Office of Emergency Management - Family Reunification PlanSection: Scope of OperationsTitle: Promulgation Page Last Revision Date: May 7, 2015

WHEREAS, the City of Brooklyn Park and Independent School District 279 is charged with the responsibility to develop and maintain a family reunification plan; and

WHEREAS, the City of Brooklyn Park Office of Emergency Management and Independent School District 279 have worked together to draft and update this plan; and

WHEREAS, the City of Brooklyn Park and Independent School District 279 each have standard operating procedures that could be used in concert with this plan; and

WHEREAS, the adoption of this plan by the City Council of Brooklyn Park and Independent School District 279 establishes the roles and responsibilities during the response and recovery phases of a large scale event at an elementary school;

NOW, THEREFORE, BE IT RESOLVED by the City Council of Brooklyn Park and Independent School District 279 to adopt the Elementary School Family Reunification Plan

IN WITNESS THEREOF, we have subscribed our signature;

NAME TITLE, AGENCY SIGNATURE DATEJeffrey L. Lunde Mayor

COBPMichael Sable Interim City

Manager, COBPKenneth T. Prillaman Fire Chief

COBPJody L. Yungers Rec & Parks

Director, COBPCraig Enevoldsen Police Chief,

COBPDean Henke School Board

Chair, ISD 279Kate Maguire Superintendent

ISD 279Dean Olsen Health & Safety

Coord., ISD 279

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Office of Emergency Management - Family Reunification PlanSection: Scope of OperationsTitle: Agency Involvement Last Revision Date: May 7, 2015

This Family Reunification Plan has been developed through a collaborative effort involving representatives from the Brooklyn Park Fire Department and Office of Emergency Management, the Brooklyn Park Police Department and Independent School District 279. This plan would not have been possible without the perseverance and support of the following Planning Team members:

Suzette Erickson, Principal Crest View Elementary Dimitri Russell, Assistant Principal, Crest View Elementary Dean Olsen, Health & Safety Coordinator, Osseo Area Schools Jody Seppala, Osseo Area Schools Mark Bruley, Deputy Chief, Brooklyn Park Police Department Todd Milburn, Deputy Chief, Brooklyn Park Police Department Bill Barritt, Inspector, Brooklyn Park Police Department

Although the initial work was completed by the initial consortium outlined above, we believe the plan serves all school districts operating in the City of Brooklyn Park and we believe that the Community Center, and the designed Family Reunification set up, could serve surrounding communities.

The need for a robust family reunification plan is needed in all jurisdictions yet the effort to create redundant centers in every city does not seem justifiable and as an organization that supports, and seeks, shared services opportunities, we believe this is an initiative that could be refined and then ultimately serve several neighboring communities and the schools they serve.

AGENCY PARTICIPATION:As of the implementation date of the plan, the parties intending to utilize this plan for family reunification include: The City of Brooklyn Park for all resident ISD 279 schools Independent School District 279 for all of its Brooklyn Park, Brooklyn Center and Osseo schools

It is the intent to pursue discussions with the Robbinsdale School District and the Anoka-Hennepin School District to include them in the scope of this family reunification plan. The short term objective would be to use the Community Center and this plan for all Brooklyn Park schools.

As additional school districts or communities adopt this plan, separate annexes will be added to address district-specific set up, coordination and communication needs.

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Office of Emergency Management - Family Reunification PlanSection: Scope of OperationsTitle: Purpose & Goals Overview Last Revision Date: May 7, 2015

Purpose:This plan provides guidance so the City of Brooklyn Park and Independent School District 279 can provide effective and efficient reunification of elementary school students with appropriate family or authorized friends in the event of natural disaster, man-made disaster or other large scale traumatic incidents which creates the need for reunification and support in dealing with the issue.

Goals: Ensure children and authorized family members or care givers are safely reunited following an

incident Provide for the health and well-being of those impacted by the incident Support the community in starting the recovery process from a tragic event

Description: A facility and process that would allow for reconnecting displaced or separated family members. Family reunification centers are used when, for a variety of reasons, schools need to relocate their students to another facility and then accommodate or orchestrate the releasing of children to their parents, guardians or representative.

Events that may prompt the need for a family reunification center include, but are not limited to, active shooter events, improvised explosive events, natural gas leaks and explosions, partial building collapse or various law enforcement issues within close proximity to a school.

