HomeMy WebLinkAboutCommittee of the Whole Packet for 05/01/2017
AGENDA
Committee of the Whole Meeting
6:00 PM - Monday, May 1, 2017
7th Floor, Conferencing Center, City Hall – 1055 S. Grady Way
1. Emergency Management Food Distribution Exercise Briefing
a) Community Point of Distribution Presentation
b) Community Point of Distribution Manual
c) Memorandum of Understanding
4/27/2017
1
Community Point
of Distribution
Karissa Smith
Emergency Management Coordinator
Community Point of Distribution
Hand out supplies in an
emergency
5,000 vehicles per day
Just-in-time training
AGENDA ITEM #1. a)
4/27/2017
2
Comprehensive Emergency
Management Plan
ESF # 7 –Logistics
Management & Resource
Support
Exercise CPOD capability
Test volunteer
deployment
AGENDA ITEM #1. a)
4/27/2017
3
Partnership with EFP
Community Organizations
Active in Disaster
CPOD in Renton
Practiced April, 2016
20 volunteers
125 cars in 2 hours
Improvements for the
future!
AGENDA ITEM #1. a)
4/27/2017
4
CPOD Exercise May 13
851 Houser Way N
9:00 to 11:00 a.m.
All you have to do is
drive through!
Any Questions?
AGENDA ITEM #1. a)
GREATER RENTON COAD
Community Organizations Active in Disaster
Community Point of
Distribution Manual
AGENDA ITEM #1. b)
2
Table of Contents
Introduction .................................................................... 3
Positions and Duties ...................................................... 5
CPOD Manager ........................................................... 5
Loading Team .............................................................. 6
Support Team .............................................................. 7
CPOD Activation ............................................................ 9
Setting up CPOD site ................................................... 11
Opening the CPOD site ............................................... 13
CPOD Site Operations ................................................. 14
General Operational Considerations ............................ 16
Closing the CPOD site ................................................. 17
Staff Safety Briefing ..................................................... 18
CPOD Forms ............................................................... 20
CPOD Site Setup Checklist ....................................... 21
CPOD Outside Equipment Inventory ......................... 23
CPOD Kit Inventory List ............................................. 25
Supply Tracking Sheet ............................................... 27
Volunteer Tracking Form ........................................... 29
Daily Site Hazard Assessment Form ......................... 31
Supervisor Report of an Accident .............................. 33
Just-In-Time Training Script ....................................... 35
AGENDA ITEM #1. b)
3
Introduction
This manual is meant to provide the Greater Renton Community Organizations Active in
Disaster (COAD) with the ability to successfully organize and operate a Community Point of
Distribution for mass feeding of Renton residents following a disruption due to a disaster.
The focus of this manual is on opening, operating, and closing down a Community Point of
Distribution (henceforth CPOD) with limited resources. The CPOD will be managed by the
COAD’s Functional Lead Organization contact for the Mass Feeding section. If that contact is
unavailable, the COAD Chair or Facilitator will contact their alternate.
CPOD Definition
A CPOD is a site where the public can pick-up life-sustaining emergency relief supplies
following a disaster. CPOD sites are needed when retail establishments are closed and the
public does not have access to basic commodities. CPOD sites remain open until retail sites
reopen or sufficient mass care operations are in place. Commodities provided at a CPOD site
may include food, water, ice, tarps, and other items as deemed necessary by Renton
Emergency Management.
Assumptions
CPOD will be activated in the event that other food options are not available or cannot
sustain the population, or any context given by the Renton Emergency Management
(EM) department. It will be activated only at the discretion of the Renton Emergency
Management department.
The COAD will wait for EM’s call for activation; they will not self-activate.
o The plan will be activated by the EM, who will contact the designated lead
contact when a disaster occurs that is significant enough to cause the City of
Renton’s Emergency Operations Center to activate or significantly impact the
communities within the service area.
o If the lead contact is not available, EM will move through the list of alternate
contacts from the functional lead organization, and then to support
organizations.
People and neighborhoods will want to volunteer. By completing the CPOD training,
COAD lead organizations can effectively manage untrained volunteers.
We will be looking to open a Type III CPOD; number of cars per day and amount of
resources distributed per car will be determined by EM and officials providing the items
for distribution.
AGENDA ITEM #1. b)
4
EM will be providing the items for distribution. Although the aim is primarily food and
water, other items may be included.
Location of the CPOD(s) will be determined by extent of the damage in the area;
Location will be determined and screened by EM.
Disasters are inherently stressful situations. The CPOD staff may deal with stressed
community members. Security will be provided by the city EM. CPOD may request more
if needed.
Parameters of the CPOD’s role:
All support and materials will be provided by EM. If communications are disrupted, EM
will provide a link between the CPOD and themselves.
CPOD role is to provide food, water, and any other provided resources for residents in a
timely and effective manner.
Due to a disaster event, media may appear. If media representatives arrive at the
CPOD site, direct them to EM. The CPOD Coordinator or site CPOD Managers can
contact EM for directions.
The CPOD Coordinator or Site Managers can request security personnel from EM.
Safety Officers are responsible for site safety.
If there are any questions at all, the CPOD Coordinator or site CPOD Managers can call
their EM contact. All requests should come from the Coordinator/Managers as to
minimize duplication and confusion. (The Coordinator is the main contact from the
Functional Lead Organization. However, anyone who has been trained can be a
designated CPOD Manager. The Coordinator may be in the site Manager position, but
not necessarily. The requests should come from the site CPOD Manager as they will
know what the site requires.)
