Revised Homeless Winter Weather Plan- Draft

Transcription

1 Homeless Winter Weather Response Plan (Draft) Revised Plan for winter Sonoma County Community Development Commission Sonoma County Housing Authority 1440 Guerneville Road, Santa Rosa, CA Draft: September 4, Page

2 Contents Introduction... 3 The Need... 3 Strategic Overview... 4 Code Blue Activities... 4 Weather Monitoring Strategies... 5 Threshold Triggers... 5 Emergency Preparedness and Response... 6 Eligibility for Expanded Homeless Shelter Services... 7 Analysis and Reporting... 8 Data Collection... 8 Funding and Reimbursement... 8 Press Release... 8 Social Media... 9 Text Alerts... 9 Volunteerism... 9 In Kind Donations... 9 Appendices Appendix 1: Key Partners / Organizational Roles Appendix 2: Summary of Cold Weather Expansion Appendix 3: Emergency Preparedness Phases of Activation Appendix 4: Press Release Commencement Appendix 5: Press Release Conclusion Appendix 6: Catholic Charities Mobile Warming Stations Agreement Appendix 7: Weather Tracking Spreadsheet Appendix 8: Data Collection and Cost Reporting Spreadsheet Page

3 Introduction This updated Sonoma County Homelessness Winter Weather Response Plan (Winter Weather Plan) is designed for implementation in winter Using a county-wide, multi-agency, multi-disciplinary approach, this plan will expand services and outreach to minimize illness and death among unsheltered homeless persons during extremes of winter weather. Events guided by this approach occur during defined weather conditions and are called "Code Blue. During Code Blue events, homeless shelter capacity and supplementary services will be expanded to address the needs of the unsheltered population. This Winter Weather Plan revision builds on the initial plan presented to the Sonoma County Board of Supervisors in November That plan declared itself a living document to be revised through the experience of successive winter mobilizations. This revision was initiated through review of two December 2014 Code Blue events; it was drafted by a committee of homeless service and County departmental staff with an eye to improving communications, clarifying responsibilities, and reaching agreement on procedures to initiate Code Blue events. Participating agencies are identified in Appendix 1: Key Partners/Organizational Roles. Increased shelter capacity during Code Blue is described in Appendix 2: Summary of Cold Weather Expansion. In addition to building on the previous plan, this document builds on experiences during a flood event in December 2014 that led to new relationships with Sonoma County's Emergency Services personnel. Thus this revision also links homeless winter weather response to the Sonoma County Emergency Operations Plan. Actions taken during each phase of emergency activation are outlined in Appendix 3: Emergency Preparedness. Lastly, this plan builds upon the implementation of a single, coordinated pathway into homeless services that opened in February Although Sonoma County's Coordinated Intake system is still in a beta test phase, it utilizes an evidence-based screening tool that helps providers to identify and prioritize persons who are at most risk of dying outside in extreme weather. The Coordinated Intake effort aims to connect unsheltered persons with housing as quickly as possible, and plays a critical role in a revitalized outreach and engagement effort. The Need Hypothermia occurs when a person s core body temperature falls below 95 degrees. According to the National Healthcare for the Homeless Council, people living outside experience 3-6 times the risk of hypothermia than housed people do, due to rain, wind, and cold temperatures. Use of alcohol, nicotine, and narcotics commonly increase the threat of hypothermia and other life threatening illness. In Sonoma County, winter temperatures regularly drop to around freezing in the early morning hours. Efficient design and timely service delivery are important to mitigating health risks. 3 Page