The family reunification center needs to be able to offer the following; A process for receiving children and tracking their release Access to school district records remotely when paper files are not accessible A process for receiving adults and appropriately matching them to a child that they have the right to

retrieve A facility that can provide basic needs for waiting adults and children Depending upon the event, the inclusion of a Family Support Unit

Family reunification cannot typically be managed at the school where the event occurred. Even if the site was considered safe, there would not normally be enough room for emergency vehicles, parent vehicles, the press, etc. Therefore, the district has partnered with the City of Brooklyn Park to use the Community Activity Center as the designated reunification site.

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Office of Emergency Management - Family Reunification PlanSection: Threat & Hazard Identification and Risk AssessmentTitle: Risk Assessment Last Revision Date: May 7, 2015

Utilizing the Comprehensive Preparedness Guide (CPG) 201, produced and distributed by the US Department of Homeland Security, we evaluated various threats that could impact our schools and/or our school children.

THIRA:The Threat and Hazard Identification and Risk Assessment (THIRA) is a tool that allows a jurisdiction to understand its threats and hazards and how the impacts may vary according to time of occurrence, season, location, and other community factors. This knowledge helps a jurisdiction establish informed and defensible capability targets.

THIRA Process:The basic elements of the THIRA Process consist of five basic steps as noted below.

Step 1: “Identify the Threats and Hazards of Concern,” assesses the various threats and hazards facing a community of any size.Step 2: “Give the Threats and Hazards Context,” assesses the vulnerability of the community to those hazards using varying time, season, location, and community factors.Step 3: “Examine the Core Capabilities Using the Threats and Hazards,” Step 4: “Set Capability Targets,” estimate the consequences of those threats and hazards impacting the community and, through the lens of core capabilities, establish capability targets.Step 5: Captures the results of the THIRA process to set an informed foundation for planning and preparedness activities across prevention, protection, mitigation, response, and recovery.

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Step 1: Identify the Threats and Hazards of ConcernWe have determined that there could be a variety of natural, technological or human-caused threats that would necessitate family reunification including but not limited to: Flood Tornado Airplane Crash Hazardous Material Release Power Failure Civil Disturbance School Violence Terrorist Acts

Step 2: Give the Threats and Hazards Context

Natural Flood1. The Mississippi or tributaries overflows, threatening a school.

Natural Tornado1. The expected path of a tornado is direct alignment with a school in the city.2. A tornado has had an impact on the structural integrity of a school in the city.

Technological Airplane Crash1. A commercial or private plane crash lands into a school.2. A commercial or private plane crash lands near a school putting the building or its occupants at

risk.Technological Hazardous Material Release

1. A release of hazardous material in or near a school that requires evacuation.2. A release of hazardous material that, due to type of material and weather, threatens a school.

Technological Power failure1. A wide area loss of power necessitates the need to move children.

Human-Caused Civil Disturbance1. A riot or other civil disturbance near a school puts its occupants at risk.

Human Caused School Violence1. An active shooter event in a school in the city.2. An improvised explosive device detonates, or is found in or near a school.3. A domestic violent event inside a school makes the school a crime scene.

Human Caused Terrorists Acts1. A terrorist delivers a chemical nerve agent at a large community event near a school while

school is in session.Miscellaneous 1. Other threats that could put school occupants at risk.

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Step 3: Examine Core Capabilities

As part of our overall assessment, there are a number of Core Capabilities and Desired Outcomes that became evident. Most of these will be covered in a more comprehensive document outlining the city’s intended response and recovery planning and/or the Emergency Operations Plan. For the purpose of this document, the Core Competency was family reunification and the Desired Outcome was identified as the ability to effectively reunite children and authorized adult care givers in an environment outside of their assigned school.

Step 4: Set Capability Targets

CORE CAPABILITY DESIRED OUTCOMEFamily Reunification Effectively reunite 100% of children and

authorized adult care givers in an environment outside of their assigned school.

Capability Target: Receive, identify, process and unite 100% of a schools population with an authorized adult utilizing the Community Activity Center along with city staff, district staff and credentialed volunteers.

Step 5: Apply the Results

The result of the risk analysis pointed to the need to develop, publish and test a family reunification plan that could serve the community and the school district. This document is intended to outline that plan.

As part of any credible risk assessment, the profiling of the individual hazards assists communities with determining: The potential impact to the community. The likelihood of an occurrence Loss estimates Size of affected area Potential for casualties Speed of onset Impact on property Economic impact

Although most of the identified threats have a relatively low probability of occurring, they would each have a significant impact on our community. As such, a dovetailed effort to “pre-plan” a response in each of our schools is underway and would serve to augment this plan.