Before Volunteering:
Safety is our priority. Remember that volunteer safety and comfort come first. If anyone
is asked to staff the CPOD and is not comfortable doing so, it is okay. If they do want to
staff the CPOD, take time to make sure that their family and loved ones are safe.
Volunteers should let loved ones know where they are and how long they will be gone.
Volunteers should make sure their family and friends are prepared and self-sufficient for
disasters. Personal preparedness means volunteers will be in a better position to help
others.
Volunteers and their loved ones should be prepared to shelter in place (i.e. have
enough food, water, and warmth to survive until help arrives.)
Remember that staffing the CPOD is an important and essential part of recovery after a
disaster, and the actions taken by volunteers are directly benefitting their community.
AGENDA ITEM #1. b)
5
Positions and Duties
CPOD Manager
The CPOD Manager has overall responsibility for a Community Point of Distribution. They
report directly to the local Emergency Management (EM) Agency and receive support from
EM. Preferably 2 CPOD Managers are on scene at once. To assist the CPOD Manager, tasks
are broken up into support tasks led by the Support Team Leader and loading tasks led by the
Loading Team Leader. Duties include:
The CPOD Managers uses the CPOD Site Setup Checklist to open the site,
monitors supplies and site throughout the day, and must sign all tracking paperwork
at the end of the day, storing paperwork in the portable file cabinet.
When the CPOD closes, the CPOD Manager returns all paperwork in file as well as
the CPOD kit to EM.
Figure 1 shows the command structure of the CPOD and the minimum required staffing. At least 17 staff
members are needed to safely operate the CPOD.
AGENDA ITEM #1. b)
6
A volunteer in this position preferably would have gone through CPOD training with
EM, but Just-In-Time training can be used.
General Safety Officer
The General Safety Manager is responsible for ensuring the safety of the overall site
operations. Duties include:
Looks for environmental factors such as potholes, exposed railing, and other potential
hazards.
Monitors volunteer health: ensures breaks are scheduled and being taken, volunteers
are wearing their protective gear, and that new volunteers are given a safety briefing as
well.
Keeps an eye on the Traffic Controllers and vehicle interaction safety.
Reports to the CPOD Managers any and all observations.
A volunteer in this position preferably would have gone through CPOD training with EM,
but Just-In-Time training can be used.
Loading Team
Loading Team Leader
The Loading Team Leader is responsible for supervising the loading and sustainment
operations including:
Loading Points: materials are getting into vehicles in an efficient and safe manner
Supply Materials are being tracked via form [Supply Tracking Sheet] and updating the
CPOD Manager of low supplies in a timely manner
Delivery vehicle unloading operations are done safely and positioned to best support
the Loading Points.
A volunteer in this position preferably would have gone through CPOD training with EM,
but Just-In-Time training can be used.
Loaders
Loaders are responsible for loading a set amount of supplies into each vehicle in a safe
manner.
Two Loaders put materials in back of car.
One Loader speaks to the driver, who shall remain in their car.
AGENDA ITEM #1. b)
7
Positions rotate to ensure rest from loading and speaking to drivers. Only the person
talking to the driver should make any hand gestures to move driver forward until parked
appropriately.
Just-In-Time training can be used for volunteers in these positions.
Loading Safety Officer
The Loading Safety Officer specifically works to ensure the Loaders are properly safe:
Enforce safe lifting practices, including wearing appropriate protective gear (PPE), and
ensuring loading team takes appropriate breaks, loaders switch between lifting and
speaking to the drivers.
When materials are unloaded from delivery vehicles, the Loading Safety Officer ensures
this is done safely for all workers.
Remind Loaders that only one person per loading team should be waving cars forward;
only one person should be talking to the driver; and Loaders should never stand in front
of the cars, but rather walk behind the car to stay safe. Reminds Loaders to stay out of
the car lane while vehicles are in motion.
Supports Loading Team Lead as well with any other needs.
Just-In-Time training can be used for volunteers in this position.
Support Team
Support Team Leader
The support team leader is responsible for supervising the support operations across the
CPOD site, including:
Any outside equipment used; accountability of supplies; Labor Care (Food, Tents,
Toilets, Hygiene, and Shifts); and all supply Paperwork [Forms: CPOD Outside
Equipment Inventory; CPOD Kit Inventory List, Volunteer Tracking Form, Daily Site
Hazard Form, Supervisor Report of an Accident].
All paperwork must be turned in at the end of the day in order to track materials, people,
and other resources daily.
A volunteer in this position preferably would have gone through CPOD training with EM,
but Just-In-Time training can be used.
AGENDA ITEM #1. b)
8
Traffic Controllers
Traffic Controllers are responsible for the movement of vehicles through the Community Point
of Distribution. There are three traffic controller positions:
Traffic Controller 1 is positioned near the entrance of the CPOD and allows 3 cars in at
a time and utilizes the Stop Sign;
Traffic Controller 2 stands in front of first vehicle loading point, waves the first car to
them (utilizing the Stop Sign), and coordinates with Loading Team to ensure safe
loading;
Traffic Controller 3 is positioned near exit of CPOD and ensures the exiting cars re-
enter traffic safely. TC 3 also tallies all vehicles processed on a blank sheet of paper.
Any requests are made to the Support Team Leader, who can arrange breaks and
stand in as support.
Just-In-Time training can be used for volunteers in these positions.
AGENDA ITEM #1. b)
9
CPOD Activation
Step 1—Renton Emergency Management (EM) will contact the acting CPOD Functional Lead
Organization contact, or their designee. If no one from the Functional Lead organization can be
reached, the support organizations that have been trained in CPOD management will be
contacted.