4 A wide range of agencies provide direct and indirect support to Sonoma County's homeless population. County social services, volunteer, faith based and nonprofit organizations offer valuable outreach to unsheltered persons. Ancillary support services are provided by police, health services, public safety, and medical providers. Strategic and coordinated service delivery is necessary to support vulnerable persons who need to get inside. Increased numbers of homeless persons seek shelter during winter storms, however, some may not have access to weather reports, and may be unaware of the health risks they face. This plan attempts to mitigate risk by connecting unsheltered individuals with coordinated service and housing opportunities. Code Blue Activities Post event analysis Deactivat ion activities begin November 1 March 31; ongoing weather monitorin Threshold triggers predicted Code Blue Action Cycle Threshold triggers met for Code Blue conclude Strategic Overview Code Blue events will be initiated by an Ad Hoc Committee led by the Sonoma County Community Development Commission (CDC). This group will be comprised of nonprofit service providers and Sonoma County department staff including the Public Health Officer. The committee will determine the appropriate start, duration, and conclusion of Code Blue events. This group will also review Code Blue effectiveness. For efficiency, this committee will convene virtually when planning a Code Blue event. Threshold triggers are met; Code Blue event Preactivation activities begin A Code Blue event is a countywide action taking place at all shelter locations. The primary activity conducted during Code Blue is an increase in the numbers of homeless shelter beds available. In addition, warming stations will provide relief from cold weather. Homeless services providers are not required to exceed standard operational activities beyond the expanded services defined in this Also, agencies retain full discretion to expand services in their local communities as they deem necessary. Expanded services during Code Blue are voluntary activities of the participating organizations. Additional weather related services provided outside of official Code Blue periods will be considered independent from this plan. 4 Page

5 Shelter and organizational offerings during Code Blue are outlined in Appendix 1: Key Partners/Organizational Roles. Year round and seasonal shelter capacity is outlined in Appendix 2: Summary of Winter Weather Expansions. Weather Monitoring Strategies Partners in this plan have agreed to use the National Weather Service (NWS), ( and Nevada California River Forecast Center (NCRFC) ( to monitor weather conditions. Sonoma County will be responsible for ongoing weather monitoring to ensure partners are aware of potential weather triggers. The 10-day forecasts will be tracked using the tool in Appendix 7: Weather Tracking Spreadsheet. Average overnight low temperatures are calculated based on nighttime temperatures in locations where homeless shelters operate. Wet weather conditions are determined by rainfall amounts, duration, and river levels in relation to flood stage. Thresholds for wet weather events are determined based on a combination of objective and subjective factors. Objective factors are concrete threshold triggers described in the following section. Subjective factors are extraordinary circumstances which are impactful to the unsheltered but not captured by other measures. Threshold Triggers Threshold triggers will be tracked and monitored between November 1 and March 31 of any year. When weather predictions warrant, Sonoma County will alert the designated SCCDC lead staff, who will convene the Ad Hoc committee. If the group determines that conditions justify pre-activation, organizational participants will be notified. The Ad Hoc committee will convene thereafter to oversee preparation activities for the commencement of Code Blue. When Code Blue events begin, participating organizations will be notified and press releases will be distributed. During Code Blue, Sonoma County will monitor conditions to observe when conditions predict a conclusion. Threshold triggers for the conclusion of Code Blue will use similar strategies as described in commencement. The 2014 Homeless Winter Weather Response Plan established seasonal thresholds for expanding homeless shelter capacity and possible Code Blue events. This seasonal timeframe is between November 1 and March 31 of any year. Threshold conditions will be monitored during this timeframe to predict the need for Code Blue events. Code Blue events are triggered when; Temperatures drop below an average nighttime low of 38 degrees, and Conditions are projected for a minimum of 4 days, and/or Significant rainfall causes difficulty for unsheltered individuals to remain dry and/or An analysis of subjective factors related to winter weather indicates circumstances warrant action 5 Page

6 Code Blue events conclude when; Weather conditions are projected to subside for at least two consecutive 24-hour periods. Emergency Preparedness and Response In updating this Winter Weather Plan, we have aimed to clarify the relationship between Code Blue events and larger emergency response efforts in Sonoma County. (A fuller description of this relationship is contained in Appendix 3.) As a Cold/Freeze Alert Activation, Code Blue events fit into Phase 2 of four phase of activation in Sonoma County's emergency response plan. General actions taken during the four activation phases are outlined in the table below. Phase 1 (Pre-Activation) and Phase 2 (Code Blue) responses will be carried out in consultation and coordination with the Sonoma County Community Development Commission. Phase 3 responses are implemented by Emergency Services and supersede this Winter Weather Plan. Phase 1 Phase 2 Phase 3 Phase 4 Pre-Activation Code Blue Operational Area Emergency response Deactivation (Threshold Triggers anticipated) (Threshold Triggers Met) (Severe Risk to General and Vulnerable Populations) (Conditions Subside) Initial notification of key stakeholders about potential Phase 2 action. Verification of use/availability of key facilities. Increased services for unsheltered persons during periods when Code Blue has been declared. Coordination with agencies increases in anticipation of activation of Phase 3 or Phase 4. Similar response as Phase 2 plus: Urgent and comprehensive actions to complement and support local actions during severe cold/freeze conditions. Deactivation occurs when conditions no longer pose threat or when directed by Emergency Services: Volunteers dismissed Updating/validating notification processes. Volunteer activation Requests for mutual aid and state assistance can be expected. Reporting of data by providers into HMIS, Coordinated Intake, and on incurred costs Preparing to initiate awareness campaigns. Homeless outreach efforts to inform unsheltered population Warming stations returned Orientation and training to plans and procedures. Cold Weather Hotline activated Shelters return to pre Phase 2 capacity Mobilizing warming centers. Activation of warming centers. Convening of the Code Blue Review Committee Preparation of press release Distribution of press release 6 Page