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Office of Emergency Management - Family Reunification PlanSection: OperationsTitle: Concept of Operations Last Revision Date: May 7, 2015

GeneralStudents and staff will be bussed from their school to the reunification site. Teachers will escort their students to the designated Student Holding Area (gymnasium) and take attendance. Other staff will report to the Command Post located at the front counter of the Community Activity Center for assignment.

Parents will be notified by the district’s public information officer (PIO) that the school has been evacuated and students need to be picked up from the reunification site. When they arrive, parents will be directed to the Parent/Guardian Waiting Area inside Arena 1. Attendants will provide them with a copy of the Family Reunification Guide for Parents and a Release Form.

Parents will remain in the Waiting Area until their student’s teacher’s name is announced. Before proceeding from the waiting area, they will be required to show proof of identification. Attendants will confirm each parent/guardian’s identity by reviewing identification (driver’s license or other photo ID) and will update the parents release form with an authorized stamp. If a parent/guardian does not have proper identification, they will be directed to the police table/counter for DVS verification.

Law enforcement and district personnel will work to identify parents/guardians who have no identification and are not in the DVS system.

Once they have been properly identified, they will then move to the Request Gate.

Request Gate OperationsUpon arrival at the Request Gate, request gate staff will confirm that the student release form has been properly stamped indicating that the requestor has been properly identified. Request Gate staff will verify the child’s status as indicated on the Google docs spreadsheet. Parents of students in any status, other than “In Student Holding Area” will be directed to the Special Handling Area for processing.

If the student did not arrive at the reunification site with their class, parents/guardians will be escorted to the Special Handling Area where staff can provide individual assistance with verifying the student’s location and status.

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If the parent must be notified that their student was injured, transported elsewhere, held as a witness, arrested, or otherwise detained, staff will move them to a nearby room for further notification. The Special Handling Area will be manned by counselors, administrators or appropriate staff.

If the student is in the holding area, Request Gate staff will then verify that they are listed on the student’s emergency contact card and authorized to pick up the student and if so, will also update the student release form with the appropriate authorization stamp.

Individuals not listed on the student’s emergency contact card will be directed to a separate “Authorization Area” for assistance. Authorization Area staff will attempt to contact the parents by phone (using district information) to get verbal authorization.

Once authorized, the authorization attendant will update the release form with the name of the parent giving authorization along with the appropriate authorization stamp. Requestors must obtain one of these authorization stamps before proceeding to the “Release Gate”.

Release Gate OperationsWhen a parent/guardian arrives at the Release Gate, they will turn in their completed Release Form.

If the student arrived at the reunification site with their class and is in the holding area, a runner will be sent to retrieve the student and escort him/her back to the Release Gate. When they return, Release Gate staff will have the parent/guardian sign the Release Form before releasing the student and will photograph the adult and child.

If the student arrived at the reunification site with their class, but was later moved to the First Aid Station, students will be escorted to the Special Handling area for reunification, once the release form has been completed.

At the end of the day, Reunification Center staff will attempt to call any parents/guardians who have not yet picked up their child(ren). If the parent cannot be reached, the student will be transported to his or her home by school district personnel or law enforcement staff.

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Office of Emergency Management - Family Reunification PlanSection: OperationsTitle: Roles & Responsibilities Last Revision Date: May 7, 2015

General The Incident Command System (ICS) will be used to organize operations at the reunification site. Each school will assign one person to be in charge of their Family Reunification process. The Reunification Coordinator shall initially be appointed by the Fire Chief or his designee. This person may be replaced once the facility is operational. The replacement should be someone other than the Principal or normal Incident Commander, as they may need to remain at the school to assist emergency responders. The Reunification Coordinator will report to the Operations Chief or directly to Unified Command.

Incident CommanderThe Incident Commander (IC) has overall responsibility for implementing the school’s emergency response. The Incident Commander will: Implement appropriate emergency procedures in response to the incident. Notify an Assistant Superintendent that the Family Reunification Plan is being activated and request

support from the District Crisis Response Team (DCRT). Continue working with emergency responders as necessary to resolve issues at the school. When

finished, report to the Reunification Site.