Step 2—CPOD Coordinator (lead contact) will confirm location and provide at least 2 people
who have been trained in CPOD management to be on shift. A volunteer in this position
preferably would have gone through CPOD training with EM, but Just-In-Time training can be
used.
Confirm address with EM.
The CPOD Coordinator may volunteer as a CPOD Manager (on site manager), but
not necessarily.
Step 3—CPOD Managers (the two trained to supervise a CPOD) will confirm time/shifts with
EM as plans may be organized region wide. CPOD materials will be delivered to by EM.
Step 4—CPOD manager should primarily use volunteers from their own agency. Additional
needs will be organized by EM. General volunteers will be unskilled. Just-In-Time training
requires orientating them to their position, to the layout of the CPOD, and to all safety
measures that must be taken.
At least: 17 people minimum needed to staff a CPOD. If forklift operator is needed and
none is available on site, request support from EM.
If security is needed, request support from EM.
Preferably 2 trained CPOD managers on site at once.
Step 5—Setting up the site:
Orient volunteers to site location (make sure you know the site as well if it is
unfamiliar to you).
Set up the site according to CPOD plan (see page 6 & 7).
Signage: directions at closest intersection; list of rules posted as cars enter the
CPOD site (do not get out of your car; please unlock your trunk); signage for open
hours placed when CPOD closes for the day.
Step 6—Request from Emergency Management any resources you may need before
opening.
AGENDA ITEM #1. b)
10
Step 7—Each day, all staff must arrive minimum 1 hour before residents are due to arrive.
CPOD Managers should arrive a half hour prior (minimum) to that in order to organize for the
day before volunteer staff get there.
AGENDA ITEM #1. b)
11
Setting up CPOD site
Step 1—Determine entry and exit.
Place signage found in CPOD kit* at both entry and exit.
Place information sign at entry as well. This sign should lay out the rules for the
drivers, predominately that they should stay in their car, and roll down their window
to speak to CPOD staff.
Place signage at nearest intersection as well, letting people know preferred route.
Do not place signage earlier than a HALF HOUR before CPOD is due to open.
Step 2—Place cones.
Clearly mark the driving route.
Create 3 loading points to serve 3 cars at a time.
Place cones with 3 flags to denote the loading point where each car should stop.
Use Spray Chalk to designate arrows on ground or other purposes.
Step 3—Set up loading points.
Unload pallets and place materials on the other side of the cones from the car route
(see diagram for details).
Assign 3 Loaders to every loading point: 1 to speak to the driver, 2 to load.
Loading Team Lead will oversee the operation of the Loaders and tracking the
supplies [Supply Tracking Form]. Loading Safety Officer will supervise and assist.
Step 4—Designate area for pallet unloading.
Space for truck deliveries should be separate from the car route and not overlap.
Remember to cover with tarp or other material if it is raining. Request resources from
EM if none are available.
Step 5—Staff area.
Make sure there is a separate staff area for belongings and rest. Most locations should
have this on the premises; if not, request support from EM.
*all materials will be provided in the CPOD kit. Any needs should be directed to EM.
AGENDA ITEM #1. b)
12
Figure 2 shows the CPOD Site Layout.
AGENDA ITEM #1. b)
13
Opening the CPOD site
Step 1—Assemble first shift of staff and have them sign in on Volunteer Tracking Forms;
binder found in CPOD kit.
Provide staff safety briefing; explain the breaks and shift work schedule (at CPOD
Managers’ discretion).
Demonstrate inventory tracking methods.
Clearly define roles and who each person reports to (Loading Team Lead or Support
Team lead, each who report to CPOD manager).
Place appropriate signage around distribution point.
Step 2—Plan for location set up: cones; ingress and egress routes; loading lines; for Type III
CPOD. Use extra paper to draw a map if necessary. See “Setting Up the Site” for all
considerations, p. 8.
Step 3—Unload food and water from delivery trucks. Fill out tracking forms. If materials are
already delivered, position pallets behind loading point cones with flags for easy loading to the
vehicles. See map, p. 9.
Step 4—Place any information for drivers on the Information Sign by the entry route.
This may include: “Please stay in car and roll down window”; “Each vehicle will receive
___ amount of food and water”; etc. at the CPOD Managers’ discretion.
Step 5—Please see CPOD Opening Checklist for full details. The CPOD Manager should go
through this checklist and make sure all portions are completed, then sign and file in filing box.
AGENDA ITEM #1. b)
14
CPOD Site Operations
Guiding parameters
CPODs provide the same quantity of supplies to each vehicle. For Renton’s CPOD, we will be
providing what materials are necessarily, predominately water and food. The amount per
vehicle will be determined by Renton EM.
CPOD Concept of the Operation
1. Traffic Controller 1 Waves in three vehicles into the designated route. A vehicle enters the
CPOD at location
2. The Traffic Controller 2 stands at the front of the vehicle line where all vehicles in the lane
can see him/her. When the front vehicle is adjacent to the front loading station, the Traffic
Controller signals the vehicle to stop. Each vehicle behind the 1st vehicle stop as well at
each loading point.
3. Once all vehicles have come to a stop, the Traffic Controller waves the Loaders to begin.
4. The two Loaders then load a set amount of supplies from the pallets into the trunk of the
vehicle. The third Loader speaks to the driver, who should remain in their vehicle to answer
AGENDA ITEM #1. b)
15
any questions. Remember to rotate between those lifting supplies and speaking to the
driver.
5. Once the Loaders complete loading supplies into the vehicle, they step back to the loading
line and RAISE ONE ARM HIGH IN AIR to signal an all-clear.