7 Eligibility for Expanded Homeless Shelter Services Individuals who meet the federal definition of "homeless" are eligible for services at homeless shelters. These criteria do not change during shelter capacity expansion under Code Blue. Eligibility requirements during Code Blue events are analogous to those used outside of cold weather expansion. The definition of homeless was described in the preamble of the US Department of Housing and Urban Development's 2011 Final Rule Defining Homeless : CRITERIA FOR DEFINING HOMELESSNESS - (Four Categories) 1. Individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning: a. Has a primary nighttime residence that is a public or private place not meant for human habitation b. is living in a publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal state and local government programs); or c. is exiting an institution where (s)he has resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution 2. Individual or family who will imminently lose their primary nighttime residence, provided that: a. Residence will be lost within 14 days of the date of application for homeless assistance; b. No subsequent residence has been identified; and c. The individual or family lacks the resources or support networks needed to obtain other permanent housing. 3. Unaccompanied youth under 25 years of age or families with children and youth who do not otherwise qualify as homeless under this definition, but who: a. Are defined as homeless under the other listed federal statutes: b. Have not had a lease, ownership interest, or occupancy agreement in permanent housing during the 60 days prior to the homeless assistance application; c. Have experienced persistent instability as measured by two moves or more during in the preceding 60 days; and d. Can be expected to continue in such status for an extended period of time due to special needs or barriers 4. Any individual or family who: a. Is fleeing, or is attempting to flee, domestic violence: b. Has no other residence; and c. Lacks the resources or support networks to obtain other permanent housing. 7 Page

8 Analysis and Reporting Data Collection Appendix 8; Data Collection and Cost Reporting Spreadsheet will be used to track and report on services provided. Unless prohibited, homeless service providers are also required to collect client information which is input into Sonoma County's mandated Homeless Management Information System (HMIS). HMIS data collected during Code Blue will be used to understand bed utilization and program needs. Information collected via spreadsheet and HMIS can also be used to guide future updates of this Plan. Information will be collected on the fiscal and programmatic impact of Code Blue events to help improve strategies. Service providers are asked to report on data points relating to the impact of expanding services. These items will include bed utilization, costs, supplemental offerings, and identified unmet needs. Funding and Reimbursement The discussions that led to the drafting of this plan update led to a potential funding opportunity through Sonoma County Rotary Clubs, which are discussing establishing a reimbursement fund for Code Blue events. Through this fund participating organizations could submit reimbursement requests for eligible costs incurred during Code Blue. Whether this fund will be able to reimburse all requests or not, reporting expenses will make it possible to seek additional funding opportunities. HMIS data, and reimbursable and non-reimbursable costs are be submitted two weeks after the conclusion of each Code Blue event. The Data Collection and Cost Reporting Spreadsheet in Appendix 6 will be used to track and report on Code Blue costs. Media Campaign The Sonoma County and SCCDC websites will provide information about services, volunteerism, and donation needs during Code Blue. Organizational websites can also link to current information and press releases, information on donations and volunteerism. Participating organizations are also asked to link to information posted on County websites via social media and organizational websites. Participating organizations should post information to website and social media to support the marketing of events. Press Release A sample press release for start of a Code Blue event is found in Appendix 4. This press release will be prepared and edited by the Ad Hoc committee during pre-activation planning activities. The Sonoma County Public Information Officer will publish the initial press release immediately prior to Code Blue commencement. A sample press release for end of Code Blue is found in Appendix 5. The preparation and editing process for conclusion press releases will occur via the Ad Hoc Committee. The Public Information Officer 8 Page

