Local Welfare Manager Checklist

Local Welfare Manager checklist

Purpose The purpose of this checklist is to outline the recommended activation, ongoing and transition to recovery tasks for the Local Welfare Manager in an EOC during an emergency.

Activation The following are the recommended activation tasks for the Local Welfare Manager (based in the EOC).

Task  Report to the EOC. Obtain a briefing from the Local Controller. Advise the LWC and activate if appropriate. Check Welfare SOPs. Call out and brief welfare centre supervisor(s). Activate/advise supervisors to activate the required welfare centre(s) Compile call-out lists and rosters. Source communication equipment. Establish communications with welfare centre(s). Source required office equipment. Maintain contact with EOC staff.

Ongoing The following are the recommended ongoing tasks for the Local Welfare Manager (based in the EOC).

Task  Co-ordinate delivery of emergency welfare services to affected parties. Collect welfare information and maintain situational awareness. Maintain communication linkages with welfare centre supervisors at activated centres. Maintain the operation of welfare centres by coordinating their resource requirements. Ensure each operating welfare centre has sufficient staff to enable a sustained response (a minimum of 48 hours). Manage the registration process. Liaise closely with members from the LWC and with other welfare-related community groups. Source emergency accommodation in liaison with key LWC agencies and inform welfare centres. Coordinate transport to accommodation for those needing it. Maintain an overview of the emergency clothing situation. Maintain the EOC welfare log/status board. Maintain close liaison with functional managers within the EOC. Provide emergency welfare services to evacuees received from outside the territorial authority area as a result of the civil defence emergency.

Continued on next page 2

Local Welfare Manager checklist, Continued

Transition to The following are the recommended tasks during the transition to recovery recovery for the Local Welfare Manager (based in the EOC).

Refer to Part 3 of Task Recovery  Management Collate information from welfare centres as they close, [DGL 4/05] including welfare-related expenditure. Debrief the EOC welfare team, welfare centre staff and the LWC. Brief the Local Controller and Local Recovery Manager at the Transition briefing. Provide a report on welfare response to the Local Controller and Local Recovery Manager. 3

Welfare centre supervision

Purpose The purpose of this checklist is to outline the recommended activation, ongoing and termination tasks for the Welfare Centre Supervisor in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Welfare Centre Supervisor.

Task  Activate welfare centre staff advising of centre location and time of opening. Go to designated welfare centre. Liaise with building caretaker and/or Local Welfare Manager to ensure welfare centre building is opened, a building safety check is completed and all utilities are switched on and operational. Brief staff as they arrive, including Health and Safety procedures. Establish welfare centre layout according to plan and in conjunction with welfare centre staff (facility layout may be previously unknown). Allocate team leaders and staff to set up the following sections in order of priority: 1. Reception 2. Registration 3. Catering 4. Clothing 5. Accommodation 6. Public information 7. Social services 8. First aid 9. Animal welfare 10. Communications 11. Volunteer coordination 12. Security 13. Entertainment. Oversee appropriate signage. Task the Security Team. Establish communication with the Local Welfare Manager in the EOC through the Communications Team Leader. Advise the Local Welfare Manager that welfare centre is operational. Provide an initial situation report to the Local Welfare Manager. Advise Local Welfare Manager in the EOC of any shortfalls in staffing and welfare service agency representation as required. Liaise with representatives of other organisations as they arrive, ensure they register and direct them to appropriate welfare centre section. Discuss with the Local Welfare Manager in the EOC any financial matters as required for the activation and management of the welfare centre. Discuss with the Local Welfare Manager in the EOC, arrangements for media liaison. 4

Welfare centre supervision, Continued

Ongoing The following are the recommended ongoing tasks to be completed by the Welfare Centre Supervisor.

Task  Supervise the functioning of the welfare centre by maintaining regular liaison with section team leaders. Ensure a status board or log book of welfare centre activities and requests is maintained. Authorise regular sitreps to the Local Welfare Manager in the EOC. Oversee staffing requirements and rosters. Authorise all outgoing messages (via Communications section). Ensure all inward messages are actioned as soon as possible. Ensure all persons who enter the welfare centre including incoming shift staff, are registered using the standard approved registration forms/system. Registration data for welfare centre staff and evacuees are to be filed separately. Brief incoming supervisor (including Health and Safety procedures). Oversee shift changes. Debrief outgoing shift. Ensure staff have regular breaks. Liaise with Welfare Centre Supervisors at other activated welfare centres where appropriate. Ensure that procedures are followed (unless circumstances indicate that agreed alternative procedures should be adopted).

