Mass Care & Sheltering Tabletop Exercise

Mass Care & ShelteringTabletop ExerciseJuly 23, 2013

Opening, Introductions,& Overview

Welcome: Sign In Sign In Lunch Ordered?– Forms Needed ASAP– 10/per person Tabletop Exercise – Materials Folder

Housekeeping Restrooms Silence cell phones Emergencies Breaks

Introductions Bay Area UASI Facilitators Participants

tionWelcome and Opening RemarksIntroductionsExercise OverviewModule 1: Comprehensive Plan ReviewBreakModule 1: Comprehensive Plan Review (cont.)Lunch BreakModule 2: Tabletop Discussion1315Objective 1- Discussion 45 minutesModule 2: Tabletop Discussion13451400Objective 2- Discussion 30 minutesBreakModule 2: Tabletop Discussion143014551500Objective 3- Discussion 30 minutesHot WashNext StepsClosing Comments

Situation Manual

Exercise Scope This is a six-hour, discussion-basedexercise The tabletop exercise follows theHomeland Security Exercise andEvaluation Program (HSEEP)methodology and documentation

Exercise PurposeTo review and vet the relationship of theRCPGP Regional Catastrophic EarthquakeMass Care and Sheltering Plan to theFederal, State, and local plans that addresscatastrophic mass care response.

Exercise Guidelines This exercise will be held in an open, low-stress, no-faultenvironment. Varying viewpoints, even disagreements,are expected. Respond to the scenario using your knowledge of currentplans and capabilities (i.e., you may use only existingassets) and insights derived from your training. Decisions are not precedent setting and may not reflectyour organization’s final position on a given issue. Thisexercise is an opportunity to discuss and present multipleoptions and possible solutions. Issue identification is not as valuable as suggestions andrecommended actions that could response efforts.Problem-solving efforts should be the focus.

Mission Areas Response RecoveryCore Capabilities Mass Care ServicesSituational AssessmentIntelligence and Information Sharing

Overarching ExerciseObjectives Review the Plan to vet and align Federal,State, and local government Roles & Responsibilities Notification & Activation Procedures

Overarching Objectives, cont. Discuss critical elementsidentified during GoldenGuardian 2013* Identify gaps, developrecommendations for adoption ofRCPGP Plans as Annexes to RECPand local EOPs

Objectives of this Exercise Review the roles and responsibilities ofcritical agencies and organizationsidentified in Mass Care and Sheltering Identify the sources of informationnecessary to build and maintainsituational awareness across vertical andhorizontal response levels during the first72 hours after the event

Objectives of this Exercise, cont. Review the effectiveness of informationsharing between entities at various levelsof government

Module 1:Comprehensive Plan Review

Plan Relationships

National Response Framework(2008) and (2013) Guidance for national response to all types ofdisasters and emergencies Built on NIMS to be scalable, flexible, and adaptable “Whole Community” preparedness conceptincorporated into 2013 version One of five preparedness mission area frameworks:Prevention, Protection, Mitigation, Response, andRecovery

Emergency Support Function (ESF) Annexes 15 annexes to the NRF that describe the capabilitiesof federal departments and agencies and othernational-level assets by function Annexes define primary and supporting federalorganizations and responsibilities

ESF #6– Mass Care, Emergency Assistance,Housing and Human Assistance Defines and programs implemented to assistindividuals and households affected by potential oractual disaster incidents Includes four functions: Mass Care, EmergencyAssistance, Housing, and Human Assistance ESF #6 Coordinator/Primary Agency is DHS/FEMA

State of California Emergency Plan (SEP)[2009] Provides overall framework for state, federal, local,and tribal governments, and the private sector towork together to mitigate against, prepare for,respond to, and recover from the effects ofemergencies and disasters Conforms to requirements of Emergency ServicesAct, SEMS, NIMS, and the NRF

California Emergency Function (EF)Annexes (2013) SEP establishes 18 CA-EFs and lead agencies for each Each CA-EF represents an alliance of public andprivate sector stakeholders who possess commoninterests and share responsibilities for emergencymanagement functions Intended to operate across the five mission areas:Prevention, Protection, Mitigation, Response, andRecovery

CA-EF 6– Mass Care and Shelter (2013) Mission: Stakeholders will provide coordination,collaboration, and resource identification for mass care andshelter to support the state’s capabilities to minimize thehumanitarian impact of disasters and other emergenciesthrough all four phases of emergency management Annex describes the coordination of actions to assistresponsible jurisdictions to meet the needs, including masscare, emergency assistance, and human services, of thoseaffected during or after an emergency or disaster California Health and Human Services Agency acts as the LeadAgency and the California Department of Social Services is theLead Department

CA-EF 6– Mass Care and Shelter (2013) Members of CA-EF 6 have specific statutory andregulatory authorities governing their activities, andthese authorities will not be superseded by theannex Annex is consistent with ICS practices, SEMS, NIMS,NRF, National Disaster Recovery Framework, andmemoranda of understanding between the ARC andCal OES, FEMA, and CDSS Defines an operational framework that integrateswith the CDSS DOC, REOC, SOC, and JFO

CA-EF 6– Mass Care and Shelter (2013) Uses a task force structure for planning andpreparedness and operational purposes Task forces established for:––––––Mass EvacuationDistribution of Emergency SuppliesAccess and Functional NeedsService Animals and Household PetsShelteringReunification

