APS – Adult Protective Services
ARC – American Red Cross
AS- Animal Services
PH – Behavioral Health
Cal OES – California Office of Emergency Services
CBO – Community Based Organization
CFS – Children and Family Services
CWS- Child Welfare Services
DAFN - Disabilities, Access and Functional Needs
DOC – Department Operations Center
EOC – Emergency Operations Center
EOP – Emergency Operations Plan
ESF – Emergency Support Functions
FAST‐ Functional Assessment and Support Teams
FEMA – Federal Emergency Management Agency
HCA – Health Care Agency
HSA – Human Services Agency
IHSS – In‐Home Supportive Services (DHSS)
LEP – Limited English Proficiency
MOA – Memorandums of Agreement
MOU – Memorandums of Understanding
NIMS – National Incident Management System
NRF – National Response Framework
OAFN – Office of Access and Functional Needs (Cal OES)
OAEOC – Operational Area Emergency Operations Center
OES – Office of Emergency Services (Ventura County Sheriff)
PH – Public Health
PIO – Public Information Officer
SEMS – Standardized Emergency Management System
SOP–Standard Operating Procedures
SOS -Superintendent of Schools
TDD/TDY‐ Telecommunication Device for the Deaf
VOAD – Voluntary Organizations Active in Disasters
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Appendix B: DAFN Populations
The County can best serve People with Disabilities, Access and Functional Needs when the key entities
that support DAFN are identified and involved in planning and response activities. During a disaster event,
the list below provides a very broad list of populations to consider during emergency operations, including
some that may, or may not, need additional assistance.
Children
Children receiving County support CWS School Aged Children.
CWS, SOS; individual schools.
Limited-English Proficiency (LEP)
Individuals who do not speak English as their primary language and who have a limited ability to read, speak,
write or understand English, including speakers of less common languages (indigenous languages, etc.)
MICOP, Filipino American Council of Ventura County, Islamic Center of Ventura County, Ventura County
Chinese-American Association, interpretation/translation services
Low‐Income
Individuals and families with very limited resources including those who make regular use of Homeless
Services Rescue Mission, Salvation Army, CalFresh recipients (HSA)
Elderly
House-Bound, Elderly or Disabled, Assisted Living Centers, Board and Care Facilities - IHSS maintains list
of credentialed facilities, Skilled Nursing Facilities. Elderly (with no specific problems/issues).
HSA, various community groups and programs, for-profit entities
Disabled
Functional Disability (blind, deaf, disabled) Various community support groups and programs House-
Bound, Elderly or Disabled DHSS – In home supportive services.
Hospitals, facilities located in County, mentally ill, IHSS and BH, Tri-County GLAD, Independent Living
Resource Center
No Motor Vehicle Ownership
People without motor vehicles (with no disability or other issue)
Attachment 1: Position Guide – DAFN Coordinator Responsibilities
Supervise the DAFN functions in the Care and Shelter Branch of the OAEOC.
Determine the scope of the incident and the impact on DAFN populations.
Determine which DAFN populations are impacted.
Assist in mobilizing resources and personnel in support of requests from Operations.
Ensure that staff members assigned to address DAFN needs have adequate support.
Activation
1. Respond immediately to the OAEOC, identify yourself and locate your functional work area.
Determine OAEOC operational status.
2. Obtain briefing from available sources.
3. Establish and maintain an Events Log that chronologically describes your actions taken during your
shift.
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Operational Phase
1. Work closely with all Operations Section Branch Coordinators to determine the scope of DAFN
resources and response needs.
2. Coordinate with the Medical and Public Health Coordinators to determine missions based on
established priorities.
3. Monitor and assist with message development/translation, as needed, alert and warning messages to
ensure they are reaching all elements of the disabilities, access and functional needs and LEP
populations.
4. Monitor the progress of evacuation planning/operations to assure that persons with Disabilities,
access and functional needs are being accommodated.
5. Coordinate with the Care and Shelter Coordinator and the Public Information Officer to provide regularly
updated information on the location of shelters suitable for DAFN populations.
6. Request trained and qualified staff to work with non-English speaking population, who are sensitive
to diversity and culturally diverse groups, when needed and ensure availability of bilingual
(English/Spanish staff during all shifts
7. As requested, assist Logistics staff with responding to requests for acquiring equipment, supplies,
and trained personnel to support persons with disabilities, access and functional needs.