Termination The following are the recommended termination tasks to be completed by the Welfare Centre Supervisor.

Task  Ensure all equipment is packed away. Forward all documentation/data to the Local Welfare Manager in the EOC. Ensure welfare centre is left clean, tidy and secure.

Additional  Electronic documentation/information systems may replace or comments supplement hardcopy systems.  Situation reports (sitreps) are to be sent to the EOC regularly, by arrangement with the Local Welfare Manager (e.g. morning and afternoon). Welfare Centre Supervisor to provide a sitrep at shift change, after briefing the incoming supervisor.  Media may visit a welfare centre seeking pictures and interviews. If required, media liaison will be arranged via the Welfare Centre Supervisor, with the Local Welfare Manager and PIM at the EOC. 5

Welfare centre assistance

Purpose The purpose of this checklist is to outline the recommended activation, ongoing and termination tasks for the Deputy Supervisor in a welfare centre (or for the Welfare Centre Supervisor if welfare centre assistance is not required).

Activation The following are the recommended activation tasks to be completed by the Deputy Supervisor in support of the Welfare Centre Supervisor (or by the Supervisor themselves).

Task  Report to designated welfare centre and attend briefing. Assist in activating the welfare centre. Liaise with Welfare Centre Supervisor and other staff on layout of facility if required. Establish the welfare centre status board or log book. Ensure staff are registered on arrival, issued with name badges and other identification (e.g. civil defence jerkins). Erect signage e.g. section and direction signs inside the welfare centre and outdoor signs/flag.

Ongoing The following are the recommended ongoing tasks to be completed by the Deputy Supervisor in support of the Welfare Centre Supervisor (or by the Supervisor themselves).

Task  Oversee the general welfare of staff within the welfare centre including:  arrange staff rosters with section team leaders  brief incoming staff, and  ensure staff are rested and fed. Maintain the centre’s administration functions:  oversee the register of all persons within the welfare centre  maintain the flow of registration and enquiry data to the Local Welfare Manager in the EOC.  ensure Local Welfare Manager is advised of updated location (temporary address) of evacuees. Ensure urgent needs and special requirements are recorded and addressed. Keep information board(s) up to date with relevant information for new arrivals and staff. Ensure sufficient staff availability for shifts. Report any staff shortages and coordinate with the Local Welfare Manager in the EOC. Ensure all staff adhere to shift change procedures. Liaise with section team leaders regarding welfare centre supplies.

Welfare centre assistance, Continued

Task  Arrange the supply of items for the welfare centre with the Local Welfare Manager (or directly with the Logistics function of the EOC, by arrangement). Issue materials and supplies to each welfare centre section as required. Meet, brief and accompany all visitors to the centre. Issue them with a visitor pass and maintain a visitor register as follows:  name of visitor and agency they represent  purpose of visit  visitor pass number  time of arrival, and  time of departure. Appoint a Fire Warden from Security staff (liaise with Security Team Leader). Prepare sitreps for Welfare Centre Supervisor to authorise as required. Assist the Welfare Centre Supervisor as required.

Termination The following are the recommended termination tasks to be completed by the Deputy Supervisor in support of the Welfare Centre Supervisor or by the Supervisor themselves.

Task  Collate all documentation/data to be forwarded to the Local Welfare Manager in the EOC. Ensure facility is clean and tidy.

Additional Electronic documentation/information systems may replace or supplement comments hardcopy systems. 7

Reception

Purpose The purpose of the reception section is to welcome people on arrival at a welfare centre and provide them with any initial assistance they require. This checklist outlines the recommended activation, ongoing and termination tasks for the Reception Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Reception Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Liaise with Welfare Centre Supervisor/Deputy on layout of facility. Establish reception area and erect signage. Check reception staff numbers, coordinate and train spontaneous volunteers to assist if required. Set up an information board in the reception area clearly displaying the layout of welfare centre and identifying sections (especially registration and staff reporting areas).

Ongoing The following are the recommended ongoing tasks to be completed by the Reception Team Leader in the welfare centre.

Task  Meet all new arrivals, and assess whether they have urgent needs that must be met before they proceed to registration, e.g.:  getting changed into dry clothing  first aid. Direct new arrivals to the registration desk if they have no urgent needs. Maintain an information board identifying welfare centre sections and layout. Liaise with social services section of welfare centre if interpreters are required. Brief incoming shift. Instruct reception staff as required.