6. When the Traffic Controller visually confirms that all loaders have their arms raised, he/she
verifies that all staff have cleared the vehicle line and waves the vehicles forward to depart
the CPOD.
7. Traffic Controller 3 ensures that the cars can safely re-enter the traffic flow and keeps track
of Vehicle Count for the day. Traffic Controller 1 should not let cars enter until all three
previous cars have left.
8. The next set of vehicles enters the vehicle lane and the process repeats.
AGENDA ITEM #1. b)
16
General Operational Considerations
Hours of operations will be determined and given by Renton EM.
Shifts, break times, and lunch break should be organized by CPOD Managers before
volunteer staff arrive, and conveyed to staff in initial orientation (see Opening the Site,
p.9, Point 1).
The initial orientation, given by the CPOD Managers, is incredibly important. Please
remember to let everyone know where facilities are, where the first aid kit will be stored,
remind them to sign in and out of the Volunteer Sheet, etc. SAFETY IS OUR
PRIORITY.
Keeping track of supplies, whether it is the food and water being handed out, or it is
supplies for the volunteer staff to keep working, is incredibly important. It is imperative
that the CPOD Managers work with the Loading Team Lead and Support Team Lead to
constantly monitor supplies. Let EM know when you are running low, providing enough
time for them to restock. It is better to have too much than run out and have to close the
CPOD for a few hours while community members are waiting.
Many volunteers will want to help. The positions listed in this manual provide Just-In-
Time training for them. Their Team Lead should give additional orientation to best
practices.
AGENDA ITEM #1. b)
17
Closing the CPOD site
Nightly
Let those who had to be turned away know when open times for the next day.
Set yourself up for success: if you can pre-place water and food pallets, do so.
Take down anything that might fly away, fall over, or cause injury while no staff
members are on the premise.
Let EM know any last supplies or materials that may be needed for the next day
(although this should be done at the earliest opportunity in the day).
Place sign announcing next day opening hours.
File all forms for that day in filing box. Prepare any needed forms for the next day.
End of All Operations
Record and note all damage to equipment
Record and note any damage to location or host facility
Place all records, sign in sheets, and other tracking information in filing container and
return to EM.
EM will direct you on returning CPOD kit materials
Be aware that the EM may ask for an after action report: what went well, what did not,
what might be changed for next time, etc.
AGENDA ITEM #1. b)
18
Staff Safety Briefing
The General Safety Officer will use this list to brief all staff and volunteers on the safety
guidelines of the CPOD site. All staff and volunteers must receive the safety briefing before
working at the CPOD.
1. You have responsibilities to uphold
Do not staff the CPOD if you are under the influence of any drugs, alcohol, or
medication that will impair your ability to perform your tasks safely.
2. Follow all instructions and information provided by CPOD manager or person in charge of
the site.
This location has been confirmed as a safe site by Renton Emergency Management. If
the safety of the site is compromised, listen to the CPOD manager for evacuation
instructions.
If you notice an unsafe situation, inform your supervisor immediately. Your safety is
your number one priority.
3. Evacuation Protocol
If we need to evacuate, we will meet at
The CPOD Manager will take the sign in sheet and use it to check for missing people
in an evacuation. This is why it is important that you sign in and out of the CPOD.
4. Water and Snacks:
Point out water fountains, bathrooms, and other amenities in the facility
Make sure you are taking regular breaks, eating regularly, and drinking plenty of
water.
5. If you are injured, inform your supervisor immediately.
A first aid kit is located in the General Safety Officer’s backpack and in the CPOD Kit
for minor emergencies. In case of a major emergency, call 911 immediately.
The CPOD Manager will fill out a Supervisor Report of Injury in case of a major injury
6. You must sign in and out of the CPOD area
AGENDA ITEM #1. b)
19
This is important in case the CPOD site needs to be evacuated to account for missing
persons
In an emergency, local government is required to track the hours of volunteers for
federal reimbursement and liability purposes.
7. No one under the age of 18 is permitted to work at the CPOD site, regardless of parental
signature or supervision.
8. Feeling overwhelmed, nervous, scared, sad, angry, or anxious is normal in a disaster
situation.
Working at a CPOD may cause stress, anxiety, fear, or other negative emotions. Any
feeling or reaction to these circumstances is valid and normal. You are providing a
valuable service to your community by distributing emergency supplies. If you feel
overwhelmed or exhausted by the event s or the work, you are free and encouraged
to practice self-care, including taking a break or leaving the CPOD area for the day.
9. Please attend any debriefing that may be conducted
10. General reminders
In the event of an earthquake or aftershock, Drop, Cover, and Hold On away from
things that may fall on you. Do not try to run.
If you need to evacuate, choose a meeting place away from the building.
If an emergency happens at the CPOD site, the Safety Officer will call 911.
If you smell gas inform the Safety Officer and evacuate immediately.
If you need additional security or resource, Renton Emergency Management will
coordinate your requests. All requests to EM need to come from the CPOD Manager.
Report through your chain of command. This will streamline CPOD operations.
AGENDA ITEM #1. b)
20
CPOD Forms
Forms necessary for the CPOD are found on the following pages. Copies should also be
provided in the CPOD kit.
AGENDA ITEM #1. b)
21
CPOD Site Setup Checklist
CPOD
MANAGER:
Site Location
Before Team Arrives: Yes No Remarks
1
Site Inspection: determine
bathroom, break area, and
dumpster area
2
Inspect CPOD kit and supplies
for distribution, if already on
site
3
Determine entry/exit, signage
locations, vehicle line route,
location of loading points, and
where supply can enter and
unload (see pg 7 & 8) and map
out plan
4
Communication with local EM
established, request any
resources
After Team Arrives: Yes No Remarks
5
Sign In, conduct safety briefing
and determine break/shift
schedule
6 Assign Staff positions
7
Orient staff with site map made
before team arrives. Adjust as
needed.
