HomeMy WebLinkAbout4.05 Emergency Mgmt PlanSTAFF REPORT CITY CLERK
DUBLIN CITY COUNCIL File # 6 9- 0-131101
DATE: June 7, 2011
TO: Honorable Mayor and City Councilmembers
FROM: Joni L. Pattillo, City Manager
SUBJECT. Comprehensive Emergency Management Plan Update
Prepared By: Roger Bradley, Senior Administrative Analyst
EXECUTIVE SUMMARY:
The City Council will consider adopting a proposed amendment to the City's Comprehensive
Emergency Management Plan. The amendment adds a Volunteer Coordination Plan to the
City's emergency management practices to provide a mechanism for the City to manage
volunteer resources during a disaster.
FINANCIAL IMPACT:
None.
RECOMMENDATION:
Staff recommends that the City Council adopt the addition to the Comprehensive Emergency
Management Plan.
Submittal By FeviewecW
Senior Administrative Analyst
Assistant City Manager
Page 1 of 2
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ITEM NO. 1+5 C
DESCRIPTION:
Staff conducts an annual review and update of the City's Comprehensive Emergency
Management Plan (CEMP) to ensure that required items and best practices are included within
the CEMP. As a general overview, the CEMP serves to protect the safety and welfare of the
City's residents, employees, and visitors to the City of Dublin, provide for a safe and
coordinated response to emergency situations, protect the City's facilities, provide for the
interface between incident sites and the Emergency Operations Center (EOC), and provide for
the conversion of pre-designated sites to community shelters.
This year's update includes a new plan to manage spontaneous volunteers in the aftermath of a
disaster. Recent events within the Bay Area have shown that numerous concerned citizens will
make themselves available to assist local governments in dealing with the effects of a disaster
or emergency situation, and they have proven to be a valuable resource in a number of ways.
On the other hand, managing volunteers and providing them with opportunities to serve has
overwhelmed many local governments, especially those jurisdictions that do not have a plan in
place for their management.
The Alameda County's Sheriff's Office of Emergency Services has provided jurisdictions within
the County with a template plan that Staff has prepared for integration as an annex to the City's
CEMP. The Volunteer Coordination Plan would be a supporting annex to the CEMP for the City
of Dublin. It outlines the organizational structure and process by which the City of Dublin would
coordinate spontaneous volunteers and service program resources on a community-wide basis
during all phases of emergency management. The template format provides a standardized
model and level of consistency throughout the county while allowing tailoring of the plan to fit
local needs, resources and circumstances.
The chief inethod for mobilizing and coordinating volunteers is the Emergency Volunteer Center
(EVC), which can be a call center, a walk-in center, or online process. The EVC has two chief
purposes: 1) to interview and refer prospective volunteers to a volunteer opportunity in either a
community nonprofit organization or the city government's own disaster operations; and 2) to
register and swear in city government volunteers as Disaster Service Worker volunteers. The
Plan describes three activation strategies-local, multi-city and countywide-and recommends
the type of EVC best suited to each strategy. The Plan provides a complete guide to
establishing and operating an EVC, including detailed checklists, forms and other tools. It
addresses a host of relevant topics, including activation and demobilization, staffing, mutual aid,
coordination with other cities and the Operational Area, communications, risk management and
public information.
Staff recommends adding these best ,practices (Attachment 1) to the City emergency
management system.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS: 1. Volunteer Coordination Plan Annex
Page 2 of 2
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CITY OF DUBL/N, CALIFORN/A
COMPREHENSIVE EMERGENCY MANAGEMENT PLAN
ANNEXJ
ATTACHMENT 1
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The Vo,lunteer Coordination Plan is a supporting annex to the EOP for the City of Dublin.
It describes an organizational structure and process by which the City of Dublin can
coordinate spontaneous volunteers and service program resources on a community-
wide basis during all phases of emergency management. The plan is based on a
template designed for use by cities within Alameda County. The template format was
used to provide a standardized model and level of consistency throughout the county
while allowing tailoring of the plan to fit local needs, resources and circumstances.
The chief inethod for mobilizing and coordinating volunteers is the Emergency Volunteer
Center (EVC), which can be a call center, a walk-in center or online process. The EVC
has two chief purposes: 1) to interview and refer prospective volunteers to a volunteer
opportunity in either a community nonprofit. organization or the city government's own
disaster operations; and 2) to register and swear in city government volunteers as
Disaster Service Worker volunteers. The Plan describes three activation strategies-
local, multi-city and countywide-and recommends the type of EVC best suited to each
strategy.
The Plan provides a complete guide to establishing and operating an EVC, including
detailed checklists, forms and other tools. It addresses a host of relevant topics,
including activation and demobilization, staffing, mutual aid, coordination with other cities
and the Operational Area, communications, risk management and public information.
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Purpose ............................................................................................... .............................. 3
. Goals :...............................................................................................................................3
Scope .................................................................................................. ..............................3
Situation .............................................................................................. ..............................5
Assumptions ....................................................................................... ..............................5
Overview ............................................................................................ ...............................7
Countywide Volunteer Coordination Plan ..........................................................................7
Standardized Emergency Management System (SEMS) ................... ...............................7
Roles and Responsibilities ................................................................. ...............................7
Alameda County Operational Area ...................................................... ..............................8
Eden Information and Referral ........................................................... ...............................8
Activation of Volunteer Coordination Plan .........................................................................8
Activation Strategies ........................................................................... ...............................8
Local (Independent Municipal) Activation ........................................... ...............................8
Multi-city Activation ............................................................................ ...............................9
Designating Emergency Volunteer Center (EVC) Location ................. ......:......................10
Staffing the EVC ................................................................................. .............................10
EVC Stations ...................................................................................... .............................11
Concept of Communications .............................................................. .....:.......................12
Working with the City EOC ................................................................. .............................13
Working with the Operational Area ..................................................... .............................13
Mutual Aid .......................................................................................... .............................14
Risk Management .............................................................................. .............................14
Disaster Service Workers Volunteer Program (DSWVP) .................... .............................15
Public Information .............................................................................. .............................15
Demobilization .................................................................................... .............................15
Authorities .......................................................................................... .............................19
Refe re n ce s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Authorities .. . . .. .. . ... .. . . .. .. . .. . . .. . .. .. . ... . .. . .. . .. . .. .. . . .. .. . .. . .. . . .. .. . . . . .. . . .. .. . .. . . . . .. . ... . .. ...19
References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . : . . . . . . . . ..19
Position Checklists ........................................................................................20
Glossary ......................................................................................................29
Forms ..........................................................................................................31
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~~ 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 2
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This plan establishes an organizational structure and process by which the City of Dublin
can access and coordinate spontaneous volunteer and service program resources on a
_` community-wide basis during all phases of emergency management. When managed
~ appropriately, spontaneous volunteers and service programs provide valuable and cost-
f~ effective resources to the community.
Goal~
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~ The goals of this Volunteer Coordination Plan are:
• To augment, as a supporting plan, the city's Emergency Operations Plan (EOP).
I • To enhance resources available to city government and the community-at-large
for disaster response and recovery through the involvement of spontaneous
~ volunteers and locally-based service programs.