9 will publish the press release immediately prior to conclusion of the Code Blue event. Press releases should be distributed to local newspapers, radio stations, and publicly posted on bulletin boards. Social Media Social media can inform the public of the need for volunteers, donations, and of increased services. Facebook and Twitter accounts will dedicated to informing the public information dissemination of Code Blue activities. Participating organizations can also link to their social media sites though links and use of hashtags. Text Alerts Efforts to Outcomes (ETO) is a software package used for the HMIS and Coordinated Intake systems. ETO Engage is a program feature which can send text, , or landline alerts homeless individuals. This strategy can help to inform the target population of unsheltered individuals about Code Blue events. Unsheltered individuals with phone numbers on file can receive text messages alerting them of coming extreme weather and Code Blue services, including shelter expansions. EtO Engage is a new product offering and its effectiveness will be reviewed in relation to Code Blue during post event reviews. Volunteerism Expanded service capacity and hours of operation at shelters throughout Sonoma County raises the need for volunteers. Volunteers will be recruited and registered through the Volunteer Center of Sonoma County (VCSC). Sonoma County 211 will be a point of contact for prospective volunteers, providing referrals to participating organizations. Recruitment will also include support of other local organizations such as; Volunteer Organizations Active in Disaster (VOAD), Tzu Chi Foundation, and Disaster Preparedness for Vulnerable Populations (DP4VP). Volunteers will be trained by service providers at sheltering sites to support expanded homeless shelter and warming station operations. Social media will be used to recruit and retain volunteers. Volunteer attendance and emergent needs of shelter providers will be tracked. The effort to recruit volunteers through the Volunteer Center is a new strategy to the Winter Weather Plan. The effectiveness of this effort will be reviewed during post event review. In Kind Donations The Sonoma County Task Force for the Homeless will collect and distribute donations through its Winter Warmth Distribution program. The program collects donated items intended for distribution to homeless people living unsheltered and those who must spend the bulk of the day out in the weather. Agencies serving homeless people countywide are welcome to pick up donated items to distribute. 9 Page

10 Due to capacity issues, individuals are not able to receive donations directly. Items sought for donation will focus on heavy and lightweight jackets, outdoor vests, sweaters, sweatshirts, hats, scarves, new socks & underwear, sleeping bags, backpacks & blankets. For information on receiving or making donations please contact Fawn Moran, operations manager at (707) Page

11 Appendices Appendix 1: Key Partners / Organizational Roles Sonoma County Community Development Commission (CDC) County of Sonoma Fire & Emergency Services County of Sonoma Department of Health Services County of Sonoma General Services Sonoma County Administrators Office (CAO) Santa Rosa Police Department (SRPD) The Volunteer Center of Sonoma County Catholic Charities Diocese of Santa Rosa (CC) Community & Family Service Agency (CFSA) Committee on the Shelterless (COTS) Sonoma Overnight Support (SOS) Sonoma County Task Force for the Homeless Volunteer Organizations Active in Disaster (VOAD) Disaster Prep for Vulnerable Populations (DP4VP) Cloverdale Community outreach Committee - (Wallace House) Organizational Roles Administrative Support & Coordination Sonoma County Community Development Commission (SCCDC) The Sonoma County Community Development Commission has led the effort to revise the Homeless Winter Weather Response Plan. The Commission has organized the planning committee comprised of shelter providers and County departmental staff. The Commission will also lead future revisions of the Winter Weather Plan, and the execution of Code Blue activities. County Administrator's Office - Public Information Officer The commencement and conclusion press releases will be finalized by the Public Information Officer and released within 24 hours prior to the commencement of Code Blue. Volunteer Center of Sonoma County Volunteers will be recruited and placed with support of the Volunteer Center of Sonoma County (VCSC). Volunteers will be trained by service providers at sheltering sites to support homeless shelter operations. Volunteers will be asked to attend at least one training event during the summer months. Training will include site visits to familiarize event-based volunteers with various shelters and location-specific procedures. Sonoma County Call Center Sonoma County call center will field calls and inform callers of cold weather services available. If deemed necessary call center staff will refer callers to Catholic Charities Cold Weather Hotline (CWH) will record and monitor the volume of calls received related to cold and wet weather events will also record the number of referrals to the CWH. 11 Page