8 Distribute Protective
Equipment
9 Set up: traffic controllers at
entry/exit
10
Set up: traffic cones around
vehicle line, use spray chalk to
designate route
11 Set up: loading points, flags in
cones designating the points
12 All staff in position
13 Put up signage at entry and
beyond
14 Notify EM that CPOD is ready
to distribute
15 Open CPOD
AGENDA ITEM #1. b)
22
16 Notify EM of changes.
Re
m
a
r
k
s
/
N
o
t
e
s
CPOD Manager Initials
Date and Time Completed
AGENDA ITEM #1. b)
23
CPOD Outside Equipment Inventory
Date
In
Date
Out
Equipment Type Serial
Number
Condition Owner Location
AGENDA ITEM #1. b)
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[This Page Intentionally Left Blank]
AGENDA ITEM #1. b)
25
CPOD Kit Inventory List
Item Start
Quantity
End
Quantity:
Day 1
End
Quantity:
Day 2
End
Quantity:
Day 3
End
Quantity:
Day 4
End
Quantity:
Day 5
End
Quantity:
Day 6
Container 1
Flags 3
Spray chalk 6 cans
6 large back
braces 6
3 Extra large
back braces 3
Nametags 2 packets
(200)
Duct tape 2 rolls
Safety vests 20
Whistles 20
Gloves 11
Filing
container 1
First aid kit 1
Helmets 20
Pens 2 packs
Signage 1 sheet
Traffic cones 12
Trash bags 1 box
Clipboards 5
NEED TO
REQUEST
FROM EM:
AGENDA ITEM #1. b)
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AGENDA ITEM #1. b)
27
Loading Team Lead Signature:
_____________________________________________________
Supply Tracking Sheet
Date Time Type of Supply QTY
Received
QTY
Distributed
Closing
Balance
AGENDA ITEM #1. b)
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CPOD Manager
Signature:_________________________________________________________
AGENDA ITEM #1. b)
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Volunteer Tracking Form
AGENDA ITEM #1. b)
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[This Page Intentionally Left Blank]
AGENDA ITEM #1. b)
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Daily Site Hazard Assessment Form
Inspected
By: Date:
Location: Time:
Training Yes No Comments
Is each person assigned to a job within their capability?
Did each person receive a safety briefing?
Do people know how to use their personal protective
equipment?
Environment Yes No Comments
Are resources available to deal with very hot or cold
conditions? ( drinking water, heated tent, shade?)
Do staff know symptons of heat stroke, hypothermia, or
other illnesses brought on by extreme weather
conditions?
Is the light level appropriate for a safe work environment?
Housekeeping Yes No Comments
Is the CPOD site clear of debris and tripping/falling
hazards?
Are materials properly stacked and spaced?
Are work areas clear of fluid spills or leakage?
Are aisles, passageways, and lanes clear of obstruction?
Is the break area clean and sanitary?
Are the dumpsters provided being serviced regularly?
Are the restromms clean, sanitary, and restocked?
Personal Protective Equipment (PPE) Yes No Comments
Is required equipment provided, maintained, and used?
Does equipment meet general operating requirements?
Are staff members compliante with PPE requirements?
(Helmets, safety vests, etc.)
Material Handling and Storage Yes No Comments
Is there safe clearance for all equipment through aisles,
alleyways, and doors?
Are storage areas free of debris and tripping hazards?
Are only trained operators operating forklifts or other
heavy machinery?
Are staff using proper lifting techniques?
Vehicle Traffic Yes No Comments
Are cones/signs placed to direct traffic?
AGENDA ITEM #1. b)
32
Is the vehicle lane clearly marked for both drivers and
CPOD staff?
Is the vehicle lane free of staff when vehicles are moving?
Are pedestrian and vehiclular traffic separated?
Additional Comments or Concerns:
AGENDA ITEM #1. b)
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Supervisor Report of an Accident
AGENDA ITEM #1. b)
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AGENDA ITEM #1. b)
35
Just‐In‐Time Training Script
*the CPOD Manager will read this script at the initial opening of the CPOD site to all CPOD staff, and to new staff as they enter the CPOD
site. Be sure to add specific details for the CPOD site you are at*
Thank you for volunteering your time to work at this Community Point of Distribution, or a CPOD. This CPOD will
deliver commodities and goods to our community until local resources are reestablished. We will be handing out
[supplies] to community members who drive through the site. We will be serving
three cars at a time, and we will be able to accommodate up to five thousand vehicles per day.
The CPOD is a part of Renton Emergency Management’s emergency plan for distributing food supplies. We are
here on behalf of the City, and we will be supported by Renton Emergency Management with any needs we
have. I will be in direct contact with EM and will be reporting to them throughout our operational period.
I am going to describe the layout of the CPOD, the traffic pattern for vehicles, how we will staff the CPOD, and
lastly how the CPOD works. Then we will assign positions and get set up.
CPOD Layout
The CPOD will have three lanes, and each lane has a different function.
The Vehicle Lane will be where vehicles drive through the CPOD and stop to have supplies loaded into the
car.
o The vehicle lane should be clearly marked with duct tape or spray chalk, both on the sides and with
distinct ‘parking spots’ where cars will stop to receive supplies in a line.
o The orange traffic cones will be used to mark the vehicle lane.
