Comfort Centre & Emergency Shelter Policy (Policy 39) — full text

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Policy #39 - Comfort Centre & Emergency Shelter Policy | 1 TOPIC: POLICY NUMBER: DATE APPROVED: DATE REVISED: Comfort Centre & Emergency Shelter Policy 39 April 17, 2012 (#2012-34) May 11, 2021 (#2021-062) November 9, 2021 (#2021-122) January 9, 2024 (#2024-003) 1.0 TITLE: 1.1 This policy may be cited as the "Comfort Centre & Emergency Shelter Policy" of the Municipality of the County of Antigonish. 2.0 PURPOSE: 2.1 This policy outlines an overview of procedures and responsibilities regarding the activation of Comfort Centres & Emergency Shelters. 2.2 This policy aims to ensure residents have adequate access to temporary sheltering following an emergency by developing a partnership with community organizations to open facilities. 2.3 If an emergency happens in the AREMO Region it may take time to reach residents. All residents of the AREMO Region should be prepared to take care of themselves and their families for a minimum of 72 hours. 3.0 SCOPE: 3.1 This policy is applicable to identified Comfort Centres & Emergency Shelters within the Municipality of the County of Antigonish as officially designated by the Antigonish Regional Emergency Management Organization. 4.0 DEFINITIONS: 4.1 Comfort Centre - a facility operated by a community organization that is opened to provide a location where community members can gather for a period of time during the day to access limited services. Depending on the time of year and the nature of the emergency, a Comfort Centre can serve several purposes including providing relief from extreme temperatures, provision of light nourishment, information gathering, and charging personal devices. A Comfort Centre is not opened with the intention of turning into an overnight shelter operation. 4.2 Emergency Shelter - in large-scale and severe emergencies, these types of operations are opened and operated by the Canadian Red Cross, under the Department of Community Services to provide safe, temporary lodging to those affected by an emergency. Services can include overnight accommodations, feeding, personal services, psycho-social support, and other emergency social services depending on the nature of the emergency. Policy #39 - Comfort Centre & Emergency Shelter Policy 2 5.0 ACTIVATION GUIDELINES 5.1 To open as a Comfort Centre, the following criteria is recommended: - The emergency is greater than 72 hours in duration. o Note: Comfort Centre may be open within the first 72 hours to provide relief from extreme temperatures or other related safety concerns - The impacted community may benefit from a temporary place of shelter with relief from extreme temperatures, provision of light nourishment, or to gather information. - Roads are safe to travel, and the facility is accessible. - Municipality in consultation with the community groups/ organizations determines there is a need. - Municipality in consultation with EMO Nova Scotia's Provincial Coordination Centre ("PCC") determines there is a need. 5.2 To open as an Emergency Shelter, it is recommended to have met the criteria to open as a Comfort Centre in addition to the following criteria: - Temporary overnight shelter is needed as a result of a substantial emergency - A community evacuation may be a possibility or have already occurred - There is an identified need for personal care or psycho-social services - The activation is expected to be long-term (over 72 hours) 6.0 PROCEDURE FOR OPENING A COMFORT CENTRE: 6.1 The decision to open a Comfort Centre is made by the Antigonish Regional Emergency Management Organization in consultation with the community organization. 6.2 In situations of widespread emergency or utility disruptions in a community, the Antigonish Regional Emergency Management Organization may contact the Comfort Centre contact person to discuss the activation of a centre. 6.3 Upon activation of any Comfort Centre, the Municipality will notify media sources to help publicize the service. The information will include hours of operation, civic address, and the services provided. This information will also be provided to EMO Nova Scotia so it may be linked to public access points such as 211, Nova Scotia Power Resolve Line, etc. 6.5 Comfort Centres are to be staffed with volunteers as prearranged by the community organization responsible for the facility. 