ROTARY EMERGENCY DISASTER INITIATIVE SECOND ANNUAL CONFERENCE AND WORKSHOP December 2007 Nashville, Tennessee USA Breakout Session Two Management Structure For Club Disaster Operations

Discussion Leader Jack Martin Past District Governor, Rotary International District 6990 Disaster Planning and Response Coordinator Zones 33 & 34

INTRODUCTIONS

Assumptions Agreed To At Previous Conference NO to: First Responder Planned Activities Warehousing of Disaster Supplies YES to: Partnerships with Other Organizations

District and Zone Support Structure Establishment of District-Level Disaster Planning & Response Coordinators Zone-Level Plan To Provide Communications Support Ongoing Information Sharing (Event Driven and Seminars Such as This)

Rotary Club Disaster Management Plan Gauge and Define Interest of Club Members in Disaster Planning and Response Conduct Community Assessment Consider Partnerships with NGO’s and Government Entities Begin Operational Framework Design and keep in mind that...

Rotary Club Disaster Management Plan “Sometimes You’re the Windshield and Sometimes You’re the Bug... “ Anonymous

Rotary Club Disaster Management Plan SO... Consider Planning For Events That Directly Impact Club’s Service Area As Well As Planning For Assistance in Other Defined Areas

Gauge and Define Interest of Club Members in Disaster Planning and Response Timeframe of Club’s Commitment Profile of Club Members with Experience in Disaster Planning and Response Disaster Types That Club Wishes to Be Involved In Types of Assistance

Timeframe of Club’s Commitment Recommend Initial Buy-In for 3 to 5 Years Evaluate Annually But With Care Ramifications of Walking Away

Profile of Club Members with Experience in Disaster Planning and Response Government People NGO Executives Military – Active or Retired Emergency Services (Police/Fire) Utility Managers Faith-Based Organizations

Types of Disaster Aircraft/Ship Drought Earthquake Epidemic Famine Fire Flood/Tsunami Freeze/Heat Wave Hurricane/Typhoon Manmade/Terrorism Tornado Volcano

Types of Assistance Hands-On Volunteer Work Financial Support In-Kind Again, Partnerships

Conduct Community Assessment Municipal/County/Province Emergency Managers Local NGO Active in Disaster Work Consulate Community Faith-Based Leaders Invite “Short-List” to Speak at Rotary Club

Consider Partnerships With NGO’s and Government Entities Red Cross Salvation Army Shelter Box Volunteer Agencies Active in Disaster (VOAD) Faith-Based Organizations Area Agency on Aging Government Executives

Begin Rotary Club’s Operational Framework Design

Commonality Across Agencies – Operational Design National Incident Management System or NIMS (US Model) Incident Command System or ICS (CDERA)

NIMS/ICS Functional Areas Command Operations Planning Logistics Finance & Administration

NIMS/ICS Functional Areas Translated into Rotary-Speak COMMAND Led by Club Disaster Chair Critical Nature of Communications Ability Secondary and Tertiary Backup

NIMS/ICS Functional Areas Translated into Rotary-Speak OPERATIONS Trained Team Leaders Work the Plan Pre-Determined Meeting Location Again, Communications Food, Water and Relief Shift The Importance of “Thank-You”

NIMS/ICS Functional Areas Translated into Rotary-Speak PLANNING The Importance of Planning = CRITICAL Mutual Respect and Consideration for Partnering Organizations Have a Plan B and a Plan C Update Annually... at least!

NIMS/ICS Functional Areas Translated into Rotary-Speak LOGISTICS Insurance Considerations, Particularly Transportation Issues Budgeting for a Disaster and Vice-Versa Remember NAREDI Decision - Warehousing

NIMS/ICS Functional Areas Translated into Rotary-Speak FINANCE & ADMINISTRATION Potential for Conflict Within Club U.S. Club or District 501(c)(3) – Decision DAF at TRF Option Gifts to Other Organizations Reporting to Club Board of Directors on a Regular Basis

Hypothetical Structure Rotary Club Disaster P&R Committee Rotary Club Disaster Committee Chair Communications Internal Communications External In-Kind Donations (In AND Out) Volunteer Recruitment Coordination & Scheduling Planning & Financial Oversight Partnering Organization

Rotary Club Disaster Planning and Response Time Allocation

Internet Resources

Internet Resources

OK, Let’s Talk About It!

Parting Thoughts First, Do No Harm “Nothing is More Obstinate Than A Fashionable Consensus” Margaret Thatcher Bill Boyd – visit to tsunami region six months after the event