Reunification CoordinatorThe Reunification Coordinator is responsible for the set-up and initial operation of the Reunification site. The Reunification Coordinator will: Report to the Reunification Site as soon as possible. Establish a Reunification Command Post (RCP)at the front counter of the Community Activity Center. Don a high visibility vest, credentials and lanyard for easy identification. As help arrives, assign staff to designated positions, starting with parking, main entrance Greeters

and Parent/Guardian Waiting Area Attendants. Distribute walkie talkies, high visibility vests, credentials and lanyards as described below. Oversee the release of students to parents/guardians. Respond to requests from Lead staff (described below) via walkie talkie. Report progress and problems to the Incident Commander. Refer all media requests to the Public Information Officer (PIO). Transition coordinator role to replacement (if necessary)

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Parking LeadThe Parking Lead will: Check in at Command Post to pick up walkie talkie, high visibility vest, credentials and lanyard. Report to the main entrance and set up as needed (signs, etc.). Monitor parking operations and coordinate support as needed. Report progress and problems to the Reunification Coordinator via walkie talkie.

Parking AttendantsParking Attendants (8-10) will: Check in at Command Post to pick up high visibility vest, credentials and lanyard. Report to the main entrance and help with set up as needed (signs, etc.). Greet vehicles entering the grounds and direct them into available parking. Direct vehicles to overflow lots and assist with parking. Report problems and progress to unit leader.

Main Entrance LeadThe Main Entrance Lead will: Check in at Command Post to pick up walkie talkie, high visibility vest, credentials and lanyard. Report to the main entrance/lobby and set up as needed (signs, etc.). Monitor main entrance operations and coordinate support as needed. Report progress and problems to the Reunification Coordinator via walkie talkie.

Main Entrance GreetersMain Entrance Greeters (2) will: Check in at Command Post to pick up high visibility vest, credentials and lanyard. Report to the main entrance and set up as needed (signs, etc.). Greet parents/guardians in the main lobby and direct them to the Parent/Guardian Waiting Area

upstairs (Arena 1). Direct staff and volunteers to check in at the Command Post (CAC Registration Desk) for assignments

and equipment. Refer all media requests to the Public Information Officer. Report problems and progress to unit leader.

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Parent/Guardian Waiting Area LeadThe Parent/Guardian Waiting Area Lead will: Check in at Command Post to pick up walkie talkie, high visibility vest, credentials and lanyard. Report to Parent/Guardian Waiting Area and set up as needed (signs, etc.). Set up white board to document the names of teacher’s who have already been called, so parents

arriving late can see if their student has already arrived. Monitor Parent/Guardian Waiting Area and coordinate support as needed. Report progress and problems to the Reunification Coordinator via walkie talkie.

Parent/Guardian Waiting Area AttendantsParent/Guardian Waiting Area Attendants (4) will: Check in at Command Post to pick up high visibility vest, credentials and lanyard, and pre-printed

Family Reunification Guides. Report to the Parent/Guardian Waiting Area and set up as needed (signs, etc.). Greet parents/guardians as they arrive at the Waiting Area (Arena 1). Distribute Reunification Guides and ask parents/guardians to remain in bleachers until they hear

their student’s teacher’s name announced. Assist parents/guardians with filling out Release Forms (teacher names, etc.). Direct parents to ID verification staff. Report problems and progress to unit leader.

A Workflow Assistant will be stationed near the exit of the parent waiting area to confirm that forms are properly completed for processing and that on parents of classes who have arrived at the CAC are allowed access to the request gate.

A second Workflow Assistant will be positioned in the hall just outside of the exit from the parent/guardian area to direct them to the request gate.

Request Gate LeadThe Request Gate Lead will: Check in at Command Post to pick up walkie talkie, high visibility vest, credentials and lanyard. Report to the Request Gate area and set up as needed (signs, etc.). Monitor Request Gate operations and coordinate support as needed. Report progress and problems to the Reunification Coordinator via walkie talkie.

Request Gate AttendantsRequest Gate Attendants (5) will: Check in at Command Post to pick up high visibility vest, credentials and lanyard. Report to the Request Gate area and finish setting up as needed (tables, etc.). Greet parents/guardians as they arrive. Ask them for their Release Form Check Google doc for student status. Refer parents, as appropriate, to Special Handling Area.

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Use computer to verify that requestor is listed on the student’s emergency contact card. If the requestor has a valid ID but is not listed on the student’s contact card,

direct them to the Authorization Area for assistance. If the requestor is listed on the emergency contact card, so indicate on the

release form and stamp the form. Direct parents to the Release Gate. Report problems and progress to unit leader.