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~' • To establish a means by which volunteers and service program members can
~! contribute their time and talents following a disaster.
• To encourage partnerships among the city, other governmental agencies and
~~ non-governmental organizations (NGOs) for the most effective community-wide
~~ approach to disaster volunteer coordination.
i'~ • To ensure that implementation of the Volunteer Coordination Plan is in
~ accordance with principles and practices described in the National Response
'~ Framework, State Emergency Plan and local emergency plans.
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This Volunteer Coordination Plan is designed for use by the City of Dublin for all hazards
during all phases of emergency management. The jurisdiction may share responsibility
for activation and implementation of this plan with an NGO. The plan focuses on the
mobilization, coordination and referral of spontaneous volunteers and service programs
only and does not address other issues, such as donated goods.
For the purposes of this plan, the following definitions are used:
• A volunteer is someone who willingly offers his/her services without expectation
of financial compensation.
• A spontaneous volunteer is an individual who comes forward following a disaster
to assist a governmental agency or NGO working to provide services in the
community affected by the disaster. By definition, spontaneous volunteers are
not initially affiliated with a response or relief agency or pre-registered with an
accredited disaster council. However, they may possess training, skills and/or
experience that can be useful in the relief effort. Spontaneous volunteers may
also be referred to as unaffiliated, spontaneous unaffiliated, convergent and
emergent volunteers.
~~'j' ~ 201A City of Dublin Volunteer Coordination Plan Revised December 2010 3
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• An affiliated volunteer is one who is affiliated with either a governmental agency
or NGO and who has been trained for a specific role or function in disaster relief
or response during the preparedness phase. Examples of affiliated volunteer
programs include Community Emergency Response Teams (CERT), Volunteers
in Police Services (VIPS), Search and Rescue teams and the American Red
Cross' Disaster Action Teams (DAT). The category of affiliated volunteers may
be further broken down as follows:
• Volunteers in ongoing programs. Such groups typically meet regularly and
have other responsibilities in addition to their disaster response roles; for
example, many are engaged in community disaster education, family
preparedness and public safety efforts year-round. Many ongoing programs
utilize Disaster Service Worker volunteers. Pre-registered volunteers are
typically utilized before spontaneous volunteers.
• Volunteers in reserve programs. These volunteers are called up at the time of
a disaster. They may participate singly or in teams, depending on the
program.
• An impressed volunteer includes any unregistered person impressed into service
during a state of war emergency, a state of emergency, or a local emergency by
a person having authority to command the aid of the citizens in the execution of
his or her duties. This occurs very rarely and usually involves law enforcement or
fire department personnel.
• Service programs are national, state and locally administered programs that
provide organized opportunities for both full- and part-time service. The term
"service program" refers to a wide range of programs, including AmeriCorps
and the Retired and Senior Volunteer Program (RSVP). For the purposes of this
plan, participants in service programs will be referred to as members.
For the purposes of this plan, volunteers and service programs that are affiliated with the
city or an NGO will be activated at the time of a disaster through the appropriate branch
of the city's or NGO's emergency response organization. (See EVC Form 12 for a list of
volunteer groups that are trained and affiliated with the city.) Volunteers and members of
service programs who are not affiliated with the city or an NGO will be treated as
spontaneous volunteers.
~~"j~ 2010 City of Dublin Volunteer Coordination Plan Revised December 2010
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Volunteers represent a potential resource to a community affected by a disaster,
- whether of natural or man-made origin. However, volunteers who respond
~ spontaneously and without appropriate training and qualifications can easily overwhelm
~{ the capabilities of local government and other agencies. With a system in place for
~ receiving and referring spontaneous volunteers, local government agencies and relief
organizations can capture this valuable resource and thus provide more efficient and
cost-effective service to the community.
National service programs such as AmeriCorps, RSVP and others can be found
~ throughout California. They are administered in local communities by a variety of
_~ nonprofit and government partners, so that program purposes, content and design vary
,~~ widely. A number of these local affiliates are focused entirely on emergency
~ preparedness and response and have members who are trained and available to be
-.~ deployed on disaster assignments. Many others would welcome the opportunity to assist
9-_jf communities affected by a disaster. Information on such groups is included in the
~` Contact List for Disaster Volunteer Coordination (EVC Form 12).
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'` Asst~rr~pti~s~s
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,, i; • The City of Dublin may delegate some of its volunteer mobilization and
- coordination responsibilities to an NGO through its Emergency Operations Plan
or through the action planning process during response and recovery operations.
• Volunteers and service program members who have pre-disaster training and are
affiliated with a governmental agency or NGO such as the (American Red Cross)
will report to their respective agency or organization at the time of a disaster as
previously arranged.
• The first priority in an emergency or disaster is to utilize volunteers who are
affiliated with this jurisdiction.
• All unaffiliated volunteers and unaffiliated service program members will be
considered and processed as spontaneous volunteers.
• The City of Dublin is responsible for interviewing, screening, registering, training
and the safe supervision of any volunteers that it involves in its own disaster
operations. This is for the protection of both the volunteer and the jurisdiction.
• Likewise, outside organizations that involve volunteers in their own operations
are responsible for interviewing, screening, registering, training and the safe
supervision of those volunteers.
~~'j ~ 201~~0 City of Dublin Volunteer Coordination Plan Revised December 2010 5
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A variety of preparedness steps and activities will support and improve the effectiveness
of the Volunteer Coordination Plan.
Plan development and review will be conducted by the jurisdiction in partnership with
'_:_ # other cities, the county and NGOs, including Eden Information and Referral, American
Red Cross and Collaborating Agencies Responding to Disaster (CARD).
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!' Personnel assigned to implement or manage this Volunteer Coordination Plan will
, participate as appropriate in annual training and in an annual exercise focused wholly or
in part on volunteer coordination issues.
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The jurisdiction will participate in the After-Action Report process for all declared events,
non-declared events, exercises and training. It will also identify, track and implement
lessons learned and take appropriate Corrective Action.
The jurisdiction will enter into partnership agreements with NGOs and other
organizations as necessary to support this plan.
The jurisdiction will engage in outreach to acquaint NGOs, volunteer groups and service
programs with this plan to facilitate communication and coordination at the time of a
disaster.
When feasible, the jurisdiction will engage in efforts to recruit and train volunteers for a
disaster role or function and to pre-register them as Disaster Service Worker volunteers.
;~'~~ `2010' City of Dublin Volunteer Coordination Plan Revised December 2010 6
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~ This Volunteer Coordination Plan to the City of Dublin's EOP describes how the city
activates locally to mobilize and coordinate volunteers in response to a disaster.
~~rur~~~vui~e ~c~~~~t~~r ~~ordir~~~~o~ F~1~~
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Although a city is often the first point of contact (POC) for volunteers who want to help,
~~~ there may be a need to coordinate local response systems countywide. For this_ reason,
:„~ a Volunteer Coordination Plan has been developed as a supporting annex for the
`..~~ Alameda County Operational Area's EOP. It provides for countywide coordination and
.::i; communication in regard to volunteers and allows for municipal, regional and countywide
~=;; activation, depending on the nature of the incident.
