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VOLUNTEER MANAGEMENT The key to a successful community response to YOUR COMMUNITY’S Disaster

Bob Stamey Kansas Division of Emergency Management Kansas Citizen Corps Coordinator Disaster Human Services Consultant Grandfather

All Disasters have something in common. They cause Problems—duh They bring hardship to individuals, families and communities The steps of disaster operations are: Planning Prevention Response Recovery People want to help.

Keys to Disaster Management Success This is your Disaster: All disasters are Local. You may get help from other communities, the state or FEMA, but it’s still your responsibility. Start Planning Now: When disasters hit, it’s too late to plan. Involve your Partners: This is a community job, not just your job. A Public Information Plan in Critical: This is how you get correct information out, correct wrong information, make changes, and is also a source of information for you. Train with your Partners & Participate in an Exercise: Ball Teams, Theater Companies, Orchestras, Military Units and Astronauts do….Why don’t you?

What is a Volunteer? Who is a Volunteer?

Significance of Volunteer Response Teams Alabama Emergency Management 4 weeks following the Summer Tornado Outbreak. “ Our State’s recovery has benefited beyond measure thanks to the strong, coordinated efforts of all our volunteers, agencies and their skilled workers.”

Public Perception Well-managed volunteers: Contribute to a positive public perception of the response and recovery effort Can fill in the gaps and meet individual needs of survivors, offer comfort and encouragement Or… Frustration for victims Frustration for Disaster responders Frustration for People wanting to help

FEMA G-288 Unit 2 page 3 Instructor’s guide “ Neither chiefs of response organizations nor emergency managers have the right to tell a voluntary organization what to do during any emergency management functions. That is why you need to develop effective relationships with representatives of voluntary agencies before an emergency in your area.”

Definitions Affiliated – attached to an organization and trained for specific disaster response activities Unaffiliated – not part of a recognized voluntary agency and don’t have formal training in emergency response. (Also known as convergent, emergent, walk-in, or spontaneous) KSVoad.org

Affiliated—But not Trained Spontaneous Teams Specific job skills? Health/safety regulations? Efforts coordinated with overall recovery? Self-serving motives?

Why might untrained volunteers be a problem? Safety Issues Privacy issues (personal Property) Random Actions Wrong actions Community confidence Volunteer confidence

Traditional Volunteers Established Volunteer Organizations Active in (Kansas) Disasters. NGOs (American Red Cross) Faith Based (Salvation Army, UMCOR) Community Based (local VOAD, Service Club) Citizen Corps (CERT, MRC) Trained, Screened, Managed, Labiality Covered, Communication, Known to the Public & Local Responders

Bottom Line: by establishing a Volunteer Reception Center…. …. What are we trying to accomplish? ….What are we NOT wanting to do?

Command

Volunteer Reception Center Public Access Requirements Size Parking Accommodations (PA system, projection system, tables/chairs……) Restrooms Phone-radio communications-copiers-Internet ADD TO THIS

EXERCISE Think of your next community disaster In your community, what are the three best locations to use as a Volunteer Reception Center?  Why?  What are the problems?  How can the problems be overcome?

Task Collection Team Purpose a) Visit with Home Owners regarding work assignments b) Document the work to be done including hazards c) Coordinate with disaster clean-up and disposal d) Understand legal limits (types of tasks, personal property) e) Know procurers for disposal and transportation f) Coordinate with Task Assignment/VRC

Task Assignment Site a) A location close to the disaster area with easy access from VRC. b) Volunteers are assigned to working groups, collect necessary tools, and given there task assignment. c) Volunteers Check-Out and return to the Volunteer Reception Center d) Appoint team supervisors e) Provide team support (food/water, information, stay in contact) f) Points to Consider Location, power, restrooms, communication capabilities, long term availability, transportation to the site and to the job sites.

Do you need Transportation?

Points to decide and then share with volunteers List of supplies each volunteer should have List of supplies each team should have Rules for specific situations Important contact information clothing requirements Organizational chart List of services to be provided Sign-in & out procedures Where can people eat or smoke (or not) How to interact with the media How to handle grievances What to do if someone is injured A list of frequently asked questions A list of Acronyms and what they mean! A list of daily goals and a list of previous accomplishments

What do you need ahead of time? Job Descriptions (what’s my role?) Application/Registration Form (who are you?) Volunteer Manual (outline management and relationship with volunteers) Resource Development (What are we going to need?) Training (Let’s learn before we need to) Safety & Liability Planning (Involve Experts) Exercise (This is a Drill) Supervision & Evaluation (discussions prior) Volunteer Recognition (a formal Thank-You)

Think—What are you going to do? 1. Personal tools and equipment 2. Protective clothing 3. Water, snacks, meals 4. Age limits 5. Reporting of injuries or problems 6. Security (who gets in and when?) 7. How and when do we refuse volunteer help?

Your Staff—Some thoughts Leadership roles-- the people managing the major operation centers…reporting to the Volunteer Coordinator Support--the people carrying out the tasks and interactions in the operation centers and throughout the disaster area Group leaders-- a person leading 1-4 volunteer groups Work task analysis team--teams of 2-4 who visit with home owners to secure tasks and approval to complete them Safety team-- as needed to survey and respond to assure a safe working environment Volunteer Support—as needed to provided food/water supplies, equipment, transportation to help accomplish tasks

Other stuff Personal IDs such as color wrist bands Ability to make local signs Agreements, MOUs, for facilities and equipment Key individuals and back-up Participate in local Training Participate in disaster Exercises Become familiar with ICS

Oh, and don’t forget to coordinate with: County Emergency Management County Attorney Business Leaders Civic Clubs Faith-based organizations Local VOADs School districts—post secondary schools Transportation contacts Hospital/EMS/Medical Citizen Corps teams Law Enforcement/Fire Dept. Media (press, radio, TV) Social Media Contacts

THANKS