Hollis Select Board Transparency Archive

000901dd096b8d895040a89bf0c0

FW: Warming/Cooling Center management plan

From

• Richard Morin <[email protected]>

To

• Mike Harnois <[email protected]>
• Jack Rogala <[email protected]>
• Roger Hicks <[email protected]>
• Daniel Yarumian <[email protected]>
• Danielle Bradbury <[email protected]>

Date

Wed, Jul 1, 2026 · 11:09 a.m. ET

• warming center management plan.docxOpen original

  Read from the file

  Town of Hollis Warming and Cooling Center Management Plan Effective Date: ____________ Approved By: ____________ Plan Review Date: Annually prior to June 1 1. Purpose The purpose of this plan is to provide a framework for the activation, staffing, operation, and demobilization of municipal warming and cooling centers within the Town of Hollis, Maine during periods of extreme cold, extreme heat, prolonged utility outages, or other emergencies that threaten public health and safety. The Town's objective is to provide a safe, temporary location where residents may remain warm or cool, charge devices, obtain information, and access limited support services until conditions improve or longer-term sheltering arrangements are made. 2. Scope This plan applies to all Town departments, volunteers, partner agencies, and facilities designated to operate as a warming or cooling center. This plan is intended for short-term operations. A warming or cooling center is not intended to function as a long-term emergency shelter unless specifically authorized by the Town Manager or Emergency Management Director. 3. Authority This plan is established under the emergency management authority of the Town of Hollis and may be implemented by: Town Manager Fire Chief / Emergency Management Director or their designee Select Board Chair during a declared local emergency The Town may coordinate with: York County Emergency Management Agency Maine Emergency Management Agency American Red Cross Hollis School Department Other community partners Utility providers and local volunteer organizations

  4. Definitions A warming center is a temporary facility opened during extreme cold, winter storms, or power outages to provide a heated location for residents. A cooling center is a temporary facility opened during periods of dangerous heat or high humidity to provide an air-conditioned location for residents. A shelter is a longer-term facility where occupants may remain overnight and may receive meals, cots, and other support services.

  5. Potential Facility Locations The following facilities may be considered for use. The actual facility selected will depend on availability, building condition, utility status, staffing, and anticipated attendance. Primary Facility: Hollis Town Hall or Community building Secondary Facilities: Faith-based or community organization facilities Local school gymnasium or cafeteria, if approved by the School Department Each selected facility should, whenever possible, include: Reliable heat and/or air conditioning Backup power or generator capability ADA-accessible entrance and restroom access Sufficient parking Telephone and internet service if available Seating, tables, and restroom facilities Space for device charging Safe access during winter weather

  6. Activation Criteria A warming center may be activated when one or more of the following conditions exist: Forecast wind chills below -15°F for more than four hours Extended power outage affecting a significant number of residents Heating fuel interruption or utility emergency Severe winter storm resulting in dangerous travel or loss of heat Request from York County EMA or Maine Emergency Management Agency A cooling center may be activated when one or more of the following conditions exist: Heat index of 95°F or greater for more than one day Indoor temperatures in homes or facilities are unsafe Extended power outage during hot weather Significant risk to vulnerable populations such as elderly residents, medically fragile individuals, or families without air conditioning 7. Activation Procedures The Fire Chief or Emergency Management Director evaluates conditions and recommends activation. The Town Manager authorizes opening of the center. Staffing is notified. The designated facility is contacted and opened. Public information is released. York County EMA and Maine Emergency Management Agency are notified of the center location and hours. The center remains open until conditions improve or alternate sheltering arrangements are established.