Authorization Area LeadThe Authorization Area Lead will: Check in at Command Post to pick up walkie talkie, high visibility vest, credentials and lanyard. Report to the Authorization Area and set up as needed (signs, etc.). Oversee Authorization Area operations and coordinate support as needed. Report progress and problems to the Reunification Coordinator via walkie talkie.

Authorization Area AttendantsAuthorization Area Attendants (10) will: Check in at Command Post to pick up high visibility vest, credentials and lanyard. Set up portable computers on tables in Authorization area. Greet parents/guardians as they arrive. Ask parents/guardians for their Release Form. Access the student’s emergency contact information to obtain phone numbers for the

parents/guardians. Do not rely on phone numbers provided by the requestor, as there is no way to

verify who you are talking to. Call parent/guardian to request verbal authorization for releasing the student. Complete authorization section of Release Form with the name of the parent/ guardian authorizing

release. Stamp release form. Report problems and progress to unit leader.

Release Gate LeadThe Release Gate Lead will: Check in at Command Post to pick up walkie talkie, high visibility vest, credentials and lanyard. Report to the Release Gate Area and set up as needed (signs, etc.). Oversee Release Gate operations and coordinate support as needed. Report progress and problems to the Reunification Coordinator via walkie talkie.

Release Gate AttendantsRelease Gate Attendants (5) will:

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Check in at Command Post to pick up high visibility vest, credentials and lanyard. Greet parents/guardians as they arrive and ask for their Release Form. If the student is available, give Release Form to one of the Runners and have them retrieve the

student from the Student Holding Area. o Upon return:

Have student verify that they know the requestor. Have requestor sign the bottom of the Release Form.

Report problems and progress to unit leader.

A Workflow Assistant will be positioned just inside the authorization gate area to assist parents/guardians by directing them to an authorization gate attendant or directly to the release gate as appropriate.

A second Workflow Assistant will be positioned in the hall near the exit from the authorization area to direct parents/guardians to the release gate.

Student Holding Area LeadThe Student Holding Area Lead will: Check in at Command Post to pick up walkie talkie, high visibility vest, credentials and lanyard. Report to Student Holding Area and set up as needed. As teachers arrive, direct them to stay with students in a specific area. Keep track of each class’s location so Runners can be directed to them quickly. When Runners show up to retrieve students, direct them to the teacher’s area. Use walkie talkie to report problems and status updates to the Reunification Coordinator.

Student Holding Area AttendantsStudent Holding Area Attendants (5) will: Check in at Command Post to pick up high visibility vest, credentials and lanyard. Report to Student Holding Area and set up as needed. Meet with teachers as they arrive to verify student attendance and update Student Status List. Provide support to teachers and students as needed. Report problems and progress to unit leader.

Local Law EnforcementLocal Law Enforcement will: Provide traffic control around site. Provide security to prevent public access into controlled areas. Assist Reunification site staff with crowd control. Assist as needed with transportation of students not picked up at the end of the day.

District Transportation DepartmentThe District Transportation Department will:

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Coordinate transportation of students and staff to the reunification site. Follow direction of local law enforcement and emergency management officials regarding safe

routes and access points. Make arrangements for transporting students home if they are not picked up by the end of the day

by their parents/guardians.

Public Information Officer (PIO) The Public Information Officer (PIO) will: Use the district’s mass notification system to alert parents that the school has been evacuated and

students need to be picked up from the reunification site. Designate area for conducting media updates and interviews. Coordinate news releases with emergency response agencies.

Community Activity Center StaffAfter being notified that the Family Reunification Plan will be activated, Community Activity Center staff will begin preparing the site. They will: Notify building users that all activities have been cancelled, with the exception of the on-site

daycare operation. Clear visitors from all areas needed to implement the plan. Gather equipment and supplies from storage areas. Begin setting up tables, computers, signs, barrier tape, etc. per plan. Assist Reunification Coordinator and Leads as needed. Return all equipment and supplies to proper areas after reunification is complete.

VolunteersVolunteers, who have already been vetted through city or school district background process, may be used to staff the family reunification center. If so, they will: Check in at Command Post to pick up high visibility vest, credentials and lanyard. Report to area assigned by Reunification Coordinator and assist as needed.