The Loading Lane will have three supply loading stations, one for each parking spot where the vehicles will
stop. There should be equal numbers of supplies at each station. For example, if you are distributing water,
tarps, and food, each loading station should have its own supply of water, tarps, and food.
o There will be three loaders at each loading station, and they will load supplies into the car at that
station.
o It is helpful to place the supplies on a table at each loading station in the loading lane, so that
loaders don’t have to bend down to grab supplies.
o The Loading Lane will be in between the Vehicle Lane and the Supply Lane.
The last lane is the Supply Lane. This is where incoming supplies will be kept, sorted, and distributed to each
loading station. This lane is farthest away from the Vehicle Lane.
Vehicle Traffic Pattern
Vehicles will enter the CPOD site at .
They will exit at .
If there is a line, the line pattern will be .
AGENDA ITEM #1. b)
36
There will be three traffic controllers who are in charge of moving vehicles through the CPOD. I will talk
about all the positions and their duties in a minute.
Three cars will be in the CPOD at a time. They will enter at the same time, in a line, and one car will stop at
each Loading Station, as directed by the Traffic Controller.
It is very important that no one is in the Vehicle Lane while cars are moving for any reason. This is a safety
issue.
Staffing the CPOD
This kind of CPOD requires about 18 staff members to run smoothly.
I am the CPOD Manager. I am in charge of the overall operations, and I will be the one who communicates
with Renton Emergency Management.
o (If there is a second CPOD manager, introduce them as well).
We will appoint a General Safety Officer. The Safety Officer is in charge of everyone’s safety at the CPOD
site. It is their job to be a little paranoid, and if they notice an unsafe situation, they need to stop it
immediately.
o What the Safety Officer says goes. If they tell you to stop doing something, you stop, even if it seems
inconvenient. People who don’t comply with the Safety Officer’s directions may be asked to leave.
o The Safety Officer will give the safety briefing before we start work, and will make sure all oncoming
staff members receive the Safety Briefing. The script for the Briefing is found in the File Box in the
CPOD Kit (and at the end of this packet).
We will have two teams, the Loading Team and the Support team.
o The Loading Team will be moving supplies from the Loading Lane into the vehicles.
o The Support Team will be directing traffic and making sure supplies are moved from the Loading
Lane to the Supply Lane.
o Each Team will have a Team Leader, so we will have a Support Team Leader and a Loading Team
Leader. Members of each team will ONLY report to their Team Lead, and Team Leads will report to
me. This is important for ensuring our operation is efficient, so please remember who you will be
reporting to.
The Loading Team will consist of the Loading Team Lead, the Loading Safety Officer, and nine Loaders.
o The Loading Safety Officer is like the General Safety Officer, but focuses only on the safety of the 9
loaders. They serve as another pair of eyes to make sure Loaders are lifting correctly, are not in the
vehicle lane when cars are moving, and watches for other safety concerns.
o There will be three Loaders at each Loading Point. One Loader will speak to the driver of the car at
their loading point, asking them to put their vehicle in park, stay in their car, and unlock the trunk.
AGENDA ITEM #1. b)
37
o After all the cars are in park, then the other two loaders will load the car. Loaders at each Loading
Point should rotate who is speaking and who is loading so that everybody gets a break from lifting.
The Supply Team will consist of the Supply Team Lead and three Traffic Controllers.
o Traffic Controller One is stationed at the entrance to the CPOD with a stop sign. They will let three
vehicles into the CPOD at a time, and will instruct other vehicles to wait in line.
o Traffic Controller Two is stationed off to the side of the Vehicle Lane in front of the first loading
point with a stop sign or flag. They will direct cars to pull forward and to stop at each loading point.
When the supplies are loaded into the car, Traffic Controller 2 will sound a whistle and
motion cars to pull forward to exit the CPOD.
o Traffic Controller Three is stationed at the CPOD exit. They ensure that cars exiting the CPOD re‐
enter traffic safely.
Traffic Controller Three also uses the tally counter to count each car as it exits the CPOD.
This is important for keeping track of supplies, so Traffic Controller Three must be accurate
in their counts.
o The three Traffic Controllers should rotate positions occasionally.
o The Supply Team Lead will be in charge of maintaining the paperwork found in the Filing Bin in the
CPOD Kit. This includes:
Kit Inventory – at the end of each open period, mark if any changes have been made to the
kit contents
Outside Equipment Inventory – If we need extra supplies, Renton Emergency Management
will provide them, but the Supply Team Lead will track what outside equipment we use.
Supply Tracking – Using the number of cars Traffic Controller Three counted, the Supply
Team Lead will determine how much of the supplies we have given out to the community.
This paperwork is important for ensuring that all of our equipment, time, and resources are
accounted for and reimbursed by the federal government. It is VERY important that this
paperwork be accurately filled out. At the end of the day, all completed paperwork should
be placed back into the file box, and which I will give to Renton Emergency Management
after we close the CPOD.
CPOD Operations
This is how the CPOD will work. Although it might seem like there are more efficient ways to go about this,
cutting corners could lead to dangerous situations for the CPOD staff or people coming through for supplies. No
cutting corners; our safety is our number one priority.
Traffic Controller One will ensure that there are no vehicles in the CPOD, and the Vehicle Lane is clear of
CPOD staff.
Traffic Controller One will give one long blast on their whistle, and will direct three cars to enter the CPOD.
AGENDA ITEM #1. b)
38
Traffic Controller Two will direct the cars forward in the Vehicle Lane and stop them so that there is one
vehicle at each Loading Point.
o It is VERY IMPORTANT that no one is in the Vehicle Lane when cars are moving. There should be a
wide gap between the Vehicle Lane and the Supplies to be loaded so that no one is close to moving
vehicles when they are in the CPOD. Leave a wide buffer.