  8. Staffing Structure Minimum recommended staffing for a single center: 1 Center Manager 1 Registration / Information Attendant 1 Safety or Security Staff Member 1 Additional Staff Member or Volunteer for every 15 to 20 occupants Possible staffing sources include: Town staff CERT or community volunteers American Red Cross volunteers Recreation staff Center Manager Responsibilities The Center Manager is responsible for: Overall operation of the facility Staff assignments and shift scheduling Coordination with Town officials and emergency services Occupancy tracking Maintaining a log of significant events Determining when additional resources are needed Registration Staff Responsibilities Greet and register visitors Record name, address, emergency contact, arrival and departure time Provide information regarding services and rules Identify special needs or medical concerns Safety / Security Responsibilities Monitor building entrances and exits Maintain order within the facility Address disruptive behavior Coordinate with law enforcement if necessary Ensure safe traffic and parking conditions

  9. Hours of Operation Hours of operation will depend on the emergency and staffing availability. Typical operating hours: Warming Center: 8:00 a.m. to 8:00 p.m. Cooling Center: 10:00 a.m. to 8:00 p.m. If overnight operations become necessary, the Town should transition the facility to a shelter operation or request assistance from the American Red Cross.

  10. Registration and Documentation All persons entering the center should sign in unless conditions make registration impractical. The following information should be collected: Name Address Telephone number Emergency contact Medical or mobility concerns Transportation needs A daily log shall also document: Time center opened and closed Number of occupants Staffing assignments Supplies used Incidents or medical calls

  11. Rules for Occupants The following rules should be posted prominently: No smoking or vaping inside the building No alcohol or illegal drugs No weapons Respect staff, volunteers, and other occupants Children must remain with a parent or guardian Pets are not permitted unless they are service animals Occupants must follow staff instructions and remain in designated areas Any individual creating a safety risk may be asked to leave or may be referred to law enforcement. 12. Services and Supplies The center should provide, as available: Heated or air-conditioned space Seating and rest area Drinking water Light snacks Charging stations for phones and medical devices Restroom access Information regarding local resources and emergency updates Recommended supplies: Bottled water Coffee, tea, and basic snacks Blankets and folding chairs Extension cords and power strips First aid kit Flashlights and batteries Cleaning supplies and trash bags Registration forms and pens PPE and hand sanitizer 13. Medical and Functional Needs Warming and cooling centers are not medical facilities. Individuals requiring continuous medical care, oxygen support beyond what they can self-manage, or skilled nursing care should be referred to a hospital or other appropriate facility. Reasonable efforts should be made to accommodate: Individuals with disabilities Mobility-impaired residents Residents requiring electrical power for medical devices Elderly residents Emergency medical assistance shall be requested immediately for anyone exhibiting signs of hypothermia, frostbite, heat exhaustion, heat stroke, chest pain, breathing difficulty, or altered mental status.

  14. Transportation The Town should coordinate transportation for residents who cannot safely reach the center. Possible transportation resources include: Community volunteers School buses if approved Partner agencies Priority should be given to: Elderly residents Residents with disabilities Families with small children Individuals without transportation

  15. Public Information Upon activation, the Town should notify the public through: Town website Town and Fire Department social media Reverse 911 or CodeRED if available Local media outlets Notices to York County EMA and Maine Emergency Management Agency Public notices should include: Facility location Hours of operation Transportation information Items residents should bring Contact number for additional information Suggested items for residents to bring: Medications Phone charger Identification Snacks or comfort items Medical equipment 16. Safety and Facility Considerations Before opening, staff should verify: Heat or cooling systems are operating Generator fuel supply is adequate Exits are unlocked and clearly marked Walkways and parking areas are safe Fire extinguishers and alarms are functional Restrooms are stocked and usable If the center is operated during a winter storm, snow and ice removal should be arranged for entrances, parking areas, and accessible routes.

  17. Closing and Demobilization The Center Manager, in consultation with Town officials, may close the center when: Temperatures return to safe levels Power has been restored Occupancy has declined and continued operation is unnecessary Another sheltering arrangement is available Prior to closing: Notify the public at least two hours in advance when possible Ensure occupants have a safe destination Return equipment and supplies Clean and secure the facility Complete final attendance and incident reports 18. After-Action Review Within 14 days after the center closes, the Town should conduct an after-action review to document: Number of occupants served Staffing and supply issues Facility concerns Public notification effectiveness Recommendations for future improvements The plan should then be updated as necessary. Appendix A – Recommended Supply Cache 50 bottles of water 30 blankets 25 folding chairs 10 power strips 10 extension cords Basic first aid kit