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Office of Emergency Management - Family Reunification PlanSection: OperationsTitle: Detailed Workflows Last Revision Date: May 7, 2015

Upon arrival at the Community Center, parents/guardians and staff receive a one page workflow overview document. (A copy of those documents is included in the appendix) There is a separate overview document for parents/guardians that: Includes a map of the Community Center Contains the release form needed to acquire a child from the center General instructions about the process

The staff version of the overview includes: A map of the Community Center General instructions for how parents and guardians will acquire their children.

This section of the plan takes the overview and breaks it into individual detailed steps.

BUS ARRIVES AT COMMUNITY CENTER 1. Bus is met by Holding Area Lead and Attendants.2. Holding Area Lead boards bus with laptop and attendance record.3. Lead checks with teacher to see if there are children onboard who need:

a. Medical attentioni. If yes, have attendant escort student to the First Aid Station.ii. Update Student Status List.

b. Counselingi. If yes, have attendant escort student to Counseling area.ii. Update Student Status List

4. Lead checks to see if teacher needs medical or counseling attention.a. If yes, teacher is relieved and replaced by district/school staff.

5. Lead escorts class to check-in area near rest rooms.6. Holding Area Attendants assist children who need to use the restroom.7. Holding Area Attendants update Student Status List with help of teacher.8. Class and teacher are led to waiting area in gymnasium.9. Lead notifies Command that class has arrived and students are ready for processing.10. Command updates master log and notifies Waiting Area Lead.11. Waiting Area Lead announces arrival of the class and updates white board.

PARENTS ARRIVE AT COMMUNITY CENTER1. Parking Attendants direct incoming vehicles to available spots.2. Parking Lead notifies Command when surface and street parking is full and overflow parking (Zane

Sports Park lot) is being utilized.3. Main Entrance Greeters will greet parents and direct them upstairs to the Parent/Guardian Waiting

Area (arena).

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PARENTS ARRIVE IN PARENT WAITING AREA1. Waiting Area Attendants distribute Reunification Guides and Release Forms to parents.2. Waiting Area Attendants answer questions and assist parents/guardians with completing Release

Form.3. Waiting Area Attendants verify identification of parents/guardians with photo ID.

a. Adults without proper identification are referred to police table/counter for DVS verification.

4. When a class is ready for processing OR if a parent arrives after a class has been announced, they will be directed down the east stairs from the arena to the Request Gate.

5. A Waiting Area Attendant will verify that Release Forms (including ID verification) are complete before allowing parents through to Request Gate.

PARENTS ARRIVE AT REQUEST GATE1. Parent/guardian will present their Release Form to the Release Gate attendant. 2. Request Gate attendant reviews Release Form and verifies that student being requested has

arrived at Reunification site by checking the Student Status List.- If the student is on site and ready to be picked up, allow parent/guardian to proceed to

the Request Gate.- If the student is not with their class or their status is unknown, direct requestor to the

Special Handling Area for assistance.3. Request Gate Attendants will use computer to verify that requestor is listed on the student’s

emergency contact card.- If the requestor is authorized to pick up the student, approval will be noted on Release

Form and they will be allowed to proceed to the Release Gate.- If the requestor has a valid ID but is not listed on the student’s contact card, they will be

directed to the Authorization Area for assistance.

It will be necessary to position a staff person at the entrance to the authorization area. They would help direct parents, as appropriate, directly to the release gate or to an attendant in the authorization area.

PARENTS ARRIVE AT AUTHORIZATION AREA1. Adults who are not listed on the student’s emergency contact card will present their Release Form

to an Authorization Attendant.2. Authorization Attendant will look up contact information for parent/guardian in TSIS.3. Authorization Attendant will attempt to make contact with parent/guardian using phone numbers

previously provided to the district (not from the requestor).4. Upon reaching parent/guardian, the Authorization Attendant will identify the adult who has

requested the child, relay that we have confirmed their identity and ask permission to release their child.

a. If authorization is received, Authorization Attendant will note the name of parent/guardian authorizing release on the form and direct requestor to Release Gate.

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b. If authorization is not granted, Authorization Attendant will inform requestor and they will be directed to leave the facility.

PARENTS ARRIVE AT RELEASE GATE1. Parent/guardian will present their Release Form to the Release Gate Attendant.2. Release Gate Attendant will hand Release Form to a runner and direct parent/guardian to

Reunification Area.3. Runner will go to Student Holding Area and present Release Form to an Attendant.4. A Student Holding Area Attendant will retrieve the student from his/her class.5. Runner will escort student to the Reunification Area.6. Adult will be required to sign the Release Form before student is allowed to leave the facility.7. Requestor and child shall be photographed together.8. Signed Release Forms will be kept in the Release Gate Area.