Termination The following are the recommended termination tasks to be completed by the Reception Team Leader in the welfare centre.

Task  Collate all documentation for the Welfare Centre Supervisor/Deputy. Pack away all equipment. Ensure area is clean and tidy.

Reception, Continued

Equipment The following equipment is recommended for the reception section.

Equipment Number CDEM jerkins, or similar 1 per staff Signage As required Whiteboard/noticeboard As required Tables/desks and chairs As required Stationery items As required 9

Registration

Purpose The purpose of the registration section is to register all people affected by an emergency who attend a welfare centre. This checklist outlines the recommended activation, ongoing and termination tasks for the Registration Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Registration Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Liaise with Welfare Centre Supervisor/Deputy on layout of facility. Establish registration and waiting areas. Check registration staff numbers, coordinate and train spontaneous volunteers to assist if required. Establish roster system for registration staff. Instruct staff as required.

Ongoing The following are the recommended ongoing tasks to be completed by the Registration Team Leader in the welfare centre.

Task  Register all persons who present to the welfare centre, including staff/volunteers using the standard approved registration form/system. A senior family member may complete the registration form and must retain the registrants copy. Ask all persons registering if they have any special requirements or needs and ensure these are recorded and followed up. Collate, process and file registration data. Regularly forward registration data to the Welfare Centre Supervisor/Deputy. Registration data for welfare centre staff and evacuees are to be filed separately. Organise staff into a “roving registration team” with registration forms and clipboards, if appropriate. Liaise with social services section of welfare centre if interpreters are required. Brief incoming shift. Ensure registration staff take regular breaks.

Termination The following are the recommended termination tasks to be completed by the Registration Team Leader in the welfare centre.

Task  Collate all documentation and registration information for the Welfare Centre Supervisor/Deputy. Pack away all equipment. Ensure area is clean and tidy.

Registration, Continued

Equipment The following equipment is recommended for the registration function.

Equipment Number CDEM jerkins, or similar 1 per staff White board/noticeboard As required Signage As required Chairs and tables/desks As required Standard approved registration forms/system As required Stationery items As required

Introducing When introducing yourself to new arrivals the following standard introduction yourself to can be used: evacuees “Welcome to the welfare centre. We know you may be worried about what has happened and about friends and relatives. We will try to keep you up to date with information while you are here. Please complete this registration form which will:  Help to enable friends, family and others worried about you to contact you  confirm your eligibility for welfare services if you require them  help us to assist with your immediate needs  a senior family member should keep the registration form copy with them at all times during the emergency. All family members should take note of the Registration Number in case they become separated  should you wish to keep your personal information confidential, please tick the restriction required box on the registration form. You will then be advised of any inquiries about you or your family, and can answer the inquirer personally if you wish”.

Additional  Electronic documentation/information systems may replace or comments supplement hardcopy systems.  One individual is to be registered per form, or in the case of a family group, all members with the same family name and home address are to be registered on the same form.  If members of the same family have different surnames or addresses, register the individuals on separate forms. The Registration Numbers can be cross-referenced on all forms for the same family.  The surname is very significant to the registration process as all persons are entered into the National Inquiry and Identity Database (which is an adjunct to the registration database) by their surname. If children (irrespective of age) have a different surname to their parents they are to be registered on a separate form with the Registration Number cross- referenced.  Urgent needs, special concerns (e.g. missing relatives, abandoned pets) and any medical requirements of registrants must be recorded and actioned as appropriate. See the sample Special Requirements form later in this section. 11

Catering

Purpose The purpose of the catering section is to provide food and refreshments to all welfare centre occupants. This checklist outlines the recommended activation, ongoing and termination tasks for the Catering Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Catering Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Liaise with Welfare Centre Supervisor/Deputy on layout of facility. Check catering staff numbers, coordinate and train spontaneous volunteers to assist if required. Brief staff on food hygiene practices. Check catering supplies and equipment and arrange additional supplies a required through Welfare Centre Supervisor/Deputy.

Ongoing The following are the recommended ongoing tasks to be completed by the Catering Team Leader in the welfare centre.

Task  Coordinate staff to run an efficient and hygienic kitchen and dining area. Arrange menus to cater for needs of all people in the welfare centre taking into account dietary, religious, cultural and medical needs. Prepare food and drinks. Establish a catering waste disposal system as required. Ensure availability of catering supplies in accordance with local arrangements. Brief incoming shift. Cooperate with Environmental Health Officers as required.