~$ar~d~~d~~~d Er~n~~g~r~cy i~an~g~-~en~ Sys~er~ (~~~~}
-~',~ .This Volunteer Coordination Plan to the City of Dublin's EOP is consistent with the
;;~~f state's Standardized Emergency Management System (SEMS) and the National Incident
~~~ Management System (NIMS). Within the SEMS structure, volunteer management falls
~~ under the PersonnelNolunteer Unit of the Logistics Section.
Each SEMS section addresses or supports some aspect of volunteer management, as
- follows:
-; Logistics Section: The Personnel/Volunteer Unit is responsible for the activation,
management and demobilization of the Volunteer Coordination Plan at the direction
, of the Director of Emergency Services, through which spontaneous volunteers are
mobilized.
Plans/Intelligence: Responsible for forecasting future and changing needs for
volunteers.
Finance/Administration: Responsible for tracking time and expenses associated with
coordination of volunteers.
Rc~~e~ a~d R~spo~si~i~~~6e~
City of Dublin
The primary agency responsible for the jurisdiction-wide mobilization and coordination of
volunteers and service programs is the City of Dublin. Its roles include the following:
• Prepare and maintain this plan and all associated procedures;
• Determine need to activate Volunteer Coordination Plan at time of disaster;
• Coordinate activation, implementation and demobilization of volunteer
coordination plan;
~~ 201D ~ City of Dublin Volunteer Coordination Plan Revised December 2010 7
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• Coordinate with other agencies and organizations for maximum utilization of
limited resources; and
• Coordinate spontaneous volunteers and service programs to assist the efforts of
both governmental agencies and NGOs throughout the affected communities.
~i~rn~~fa Cour~ty t}p~r~tior~a~ Are~
The Operational Area is responsible for managing activation of the countywide Volunteer
Coordination Plan and for establishing and maintaining communications on disaster
volunteer coordination issues with all cities in Alameda County and with Eden
Information and Referral.
Ed~n I~f~rr~ati~n and e~e~ral
In the event of a disaster that affects a significant part of the county or greater area, it
may be necessary to initiate a countywide disaster volunteer call center. Eden
Information and Referral has agreed to operate such a call center and is developing an
implementation plan in partnership with the county.
~c~~va~.~or~ ~~ ~~n€~r~~eer Cmordo~~~ior~ F'lan
This City's Volunteer Coordination Plan will be activated by decision of the Director of
Emergency Services. Reasons for activating the volunteer plan may include but are not
limited to the following:
• When the nature of the disaster and/or media coverage of it makes convergence
of spontaneous volunteers likely.
• When volunteers with particular skills and/or special knowledge of the affected
community could enhance response, relief and recovery efforts.
• When shortages of workers throughout the community require augmentation of
staffing support from outside resources.
When the order to activate the plan is given, the Personnel/Volunteer.Unit leader of the
Logistics Section will notify a designated Emergency Volunteer Center Manager to set
up the Emergency Volunteer Center (EVC). The EVC can be set up as a walk-in center
(sometimes referred to as a volunteer reception center), a call center, an online process,
or a combination of two or more of these strategies.
~~~iv~~~o~t Str~tet~ie~
Within the geographical confines of a county, three activation strategies are available:
Local (Independent (V~unicipal) Act9vation
Local activation is defined as a city establishing an EVC for the mobilization and
referral of volunteers within its boundaries. Theoretically, each city within the county
could activate a local EVC. When the city establishes an EVC, it should immediately
notify the ALCO Operational Area. If the city is unable to establish an EVC on its
own, it may request assistance from the Operational Area. The Operational Area will
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~'j, " 2010 City of Dublin Volunteer Coordination Plan Revised December 2010
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also provide a communication and coordination link among city EVCs, when more
than one local EVC has been established. The Operational Area may establish local
EVCs in unincorporated communities as needed.
Multi-city Activation
Multi-city activation is defined as the operation of an EVC serving multiple cities and
nearby unincorporated areas. At this level, neighboring cities combine and leverage
resources to serve a sub-region of the county. Methods of multi-city activation
include:
• Cities join forces and operate a joint EVC.
• Cities co-locate in a regional EVC.
• Cities create a"virtual" regional EVC by communicating with each other
regarding local needs for volunteers and the availability of volunteers.
Pro osed multi-cit areas and cities to be included in each:
MULTI-CITY AREA CITIES TO BE INCLUDED
Tri-Cities Fremont, Newark, Union Cit
Tri-Valle Pleasanton, Livermore, Dublin
North Oakland, Alameda, Albany, Berkeley,
Eme ille, Piedmont
Central Ha ard, San Leandro
A regional EVC may also include neighboring unincorporated communities.
The ALCO Operational Area can provide support to the regions, including securing of
mutual aid resources from other jurisdictions. The Operational Area also provides the
communication and coordination link among the regions.
Countywide Activation
Countywide activation is defined as the activation of a single countywide EVC (call
center) under the aegis of the Operational Area to serve agencies and organizations
in Alameda County needing volunteers. The Operational Area has tasked Eden
Information and Referral to provide the call center. The Operational Area will take
responsibility for the registration of volunteers who will be working under the
auspices of county government as Disaster Service Worker (DSW) volunteers. The
Operational Area will continue to provide a communication and coordination link
among cities. It will also assist with demobilization of city and multi-city EVCs that
were activated, and with transition to countywide operations. A request by the city to
the Operational Area to activate a countywide call center may be made through the
city's EOC.
Sequence of Activation ~tra~egies
Because disasters vary in terms of their size, scope, duration, intensity and
consequences, the choice of activation levels and sequencing of activation levels
should be tailored to the incident, as well as to the resources available. For example,
for a large fire or flood, a countywide EVC (call center) could be established to
coordinate volunteer matching from Day One of the incident. For a large-scale or
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~"~ 2010 Cit of Dublin Volunteer Coordination Plan Revised December 2010
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catastrophic event, each affected city might activate an EVC and operate it as long
as needed. Then, as needs and resources changed, local EVCs could either be
folded into regional EVCs or a countywide EVC.
To summarize:
• For some disasters, all three strategies could be activated over a period of
time, starting with local EVCs, then regional EVCs and finally a countywide
EVC.
• For other disasters, local EVCs might be established and then transition into
a countywide EVC.
• For still other disasters, a countywide EVC might be the first and only strategy
implemented.
Desog~~tir~~ Er~erge~c~ 10~~u~~~~s ~erafie~° (~~~~ ~o~a~.ion
The EVC should be established at a location not directly at or near the site of an incident
or of the city's EOC or Command Center when possible. The ideal EVC location is 1/2
mile or more away from these places, yet close enough for a runner to deliver
communications, supplies, etc.