6.5 Comfort Centres are not intended for overnight shelter. If Comfort Centre volunteers identify a need for overnight shelter, a request to transition into an Emergency Shelter will be made to the Antigonish Regional Emergency Management Organization. 6.6 If extended operations of a Comfort Centre are required or anticipated, the Antigonish Regional Emergency Management Organization may provide resources to the centre as requested. 6.7 The decision to deactivate a Comfort Centre will be made by the community organization responsible for the Comfort Centre in consultation with the Antigonish Regional Emergency Management Organization. Policy #39 - Comfort Centre & Emergency Shelter Policy 3 7.0 PROCEDURE FOR OPENING AN EMERGENCY SHELTER: 7.1 During an emergency event, the Municipality may require the activation of an Emergency Shelter. The decision to open an Emergency Shelter is made by the Antigonish Regional Emergency Management Organization in consultation with the Canadian Red Cross and other emergency services partners and first responders. 7.2 Once a decision has been made to activate a Reception Centre/Shelter, the Emergency Management Coordinator shall notify EMO Nova Scotia, the Department of Community Services ("DCS"), and Red Cross to initiate their response protocols. The set-up and management of the facility shall be the responsibility of the Red Cross. 7.3 The facility location for the Emergency Shelter will be determined by the Antigonish Regional Emergency Management Organization in consultation with the Canadian Red Cross and other emergency services partners and first responders. 7.4 The primary Emergency Shelter for A.R.E.M.O. is the Heatherton Development & Cultural Wellness Centre, located at 42 Summerside Road Heatherton. A.R.E.M.O. has a signed 10-year MoU with the Centre from August 8, 2023, to August 8, 2033. 7.5 The decision to deactivate an Emergency Shelter will be made by the Antigonish Regional Emergency Management Organization in consultation with the Canadian Red Cross and other emergency services partners and first responders. 8.0 COMMUNICATIONS: 8.1 Ensuring public notification for the opening and deactivation of Comfort Centres & Emergency Shelters will be the responsibility of the Antigonish Regional Emergency Management Organization with support from the involved community organization. 8.2 Where possible, public notification for the opening and deactivation of Comfort Centres & Emergency Shelters will be made through press releases, local news media outlets, television, radio, local municipal websites, and social media as appropriate. 8.3 Sample script for a Comfort Centre & Emergency Shelter activation: A Comfort Centre or (Choose one) Emergency Shelter has been opened at [location/facility name] located at [civic address]. The facility will be open from [hours of operation]. [List of available services provided] will be available. Further questions regarding this Comfort Centre/Emergency Shelter can be directed to [phone number of contact at the Comfort Centre/Emergency Shelter]. 9.0 REIMBURSEMENT FOR COMFORT CENTRES: 9.1 If the facility is opened as a Comfort Centre, at the request or with approval from the Municipality, the Municipality of the County of Antigonish shall reimburse the community organization for any reasonable out-of-pocket expenses incurred during the activation. Policy #39 - Comfort Centre & Emergency Shelter Policy 4 9.2 Eligible items for Comfort Centre reimbursement includes: - Light snacks, beverages, and related supplies - Generator fuel (for hours of Comfort Centre operation) - Building heating, cooling, and electricity - Telecommunication services (Charging equipment) 9.3 Determining eligibility of items and the total reimbursed amount are at the final discretion of the Chief Administrative Officer or their designate at the Municipality of the County of Antigonish 9.4 The community organization shall have signed the Memorandum of Understanding regarding 'Use of Comfort Centre & Emergency Shelter Facilities' to be eligible for expense reimbursement. 10.0 POLICY DISTRIBUTION AND MAINTENANCE: 9.1 A copy of this policy will be distributed to all Comfort Centre & Emergency Shelter contacts along with information on how to contact the Antigonish Regional Emergency Management Organization upon activation and deactivation. 