Termination The following are the recommended termination tasks to be completed by the Catering Team Leader in the welfare centre.

Task  Collate all documentation for the Welfare Centre Supervisor/Deputy. Pack away/return all equipment. Ensure catering areas are clean and tidy.

Catering, Continued

Equipment The following equipment is recommended for the catering section.

Equipment Number CDEM jerkins, or similar 1 per staff Hot drink making facilities As required Crockery and utensils for eating, cooking, serving As required Cooking facilities (or ability to buy in pre-cooked food) As required Tables and chairs As required Signage Dishwashing facilities and equipment As required Food, drink supplies As required Rubbish bags, bins and disposal procedure As required Disposable gloves As required Cleaning equipment and products As required

Additional  A commercial caterer, NGO or community services organisation may comments perform this function in the welfare centre.  Welfare centre Catering Team Leader and staff to provide assistance as required in this case. 13

Clothing

Purpose The purpose of the clothing section is to provide clean, dry clothing to people arriving at the welfare centre who require it. This checklist outlines the recommended activation, ongoing and termination tasks for the Clothing Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Clothing Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Liaise with Welfare Centre Supervisor/Deputy on layout of facility. Check emergency clothing staff numbers, coordinate and train spontaneous volunteers to assist if required. Establish a distribution area including a secure and private area where people can change their clothing.

Ongoing The following are the recommended ongoing tasks to be completed by the Clothing Team Leader in the welfare centre.

Task  Ensure adequate supplies of clothing, blankets, toiletries and personal hygiene items are available for all people attending the welfare centre. Keep an accurate record of incoming and outgoing stock. Ensure stock of clothing is replenished in accordance with local arrangements. Ensure client is registered before issuing clothing. Brief incoming shift. Ensure all sizes of clothing are available. Accept and store clothing donations as appropriate.

Termination The following are the recommended termination tasks to be completed by the Clothing Team Leader in the welfare centre.

Task  Collate all documentation for the Welfare Centre Supervisor/Deputy. Pack away/return all equipment. Ensure area is clean and tidy.

Clothing, Continued

Equipment The following equipment is recommended for the clothing function.

Equipment Number CDEM jerkins, or similar 1 per staff Table and chairs As required Signage As required Clothing, blankets, toiletries, personal hygiene items As required Stationery items As required 15

Accommodation

Purpose The purpose of the accommodation section is to arrange emergency accommodation for people who attend a welfare centre and can not return to their homes. This checklist outlines the recommended activation, ongoing and termination tasks for the Accomodation Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Accommodation Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Liaise with Welfare Centre Supervisor/Deputy on layout of facility. Check accommodation staff numbers, coordinate and train spontaneous volunteers to assist if required. Establish an evacuee placement log. Erect signage, ensuring toilets and ablution areas are clearly identified. Check toilets and ablution areas for sufficient supplies of toilet paper, soap and paper towels.

Ongoing The following are the recommended ongoing tasks to be completed by the Accommodation Team Leader in the welfare centre.

Task  Liaise with Welfare Centre Supervisor to establish an inventory of accommodation including location. Liaise with Welfare Centre Supervisor/Deputy to identify evacuees requiring accommodation including any special requirements. Establish whether evacuees can stay with friends or relatives. Ensure evacuee is registered before offering accommodation. Establish transport arrangements through Welfare Centre Supervisor. Allocate accommodation and transport to evacuees. Advise evacuees of accommodation and transport arrangements. Display transport and accommodation arrangements (i.e. types of transport, departure times and accommodation destinations). Ensure allocated evacuees depart on correct transport. Ensure evacuees take all their personal belongings with them. Keep a log of evacuee placements. Inform Welfare Centre Supervisor/Deputy of all evacuee placements (to update registration temporary address details). Brief incoming shift. Ensure that the ablution areas are maintained in a clean and hygienic manner and are well stocked, especially if evacuees are sleeping on site.

Accommodation, Continued

Task  Ensure that all accommodation needs within the welfare centre are met. If evacuees need to sleep on site:  Check there are sufficient mattresses and bedding on site (arrange extra supply if required)  Issue bedding to evacuees, and  Allocate sleeping areas to each individual/family of evacuees.

Termination The following are the recommended termination tasks to be completed by the Accommodation Team Leader in the welfare centre.

Equipment The following equipment is recommended for the accommodation section.