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Office of Emergency Management - Family Reunification PlanSection: LogisticsTitle: Logistics Unit Functions Last Revision Date: May 7, 2015

If there is an event that calls for the establishment of a family reunification center, the city’s Emergency Operations Center will also be partially activated. Among the roles assigned will be a Logistics Chief whose responsibilities include: Serving as the interim Reunification Coordinator until the center is operational and turned over to

district personnel Establishing a Supply Unit responsible for providing the supplies outlined below Providing leadership and oversight to the Facilities Unit, staffed by CAC personnel Providing leadership and oversight to the Communications Unit function Establish an Incident Command Post (ICP) and staff it in order to provide necessary overhead

support capabilities

Supply Unit FunctionsThe operation of the family reunification center requires the collaborative effort of the various partnering agencies to provide various supplies and equipment needed to operate the facility. This section will identify the logistical supplies needed to effectively operate the center and identifies the partner responsible for providing them.

Brooklyn Park Fire/Emergency Management: Command Vests (12) with title inserts Volunteer vests (40) Lanyards with Family Reunification Center ID (60) Stanchions (10) Barrier tape Cisco IP phones from EOC cache (4) Motorola 800 mhz portable radios (10) Motorola portable radio charger(s) Five (5) Spare batteries Digital camera and tripod Signs for doors, entry and exit Sign posts Center Credentialing Log and instructions Cots for medical area Directional arrows and gate signs Miscellaneous office supplies

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Brooklyn Park Recreation & Parks: Facility and staff Tables and chairs as outlined in plan Whiteboard and easel for parent waiting area

Brooklyn Park Information Technology: Routers and/or hubs for IP phones if needed Staff to troubleshoot technology issues

Brooklyn Park Police: Sworn and non-sworn personnel per staffing plan MDC with access to DVS information

School District: Laptops and/or iPads for connectivity to district records Real-time roster of students for impacted school(s) in the form of Google docs Personnel to assist with staffing the center

Communications Unit Functions

To facilitate communications during an event that requires the activation of the family reunification center, a combination of fixed, IP phones located within the reunification center and the EOC along with 800 mhz portable radios and district-provided UHF/VHF radios will be utilized.

Fixed, IP Phones or Cached Mobile Phones: Set up per technology floor plan Used to support authorization function as outlined in the plan

Motorola 800 mhz Radio Cache: Ten (10) portable radios and charger(s) Switched and locked onto BPOPS4 Distributed per plan Refer to Form ICS 205 for additional detail

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Form ICS 205, included in this plan, provides an overview of the communications plan for the larger emergency event and identifies the reunification function as being assigned to BPOPS4. Form ICS 205a will be utilized to record all key staff members assigned in the center and will designate which staff have been issued an emergency management 800 mhz portable radio. In addition, Form ICS 205b (Modified) will be used to log portable radios in and out.

Sample forms are included in the back of this plan. Actual forms to be used during the deployment of the center have been stored with other set-up supplies.

Facility Unit FunctionThe initial and primary tasks assigned to the community center staff will be the set-up of the facility per this plan.

A set-up checklist, below, has been provided which outlines all of the steps needed to activate the reunification center along with detailed floor plans for the placement of tables, chairs and other required physical assets. Floor plans are located in the appendix of the plan.

CHECK ASSIGNED TO TASK NOTES

FD Shift Commander

Notify Fire Chief or designee, PD Shift Commander, City ManagerNotify City Leadership vis Ping4AlertSet Ping4Alert with road closure informationLocate and transfer supplies as outlined in the planContact dispatch, implement ICS205 per plan

CAC Staff Evacuate the Community CenterSecure all exits to the CACBegin room set up per the planUnlock Rink 1 meeting room, roll up window.Close doors per master plan

COBP IT Install and test IP phones per the planVerify and modify as needed wi-fi connection in the CAC

School District Notify district personnel as required

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Relocate district personnel to the reunification center to staff “lead” positionsCollect and transfer laptops and iPads (with power cords) to the reunification center

Reunification Coordinator

Locate and transfer all operating suppliesAssist with the set-up of facilitySet-up Command PostBegin staffing organizational structure1. Credentialing2. Parking3. Greeters4. Parent Waiting5. Fill Lead roles6. Staff entire organizational chart

Facility Personnel Check In FunctionThe Family Reunification requires approximately forty (40) to sixty (60) staff positions in order to provide the desired functionality. These positions will be staffed utilizing personnel from: Brooklyn Park Fire/Emergency Management Brooklyn Park Police Brooklyn Park Recreation & Parks City of Brooklyn Park City Hall staff Impacted School and School District Regional Cultural Services Unit/Medical Reserve Corps Volunteers

A complete staffing plan and staff register is outlined below.