Demobilization Phase
1. Monitor activities associated with the lifting of evacuation orders to assure the needs (such as returning
transportation) of those with disabilities, access and functional needs are being addressed.
2. Monitor post-incident public messages to assure that information regarding recovery programs is
provided in various languages and through other methods that reach all impacted disabilities,
access and functional needs populations.
3. Assist the Recovery Coordinator with identifying accessible locations for Local Assistance Centers
or Disaster Assistance Centers, if implemented.
4. Deactivate your assigned position and close out logs when authorized by the EOC Director.
5. Complete all required forms, reports, and other documentation. All forms should be submitted
through your supervisor to the Planning Section, as appropriate, prior to your departure.
6. Provide input to the After Action/Corrective Action report
Attachment 2: – DAFN Planning Group
Generally, disabilities, access and functional needs planning groups include people from public or private
agencies representing the spectrum of issues for the stakeholder group. The planning group is established
and coordinated by OES to work as advisors to OES in the entire planning process to be sure disabilities,
access and functional needs issues are integrated in emergency plans, procedures, and policies.
At very least, HSA and HCA are active members of the group. Equally important is to include a diverse group
of stakeholders including agencies, non-profits, faith based organizations, individuals, and others from the
community who serve as subject matter experts about varying disabilities, access and functional needs and the
interplay of these issues during emergencies. This participation suggests strong local support and promotes
good communication, coordination, and a greater ability to effectively ensure inclusive emergency plans.
The following checklist provides a starting point for creating and maintaining a Disabilities, Access and
Functional Needs Planning Group. The key is to ensure that the group is diverse and that it is an integral
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partner in all aspects of emergency preparedness, response, recovery, and mitigation. This group must
convene regularly, have meaningful assignments, and produce measured outcomes.
Create a small Disabilities, Access and Functional Needs Planning Group. Important issues to begin
discussing with the planning group include:
1. Is there already an existing group in the community that is doing this type of planning?
2. What is the level of support from the local emergency management agency and health
department and how can they be brought to the table to participate in the planning group?
3. Who should be invited to participate in this planning group? Who are the stakeholders in the
community (consider government, private organizations, faith-based, etc.)?
4. What/where/when is the best time to hold a first meeting? What will be the agenda?
5. Which agency will take responsibility for leadership and coordination?
6. How often will the group meet and will there be structure for work to be completed between
meetings?
Invite a diverse group of stakeholders to participate in the group. This may include, but is not limited
to the following types of groups:
State, Territorial, Tribal or Local emergency management agencies
Citizen Corps Councils and Program Partners (Community Emergency Response Teams
(CERT), Medical Reserve Corps (MRC), Fire Corps, Volunteers in Police Service (VIPS)
and Neighborhood Watch)
Local Emergency Planning Committees (LEPCs)
Local first responders (i.e., police, fire, EMT)
Local Emergency Medical Response System
Local government and nongovernment disability agencies
Developmental disabilities networks and service providers
Protection and advocacy agencies
Departments of aging and social services
Hospitals and hospices
Cultural and language-based community groups
VOADs such as the American Red Cross and the Salvation Army
Health departments (State, Territorial, Tribal, and local as appropriate)
Departments of education
Health and human services agencies (including child welfare)
2-1-1 Information and Referral Services
HUD or other rent-subsidized multi-family complexes
HUD or otherwise subsidized non-licensed supervised living facilities
Nursing homes
Media
Home healthcare organizations
Medical service and equipment providers (including durable medical equipment providers)
Pharmaceutical providers
Agencies on alcohol and drug addiction
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Job and family service agencies
Vocational rehabilitation agencies
Independent living centers
Behavioral health and mental health agencies
Commissions on the deaf and hard of hearing and the blind and visually impaired
Governor’s committees on individuals with special needs and/or disabilities (as applicable)
Translation and interpretation service agencies
Transportation service providers (including those with accessible vehicles)
Utility providers
Colleges and universities
Faith-based organizations
Schools
Childcare facilities (both center-based and home-based)
Veterinary resources
Individuals with disabilities, access and functional needs.