The designated location should have adequate space and accommodations for intake
and registration of volunteers. When searching for one or more possible facilities, take
the following into consideration:
• Large room or space for centralized EVC operations;
• Adequate space for intake and registration
• Space that allows for relatively easy traffic flow
• Separate space (room) for volunteer orientation and training
• Separate space (room) for staff break area
• Accessibility for people with disabilities
• Adequate parking
• Ease of identifying facility as the EVC
• Facility that can be secured
• Availability and accessibility of restrooms
• Capacity for phone/network lines
Potential sites for an EVC in the City of Dublin include:
Shannon Community Center, located at 11600 Shannon Avenue
Dublin Senior Center, located 7600 Amador Valley Boulevard
Dublin Librarv, located at 200 Civic Plaza
5~a~fing ~he ~VG
Primarily, the Community Safety Assistants within Police Services will be responsible for
the initial staffing of the EVC and report directly to the Personnel/Volunteer Unit leader
within the EOC. The following will be pre-trained and prepared to set up and operate an
EVC:
Police Services, Community Safety Assistant (2 positions)
s~~' 2010 ~ City of Dublin Volunteer Coordination Plan Revised December 2010 10
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Assigned staff should follow all guidelines and procedures required of civil service
workers for the city, including reporting for duty as soon as they have determined the
safety of their respective families and homes. Additional staff can be assigned to work
with pre-trained staff (for staffing resources, see Augmentation of Staff in the
Administration Section below).
In general, when selecting staff to work at the EVC, consider candidates who:
• Have good customer service skills;
• Interact regularly with the public;
• Are able to work well under stress and in fast-paced, changing environments;
and
• Can make quick decisions and exercise good judgment.
The following City of Dublin staff may be utilized at the EVC:
• Office Assistant I (1 position)
• Office Assistant II (4 positions)
~ Secretary (1 position)
• Senior Office Assistant (2 positions)
There is an additional requirement for those who staff the Volunteer Registration Station
(see also EVC Stations below). Only the City Clerk or persons so deputized by the City
Clerk may legally swear in volunteers as Disaster Service Worker (DSW) volunteers.
The City Clerk is authorized to swear in volunteers as DSW volunteers. In the event that
the City of Dublin activities the EVC, the City Clerk would deputize the City's two
Community Safety Assistants who are assigned as the City's EVC Managers. Once the
Community Safety Assistants are deputized, they would then be able to swear in
volunteers as DSW volunteers.
New staff will require orientation, training for their specific tasks, and supervision. When
feasible, new staff will work side-by-side with experienced staff until they have gained
proficiency and confidence in carrying out their assignment.
Policies should be established at the outset regarding hours of work, required breaks,
shift schedules and other personnel-type issues for all workers in the EVC, both
employees and volunteers. These policies should be determined by the EVC Manager,
in consultation with the EOC's Personnel/Volunteer Unit. Identification will be established
from the outset for EVC staff - vests, shirts, hats, identification badges, etc. - that will
indicate to the public their role at the EVC. The vests and identification badges are
located at the EOC and would be transferred to the EVC once a site has been selected
and it is activated.
EOJC ~t~t~~r~~
The walk-in EVC concept is modular and can be scaled up or down depending on the
size of the disaster and the volume of volunteer response. The EVC is divided into three
stations and a support area (see EVC Layout, EVC Form 5). The support area includes
desks for the Volunteer Opportunities Coordinator, Data Coordinator, Communications
Coordinator and EVC Manager. The three stations are designated areas for contact with
prospective volunteers, as follows:
~'j '~ 201D ~ City of Dublin Volunteer Coordination Plan Revised December 2010 11
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Recep$ion Station
At the Reception Station, volunteers are greeted by the Receptionist, given an intake
form and directed to the waiting area adjacent to the Reception Station. The
Reception Station also functions as a general reception area, where staff (both paid .
and volunteer) sign in and out and where all visitors are greeted and directed to the
appropriate area.
Intake and Referral Station
At the Intake and Referral Station, volunteers are briefly interviewed by Interviewers
and referred to a suitable volunteer position, if one is available. Volunteers who have
been referred to an outside organization exit the EVC after leaving this station.
Volunteers who have been referred to a position with city government go on to the
Volunteer Registration Station.
Volunteer Registration Station
At the Volunteer Registration Station, volunteers who have been referred to a
position with city government complete the placement process and, if appropriate,
are registered and sworn in as Disaster Service Worker volunteers by the Registrar.
~c~r~cep~ ~f Ccor~r~~~i~~~icar~~
This section describes the response organization-to-response organization
communication protocols and coordination procedures used during emergencies and
disasters. Communication is critical to the successful activation of EVCs and the
effective coordination of responsibilities for managing spontaneous volunteers among
multiple agencies.
Relationship betweer~ EOC and EVC
A close working relationship between the EVC and its respective EOC (as listed
below) is absolutely essential to the EVC's success at each level of activation:
^ City EOC H Local EVC
o Operational Area EOC H Unincorporated Area EVC
^ Lead City EOC H Area EVC
^ Operational Area EOC H Call Center (Eden Information & Referral)
The EOC makes decisions on EVC activation and demobilization and provides
significant support in the form of supplies, equipment, staffing and technical
assistance to EVCs during operations.
Other EVC Relatianships
The EVC also interacts with other agencies and organizations for a variety of
purposes. Principal among these are government agencies, CBOs and FBOs, which
are the source of disaster volunteer opportunities. The EVC maintains close
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o-~~~x 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 12
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, communication with CARD, a key connection point with local CBOs, and other
organizations as needed.
Communicatian ~iethads
Today's technology offers a wide array of tools for communicating among
organizations during response operations. Tools available to EVCs may vary from
jurisdiction to jurisdiction. At a minimum, EVCs should plan for use of telephones and
or cell phones for voice communication; fax machines (ideally one for incoming
messages and one for outgoing); email; and ham radio and runners as system
backups. Even if phone service is disrupted, fax lines and email may still be working.
Transmission of forms, charts, data and lengthy or complex text messages is best
accomplished via fax or email.
Communication Protocols
A Communication Protocols tool (see EVC Form 8) has been developed to aid EVCs
at all levels. The tool is a chart designed to help EVCs quickly identify who talks to
whom, for what purpose, and when-in response to a variety of situations that can
occur during EVC activation and operations.
Communications Coordinator Position
The Communications Coordinator, who reports to the EVC Manager, serves as the
hub for incoming and outgoing messages and establishes functional EVC
communications equipment. While EVC staff are not required to channel
communications through the Communications Coordinator, doing so enables
consistent tracking of incoming and outgoing messages, greater ease in sharing of
key information, and a full record of operational activity.
A contact list for disaster volunteer coordination agencies and organizations has been
prepared to enhance the ability of the EVC staff to communicate effectively (see EVC
Form 12).
!~lor~cing ~i~h ~he City EOC
The City's EOC will make the decision to establish the EVC. The EOC will determine the
EVC site and obtain the resources needed for EVC operations. EVC staff needs to work
closely with the EOC to request needed facilities, supplies, personnel and support
necessary for operating the EVC. The EOC will also be the communications link for
status reports and mutual aid requests.