Equipment Number CDEM jerkins, or similar 1 per staff Noticeboard/whiteboard As required Table and chairs As required Signage As required Inventory: external accommodation Inventory: transport services Evacuee placement log As required Stationery items As required

Additional Electronic documentation/information systems may replace or supplement comments hardcopy systems. 17

Public information

Purpose The purpose of the public information section is to provide information to people arriving at and using a welfare centre. This checklist outlines the recommended activation, ongoing and termination tasks for the Public Information Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Public Information Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Liaise with Welfare Centre Supervisor/Deputy on layout of facility. Allocate a readily accessible area for public information. Erect signage, noticeboards etc. Establish contact with Local Welfare Manager at the EOC. Check public information staff numbers, coordinate and train spontaneous volunteers to assist if required.

Ongoing The following are the recommended ongoing tasks to be completed by the Public Information Team Leader in the welfare centre.

Task  Liaise with Local Welfare Manager at the EOC for the provision of information. Establish and maintain noticeboards to clearly display current information and key messages for the public. Provide information relating to the functioning of the welfare centre to new arrivals. Answer general enquiries from the public. Refer people to the appropriate welfare centre sections. Record enquiries from the public regarding locating friends and family, on a standard approved enquiry form. Establish and oversee a message board for appropriate use by the public (to leave notes etc.). Liaise with social services section of welfare centre if interpreters are required. Brief incoming shift.

Termination The following are the recommended termination tasks to be completed by the Public Information Team Leader in the welfare centre.

Public information, Continued

Equipment The following equipment is recommended for the public information section.

Equipment Number CDEM jerkins, or similar 1 per staff Noticeboards (whiteboards, pin boards etc.) As required Standard approved enquiry forms As required Tables and chairs As required Signage As required Stationery items As required

Additional  Electronic media may be used in place of noticeboards and forms. comments  Media may visit a welfare centre seeking pictures and interviews. If required, media liaison will be arranged via the Welfare Centre Supervisor, with the Local Welfare Manager and PIM at the EOC. 19

Social services

Purpose The purpose of the social services section is to facilitate the provision of a range of services by social service agencies. This checklist outlines the recommended activation, ongoing and termination tasks for the Social Services Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Social Services Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Liaise with Welfare Centre Supervisor/Deputy on layout of facility. Determine what services are most urgently required and advise Welfare Centre Supervisor/Deputy. Set up facilities for private consultation between clients and agency representatives (rooms or partitions). Erect signage for relevant services. Set up a Welfare Services reception desk. Check with the Welfare Centre Supervisor/Deputy that the following agencies have been contacted: and provide support to the representative as required:  MSD - Work and Income  MSD - Child, Youth and Family  Victim Support  DHB  Inland Revenue  St. John  NZ Red Cross, and  the Salvation Army.

Ongoing The following are the recommended ongoing tasks to be completed by the Social Services Team Leader in the welfare centre.

Task  Coordinate provision of the following services with the relevant welfare agencies:  financial assistance  counselling services  advice on health and medical issues  psychosocial support  interpreters  religious needs/pastoral care  general enquiries Assist clients as effectively as possible. Direct clients to appropriate support agency. Ensure sufficient social services staff are available. Brief incoming shift. Liaise with other section team leaders to ensure all requirements are met. 20

Social services, Continued

Termination The following are the recommended termination tasks to be completed by the Social Services Team Leader in the welfare centre.

Equipment The following equipment is recommended for the social services section.

Equipment Number CDEM jerkins, or similar 1 per staff Tables and chairs As required Signage As required Screens/partitions As required Stationery items As required 21

First aid

Purpose The purpose of the first aid section is to administer first aid for minor injuries. This checklist outlines the recommended activation, ongoing and termination tasks for the First Aid Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the First Aid Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Liaise with Welfare Centre Supervisor/Deputy on layout of facility. Allocate an area for first aid (preferably more than one room). Erect signage. Locate first aid kits and other supplies. Set up multiple treatment areas with partitions/screens (for privacy), beds, stretchers, chairs, tables, water and first aid supplies. Establish contact with St John, NZ Red Cross or local medical centre (in accordance with local arrangements). Check first aid staff are trained in administering first aid (e.g. certified by St John or Red Cross). Ensure sufficient number of trained staff are available.

Ongoing The following are the recommended ongoing tasks to be completed by the First Aid Team Leader in the welfare centre.

Task  Liaise with St John, NZ Red Cross or local medical centre for medical support (in accordance with local arrangements). Check patients and provide basic first aid treatment. Make patients comfortable. Liaise with any ambulance or medical staff on site to treat or transfer patients to a medical facility. Keep first aid treatment records e.g. a log of patient details, treatment administered, referral, attendance by doctor etc. Brief incoming shift.