California Catastrophic Incident Base Plan:Concept of Operations (CONOP) [2008] Establishes a concept of operations for the jointfederal-state response to, and recovery from acatastrophic incident in California Identifies the joint state/federal organization andoperational framework that supports affectedOperational Areas and local governments in theincident area

San Francisco Bay Area EarthquakeReadiness Response: Concept ofOperations Plan (2008) Referred to as the CONPLAN Describes the joint response of the state and federalgovernments to a M 7.9 earthquake on the SanAndreas Fault in the Bay Area Does not describe the specific response efforts ofthese entities, but it does describe the resources thatwill be deployed by the federal government

CONPLAN Annex C-Tab 8, Mass Care Defines general roles and responsibilities,assumptions, a concept of operations, and responsetimeline of activities related to mass care Includes Course of Actions (COAs) which are thegeneral state and federal alternative actions that willbe taken to support local response operations Regional Catastrophic Earthquake Mass Care andSheltering Plan offers an expanded care andsheltering plan using the same scenario

Regional Emergency Coordination Plan(RECP) [2007] Provides an all-hazards framework for collaboration amongresponsible entities and coordination during events that affectthe Bay Area region Defines procedures for regional coordination, collaboration,decision-making, and resource sharing among emergencyresponse agencies in the Bay Area region within theframework of the Standardized Emergency ManagementSystem (SEMS) Describes the formation of a Regional Coordination Group(RCG) among the Cal OES Coastal Regional EmergencyOperations Center (REOC) and the Operational Area (OA) leadagencies for the Bay Area counties

RCG– General Description May be convened by REOC Director to provideguidance on decisions the allocation of resourcesand coordination of response activities Consists of relevant Branch Coordinators of the REOCOperations Section, Operations Section Chief, REOCDirector, Operational Area representatives, and SMEs Meetings held by conference call orvideoconferencing

RCG– Purpose Allows the REOC Director to initiate a dialogue withOperational Area EOC Directors Gives Operational Areas opportunity to provide inputfor important decisions Focuses on allocation of resources and decisions key,unmet Operational Area priorities and provides adiscussion forum for these issues Intended to address specific local governmentpriorities and resource gaps

RCG-- Calls Usually at the initiation of response operations toestablish contact with Op Area EOC Directors When necessary to focus on a specific topic When situation dictates regular contact between theREOC Director and Op Area EOC Directors When one or more Op Area EOC Directors requeststhat the group be convened, but subject to approvalby REOC Director or designee

RECP Subsidiary Plans Support the RECP Base Plan by providing functionspecific frameworks for coordination among theCoastal Region REOC, Coastal Region OperationalAreas, and the State Operations Center Provide an overview of the roles and responsibilitiesof agencies responsible for specific functionalactivities and specific guidance for the REOC in theevent of a regional emergency

RECP Care and Shelter Subsidiary Plan(2008) Provides an overview of the roles and responsibilitiesof each of the agencies responsible for mass care andshelter operations and how government agenciesand private sector organizations coordinate toprovide services to survivors after the occurrence ofan incident Creates a framework for regional coordination tosupport efforts by affected Operational Areas andlocal governments to care for and shelter survivorsafter any disaster

Regional Catastrophic Earthquake MassCare and Sheltering Plan (2011) Provides a concept of operation for the SF Bay Areafor the care and sheltering of individuals, includingthose with disabilities or other access and functionalneeds, displaced by a catastrophic earthquake Includes details for sheltering, feeding, basic medicalcare, bulk distribution, and tracking affectedpopulations Identifies roles and responsibilities, time-basedobjectives, and a response timeline

Operational Area Catastrophic Earthquake MassCare and Sheltering Plans (2011) Provides guidance for mass care and sheltering operationsoccurring within an Operational Area after a catastrophicearthquake Developed under the Regional Catastrophic PreparednessGrant Program as part of the same effort that developed theRegional Catastrophic Earthquake Mass Care and ShelteringPlan Consistent with the Regional Catastrophic Mass Care andSheltering Plan Owned and maintained by the OAs and are annexes to theirEmergency Operations Plan (EOPs)

Core City Catastrophic Earthquake Mass Careand Sheltering Plans (2011) Developed for the cities of Oakland and San Jose Special attention was given to the planning effort of Alamedaand Santa Clara counties to promote consistency across thoseplans Owned and maintained by the cities and are annexes to theirEOPs

BREAK – 15 Minutes

RCPGPMass Care and Sheltering Plan

RCPGP Regional Plan Overview Scenario and AssumptionsRoles and ResponsibilitiesCoordinationOperations

Regional Plan OverviewScenarioCatastrophic EQ: 7.9, San Andreas Fault Displaced households: 404,300People seeking shelter: 331,400Shelter capacity (pre-event): 250,700Shelter shortfall: 80,700(For more scenario assumptions, see pages 9-12 in the exercisemanual)

Estimated Number of People SeekingShelter, by County and Core CityCounty/City2009PopulationDisplaced HouseholdsDisplaced 7,300Contra 03,5009,3002,40058,000300900300San Francisco845,600116,800315,30064,500San Mateo745,90041,700112,60026,000Santa Clara1,857,60097,300262,60064,700Santa ,600San BenitoSonomaRegional 1,600260,10071,300Homeless/VisitorsRegional Total Seeking Shelter331,400425,00036,10097,500San Jose1,006,70052,900142,80039,900City totals1,431,70099,000329,30069,900Oakland(From pg. 10 in the Manual)29,000

Regional Plan OverviewRoles & ResponsibilitiesLocal: EOC, Care & Shelter BranchOperational Area: EOC, Care & Shelter Branch