!fil~~kinc~ ~it~ ~h~ Qp~w~~ic~~~~9 ~r~~
The Alameda County Operational Area plays a variety of supporting roles in regard to
cities. It provides a communication and coordination link for all cities; it coordinates
mutual aid resources among cities; and it may provide intake and referral services if a
city is unable to activate an EVC. The Operational Area may also open, in partnership
with Eden Information and Referral, a call center to serve as a countywide EVC and will
~ ~ , . --- - _ - --_
~-~` 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 13
tif
~~
work with cities to ensure a smooth transition. The Operational Area should be notified
promptly about the city's decision to open or demobilize a local EVC.
ii~ut~al A~id
The City of Dublin. may request mutual aid from other jurisdictions for staffing and other
resources to assist with volunteer management operations. Requests on behalf of the
EVC should be channeled through the EOC in accordance with this jurisdiction's mutual
aid policies and procedures.
~~sk ~~nage~e~~
When an EVC refers a volunteer to an outside organization, it limits its exposure to
certain risks because the receiving organization assumes responsibility for the volunteer.
The EVC staff uses the Volunteer Intake Form to gather enough information to make an
appropriate referral. The EVC does not verify identity or licenses of, conduct background
checks on or perForm other screening of a volunteer it refers to another agency or
organization; those tasks are the responsibility of the receiving agency or organization.
The City of Dublin assumes responsibility for any volunteer working under the auspices
of the jurisdiction. Therefore, the role of the Volunteer Registration Station is critical for
managing certain inherent risks. Potential volunteers should first be screened for
suitability. Professional license verification and Department of Justice background
checks may be necessary for some functions. As additional protection for the jurisdiction
and the volunteers, it is strongly recommended that all volunteers involved in
disaster-related activities under the direction of this jurisdiction be registered as
Disaster Service Worker (DSW) volunteers. A DSW volunteer must be deployed by
his or her registering entity in order to be eligible for worker's compensation benefits in
case the DSW volunteer is injured while performing disaster-related activities. Under the
guidelines of the DSW Volunteer Program, volunteers who are registered as DSW
volunteers must be provided with adequate training and supervision. (See Disaster
Service Workers Volunteer Program section below for more details).
Safety is an important component of risk management. Safety of all workers, volunteers
and others onsite is the responsibility of the EOC. The Safety Officer must examine the
facility to be used for the EVC for unsafe and unsanitary conditions and should address
any that exist before the EVC is open to the public.
Security in the EVC is the responsibility of the Department of Police Services. The level
of security may vary depending on the type of disaster and other factors. At a minimum,
all persons entering the EVC should be asked to sign in and out. A safe place for EVC
staff to store personal belongings should be made available. Security of equipment,
supplies and other resources should also be addressed.
Due consideration must be given to the reduction and/or management of stress in the
disaster work environment. Stress is an unavoidable component of disaster work. A plan
that addresses staff work schedules, breaks, and accessibility to mental health services
and Critical Incident Stress Debriefing should be implemented.
~ ,-- __._ __-_
2010 ` City of Dublin Volunteer Coordination Plan Revised December 2010 14
i~~~
~
C3isas~~a~ ~~rvice'~ork~rs ~`ol~r~~eer~ ~r~agr~~n (~51~~/P~
The Disaster Service Worker Volunteer Program (DSVWP) is a state funded program
that provides workers' compensation benefits and medical compensation to registered
Disaster Service Worker (DSW) volunteers who are injured while performing disaster-
related activities or participating in pre-approved training/exercises. It also provides
limited immunity from liability to political subdivisions or political entities as well as the
DSW volunteer if a civil suit results from an act of good faith while the DSW was
providing disaster-related services. Eligibility for the DSWVP is based on a volunteer's
registration with an accredited Disaster Council in accordance with state law.
In order to establish eligibility for DSWVP benefits, the DSW must be registered prior to
his or her deployment to participate in disaster-related activities, including pre-approved
training. The only exception to the pre-registration requirement is an "impressed
volunteer" who is directed/ordered to perform disaster-related duties by an authorized
government employee. In addition to the pre-registration requirement, the DSW must be
deployed/assigned disaster-related activities by the registering authority. Under no
circumstances is a self-deployed volunteer eligible for DSWVP benefits. '
The State's laws and regulations governing the DSWVP specify the need to provide
DSWs with adequate training and supervision. The registering authority is responsible
for ensuring the disaster training is commensurate with the duties of the DSW. The
registering authority may require the DSW volunteer to participate in training as a
condition of remaining an active DSW volunteer. For more information on these and
other rules and policies governing the DSWVP, see the Governor's Office of Emergency
Services'' publication entitled "Disaster Service Worker Volunteer Program (DSWVP)
Guidance" (available at www.oes.ca.qov under Plans and Publications).
P~sb9~c ~~af~arra~~t~or~
Dissemination of information to the public near the onset of a disaster about volunteer
opportunities and procedures is critical to successful management of volunteers. In the
absence of such messages, people may converge at inappropriate sites and/or engage
in activities that place themselves and others at risk. Public information messages may
not entirely prevent such behavior but can provide an extremely useful service to those
who wish to be helpful.
Once the EVC infrastructure is in place, a release should be distributed to the media in
coordination with the Public Information Officer for the incident (see EVC Form 9 for
Press Release template). It is recommended that the EVC organizational infrastructure
be in place before sending out the first release. ~
C?~mobiliz~tiora
As the level of volunteer acfivity decreases, those in charge of the EVC should prepare
to demobilize. An effort should be made to address all outstanding issues and to transfer
~ Merged 1/1/09 with Governor's Office of Homeland Security to become the new California Emergency
Management Agency
,~ l~ 2010 City of`Dublin Volunteer Coordination Plan Revised December 2010 . 15
\T~
~~~ '~1
~
any unresolved issues to the appropriate staff or department within the city. Lessons
learned regarding volunteer management should be captured through debriefing of the
EVC's lead staff and participation in the After-Action Report. The lessons learned should
be reviewed and evaluated for possible inclusion in the Corrective Action process.
A plan for recognizing volunteers (at a minimum, those who rendered services to city
government but ideally, all who came forward to help the community) should be
developed in advance and executed as part of the demobilization process.
~ j~ 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 16
~v
~ ~ ~ ~~~
~ n_ H~ ~~~~_.~ ~ ~ .wu . ~. v _ ~ ~~~r~ ~ ~_ _~ __.
1~
~~
~ ~ ~~~d~rdi~at~on
~ The procedures, materials and forms developed for this plan are based on tested plans
~ and best practices from a variety of sources. Use of standardized methods and tools
' facilitates mutual aid.
~.
~'i~~r~~~
~ ~.
~ Those responsible for staffing the EVC must track all expenses. This is necessary in
' order to document costs and account for funds expended in order to maximize any
f; ~ reimbursement that may become available.
`~~~ In the event the city arranges for an NGO to manage the EVC, the outside organization
,.;{ will track all expenses and provide the appropriate information to the jurisdiction during
!~ demobilization. Any reimbursement will depend on the nature of the agreement between
~ the city and the. organization and the availability of resources.
~
~_ '~ ~'~ch~c~~o~~
~E
~~. ;; The predominant use of technology within the EVC will be for computerized input and
storage of information about spontaneous volunteers and volunteer opportunities. There
'~'; are several reasons for creating a volunteer database:
^.," iJ • A computerized system enables summaries to be created, for example, a daily
count of volunteers interviewed and referred. These can be useful for final
; reports and also for keeping the media informed.