Establish priorities of the group that are consistent with and informed of other emergency planning
activities taking place within the jurisdiction. There are likely many issues for the group to address, so it
is important to set practical and realistic goals. Approach the planning as a “step-by-step” process,
identifying priority issues to begin working on and then building from that as a group.
6.7 Ventura County Board of Supervisors Recognized Organizations for Response and Recovery
Support
American Red Cross
ARES Amateur Radio Emergency Services
Aspiranet Child and Family Services
Association of Water Agencies Ventura County
Barkley Risk Management & Insurance
Bell Arts Factory
Bentley Ranch
Briggs School District
Building Industry Association
CA Strawberry Commission
Cabrillo Economic Development Corporation
Cal Fire
Cal OES
Cal Recycle
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Cal Trans
California Highway Patrol
Casitas Municipal Water District
Calleguas Municipal Water District
Catholic Charities
CAUSE (805 Undocufund)
Central Ventura County Fire Safe Council
Church of Latter Day of Saints
City of Fillmore
City of Ojai
City of Oxnard
City of Santa Paula
City of Ventura
Community Action of Ventura County
Consulate of Mexico, Oxnard
County of Ventura Agricultural Commissioner
County of Ventura Airports
County of Ventura Animal Services
County of Ventura Area Agency on Aging
County of Ventura Assessor
County of Ventura Auditor-Controller
County of Ventura Behavioral Health DepartmentCounty of Ventura Clerk Recorder
County of Ventura County Executive Office
County of Ventura District Attorney
County of Ventura Emergency Medical Services
County of Ventura General Services Agency
County of Ventura Human Services Agency
County of Ventura Information Technology Services
County of Ventura Probation
County of Ventura Public Health
County of Ventura Public Works
County of Ventura PWA Watershed Protection District
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County of Ventura Resource Management Agency
County of Ventura RMA Building & Safety
County of Ventura RMA Environmental Health
County of Ventura RMA Planning
County of Ventura Tax Collector
Dept. of Insurance/Insurance Commissioner
Disabled American Veterans
DMV
Earl Warren Fairgrounds
EVRT-Emergency Volunteer Rescue Teams
FEMA
Fillmore Chamber of Commerce
Fillmore Fire Department
Fillmore Police department
Fillmore School District
Food Share
Franchise Tax Board
Greater Goods Relief Fund
Habitat for Humanity
Housing Authority of City of San Buenaventura
Humane Society of Ventura County
Interface 211 Ventura County
IRS
Limoneira
Mason's Channel Islands Lodge
McCune Foundation
Meiners Oaks Water District
MICOP (805 Undocufund)
Mission Church
Mupu School District
National Guard Air Rescue
New Dawn Counseling
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Ojai Unified School District
Ojai Valley Family Shelter
One Step A Al Vez
Rescue Mission
Salvation Army
San Luis Obispo Unit
Santa Clara Valley Boys & Girls Club
Santa Paula Airport
Santa Paula Chamber of Commerce
Santa Paula Community Center
Santa Paula Fire Department
Santa Paula Police Department
Santa Paula School District
Seaside Park
Sheriff's Posse
Small Business Administration
Social Security Administration
Southern California Edison
Southern California Gas Company
St. Vincent de Paul
T&T Truck & Crane
Team Rubicon
Temple Beth Torah
The Becker Group, Inc.
ThomasFireHelp.org
Totally Local VC’s Local Love Project
Turning Point Foundation
United Policy Holders
United Water Conservation District
United Way
Upper Ojai Relief
USDA
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VC Cattlemen’s Association
VC Coastal Association of Realtors
VC CoLAB
VC Fairground Board
VCRSD
Ventura Baptist Church - Crosspointe Church
Ventura County Agricultural Association
Ventura County Air Pollution Control District
Ventura County Community College District
Ventura County Community Foundation
Ventura County Contractor’s Association
Ventura County Farm Bureau
Ventura Cunty Fire Department
Ventura County Sheriff's Department
Ventura County Sheriff's Department OES
Ventura Fire Relief Concert
Ventura Police Department
Ventura Unified School District
VOAD Volunteer Organization Active in Disasters
World Central Kitchen
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6.8 Ventura County Disaster Planning, Response and Recovery Roadmap
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