12 Sonoma County Task Force for the Homeless A countywide nonprofit coalition of service providers, advocates, religious congregations, civic organizations, businesses, and individuals working to end homelessness and to assist people who have lost their homes. The Task Force operates the Winter Warmth Distribution program which accepts and donates items to nonprofits serving homeless persons. Shelter and Service Providers Catholic Charities Dioceses of Santa Rosa (Santa Rosa) Sam Jones Hall: this homeless shelter facility has a 120 bed year round capacity. During cold and wet weather expansion, the shelter expand to an additional 50 bed capacity. Warming Stations: propane fueled warming stations are utilized during Code Blue events to provide warmth. Each station placement requires one volunteer staff member per shift. Catholic Charities owns four warming stations and can loan these items to program locations based on availability. See Appendix 4: Catholic Charities Mobile Warming Station Agreement. Cold Weather Hotline: this program is operated during the winter when the potential of Code Blue events may occur. The hotline will be operated 24 hours a day and will be staffed by Catholic Charities staff and/or volunteers. This program offers around the clock patrols and response services which provide cold and wet weather relief for homeless persons in Sonoma County. Individuals can call or community members can alert the program of people who are in need of support. The Catholic Charities Cold Weather Hotline number is Redwood Gospel Mission (Santa Rosa) RGM Men s Shelter: A 14-day, 40-bed overnight facility for men, open year round with a seasonal expansion through the Nomadic Shelter. Men seeking shelter may put in applications at 1:00p.m., with beds assigned on a first come first served basis at 8:00 p.m. The Rose Emergency Shelter for Women & Children: This facility houses up to 18 single women and three mothers with children for 30 days. Open year round, 24 hours per day, with a seasonal expansion through the Nomadic Shelter. Rose staff meet with women daily at th Street between 3:30 and 4:00pm for assessment and, based on availability, transport to The Rose. Call (707) for availability. No waiting list. 12 Page

13 Nomadic Shelter: Seasonal extension of the Redwood Gospel Mission s shelter ministries. Overnight shelter for up to 40 men, women, and children participating church facilities. Persons seeking shelter apply directly through the RGM Men s Shelter or The Rose at th Street; RGM staff will place them either in the standard RGM shelters or the Nomadic Shelter, based on availability. Guests assigned to the Nomadic Shelter will be transported to churches in the evening and transported back to the RGM in the Morning. Dinner is provided. Call (707) for more information. Sonoma Overnight Support (SOS) (Sonoma) The Haven: a 12 bed facility open year round which has an additional seasonal capacity of 4 beds. The year round and seasonal beds are intended for homeless individuals in the City of Sonoma. Sonoma Overnight Support will conduct local outreach to individuals during Code Blue events. Referrals will be accepted via telephoning The Haven s Shelter Director, Jeff Severson, directly at (707) A warming center will be available for individuals not utilizing inside beds. The Haven collaborates with local health centers to facilitate flu shots and to address immediate medical needs. SOS will also distribute cold weather gear as available, and provide resource information. Friends in Service Here (FISH) Sonoma Severe Weather Services (SSWS) collaborates with local faith based organizations to operate the Sonoma Severe Weather Shelter (SSWS) program. Since this continues as a pilot program, the 10 SSWS beds are specifically intended for homeless individuals within Sonoma Valley. The Sonoma Severe Weather Shelter is activated when 1) temperatures are forecast to be below 32 degrees or 2) when temperatures of 40 degrees or below is accompanied by rain. Committee on the Shelterless (COTS) (Petaluma) Mary Isaak Center Emergency Shelter: A 100 bed facility open year round, 24 hour per day with a seasonal expansion capacity during Code Blue events of an additional 30 beds. Service offerings during Code Blue events allow participants to have a bed for the night and to access day services between the hours of 7:00 and 1:00 pm. Day services include use of laundry facilities, bathroom and shower access, telephone access, and a lunch meal. Registered guests are invited to join the shelter residents for dinner service. Individuals using seasonal expansion program beds are subject to a behavior based program model and while participants are not required to submit to a drug or alcohol test, they cannot be displaying signs of obvious intoxication or be disruptive to the program or others participants at the facility. Participants are able to keep only what they need for the night on their person, all other belongings must be stored in a locked storage compartment until morning. Program registration: seasonal expansion bed registration begins at 4:00 p.m. and ends at 5:00pm in the Mary Isaak Center lobby. If Code Blue beds are still available after 5:00 p.m. COTS will notify and/or 13 Page