One of the Loading Team will instruct drivers to roll down their windows. They will instruct drivers to stay in
their vehicle, put it in park, and unlock their trunk or their doors.
AFTER ALL VEHICLES ARE IN PARK the loading teams will load the set number of supplies into the vehicles.
The amount of supplies to be loaded today is (this will be
determined by Renton Emergency Management).
o It is important that we do not load extra supplies into vehicle, even if drivers ask. We are trying to
get the most supplies out to the most number of people. The amount of supplies handed out should
fit a family of three. If drivers need more supplies, instruct them to return the next day or whenever
the CPOD is next open.
Once all the supplies are loaded into the cars, the loaders will step out of the Vehicle Lane completely and
raise their right hand high in the air.
Traffic Controller Two will verify that all loaders have their right hand in the air. Then, Traffic Controller Two
will give one long blow on their whistle and motion cars forward out of the CPOD.
Traffic Controller Three will help vehicles reenter traffic after exiting the CPOD.
Once ALL CARS are out of the CPOD, Traffic Controller One will begin the process again.
General Reminders
ALL LOADERS MUST RAISE THEIR HANDS AFTER THEY ARE DONE LOADING. This seems inconvenient, but it is
the best way to visually make sure that EVERYONE is aware cars are about to be moving. Do not have one
loader raise their hands for their whole loading team. This is for your safety, and it is a hard rule. If you are
not prepared to follow this rule, do not staff the CPOD. Think how roller coaster attendants all raise their
hands after checking passenger seatbelts to let the ride operator know to start the ride. This is the same
concept. Absolutely no exceptions.
If you need a break, please take a break. If you want to do a different task, talk to your Team Lead and they
will coordinate that for you.
Assign Positions
Now I will assign positions. Your position has a backpack in the CPOD kit with the position written on the front of
the backpack. The backpack should have everything you need to complete your task. Make sure you take the
backpack that is labeled for your position, for instance the three traffic controllers all have red backpacks, but
different contents in the backpacks. Attached to your backpack is a laminated ‘cheat card’ with your
responsibilities and any helpful information for your position. Please be sure to read over it.
General Safety Officer – Yellow Backpack, make sure you take the one that is labeled for you
AGENDA ITEM #1. b)
39
Support Team Leader – Blue Backpack
Traffic Controllers (each has an individually labeled backpack)
o Traffic Controller 1 (At CPOD Entrance) – Red Backpack 1
o Traffic Controller 2 (At front of Vehicle Lane) – Red Backpack 2
o Traffic Controller 3 (At CPOD Exit, counts vehicles) – Red Backpack 3
Loading Team Leader – Blue Backpack
Loading Safety Officer – Yellow Backpack, make sure you take the one that is labeled for you
Loaders (need 9, 3 groups of 3) – Orange Backpacks
The green backpack contains extra supplies. If something is missing from your backpack, let your supervisor
know and they will get it for you.
Next Steps
Set up CPOD Site
Place signage (no more than half hour before opening)
Go!
AGENDA ITEM #1. b)
Memorandum of Understanding
Between the City of Renton and The Emergency Feeding Program
I.Purpose
This Memorandum of Understanding (MOU)between the City of Renton (the City)and the Emergency
Feeding Program (EFP)provides a non—exclusiveframework for cooperation between the two
organizations in preparing for and responding to emergency supply distribution needs when existing
City resources are overwhelmed by establishing a Community Point of Distribution,as well as other
services for which cooperation may be mutually beneficial.
ll.O_rganization Descriptions
A.Community Point of Distribution
A Community Point of Distribution (CPOD)is a centralized location where the public picks up life-
sustaining commodities following a disaster or emergency.For the purposes of this MOU between the
City and EFP,the CPOD will be a Type III Point of Distribution,which can serve 5,000 vehicles per day
and requires a staff of 19 while open.CPOD staff refers to EFP and City staff members and volunteers
who may operate the CPOD at any time.
B.City of Renton
The City of Renton (the City)is a municipal corporation within King County,serving an estimated
population of 101,300 as of April 1,2016.The City's Emergency Management Division provides
disaster mitigation,preparedness,response and recovery services to the City.
C.Emergency Feeding Program
The Emergency Feeding Program (EFP)is a nonprofit corporation located in Renton,Washington
organized and operated exclusively for charitable purposes within the meaning of section 501(c)(3)of
the Internal Revenue Code.EFP provides emergency nutritional response to people in need throughout
King County offering a variety of Food Packs to meet a range of nutritional and cultural needs.
III.Recognition
The City of Renton recognizes that EFP has organized to provide CPOD capabilities and can be of
valuable assistance in providing critical and essential |ife—sustainingsupply distribution when existing
resources within the City are overwhelmed or disrupted.
EFP recognizes the City as the primary governmental body with responsibility for a wide range of city
management activities including emergency preparedness,response,and disaster recovery
management.When participating in CPOD activities and services for disaster response EFP takes
direction from the City's established Incident Command or the Emergency Management Director or
their designee.
Page 1 of4
AGENDA ITEM #1. c)
IV.Method of Cooperation
Memorandum of Understanding
Between the City of Renton and The Emergency Feeding Program
The City and EFP desire to enhance community disaster response through CPOD capabilities and
services as follows:
A.Communication
1.
B.Operations
1.
2.
3.
Page 2 of4
Each organization will share current appropriate information regarding changes in regulations,
technology,and legislation related to CPOD operation as needed.