Termination The following are the recommended termination tasks to be completed by the First Aid Team Leader in the welfare centre.

First aid, Continued

Equipment The following equipment is recommended for the first aid section.

Equipment Number CDEM jerkins, or similar 1 per staff First aid kits and supplies (including disposable gloves) As required First aid record log As required Beds, stretchers, tables and chairs As required Signage As required Screens/partitions/curtains As required Stationery items As required 23

Animal welfare

Purpose The purpose of the animal welfare section is to establish a temporary shelter and coordinate emergency animal welfare for companion animals. This checklist outlines the recommended activation, ongoing and termination tasks for the Animal Welfare Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Animal Welfare Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Liaise with Welfare Centre Supervisor/Deputy on layout of facility. Contact the SPCA, veterinary clinics, boarding facilities, the territorial authority animal control officer, animal response team or other agency (in accordance with local arrangements for companion animal welfare in emergencies). Ensure that an animal needs assessment/analysis of the local area is undertaken. Allocate a clean, secure area to temporarily shelter companion animals, separate from the main welfare centre but easily accessible by pet owners. An indoor area for smaller pets and an outdoor area for accommodating dogs and other large pets may be required. Erect animal shelter signage. Ensure sources of water, sanitation and lighting are readily available. Check animal welfare staff numbers, coordinate and train spontaneous volunteers to assist if required. Set up a companion animal emergency registration desk.

Ongoing The following are the recommended ongoing tasks to be completed by the Animal Welfare Team Leader in the welfare centre.

Task  Liaise with animal response teams for estimated numbers of animals potentially requiring temporary shelter, and their condition. Liaise with animal welfare agencies regarding pet supplies and animal supervision (in accordance with local arrangements). Liaise with local veterinary clinics for the provision of veterinary services (in accordance with local arrangements). Facilitate the registration of all companion animals arriving at the shelter. Facilitate the identification of all companion animals by applying identification tags/collars.

Animal welfare, Continued

Task  Advise companion animal owners to also sign:  an agreement form (or clause) for veterinary treatment should their companion animal require treatment while at the shelter, and  a waiver form (or clause) for any injuries or illness acquired by their companion animal, during admission to/while at the shelter. Advise companion animal owners that they may accompany their pets in the shelter. Maintain detailed document management of all companion animal information generated at the shelter (i.e. registration, identification etc.). Oversee observation record keeping for all companion animals in the shelter. Brief incoming shift. Coordinate the transport of companion animals to off-site boarding facilities as required. Update animal registration details (with new location). Communicate regularly with animal response teams regarding animal needs assessment/analysis of the local area and other pertinent information. Liaise with Public Information Team Leader/Welfare Centre Supervisor/Deputy for information pertinent to animal welfare.

Termination The following are the recommended termination tasks to be completed by the Animal Welfare Team Leader in the welfare centre.

Task  Coordinate the transport of unclaimed companion animals to an alternative shelter (in accordance with local arrangements). Collate all documentation for the Welfare Centre Supervisor/Deputy. Pack away/return all equipment. Ensure area is clean and tidy.

Animal welfare, Continued

Equipment The following equipment is recommended for the animal welfare section. Some equipment listed may be provided by the SPCA, veterinary clinics, boarding facilities, the territorial authority animal control office, animal response team or other agency, in accordance with local arrangements for companion animal welfare in emergencies.

Equipment Number CDEM jerkins, or similar 1 per staff Companion animal emergency registration forms, treatment As required agreement and waiver documentation Identification tags/collars As required Signage As required Water and containers/bowls As required Pet food and feeding bowls As required Barrier tape/screens/partitions/fencing/cages/chains As required Blankets, bedding As required Pet litter, newspaper, rubbish bags, disposable gloves As required Leashes, collars, muzzles As required Torches and batteries As required Stationery items As required

Additional  Companion animals accommodated in a temporary shelter at a welfare comments centre remain the responsibility of their owners.  Companion animal owners are to be advised that pets cannot stay inside the welfare centre due to the consideration and general comfort of other evacuees e.g. noise, hygiene, containment, safety, allergies, or children’s fears.  Service animals (e.g. Guide Dogs) are an exception may remain with their owners in the welfare centre.  It is not envisaged that companion animals are accommodated for very long in a temporary shelter at a welfare centre; rather that animals will be transferred to alternative boarding facilities as soon as possible.  Local animal control officers, animal response teams, the SPCA or boarding kennels may be able to assist with companion animal accommodation and transport.  A debrief session with all animal response personnel involved with animal welfare during the emergency is very important. This should be conducted as soon as possible following the event and could be facilitated by the Local Welfare Manager at the EOC. 26