14 other service providers. Referrals are generally accepted on a first come first serve basis, while Petaluma Police are able to drop off individuals seeking shelter at any time and COTS program staff will assess the person s needs the following morning to ensure appropriate referrals are made. COTS has its own text alert system which is used to notify local homeless persons when additional beds are made available due to extreme weather. Community & Family Service Agency (CFSA); (Guerneville) Winter Seasonal Shelter: This is a winter homeless shelter operated between December 1 and March 31 at the Veterans Memorial Hall in Guerneville with a capacity up to 40 homeless individuals. Regular hours of operation occur between 5:00pm and 7:00am, seven days a week. During Code Blue events an additional 10 beds are made available for individuals or families. 14 Page

15 Appendix 2: Summary of Cold Weather Expansion Shelter Name/Contact Phone Year- Round Capacity Seasonal Expansion Weather-Driven expansions Santa Rosa Catholic Charities Sam Jones Hall, Family Support Center, beds & open between 8p-8a, first come first servenew ability to house families on an emergency basis in 20 beds, first come first served. Nightingale (respite, referrals from healthcare partners) 13 SAY Homeless Service Center (day services) Coffee House Teen Shelter, ; 24 Hr Stepping Stone (AB12 Youth program) Starting 12/26 overnight outdoor warming stations including at the County Center Safe Parking location; targeted street outreach 6 Drop-in services 9am-9pm for youth up to 24 7 Redwood Gospel Mission Men s Shelter, Rose Women s Shelter, Faith-Based Nomadic Shelter, RGM expanded winter capacity by transferring established clients to nomadic shelter as an option. Beds assigned at RGM discretion. The Living Room Women s Day Services, Open extended hours Community Action Partnership Sloan House (women s shelter) beds YWCA Safe House, Per conversation on 12/30/14 with Hotline personnel, Safe House is not considered a shelter, but specifically for women fleeing domestic violence. Total Winter Emergency Beds in Santa Rosa 575 beds ~40 beds Petaluma COTS Mary Isaak Center, additional beds available during Cold Weather Expansions Kids First House (under contract with FYC) Family Center (will be reopening with 38 beds, not available winter ) Total Winter Emergency Beds in Petaluma 145 beds Page

16 Guerneville Community & Family Service Agency Winter Seasonal Shelter, Total Winter Emergency Beds in Guerneville 60 beds 0 40 Extra 10 beds open, individuals may stay until 8am Sonoma Sonoma Overnight Support The Haven, Sonoma Severe Weather Shelter, Faith-based rotating shelter, planned but not yet triggered 0 10 Activated when; 1) temperatures are forecast to be below 32 degrees or 2) when temperatures of 40 degrees or below is accompanied by rain. Total Winter Emergency Beds in Sonoma 37 beds North County Cloverdale Wallace House, (hotel placement) North County Community Services Spare Room, (priority is families) 4 0 Total Winter Emergency Beds in North County 12 beds 11 0 TOTAL WINTER EMERGENCY BEDS COUNTY- WIDE BEDS 16 Page

17 Appendix 3: Emergency Preparedness Phases of Activation This plan fits into existing emergency response strategies which are delineated into four phases of activation. The Homeless Winter Weather Plan falls under Phase II of this emergency activation strategy in Sonoma County. Phase II response will be carried out in consultation and coordination with the Sonoma County Community Development Commission. Phase III and Phase IV are implemented by Emergency Services and supersede the Homeless Winter Weather Plan. The Director of Emergency Services can provide supplemental support during Phase II (Code Blue) events. Phase III efforts include actions complementary and supportive of local efforts during severe cold/freeze conditions. This plan follows best practices and processes identified by National and State Standardized Emergency Management Systems (SEMS). These strategies guide communication, mobilization of resources, and approval of requests. Strategies related to Incident Command System (ICS), and National Incident Management System (NIMS) are also used. These processes provide general support of local action during each of the four phases. Four Phases of Activation: 1) Phase I - Pre-activation (Mitigation & Readiness) a. Readiness occurs the off season months in order to prepare for and maintain an Operational Area increased readiness. Phase I actions include: i. Initial notification of key stakeholders. ii. Review existing plans, procedures, resources, and contact information. iii. Verify use/availability of key facilities. iv. Update/validate notification processes. v. Prepare to initiate awareness campaigns. vi. Orient and train to plans and procedures. b. Confirm details of agency participation and staffing patterns for volunteer staffing. i. Recruit volunteers ii. Request volunteer registration forms iii. Request agencies to submit contact form to Sonoma County iv. Hold volunteer orientations for disaster on-call volunteers. 2) Phase II - Cold/Freeze Alert Activation (Code Blue Response) a. Phases II (Code Blue Response) is specific to the efforts described in this HWWRP. i. This Homeless Winter Weather Plan coordinates and expands homeless shelter services during cold and wet weather events. 1. The Homeless Winter Weather Plan increase services for unsheltered persons during periods when Code Blue has been declared. 17 Page