POSITION TITLE RESPONSIBLE AGENCY SPECIAL SKILLS

Reunification Coordinator BP OEM ICSStaff Credentialing Lead BP OEM ICSIncident Commander School DistrictPIO School DistrictOperations Chief School District or BP OEM ICS, ManagementLogistics Chief BP OEM ICSParking Lead Any

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Parking Attendants (8-10) AnyMain Greeter Lead AnyGreeter Attendants (2-4) AnyWaiting Area Lead School DistrictWaiting Area Attendants (4) AnyRequest Gate Lead School District TSIS accessRequest Gate Attendants School District TSIS accessAuthorization Lead School District School or District MgmtAuth Area Attendants (8-10) School District TSIS accessRelease Gate Lead School DistrictRelease Gate Attendants (5) AnyStudent Holding Area Lead School DistrictStudent Area Attendants (1-2 per class)

Any

Sworn Law Enforcement (6-8) BP PoliceNon-sworn law enforcement (2) BP Police

IT Support (2) BP IT (1) District IT (1)

All personnel assigned into the family reunification center will be required to stop at the ICP to check-in and obtain lanyards with center identification cards. CSU/MRC members and community volunteers will be assigned “Restricted” access which restricts their access from the student holding area.

The Reunification Coordinator shall assign, within the ICP, a “Staff Credentialing Lead” to coordinate the issuing of center identification as outlined in the “STAFF CHECK IN/CHECK OUT PROCEDURES” contained in the back of this plan. The Staff Credentialing Lead shall be provided with sign in/out sheets (ICS Form 211A Modified) along with clip boards and pens to facilitate this process.

Student AccountabilityStudent accountability while in the center is achieved through the use of a Google-docs template made specifically for the reunification function. As a byproduct of the initial notification, district IT staff will download student and teacher names for the effected school into the google-doc template and will host it using a short-url address.

Staff will be provided short-url or QR codes to access the hosted google-doc. Undated the document with attendance or child movement information will take place as buses arrive and at any time the child is moved or released from the facility. All other staff with access to the document may view attendance information from laptops, iPads and smart phones.

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Adult and Children Support ServicesA key component of the family reunification center is the ability to meet basic needs and to provide support services to waiting adults and children. The support services designed into the center includes three levels of support:

Basic Serviceso Restroomso Watero Snackso Lunch (if necessary)o On-site emergency medical care

Language Serviceso The City of Brooklyn Park has recruited and trained a Cultural Services Unit, in concert

with a regional Cultural Services Unit strategy, which is designed specifically for bridging the language and cultural gap between the city government and the community in times of disaster. The regional CSU is made up of members of various community groups and represents more than two dozen languages.

o In addition, a strategic partnership with ECHO Minnesota, gives us access to other language services during an emergency.

Advanced Serviceso Depending upon the event that prompted to reunification, there may be the need for a

variety of advanced services including but not limited to: Pastoral care Assistance with transportation to a local hospital or morgue Assistance with dealing with the press Coordination of other family members Cell phone or land line access

Although the Family Reunification Plan and Center is designed specifically for the purposes of reuniting children with authorized adults following a large scale emergency in an elementary school, it is important to remember that it is also a component of returning the community to its pre-event normal. As such, the center is designed to be flexible in terms of meeting the needs of the community as it fulfills its mission.

***** END OF PLAN *****

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Office of Emergency Management - Family Reunification PlanSection: AppendixTitle: List of Attached Documents Last Revision Date: May 8, 2015

1. Staff Check-In/Credentialing Process

2. ICS 205 Communication Plan

3. ICS 205A Communications Log

4. Portable Radio Assignment Log

5. Family Reunification Guide for Staff

6. Family Reunification Guide for Parents

7. Sample Student Release Form

8. Family Reunification Job Aid

9. Family Reunification Workflow

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