Communications

Purpose The purpose of the communications section is to establish and maintain communication between a welfare centre and EOC. This checklist outlines the recommended activation, ongoing and termination tasks for the Communications Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Communications Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Liaise with Welfare Centre Supervisor/Deputy on layout of facility. Determine all means of communication available, set up and test all equipment (e.g. send fax to the EOC and request a reply by fax). Establish communications with the EOC via all available methods. Set up the communications area with adequate stationery supplies including standard approved message forms and communications logs. Ensure adequate number of staff to cover all methods of communication. Ensure staff are familiar with the equipment and conduct basic training if necessary.

Ongoing The following are the recommended ongoing tasks to be completed by the Communications Team Leader in the welfare centre.

Task  Establish a message management system, logging and filing all incoming and outgoing messages. Maintain a central communications log, numbering all messages, noting date, time and method of communication used. Prioritise messages as either “Routine” or “Urgent”. Monitor staff use of equipment and give basic training if required. Record all inoming messages on a standard approved message form. Pass all incoming messages to the Communications Team Leader as soon as possible. Ensure all outgoing messages have been authorised by the Welfare Centre Supervisor. Instruct staff on use and maintenance of handheld radios:  ensure fully charged at the start of the operation  recharge every 4 hours (by rotation), and  distribute handheld radios to sections within the welfare centre. Brief incoming shift. Keep Welfare Centre Supervisor/Deputy informed of any communication issues. Ensure that adequate supplies of communications logs, message forms etc. are available and distributed to communications staff. 27

Communications, Continued

Termination The following are the recommended termination tasks to be completed by the Communications Team Leader in the welfare centre.

Equipment The following equipment is recommended for the communications section.

Equipment Number CDEM jerkins, or similar 1 per staff Signage As required Communications equipment e.g. telephones, radios, laptops As required Communications logs, standard approved message forms As required Portable generator and fuel (petrol or diesel) As required Stationery items As required

Instructions The following are some basic instructions which may be used when for radio use operating a radio in the welfare centre.

Step Action 1 Switch radio on by turning “Volume” knob in a clockwise direction (radio lights and beeps). 2 Select operating channel by pressing up/down arrow buttons located on the left hand side of the radio (or if using a handheld radio, the knob labelled “Ch”. 3 Before transmitting listen for “traffic” or persons using the channel. 4 To transmit a message, hold the microphone about 5cm from your mouth, press the switch on the left side of the microphone and talk into it using normal speech. Release the microphone switch to listen. 5 Ensure that calls to your station are answered promptly. 6 Log all calls received (incoming) and transmitted (outgoing) in the radio communications log. 7 Record all incoming/outgoing messages on a standard approved message form.

Additional  Electronic documentation systems may replace or supplement hardcopy comments systems.  Portable generators may be required as primary or backup power to the centre as a whole as well as to power communications equipment.  Portable generators must be located appropriately so that welfare centre staff and evacuees are not exposed to engine fumes or noise.  The channels available for use will depend on the territorial authority’s local arrangements. As a general rule there will be: - a main CDEM operating channel - an alternate channel if main channel is overloaded - a welfare team operations channel, and - a CDEM rescue team operations channel.  When using the CDEM radio communications network the call sign to identify your station is the name of the welfare centre. 29

Volunteer coordination

Purpose The purpose of the volunteer coordination section is to coordinate all trained and spontaneous volunteers who report to a welfare centre. This checklist outlines the recommended activation, ongoing and termination tasks for the Volunteer Coordination Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Volunteer Coordination Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Liaise with Welfare Centre Supervisor/Deputy on layout of facility. Set up a volunteer registration desk beyond the main registration area.

Ongoing The following are the recommended ongoing tasks to be completed by the Volunteer Coordination Team Leader in the welfare centre.

Task  Ensure all spontaneous volunteers complete a Volunteer Registration Form. Interview spontaneous volunteers, and decide on the role they can fill. If the volunteer accepts the role, introduce and hand them over to the section team leader. Ensure spontaneous volunteer management protocols are followed. If unsure about any potential volunteers politely tell them that no positions are currently required but their information will be kept on file if future need arises. Record the role, time and date that the duties commenced on the Volunteer Registration Form. Brief incoming shift. Maintain regular liaison with the Welfare Centre Supervisor/Deputy regarding priorities of roles to be filled.

