Communications Needs of Red Cross Disaster Services Presented By Jeffrey A. Matthews, KB3LFG October 12, 2004

OUTLINE Organization of American Red Cross Red Cross Activation Functional Areas of Red Cross Disaster Services Communications Needs of Various Disaster Functions Amateur Radio Support to Red Cross Disaster Services

Organization of Red Cross Disaster Services

American Red Cross Field Service Components Red Cross National Headquarters Red Cross Regions (8) State Service Consortia Zones Chapters

American Red Cross Service Delivery Units Chapter Blood Services Region

Central Maryland Chapter (CMC) Functional Organization CMC Emergency Services Disaster Services Disaster Action Teams (DATs) (5) Community Disaster Education (CDE) Committees International Services Military Services Health & Safety Services Volunteer Services Youth Services

Central Maryland Chapter (CMC) Geographical Organization CMC Baltimore DAT Southern District (Anne Arundel) Southwestern District (Howard County) Northwestern District (Carroll County) Northeastern District (Harford County)

CMC Disaster Services “Chain of Command” Director of Emergency Services (CMC) Disaster Manager (CMC) District Director DAT Coordinator DAT Assistant Coordinator DAT Captains DAT Members

Disaster Services Human Resources (DSHR) System DSHR is a nationwide network of Red Cross Disaster Services personnel who have indicated their availability to go on 3 week disaster assignments anywhere in the United States. Many, but not all, DSHR volunteers are also DAT members in their local communities.

Activation of Red Cross Disaster Services

Red Cross Activation Small Disasters (Ex: House Fire): –After fire is under control, fire chief tells victims that Red Cross service is available if they want it. If they indicate they wish Red Cross service, fire chief notifies Harford County dispatch, and county dispatcher telephones Red Cross dispatcher. Red Cross dispatcher then dispatches (by telephone) the Disaster Action Team (DAT). –Alternatively, the victims (called clients by the Red Cross) may telephone the Red Cross themselves after the disaster event and request help. The Red Cross dispatcher must then contact the county to verify the prior disaster event.

Red Cross Activation (Continued) Large Scale Disasters: –The Red Cross normally responds only at the direction of local emergency management officials. –For hurricanes, the Red Cross will automatically activate during the Hurricane Watch phase and will continue to operate during and after the actual hurricane event.

Functional Areas of Red Cross Disaster Services

Red Cross Disaster Functions Direct Functions: Family Service Disaster Health Services –Disaster Physical Health Service –Disaster Mental Health Service Mass Care Family Welfare Inquiry Internal Support Functions: Accounting Building and Repair Communications Damage Assessment Disaster Computer Operations Local Disaster Volunteers Logistics Records and Reports Staffing Training

Red Cross Disaster Functions External Support Functions: Fund Raising Liaison –Chapter –Government / EOC –Human Relations –Labor –Volunteer Agencies Public Affairs Management: – Administration

Description of Functions Direct Functions Family Service: –Responsible for the delivery of emergency assistance to affected individuals and families, and for referral to resources of government and/or non-governmental agencies. Provides additional assistance when necessary. Mass Care: –Responsible for providing congregate shelter facilities, and fixed and mobile food service to disaster victims and emergency workers in the disaster area. Provides for bulk distribution of supplies and commodities to disaster victims.

Description of Function Direct Functions (Continued) Disaster Health Services: Responsible for the overall delivery of physical and mental health care on a disaster relief operation and for managing the following subsidiary functions. – Disaster Physical Health Services – Disaster Mental Health Services

Description of Function Direct Functions (Continued) Disaster Physical Health Services: –Responsible for delivery of physical health services provided by a disaster relief operation. Arranges for emergency and/or additional assistance in meeting individual or family physical health needs, ensures availability of blood and blood products for disaster victims, augments material and personnel to support community physical health services, and provides necessary physical health care for paid and volunteer staff assigned to the disaster operation.

Description of Function Direct Functions (Continued) Disaster Mental Health Services: –Responsible for delivery of mental health services provided by a disaster relief operation. Arranges for emergency and/or additional assistance in meeting individual or family mental health needs, augments material and personnel to support community mental health care to paid and volunteer staff assigned to the disaster operation.