9.2 A copy of this policy will be distributed to all Councillors along with the contact information for Comfort Centre & Emergency Shelter contacts in their district. 9.3 This policy will be reviewed annually by the Antigonish Regional Emergency Management Organization. 9.4 The contact information for designated Comfort Centres & Emergency Shelters shall be reviewed annually by the Antigonish Regional Emergency Management Organization. 11.0 Appendixes 11.1 Expense Claim Form 11.2 Canadian Red Cross - Emergency Shelter 11.3 Comfort Centre Requirements 11.4 Recommended Supplies for Comfort Centre 11.5 AREMO approved Comfort Centre Policy #39 - Comfort Centre & Emergency Shelter Policy 5 11.1 Expense Claim Form Comfort Center/ Emergency Shelter Expense Claim Form Reason for Comfort Centre Activation: Date of Comfort Centre Activation (DD/MM/YYYY - DD/MM/YY) Item # Details of Expense Receipt (Yes/No) Date (DD/MM/YYYY) Amount Total Comments: Comfort Centre/ Emergency Shelter: Name and Position: Signature: C.A.O. Approval Signature: Policy #39 - Comfort Centre & Emergency Shelter Policy 6 11.2 Canadian Red Cross - Emergency Shelter Activation Process Step 1 - Opening Emergency Shelter The decision to open an Emergency Shelter is made by the Antigonish Regional Emergency Management Organization in consultation with the Canadian Red Cross ("CRC") and other emergency services partners and first responders. To open as an Emergency Shelter, the following criteria should be met: - Temporary overnight shelter is needed because of a substantial emergency - A community evacuation may be a possibility or have already occurred - The activation is expected to be long-term (over 72 hours) Once a decision has been made to activate an Emergency Shelter, the Emergency Management Coordinator shall notify the Canadian Red Cross (See table below) to initiate their response protocols. The set-up and management of the facility shall be the responsibility of the Red Cross. Name (Listed by first to contact first) Role Phone Number Canadian Red Cross Disaster Assistance Line 24 Hour Emergency Line 1-800-222-9597 Atlantic Duty Officer (After Hours) Duty Officer 1-709-631-9549 Samantha Fraser Coordinator - Emergency Management 1-902-565-1074 Malcolm MacKinnon - Heatherton Development & Cultural Wellness Centre Emergency Shelter Facility Management 1-902-386-2678 The facility location will be determined by the Antigonish Regional Emergency Management Organization in consultation with the Canadian Red Cross and other emergency services partners and first responders. Step 2 - Call Information Requirements When connecting with CRC the following information is required. Notification only: - A brief overview of the incident - Expected number of residents Policy #39 - Comfort Centre & Emergency Shelter Policy 7 - CRC services requested e.g., reception centre for registration - Time to remain on standby - place CRC on standby pending incident severity Activation: - Time event occurred, location to report to and time to report (CRC response time to site ~12 hrs) - Duration of CRC support required (estimate). - Site facility custodian/maintenance contact name and phone number - Applicable administrative and transportation details. Other considerations: - Exact services required as part of site operations. - Number of Shelters opened/being opened. - What time the sites are to open - Number of people requiring Emergency Lodging at sites - Personnel gaps (sources from Municipality vs. CRC) - Material requirements and gaps (e.g., cots, blankets, tables, chairs) Step 3 - Roles and Responsibilities CRC - For context, there are many roles that the CRC can fulfil in supporting Emergency Lodging. Brief Overview of Key Actions Alerting to CRC Analysis & Inital Planning Notification & Activations Preparation to Deploy Deployment & Site Setup Site Management Notification of Site Closing Support to Ongoing Residents Cleaning & Relase of Staff Policy #39 - Comfort Centre & Emergency Shelter Policy 8 11.3 Comfort Centre Requirements Comfort Centre Facility Should meet the following. a) Ideally located in a central location and away from potential hazards b) Barrier free inside and out c) Have drinking water from a regulated (municipal) supply. Alternatively, well water must be tested according to Provincial Regulations and Guidelines d) Have a generator and/or approved connections for a portable generator e) Heated so visitors can warm up during power outages. f) Cooling