` • A computerized system enables EVC staff to search the database for volunteers
with particular skills or days/times of availability. For example, three days into the
' disaster, one could search for people who listed construction skills in order to
identify potential candidates for damage assessment teams.
• A relational database allows automated matching of volunteers with appropriate
volunteer opportunities.
The relational database developed by Eden -Information and Referral will be used for the
countywide call center. Under separate agreement, it may also be used by this
jurisdiction at the time of the disaster. A separate database file should be established for
each disaster at the time of the EVC activation.
Confidentiality and privacy of information are important concerns when developing and
using a database. Any database that is created and used in the EVC will adhere to the
city's policies on privacy of information.
Highly efficient manual systems should also be developed that serve the same purpose
as computerized systems to allow for events where electricity is not readily available.
A~grs~er~~a~~c~n flf ~taff
~``.'J'~~ 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 17
~~ ~
~ ~
In large-scale disasters, or disasters that attract a large number of volunteers, it may be
necessary to increase the number of staff of the EVC. Ideally, individuals and groups will
be assigned and trained in advance. But new staff can also be brought in at the time of a
disaster, if necessary. The following are possible resources:
• Other employees of the city. By state law all city employees are designated
Disaster Service Workers and therefore available to be assigned to any aspect of
the city's disaster operations. Those with volunteer management responsibilities,
regardless of department, would bring valuable skills and experience.
• Employees of other jurisdictions. Request mutual aid assistance from other
jurisdictions only after fully utilizing your own resources.
• Spontaneous volunteers who have contacted the EVC. Most people who have
some basic skills can be taught to interview other volunteers or to take on other
EVC tasks fairly quickly. EVC staff should look for volunteer managers, people
with interviewing skills, those who work in the personnel/human resources field,
social workers, teachers, trainers, etc.
• Unaffiliated service program groups. Some of their members may be available for
1-3 weeks or longer. Establishing a relationship with one or more service
program groups in advance of the disaster would expedite the process.
.• CERT team members and VIPS volunteers, once they have fulfilled their fire
service or law enforcement responsibilities. Typically CERT and VIPS activities
would take place in the early response phase, leaving members then available
for other assignments.
New staff should be appropriately screened and will require orientation, training for their
specific tasks, and supervision. When feasible, new staff will work side-by-side with
experienced staff until they have gained proficiency and confidence in carrying out their
assignment.
Policies will be established at the outset regarding hours of work, required breaks, shift
schedules and other personnel-type issues for all workers in the EVC, both employees
and volunteers. Identification will be established from the outset for EVC staff - vests,
shirts, hats, identification badges, etc. - that will indicate to the public their role at the
EVC.
Volunteer Coordi~ation Pt~n ain~~na~ce
This Volunteer Coordination Plan is developed under the authority of the Director of
Emergency Services. The Director of Emergency Services or his/her designee is
responsible for developing, maintaining and drafting revisions to the plan consistent with
the jurisdiction's schedule for updating the Emergency Operations Plan. The plan may
also be modified as needed after an incident, exercise or changes in procedures, law,
rules or regulations pertaining to volunteer management. Staff will submit plan revisions
accordance with local ordinances, for approval.
~ 2010 ~ City of Dublin Volunteer Coordination Plan Revised December 2010 18
~ ~1
~ ~- ~ ~~~ ~ ~ ~ ~
~u~h~ri~~es
California Emergency Services Act, §8657
Disaster Service Workers Volunteer Program Regulations, Cal. Code of Regs. Title 19,
§2570-2733.3
Good Samaritan Act, Cal. Health and Safety Code §1799.102
~ Volunteer Protection Act of 1997, U.S. Public Law 105-19
~ R~~er~races
!~ ; CA Department of Fish and Game Office of Spill Prevention and Response, Volunteer
~ Management Planes for Area Contingency Plan and Local Government Spill Plans,
~ 2002
CA Governor's Office of Emergency Services, State Donations Management Plan
I= (draft), 2002
!A~ CA Governor's Office of Emergency Services, They Will Come: Post-Disaster
Volunteers and Local Governments, 2001
{
~ City of Mountain View, Emergency Volunteer Operations Plan, 2000
'z City of Sunnyvale, Memorandum of Understanding with the Volunteer Center of Silicon
;"`+ Valley
' County of Sonoma and Volunteer Center of Sonoma County, Maximizing Volunteers as
~'$ a Resource During Disaster. A Model for Local Government and Volunteer Center
Collaboration, 2003
'` County of Sonoma Operational Area, Emergency Operations Plant 2000
Federal Emergency Management Authority, Volunteer and Donations Management
' Support Plan (draft), National Response Plan, 2004
~ Florida Commission on Community Service, Unaffiliated Volunteers in Response and
Recovery, 2001
Ready to Respond, Volunteer Center Emergency Response Plan Template, 2003
Santa Clara County Emergency Managers Association and Volunteer Center of Silicon
Valley, Countywide Plan for Coordination of Spontaneous Volunteers, 2003
Santa Clara County Emergency Managers Association and Volunteer Center of Silicon
Valley, Emergency Volunteer Center Plan Template for Local Government, 2004
The Volunteerism Project, Getting Ready for Disaster Volunteers: A Guide for
Community-Based Organizations, revised March 2001
.~ ~ _.~~ _
~'7 '2010 City of Dublin Volunteer Coordination Plan Revised December 2010 ' 19
~r~
u~~~
Po~~ti~n ~h~c~{i~ts
Reports to:
Volunteer Coordinator, Personnel/Volunteers Unit, Logistics Section, EOC
General Duties
• Secure and open the facility for the EVC.
• Manage EVC set-up, operations and demobilization.
• Request staffing and other resources to support EVC operations.
• Assign and supervise lead EVC staff.
• Plan and execute orientation and training for new EVC staff.
• Coordinate press inquiries regarding volunteers with EOC's PIO.
• Maintain close communications with the EOC's Volunteer Coordinator.
Action Checklist - EVC Set-up (may be delegated to other EVC staf~
o Read the entire Action Checklist: .
^ Identify yourself as the EVC Manager by putting on the nametag with your title.
^ Initiate an event log of activities, beginning with notification of the emergency.
^ Choose a site for the EVC; a large indoor_room with tables and chairs is ideal.
^ Request assistance from the EOC to ensure a safe, secure and sanitary site.
^ Determine if power, phone service, water, etc., are available.
^ Request needed resources from EOC, including food and water for staff, phone lines
and/or electronic communications equipment, and assignment of HAM Radio
Operator backup to EVC if phone lines are down.
^ Obtain Emergency Volunteer Center Supply Kit (see EVC Form 6 for a list of
contents).
^ Using the EVC Layout (EVC Form 5) as a guide, arrange room: allow for foot traffic;
designate space for each station and the support area; establish waiting area near
Reception Station.
^ Clearly mark signs for each station.
^ Post EVC signs in visible locations on the outside of the building.
^ Designate a separate area or room for training and orientation, if possible.
^ Designate a break/rest area away from the public to provide a resting area for staff,
stocked with water and healthy foods if possible.
^ Work with Communications Coordinator to establish mode of communication with the
EOC. If you will be using HAM Radio Operators, ensure enough are assigned to
cover all shifts for the entire time of operations. Utilize early volunteers as runners to
deliver messages to the EOC, if necessary.