Description of Function Direct Functions (Continued) Family Welfare Inquiry (formerly Disaster Welfare Inquiry, or DWI): –Responsible for responding to inquires about the health and welfare of individuals and families within the disaster area, for collecting locator information about such persons, and for the preparation and distribution of bulletins to nonaffected chapters detailing information about the disaster operation.

Description of Function Internal Support Functions Accounting: –Responsible for administration of financial aspects of the operation. Receives funds and expends funds to meet commitments for relief costs, travel and maintenance of staff, salaries, and other expenditures required for the operation. Building and Repair: –Responsible for providing technical guidance in the repair and/or reconstruction of buildings, and for maintaining liaison with contractors providing services to the operation.

Description of Function Internal Support Functions (Continued) Communications: –Responsible for the establishment and maintenance of the communications systems within the operation, including telephone, wire service, radio, and other systems, and for liaison with voluntary groups providing such services to the operation. Damage Assessment: –Responsible for determining the size and scope of the disaster and the level of damage sustained by dwellings within the affected area. Develops and distributes statistical data related to effects of the disaster and the demographics of the affected populations.

Description of Function Internal Support Functions (Continued) Disaster Computer Operations: –Responsible for providing computer hardware and software technical support to disaster relief operation staff who use the Disaster Relief Operation Management Information System (DROMIS). Local Disaster Volunteers: –Responsible for identifying and recruiting local volunteers to support other functions on a disaster relief operation.

Description of Function Internal Support Functions (Continued) Logistics: –Responsible for the procurement of supplies and materials required for the operation; for the storage and distribution of supplies; for the establishment and control of the transportation system within the operation; for acquiring facilities and maintaining materials, equipment, and services; and for the assignment, acquisition, and tracking of national and rental vehicles. Records and Reports: –Responsible for the control, processing, and maintenance of client assistance and casework files and forms, and for the compilation of statistics related to the disaster operation.

Description of Function Internal Support Functions (Continued) Staffing: –Responsible for the recruitment, placement, administration, support, and recognition of paid and volunteer staff assigned to the disaster operation. Training: –Responsible for the orientation of all operation staff and for the delivery of refresher or new training, or both, to functional personnel assigned to the disaster operation.

Description of Function External Support Functions Fund Raising: –Responsible for supporting the fund raising efforts of local chapters during relief operations and for developing special fund raising efforts. Public Affairs: –Responsible for developing and implementing a system of providing information about services available to disaster victims, for providing information to the general public about services, for the proper identification of Red Cross staff and facilities, for liaison with all media, and for general support of the operation.

Description of Function External Support Functions (Continued) Liaison – Chapter: –Responsible for establishing and maintaining effective working relationships with chapters in the affected area, and for keeping chapter leadership, operational leadership, and personnel informed about the progress of the operation, problems encountered, and nay concerns expressed by either party. Liaison – Government: –Responsible for developing and maintaining liaison with federal, state, and local authorities and government units.

Description of Function External Support Functions Liaison – Human Relations: –Responsible for the development of community relations in the affected area, for relationships with minority segments of the community, for resolution of grievances related to the delivery of services, for the development of advisory committees, and for support to the local chapter in the area of human relations. Liaison – Labor: –Responsible for the recruitment of labor and trade union volunteer personnel for assignment to the disaster operation, and for liaison between labor and trade unions and the Red Cross.

Description of Function External Support Functions Liaison – Voluntary Agencies: –Responsible for developing and maintaining liaison with other voluntary organizations, and for the recruitment and utilization of such volunteers on the operation. (Voluntary organizations include national organizations, local components of national organizations, community organizations, and ad hoc groups involved in disaster response).

Description of Functions Administration: –Responsible for the overall planning, organization, staffing, directing, and controlling of all functional activities on a Red Cross disaster relief operation. Establishes, maintains, and closes the operation; prepares estimates for and administers an approved budget; and establishes and maintains effective working relationships with chapter and national sector officials, government agencies, and community organizations and groups.