18 a. The Homeless Winter Weather Plan states agreed upon organizational responses during Code Blue events. ii. Phase I actions continue during Phase II. 1. Coordination with agencies increases in anticipation of activation of Phase III or Phase IV. a. Phase II actions will be initiated when threshold triggers have been met. i. Include actions towards increased public information efforts. b. Stand-by and activation (if needed) of County owned facilities as warming centers. i. If warming centers are open: 1. Publicize information on cold weather resources. 2. Activation and advertising of Cold Weather Hotline 3) Phase III - Operational Area Emergency (Response) a. Phase III will be activated based on the severity of the risk of extreme cold/freeze to: i. vulnerable populations; ii. Animals; iii. Agriculture; iv. and the population in general v. Phase III can override or include directives associated with Code Blue actions of Phase II. b. Phase III actions are taken when conditions pose severe threat and one or more of the following exists: i. Notification that one or more local jurisdictions have proclaimed an emergency related to extreme cold. ii. National Weather Service extreme cold/freeze warnings or wind chill warnings indicate weather conditions of extreme cold/freeze conditions that endanger human life with credible weather forecasts of extremely cold/freezing weather for more than three days. iii. These weather conditions include low daytime temperatures accompanied by night temperatures of 32 degrees Fahrenheit, or less. c. Phase III actions include: i. Coordinating calls will increase as needed. ii. The Emergency Services director will advise the Governor on local activities and needs. 4) Phase IV - Deactivation (Recovery & Mitigation) a. Phase IV Deactivation (Recovery and Mitigation) 18 Page

19 i. Deactivation occurs when conditions no longer pose threat or when directed by Emergency Services: During the four phases of activation, specific actions within the Operational Area and local levels include: o Coordinating among Operational Area partners (all phases). o Disseminating information (all phases). o Providing warming facilities (Phases II and III). o Directly contacting and monitoring those at risk (Phase II and III). o Transporting those at risk to warming facilities (Phase II and III). o Demobilization triggers and procedures (Phase IV). 19 Page

20 Appendix 4: Press Release Commencement FOR IMMEDIATE RELEASE Date: Contact: Rebecca Wachsberg (707) Sonoma County Activates Cold Weather Response The Code Blue advisory calls for expanded shelter beds and warming facilities SANTA ROSA, Calif. For Immediate Release Due to predictions of patterns expected in the North Bay Area during the next Code Blue advisory beginning on weather days, Sonoma County will be issuing a. This Code Blue period is an action based in response to the National Weather Service s Severe Weather Alert of predicted for the region. Sonoma County requests that all homeless service agencies, County, and City government organizations named in the Homelessness Winter Weather Response Plan, implement services as described. Shelter services for homeless persons living unsheltered in Sonoma County will provide expand bed capacity, open warming facilities, and conduct outreach, which are described in the Homelessness Winter Weather Response Plan adopted by the Board of Supervisors on _, in a coordinated effort to proactively mitigate cold-weather impacts on Sonoma County s homeless population. A Code Blue advisory is issued during periods of time when temperatures drop below 38 degrees, or when the wind chill reduces the effective temperature below 38 degrees, or when rainfall makes it difficult or impossible for unsheltered individuals to remain dry. As predictions for coming days call for _, this advisory will remain in effect through _, at which time the need for a continuing advisory will be assessed based on the latest weather conditions. The request for expanded shelter capacity was sent out by the County s Community Development Commission on. The latest information on shelters can be obtained through Sonoma County and the Catholic Charities Cold Weather Hotline at Information on volunteering and making donations can be found by contacting or online at Volunteers and donations are always needed in order to help staff shifts at local shelters, warming stations, as well as to provide outreach about Code Blue service expansion and navigation support to the County s homeless population. 20 Page

