HomeMy WebLinkAbout2022-33 Severe Weater Emergency Shelter Repealing 2013-04RESOLUTION NO. 2022-33
A RESOLUTION REPEALING RESOLUTION NO. 2013-04 AND SETTING POLICIES AND
CONDITIONS UNDER WHICH ASHLAND WILL ACTIVATE SEVERE WEATHER
EMERGENCY SHELTER FACILITATION
RECITALS:
A. Ashland is in an area that has four distinct seasons, all of which can exhibit extreme conditions
due to severe weather events that can be hazardous to persons without a c c e s s t o adequate
heating, cooling, sheltering or air quality resources.
B. The City of Ashland desires to set forth the conditions under which it will call for the availability of
protective or emergency sheltering during severe weather -related events and the policies related
to the procedures the City will take to determine when to call of a shelter and how the City will
coordinate with community volunteers and disseminate information on such emergency shelter.
\THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. This resolution repeals and replaces Resolution 2013-04.
SECTION2. Provision of Emergency Shelter During Severe Weather Events
1) Ashland will facilitate the provision of protective or emergency shelter within available resources as
set forth here during times of extreme weather. Calling or activating a severe weather shelter is
subject to practical considerations which may include, but are not limited to, identifying an available
facility/facilities appropriate for the intended use, the ability to operate the shelter(s) in a safe manner
for all potential users and supporting volunteers/staffing, the capacity of the shelter operations to
adhere to the Severe Weather Shelter Operations Policy (attached), and the availability and level of
necessary resources to support shelter operation. Necessary resources include volunteer support and
contracted/city staffing, authorized and available funding. The City's ability to address or manage
practical considerations will impact its ability to call for or maintain over time a severe weather
shelter. For purposes herein, weather conditions shall be considered extreme under the following:
The general threshold for calling a cold weather shelter: 32 degrees or below considering such
factors as wind chill, precipitation, number of days' duration or in instances where the National
Weather Service issues a Weather Warning.
• The general threshold for calling an extreme beat shelter: 95 degrees or above depending upon
other factors such as humidity, UV index, and overnight lows or in instances where the National
Weather Service issues an Extreme Heat warning.
The threshold for calling a smoke related shelter: an air quality index of 150 and above or
designation of "unhealthy for everyone") or above.
And/or any combination of weather conditions, community circumstances including
interruption of electric or essential city services, which, at the discretion of the City
Manager, or their designee, make conditions hazardous to human life without adequate
shelter.
SECTION 3. City's Role in Instances of Emergency Shelter
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1) The City Manager, or their designee, will fulfill the following duties:
• Shelter Activation: Determine when the City will activate the provision or opening of protective
or emergency shelter and approve the use of City resources for this purpose.
48 Hour Notice: The City will strive to provide 48-hour notice, unless in times of sudden
severe weather conditions to contracted shelter provider to allow ample time for volunteer
coordination and dissemination of information to the public.
Communication: Communicate between internal City staff and the community. This will
include communication between non -profits contracted to provide shelter coordination and City
staff involved/concerned with sheltering activities, including but not limited to staff from
Emergency Operations, Ashland Fire and Rescue, the Community Emergency Response Team
(CERT) Coordinator or other AFR staff as designated by the Fire Chief, Ashland Police,
Ashland Parks and Recreation, and City Administration, as well as with the Mayor and City
Council, and other elected and appointed officials.
Communication will include coordination with or use of Nixle alerts as appropriate. The
communication should provide information to the public regarding shelter information, which
could include posting new items on the City's website, notifying 211, and posting information
about shelters on the City's social media platforms.
• Shelter Coordination: Protective and emergency weather shelter will be staffed by community
and/or CERT volunteers. The City will take steps within funding appropriated for the purpose
to contract with a third -party non-profit organization to provide shelter coordination and
oversight, including volunteer coordination and the provision of liability insurance to cover all
emergency shelter related activities. Contracted shelter coordination may also include
soliciting, vetting, and providing trainings to shelter volunteers (in coordination with CERT
volunteer trainings), maintaining a shelter volunteer contact list, and coordinating with the City
staff regarding background checks for shelter volunteers. These items and any additional duties
will be outlined in a separate shelter coordinator service contract.
The City will arrange for the provision of materials and resources as needed to protect those
managing and utilizing its facilitated emergency shelter. Materials and resources will also be
made available for the training of protective and emergency shelter associated staff and
volunteers.
Shelter coordination should also include periodic or regular meetings as necessary between City
staff, the non-profit shelter coordinator and volunteer participants/stakeholders to debrief event
management and review shelter processes/procedures for planning and coordinating
improvement.
2) Emergency shelter during or in anticipation of a severe weather event may require the use of
an available city owned building/facility. Previously booked/scheduled groups in those locations
will be subject to cancellation in such a case. The City will endeavor to establish an appropriate,
permanent location and facility for emergency weather shelter for the community.
SECTION 4. Severe Weather Activation
Provisions for emergency shelter will be activated as follows:
a) When the City Manager, or their designee, determines that weather conditions are or are
Resolution No. 2022-33 Page 2 of 3
likelyto become "extreme," they will contact the City's Emergency Operations Officer
or CERT Coordinator to confirm the emergency circumstances and activate the provision of
protective or emergency shelter.
b) Emergency Operations Officer or CERT Coordinator will, in turn, contact the following:
City's non-profit shelter coordinator to determine the feasibility of
initiating emergency shelter operations, including the availability of
volunteer staffing, and
The City's Parks and Recreation Department and other facilities
management to determine if a city facility orfacilities are available for the
sheltering event. If no suitable City building is available, city staff and the Don -profit
shelter coordinator will work with community partners toward securing a sheltering location
elsewhere in the city.
c) The Non-profit Shelter Coordinator will contact designated representatives from volunteer
organizations to arrange for on -site volunteers at the shelter.
d) The CERT Coordinator or other AFR staff as designated by the Fire Chief, will put out a call for
volunteers through the CERT system annually to notify them of shelter training availability.
e) Shelter volunteers should bring their own cell phones in case of emergency.
SECTION 5. Emergency shelter will be operated consistent with the attached Severe Weather Shelter
Operations Policy.
SECTION 6. This resolution takes effect upon signing by the Mayor.
ADOPTED by the City Council this 6th day of December, 2022.
ATTEST:
Dana Smith, Clerk of the Council Pro Tern
SIGNED and APPROVED this day of 12023.
Tonya GrAam, Council Chair
Reviewed as to form:
Doug M-eteary, Interim City Attorney
Resolution No. 2022-33 Page 3 of 3