Function-Specific “Chain of Command” Officer Assistant Officer Coordinator Specialist Technician

Communications Requirements of Specific Disaster Functions

Communication Needs Mass Care and Damage Assessment Functions Mass Care Function: ▪ Shelters must be able to communicate with the chapter and/or operations headquarters ▪ ERVs must be able to communicate with kitchens. Damage Assessment Function: ▪ Mobile damage assessment teams must be able to communicate with the chapter and/or operations headquarters.

Communication Needs Disaster Health Services and Disaster Mental Health Services DHS and DMHS personnel assigned to shelters, service centers, emergency aid stations, and outreach operations must be able to communicate with function leaders at the chapter or operations headquarters. DHS and DMHS personnel must be able to contact EMS if needed. DHS and DMHS personnel must be able to contact local healthcare providers.

Communication Needs Family Service and Family Welfare Inquiry (FWI) Family Service: ▪ May need to establish an 800 number for family service support. ▪ Fixed facilities (service centers, etc.) may need to communicate with Family Service outreach teams. FWI: ▪ FWI search unit may need communications support to receive or respond to inquiries. ▪ Communications required between FWI Center, FWI search unit, and chapter/operations headquarters.

Communication Needs Administration and Liaison Administration: ▪ Must communicate with chapter officials and outside agencies/organizations to coordinate delivery of services to disaster victims. ▪ Must be able to communicate with fixed facilities (service centers, etc.) and with mobile teams. Liaison: ▪ Must be able to communicate with affected chapters, governmental agencies, labor organizations, volunteer organizations, and members of the affected communities.

Communication Needs Public Affairs, Logistics, and Training Logistics: ▪ Needs communications to be notified where and when supplies are needed and to arrange for deliveries. Public Affairs: ▪ Must be able to notify disaster victims of available Red Cross services and how to access them. Training: ▪ The Communications function must provide technical training to ARC workers and staff, as needed, on the use and care of communications equipment.

Communications Needs Building and Repair, Staffing, and LDV Building and Repair: –Needs to communicate with building contractors concerning repair or reconstruction of affected dwellings. Staffing: –Must communicate with other functions to determine personnel requirements. –Must communicate with Operations Headquarters and Red Cross National Headquarters to coordinate requests for personnel. Local Disaster Volunteers (LDV): –Must communicate with other functions to determine personnel requirements. –Must communicate with local organizations to coordinate requests for personnel.

Communications Needs Fund Raising, Disaster Computer Operations Fund Raising: –Must be able to communicate with potential donors. Disaster Computer Operations: –Must communicate with personnel from other functions to receive and respond to requests for hardware and software support.

Confidentiality “Confidential information is information shared between two persons with the explicit or implicit understanding that it will not be shared with the public or with others without the express permission of the person providing the information.” An item of information is confidential if one would answer NO to ANY of the following questions. 1)Is the anonymity of the person protected by release of the information ? 2)Would the person providing the information be willing to share it with the public ? 3)Would the Red Cross release this information for public consumption ? Taken from the Badger ARC Chapter Comm Course

Amateur Radio Support to Red Cross for Specific Disaster Types

Terminology Detailed Damage Assessment: –Identifies specific types of damage to specific residences to determine client needs. Operations Headquarters: –A fixed facility from which a large scale disaster relief operation is administered. Preliminary Damage Assessment: –An initial damage assessment used to estimate the number of affected families and the degree of damage to various neighborhoods.

Terminology Service Center: –A facility where clients report to receive Red Cross financial assistance and other services.

Disaster Functions Most Commonly Supported by Amateur Radio Operators Administration Mass Care Family Service (Service Centers) FWI Damage Assessment Logistics

Likely EmComm Deployments

Likely EmComm Deployments (Continued)

Useful Amateur Modes Natural Disasters

Useful Amateur Modes Technological Disasters

References ARC Communications Workshop, Badger Chapter, ARC 508-AD: DSHR Handbook. May, 1987, The American National Red Cross. ARC 3008: Liaison. (Participants Attachments for EOC Liaison Course), June 1993 ARC 3058: Communications. American Red Cross Disaster Services Program, 7/98.