^ Working with PIO, notify local media, emergency services officials and community
regarding activation of the EVC.
^ Maintain all required records and documentation to support the history of the
emergency.
Action Checklist - EVC Management
^ Read the entire Action Checklist.
^ Designate an assistant EVC Manager for a large-scale operation.
^ Designate yourself or another EVC staff member as a liaison to the EOC's PIO to
address press inquiries.
^ Utilize Communications Coordinator as hub for incoming and outgoing messages.
,' ~~ ry 2010 ` City of Dublin Volunteer Coordination Plan Revised December 2010 20
wr/~
EVC Manager continued
zz~~
^ Determine staffing levels. If possible assign at least two people to each station and
more if necessary. When assigning more than one person to a station, designate a
lead staff to be in charge.
^ Forecast personnel needs and request extra staff if needed.
^ Assign early volunteers to provide refreshments and support in the waiting area near
Reception Station.
^ Determine hours of operation for the public.
^ Set staffing shifts. The recommended maximum shift for any employee or volunteer
is eighf hours. Decisions regarding overtime work for jurisdiction employees should
be coordinated with the Personnel/Volunteer Unit in the Logistics Section of the
EOC.
^ Plan breaks according to jurisdiction guidelines.
^ Schedule brief ineetings at beginning and end of day before/after opening the doors
to the public to address operational issues and update staff on disaster situation.
^ Overlap shifts to help with the transition of information and updates at each station.
^ Frequently rotate staff through the most stressful positions, e.g., Receptionist.
^ Encourage EVC staff to monitor stress levels, watch for burnout and promote breaks
among one another whenever possible.
^ If needed, obtain security resources for EVC.
Action Checklist - Training (may be de/egated to other EVC staf~
^ Read the entire Action Checklist.
^ Coordinate orientation/training schedule with EVC Manager.
^ Plan orientation and training for new EVC staff.
o Include safety information in curriculum.
^ Update orientation and training curriculum as needs, policies or procedures change.
^ Issue identification badges to new EVC staff.
o Create new file for each EVC staff volunteer.
^ File copy of volunteer's Disaster Volunteer Intake Form with training record.
o Assign new volunteers to a supervisor.
^ Address re-training as needed.
Action Checklist - EVC Demobilization
^ Read the entire Action Checklist.
^ Start planning for demobilization when beginning EVC operations.
^ Work with EOC Finance/Administration Section to make sure EVC staffing and
operations cost tracking follow FEMA guidelines.
^ Determine if and when to transition intake and placement activities to another entity.
^ Set a day and time for demobilization and announce to all staff and volunteers.
o If needed, provide critical incident stress debriefing services from professional mental
health counselors for EVC staff and volunteers.
^ Prepare a brief report on intake and placement statistics for the EOC and your own
records.
^ Meet with the EOC's Volunteer Coordinator to coordinate transition to countywide
operations, if applicable.
^ Resolve or refer outstanding issues.
^ Working with designated PIO, notify local media, emergency services officials and
community regarding the deactivation of the EVC.
^ Thank volunteers who contributed to EVC operations and/or response efforts in the
community. Consider also recognizing volunteers after the event (e.g., phone call,
~~'j~ 2010 ~ City of Dublin Volunteer Coordination Plan Revised December 2010 21
r~
EVC Manager continued
z~ ~~
~
letter, an article or ad publishing their names in a local newspaper, gift of
commemorative item, etc.).
2010 `' ~' °' City of Dublin Volunteer Coordination Plan Revised December 2010 22
~
General Duties
• Establish and manage Reception Station.
• Greet visitors and field inquiries.
• Distribute forms to potential volunteers.
• Direct people with non-volunteer related inquiries to the appropriate source.
• Post urgent volunteer needs.
Action Checklist
o Read the entire Action Checklist.
^ Identify yourself as the Receptionist by putting on the nametag with your title.
^ Create and manage process for paid and volunteer staff to check in and out each
day (see Volunteer Time Sheet, EVC Form 10).
^ Create a Community Resources and Referral list for directing non-volunteer related
inquiries, e.g., where to donate, where to get help. Update information daily or as
new information becomes available.
^ Determine where donations are going in your community; consult with your EOC or
review city policy on donations management.
^ Systematically determine each person's need as soon as they arrive at the EVC.
^ Refer those with non-volunteer related inquiries to the appropriate agency or
organization.
^ Refer representatives of agencies or departments that need volunteers to the
Volunteer Opportunities Desk.
^ Give those who wish to volunteer, including spontaneous volunteers and unaffiliated
service program members, a brief explanation of how the EVC works and a Disaster
Volunteer Intake and Referral Form (EVC Form 1) to fill out in the waifing area.
^ Once they have completed the Disaster Volunteer Intake Form, direct the potential
volunteer to the Intake and Referral Station or back to the waiting area, as
necessary.
^ If there are large numbers of people in the waiting area, field questions regarding the
status of their application. Stay in close contact with the EVC Manager to keep
updated on the availability of positions.
^ If there is a need to recruit for a particular skill, post signs in the waiting area or near
the Reception Station, as directed by the EVC Manager.
^ Supervise greeters and refreshment servers to make sure they are giving out
accurate information to the public.
^ During a large-scale activation, activity at this station can be intense and prone
to causing staff burnout. Rotate new staff into this station every 4 hours if
possible.
~'jv 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 23
~r~
Genera/ Duties
• Establish and manage the Intake and Referral Station.
• Conduct a brief interview with each prospective volunteer.
• Refer volunteer to an appropriate opportunity.
~ Confirm that volunteer has filled out all the required paperwork.
• Register volunteers who are placed with the jurisdiction.
Action Checklist ~
^ Read the entire Action Checklist.
^ Identify yourself as the Interviewer by putting on the nametag with your title.
^ Initiate an event log of activities, beginning with notification of the emergency.
^ Make sure the Disaster Volunteer Intake and Referral Form (EVC Form 1) is filled
out correctly. Assist prospective volunteer, if necessary.
^ Ask volunteer for all information needed to complete form.
o Review with volunteer:
• priority skills and abilities
• whether or not they are 18 years of age
• physicallimitations
• language skills
• availability
^ Assess volunteer's priority skills, review options and match volunteer with most
appropriate opportunity.
^ Briefly explain assignment to volunteer.
^ Note referral(s) on Disaster Volunteer Intake and Referral Form.
^ If possible, give volunteer a photocopy of Disaster Volunteer Intake Form. If not
possible, retain original form.
^ If volunteer is being referred to a position with the jurisdiction, send volunteer to the
Volunteer Registration Station.
^ If you have concerns during the interview, DO NOT place the volunteer. Inform
volunteer you will get back to him or her and consult with the EVC Manager.
^ Document any notes, questions or concerns you have about the volunteer in the
Intake and Referral Station logbook.
^ If unable to place volunteer at that time, explain situation and give them an idea of
when you will call back or when they can check back with you.
^ If volunteer is offering resources, determine resource availability and conditions of
use.
^ Refer volunteer resources to appropriate agency, organization or field site.