Termination The following are the recommended termination tasks to be completed by the Volunteer Coordination Team Leader in the welfare centre.

Task  Thank all volunteers for their assistance and stand them down. Keep a copy of all Volunteer Registration Forms to enable a record to be made of individual volunteer’s service. Collate all documentation for the Welfare Centre Supervisor/Deputy. Ensure area is clean and tidy. Arrange for appropriate letter of appreciation to be sent to all volunteers from the local Emergency Management Office. Offer volunteers an opportunity to become members of the local welfare team, as appropriate. 30

Equipment The following equipment is recommended for the volunteer coordination section.

Equipment Number CDEM jerkins, or similar 1 per staff Table and chairs As required Signage As required Volunteer Registration Forms As required Stationery items As required 31

Security

Purpose The purpose of the security section is to ensure the safety of all welfare centre occupants. This checklist outlines the recommended activation, ongoing and termination tasks for the Security Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Security Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Advise Welfare Centre Supervisor/Deputy on layout of facility including identifying the entrance and exits. Erect signage and secure all other external doors. Arrange traffic control. Liaise with Welfare Centre Supervisor/Deputy on appointment of Fire Warden from security staff. Brief Fire Warden with following duties:  responsible for evacuation of the centre  identify and maintain clear access to all exits and assembly points  ensure welfare centre staff are aware of exits and assembly points  locate and check fire alarms, extinguishers, hoses and any other relevant equipment.

Ongoing The following are the recommended ongoing tasks to be completed by the Security Team Leader in the welfare centre.

Task  Secure entry and exit: one security person to be on duty at the entrance and exit door/s at all times. Provide security to outside area. Coordinate cark park attendants to direct traffic and monitor the security of vehicles in the car parking area. Provide personal security for evacuees if required. Ensure there is ample space in reception and comfort areas. Direct new arrivals to the reception area. Give general information to new arrivals as to location of facilities/services etc. in the welfare centre. Develop procedures to grant visitors access to the welfare centre (in conjunction with the Welfare Centre Supervisor). Brief incoming shift. Request professional help if required (this may include territorial authority parking wardens).

Security, Continued

Termination The following are the recommended termination tasks to be completed by the Security Team Leader in the welfare centre.

Task  Report to the Welfare Centre Supervisor/Deputy.

Equipment The following equipment is recommended for the security section.

Equipment Number CDEM jerkins or similar, clearly marked “Security” to be 1 per staff worn by security staff at all times. Signage As required Hand-held radios (may be useful at a large welfare centre) 1 per staff Loud hailer (may also be useful). 1 33

Entertainment

Purpose The purpose of the entertainment section is to alleviate tension and boredom for occupants of a welfare centre by providing entertainment. This checklist outlines the recommended activation, ongoing and termination tasks for the Entertainment Team Leader in a welfare centre.

Activation The following are the recommended activation tasks to be completed by the Entertainment Team Leader in the welfare centre.

Task  Report to designated welfare centre and attend briefing. Liaise with Welfare Centre Supervisor/Deputy on layout of facility. Check entertainment staff numbers, coordinate and train spontaneous volunteers to assist if required. Locate and utilise existing facilities within the welfare centre e.g. library, gym, video equipment, sports equipment (indoor and outdoor), art supplies. Erect signage for entertainment areas, e.g. video room, TV room, library etc.

Ongoing The following are the recommended ongoing tasks to be completed by the Entertainment Team Leader in the welfare centre.

Task  Arrange children’s activities for all ages using equipment available. Arrange for activities or resources for adults where required. Monitor equipment and activities to ensure safe and appropriate use. Report any issues to Welfare Centre Supervisor as appropriate. Arrange the supply of entertainment resources, e.g. games, videos, books etc. Brief incoming shift.

Termination The following are the recommended termination tasks to be completed by the Entertainment Team Leader in the welfare centre.

Entertainment, Continued

Equipment The following equipment is recommended for the entertainment section.

Equipment Number CDEM jerkins or similar 1 per staff Signage As required TV, DVDs/videos and players (suitable for family viewing) As required Paper and coloured pencils etc. As required Board games As required Soft toys As required Books, magazines, picture books As required Packs of cards As required Balls, frisbees, outdoor games As required Stationery items As required