21 Appendix 5: Press Release Conclusion FOR IMMEDIATE RELEASE Date: Contact: Rebecca Wachsberg (707) Sonoma County Concludes Cold Weather Response The Code Blue advisory is expected to conclude SANTA ROSA, Calif. For Immediate Release The weather patterns experienced in the North Bay Area during the last days in Sonoma County are now subsiding. As a result the Code Blue advisory which began on will be concluding as of. The commencement and conclusion of Code Blue events are actions based in response to the National Weather Service s Severe Weather Alert which predicted for the region. Sonoma County praises all homeless service agencies and volunteers for their hard work and effort over the past days. In addition, County, and City government organizations named in the Homelessness Winter Weather Response Plan, implement services as described supported the success of the effort. Shelter services for homeless persons living unsheltered in Sonoma County provided expanded bed capacity, warming facilities, and conducted outreach to aid homeless individuals who were impacted by the weather. These actions are described in the Homelessness Winter Weather Response Plan adopted by the Board of Supervisors on, in a coordinated effort to proactively mitigate cold-weather impacts on Sonoma County s homeless population. A Code Blue advisory is issued during periods of time when temperatures drop below 38 degrees, or when the wind chill reduces the effective temperature below 38 degrees, or when rainfall makes it difficult or impossible for unsheltered individuals to remain dry. The request for expanded shelter capacity was sent out by the County s Community Development Commission on. The latest information on shelters can be obtained through Sonoma County and the Catholic Charities Cold Weather Hotline at Information on volunteering and making donations can be found by contacting or online at Volunteers and donations are always needed in order to help staff shifts at local shelters, warming stations, as well as to provide outreach about Code Blue service expansion and navigation support to the County s homeless population. 21 Page

22 Appendix 6: Catholic Charities Mobile Warming Stations Agreement MOBILE WARMING STATIONS Thank you for helping to provide options of warmth for those experiencing homelessness in your agency. The items below are to outline the roles and responsibilities between both agencies. A. CATHOLIC CHARITIES RESPONSIBILITIES Catholic Charities will provide a fully equipped warming station that can be set-up in partner agencies. These warming stations will include the following items: 24 blankets 12 cots 1 long table 1 orange water cooler 1 first aid kit 1 thirty foot cable lock 4 eighteen gallon storage bins with lids 1 camping/outdoor light 1 large floor fan 12 blue floor mats 1 large canopy tents with sides 1 yeti cooler/warmer 1 ten by ten pop-up tent 1 one hundred foot, ten gauge extension cord 1 lantern Catholic Charities will drop-off and pick-up the warming station in their emergency response trailer. Catholic Charities will maintain clear communication and ensure the agency is informed when there is a Code Blue. Catholic Charities will provide the most up to date Temporary Shelter Guidelines as defined by the Sonoma County Department of Health Services. Catholic Charities will help to facilitate broken or lost warming station components. Catholic Charities will facilitate an initial and return inspection of the quantity and quality of warming station items. B. COMMUNITY PARTNER RESPONSIBILITIES & REQUIREMENTS Participate in initial and return inspection of the quantity and quality of warming station items. Agree to use the warming stations during a Code Blue notification. Agree to do every effort to ensure that all items are not lost and maintain good condition. Notify Catholic Charities when an item needs to be repaired or replaced. 22 Page

23 Agree to follow all temporary shelter guidelines as defined by the Sonoma County Department of Health Services. Agreement that the agency will disinfect the equipment between every Code Blue and upon return of the equipment to Catholic Charities. Disinfection will include the following elements: For those items that are washable, they will be thoroughly washed and dried. All mats and cots will be wiped down thoroughly with a disinfectant (using bleach/water mixture or Clorox Bleach Wipes). Tents are rinsed down. C. PARTNER AGENCY CONTACT INFORMATION Organization Name: Address: Phone Number: Primary Name: Contact Address: D. AGREEMENT EXECUTION By signing below I/we acknowledge that I/we have reviewed and agree to comply with all above standards. I/We understand that we are free to ask questions to help clarify any rules and requirements. I/we understand and agree to fulfill the roles and responsibility of executing a warming station in my region of service. Print Name Signature Date Print Name Signature Date 23 Page

24 Appendix 7: Weather Tracking Spreadsheet (example) 24 Page

25 Appendix 8: Data Collection and Cost Reporting Spreadsheet (Example) 25 Page