EFP will identify an individual as the key contact with the City.
EFP will operate and adhere to the Incident Command System during planning and operations
EFP and the City will engage in an ongoing dialogue with each other for the benefit of the
greater Renton area.All communication between the City and EFP will take place through the
City's Office of Emergency Management and the EFP key contact individual or designee.
EFP will cooperate with the City in pre-emergency planning,drills,exercises,and training
programs at the City level to develop and maintain the CPOD operations plan to facilitate
emergency supply distribution services,equipment,and facilities.
During the CPOD operational period iftraditional means of communication between the City’s
Office of Emergency Management and EFP are disrupted,the City will provide a
communications method between EFP and themselves.
EFP understands that this MOU and records related to the performance of the MOU are with
limited exception,public records subject to disclosure under the Public Records Act RCW 42.56.
Further,in the event of a Public Records Request to the City,the City may provide EFP with a
copy of the Records Request and the EFP shall provide copies of any City records in EFP’s
possession,necessary to fulfill that Public Records Request.Ifthe Public Records Request is
large EFP will provide the City with an estimate of reasonable time needed to fulfill the records
request.
The City may alert and mobilize EFP and associated volunteers in accordance with the
Emergency Operations Plan and CPOD Manual.This may include:maintaining CPOD supplies
provided by the City;tracking resources deployed to the CPOD site before,during and after
activation;and providing CPOD capabilities including directing local traffic,distributing supplies,
and maintaining staff safety throughout activation until emergency supply distribution services
are no longer necessary in support ofthe response to the disaster within the scope ofthe City’s
Community Point of Distribution Manual.
The City and EFP will develop a mutually agreeable plan for granting CPOD staff access to and
use of EFP facilities and equipment.
The City will be responsible for maintenance of the CPOD supplies kit housed at EFP.
AGENDA ITEM #1. c)
Memorandum of Understanding
Between the City of Renton and The Emergency Feeding Program
4.The City and EFP will enter into a mutually agreeable plan to provide support for maintaining
the operational readiness of CPOD staff and equipment that is used for the benefit of the City.
5.Following each activation of the CPOD EFPwill provide the City with an after action report.
6.Both EFP staff and volunteers and City staff and volunteers will work cooperatively at the scene
of any CPOD activation,within the scope of their respective roles and duties.
7.Each organization may request equipment for temporary use to support operations for the
support of the City.The specifics of responsibility of the loaned equipment will be developed as
part of plans and procedures,in writing and are separate from this agreement.
C.General
1.The City and EFP may use or display the name,emblem,or trademarks of the other
organization only in the case of defined projects and only with the prior written consent of the
other organization.
2.The City and EFP will keep the public informed of their cooperative efforts through their public
information offices during the time of d saster.
3.The City and EFP will widely distribute this MOU within the respective departments,
administrative offices,and subordinate evels of each organization and urge full cooperation.
V.Periodic Review and Analysis
Representatives of the City and EFP will,on an annual basis on or around the anniversary date of this
MOU,jointly evaluate their progress implementing this MOU and revise and develop new plans or
goals as appropriate.
VI.Term and Termination
This MOU is effective as of the date ofthe last signature below and shall continue until either party
gives written notice of its intention to terminate this MOU or is replaced by a superseding agreement.
This memorandum may be amended by mutual agreement of both parties.Either party may terminate
this memorandum upon 90 days of written notice.Upon the termination of this MOU any CPOD
supplies housed at the EFP facility will be returned to the City.
NOTICES.
Notices to the City shall be sent to the following address:
Deborah Needham,Emergency Management Director,1055 S Grady Way,Renton,WA 98057
Notices to the EFP shall be sent to the following address:
Glenn Turner,Executive Director,851 Houser Way N,Renton,WA 98057
Page 3 of 4
AGENDA ITEM #1. c)
VII.Hold Harmless
Memorandum of Understanding
Between the City of Renton
Receipt of any notice shall be deemed effective
mail with proper postage and address or when
EFP shall protect,defend,indemnify and save h
and The Emergency Feeding Program
sent via email or fax.
armless the City,its officers,elected officials,agents,
volunteers,and employees from any and all costs,claims,judgments or awards of damages (including
costs and all attorney fees),arising out of or in any way resulting from the negligent acts,errors,or
omissions of EFP,its staff,and volunteers in performing this Memorandum of Understanding.
The City shall protect,defend,indemnify and save harmless EFP,its officers,and volunteers from any
and all costs,claims,judgments,or awards of d amages (including costs and all attorney fees),arising
out of or in any way resulting from the negligent acts,errors,or omissions of the City,its officers,
elected officials,agents,volunteers and employees in performing his Memorandum of Understanding.
Vlll.Miscellaneous
The City and EFP understand that EFP is an independent and separate organization from the City in the
performance of each and every part of this MO
Neither party to this MOU has the authority to
to any obligation.
‘Uand are not agents or representatives ofthe other.
act on behalf of the other party or bind the other party
This MOU is not intended to be enforceable in any court of law or dispute resolution forum.The sole
remedy for non—performance under this MOU shall be termination,with no damages or penalty.
IX.Signatures
THE EMER Y EEDING P
Signature
GRAM:
Printed Name ‘*€"""Jr'—“V’~’Q-°’¥£vQ
Title E-M2»b;Q,.€c"--ms-.’2.
Date ll
Page 4 of 4
CITYOF RENTON:
Signature
Printed Name
Title
Date
Attest:
Jason A.Seth,City Clerk
three (3)days after deposit of written notice in the U.S.
AGENDA ITEM #1. c)