capacity during warm months (air conditioning, heat pumps, etc.) g) Have adequate power outlets available to allow charging of devices. h) Have an approved First Aid Kit and an Automated External Defibrillator (AED) i) Have enough staff/volunteers to operate the Centre safely. j) Adequate occupancy capacity for the need (staff, visitors, volunteers, etc.) k) Be equipped to provide light refreshments such as coffee, tea, water, and light snacks (NSEMO does not recommend serving meals at comfort centres. If a Municipality wishes to serve food that isn't pre-packaged, please ensure all food safety guidelines are followed) https://novascotia.ca/nse/food-protection/factsheets-publications.asp l) Ensure enough supplies to meet the potential needs of the Centre Policy #39 - Comfort Centre & Emergency Shelter Policy 9 11.4 Suggested Supplies for Comfort Centre Stationary Safety Beverages/ Snacks Miscellaneous - Sign-in sheet - Pens, pencils, erasers, sharpeners - Coloured markers - Approved first- aid kit - Cold packs - AED - Antibacterial hand wipes - Disposable gloves - Hand soap - Hand sanitizer - Disposable face masks - Bottled water (if not on approved water system) - Soft drinks (Sodas/ Juice) - Coffee - Tea - Milk - Cream - Snacks - Toilet paper - Paper towel - Tissues - Cleaning products (soap, bleach, etc.) - Broom, mop, bucket - All-purpose cleaner - Garbage bags - iPhone charger stations - Coloring books and crayons - Extension cords - Serving supplies - Paper Plates - Paper cups - Pet cage (Dogs/ cats) Policy #39 - Comfort Centre & Emergency Shelter Policy 10 11.5 AREMO Comfort Centres Comfort Centre Association Civic Address Contact Name Contact Detail Antigonish Affordable Housing Society 12-S Hope Lane, Antigonish, NS, B2G-0G4 Colleen Cameron Phone: 902-318-9934 Email: accamero@stfx.ca Antigonish Affordable Housing Society 25 Apple Seed Drive, Antigonish, NS, B2G-#B7 Colleen Cameron Phone: 902-318-9934 Email: accamero@stfx.ca Antigonish County V.F.D. 5 D-38 Road, Beech Hill, NS, B2G 2P9 Brendan MacInnis Phone: 902-863-3305 Email: Chief@ACVFD.ca / bhmi@eastlink.ca Antigonish Lions Club 13 Highland Drive, Antigonish, NS, B2G-3B1 Robert Cochrane Phone: 902-338-1731 Email: robmcochrane@yahoo.ca * Arisaig Parish Community Centre 5548 Hwy 245, Arisaig, NS, B2G 2L1 Theresa Thompson Phone: 902-867-7071 (c)/ 902-863-1207 (h) Email: theresamacdthompson@gmail.com Aulds Cove V.F.D. 13124 Highway 104, Aulds Cove, B0H 1P0 Daniel MacEachern Phone: 902-631-4687 (c) Email: auldscovefire3053@gmail.com Four Valleys V.F.D. 3331 Highway 245, Maryvale, NS, B2G 2L1 George DeRabbie Phone: 902-735-2544 Email: capt.derabbie1@gmail.com *Havre Boucher Community Centre 12401 Highway 4, Havre Boucher, NS, B0H 1P0 Hugh O'Neil Phone: 902-234-3498 Email: Heatherton Development & Cultural Wellness Centre 42 Summerside Road, Heatherton, NS, B0H 1R0 Malcolm MacKinnon Phone: 902-386-2678 Email: malliemac131@gmail.com Lochaber Community Development Association (Lochaber Centre) 1555 Highway 7, North Lochaber, NS, B2G 2L3 Glenn Terris Phone: 902-783-2209 (h) Email: cgforestry@gmail.com *Mini Trail Community Centre Association 4382 Highway 337, Lakevale, NS, B2G 2L2 Carroll MacPherson Phone: 902-870-3276 (c)/ 902-863-2816 (h) Email: carrollmacpherson@hotmail.com *North Shore V.F.D. 432 Marsh Road, Ballantynes Cove, NS, B2G 2L2 Kristen MacEachern Phone: 902-870-8222 Email: northshorevfd@gmail.com Paq'tnkek First Nation 136 Afton Loop, Paqtnkek-Niutuek 23, NS, B0H 1A0 Darlene Paul Phone: 902-870-0656 (c)/ 902-386-2781 ext. 2228 (w) Email: darlene.paul@paqtnkek.ca Pomquet V.F.D. 1180 Monk's Head Road, Antigonish, NS, B2G 2L4 Pierre Venedam Phone: 902-386-2743 (h)/ 902-867-0903 (c) Email: pielizfire@eastlink.ca *St. Andrews District Community Centre 81 Pomquet River Road, St. Andrews, NS, B0H 1X0 Jackie MacDonald Phone: 902-968-1082 Email: JMacDonald@scottandstewart.com Policy #39 - Comfort Centre & Emergency Shelter Policy 11 St. Joseph's Lakeside Community Centre 2752 Ohio East Road, Antigonish, NS, B2G 2K8 Amy Rhynold Phone: 902-714-5733 Email: TheRhynolds@outlook.com Strait Area Ground Search and Rescue Hall 10474 Highway 4, Monastery, NS, B0H 1W0 Cecil Cashin/ Ken McChesney Phone: 902-870-5412/ 902-867-0470 Email: ccashin.cashin372@gmail.com Tracadie & District V.F.D. 995 Highway 16, Monastery, NS, B0H 1W0 Johnny Duykers Phone: 902-870-2381 Email: jduykers@ns.sympatico.ca * No MoU