;t", 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 24
~~
~~~~
venera- uur~es
• Establish and manage the Volunteer Registration Station.
• Register volunteers as Disaster Service WorKers (DSWs).
• Ensure completion of required paperwork and administration of Loyalty Oath.
Action Checklist
o Obtain completed Disaster Volunteer Intake Forms from Intake and Referral Station.
^ Confirm that the position within the jurisdiction to which the volunteer was referred is
still available.
^ Conduct a brief secondary interview of volunteer, utilizing the Volunteer Interview
Guide (see EVC Form 7), with questions relevant to the position.
^ If you have concerns during the interview, DO NOT place the volunteer. Inform
volunteer you will get back to them and consult with the EVC Manager.
^ Instruct the volunteer to fill out the Disaster Service Worker Registration Form (EVC
Form 2); note position placement on that form.
^ Administer (or have authorized staff administer) the Loyalty Oath.
^ Complete any other necessary paperwork required for your jurisdiction to utilize the
volunteer.
^ Instruct volunteer on next steps:
• Where,and when to report for orientation and/or training
• Who within local jurisdiction will be their supervisor
• Give volunteer any necessary safety information, timecards, etc., pursuant to
jurisdiction's volunteer management policies and procedures
• Give volunteer a copy of the Safety Tips for Volunteers (EVC Form 11)
^ Periodically notify Data Coordinator of placements completed.
^ Maintain completed DSW forms and file with the appropriate authority.
~ --
~~ 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 25
Genera/ Duties
• Establish and manage the Volunteer Opportunities Desk.
• Serve as liaison to the jurisdiction's departments and NGOs that need volunteers.
• Relay volunteer requests to EVC Interviewers.
• Supervise Data Coordinator.
• Assist NGOs and departments with disaster volunteer management issues.
Action Checklist
^ Read the entire Action Checklist.
o Identify yourself as the Volunteer Opportunities Coordinator by putting on the
nametag with your title. ~
^ Ask the Reception Station to direct requests for volunteers from agencies to your
station.
^ Ensure that messages from the EOC regarding requests for volunteers from the
jurisdiction reach you.
^ Assist agency or department representatives with completion of Disaster Volunteer
Request Forms (EVC Form 3) for volunteers.
^ Number Disaster Volunteer Request Forms sequentially in the order received.
^ Share information regarding volunteer requests with EVC Interview Station as soon
as received. Information can be posted ,on wall-size chart and mounted where all
Interviewers can see it, or printed and distributed to individual Interviewers. See EVC
Form 4, Disaster Volunteer Opportunities Chart, for suggested model.
^ Forward completed Disaster Volunteer Request Forms to the Data Coordinator.
^ Alert EVC Intake and Referral Station if there is an urgent need for people with
particular skills such as interpreters or nurses. Also notify EVC Manager so special
recruitment procedures can be considered.
^ Confirm that each outside agency understands that disaster volunteers must register
with that agency for insurance and liability purposes.
^ When notified by Data Coordinator than an opportunity appears to have been filled,
notify requesting agency to determine whether enough volunteers have responded or
whether the job should remain open.
^ Inform Interviewers when a job has closed.
^ Confirm that each department within the jurisdiction understands the need to follow
Disaster Service Worker policies and procedures.
^ Link agencies and departments that have disaster volunteer management needs with
available resources (many agencies may not have developed procedures for working
with disaster volunteers and may need some assistance and guidance).
^ In the early stages of the disaster, contact agencies by any means possible to
identify volunteer opportunities. Outreach to agencies can be conducted any time
this station is not busy with immediate incoming requests. As communications
become available, Volunteer Opportunities staff can utilize phone, fax, the Internet
and runners with cellular phones to determine needs.
`' tt 2010 f° ~~ ~ F City of Dublin Volunteer Coordination Plan Revised December 2010 26
~
~
Reports to:
Volunteer Opportunities Coordinator
General Duties
• Establish and manage Data Coordination Desk.
• Enter/manage data on volunteers.
• Enter/manage data on agency requests.
• Establish and manage tracking process for volunteer needs and placements.
Action Checklist
^ Read the entire Action Checklist.
o Identify yourself as the Data Coordinator by putting on the nametag with your title.
^ Collect completed Disaster Volunteer Intake Forms (EVC Form 1) from Intake and
Referral Station. Sort into piles, one for referred volunteers, one for pending. Return
pending forms to Interviewers Station for follow-up.
^ Devise a manual or computerized system for recording number of volunteers
referred to each volunteer opportunity.
^ If a manual system is utilized, hold this information for future database entry.
^ If database capabilities exist; input all volunteer information from Disaster Volunteer
Intake Forms.
^ Inform Volunteer Opportunities Coordinator immediately when it appears enough
volunteers have been referred to a particular job.
^ Assist Volunteer Opportunities Coordinator by entering data on agency requests.
^ Run daily report on number of volunteers processed, number of volunteer referred
and to which agencies, and any other pertinent data.
^ When EVC is demobilized, retain forms for the jurisdiction.
.._._.__ __
~~~ 2010 ~ ' City of Du61in Volunteer Coordination Plan Revised December 2010 27
z~ ~~
.~
, ~ ~~~` '~~r~ ~ ~' ~~~ '~~_m"` ~ ~° `~ ,~ , `r~
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~ Reports to:
EVC Manager
Genera/ Duties
• Establish and manage Communications Desk.
• Establish form(s) of communication for EVC (fax, internet, runners, ham radio,
phone, etc.).
• Manage incoming and outgoing communications for EVC (to and from EOC and
other agencies).
• Establish and manage tracking process for communications.
Action Checklist
^ Read the entire Action Checklist.
^ Identify yourself as the Communications Coordinator by putting on the nametag or
vest with your title.
^ Work with EOC Logistics and EVC Manager to establish communication methods for
EVC - this may be fax, internet, runners, ham radio, phones or a combination of
communications strategies as capabilities become available.
^ Develop a clear line of communication with your EOC (this may be a runner at the
beginning of operations).
^ At direction of EVC Manager, submit requests for equipment, supplies, staff, etc., to
the Logistics Section of the EOC.
^ At direction of EVC Manager, submit requests for situational updates, reports on
EVC operational status, etc., to the EOC.
o You may also be asked to transmit communications to other agencies such as Eden
Information and Referral, American Red Cross, CARD, etc.
^ Devise a manual or computerized system for tracking communications coming into
the EVC.
^ If a manual system is utilized, log/file/retain information for future database entry.
^ Notify EVC Manager of important communications and information.
^ When EVC is demobilized, retain communications records for the jurisdiction.
. w ~-- _ _ -.
~~ 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 28
3~ ~~
~
~
(CERT) Community Emergency Response Team - An all-hazards education, training
-~and support program for community volunteers designed to help citizens prepare to
protect themselves, their neighborhoods and their families in an emergency or disaster.
CERT training is provided by local jurisdictions.
(DSW Volunteer) Disaster Service Worker Volunteer - Any person registered with an
- accredited Disaster Council for the purpose of engaging in disaster service without pay
or other consideration.
(EMO) Emergency Management Organization - City/county staff assigned to the EOC
to manage the response to a local disaster or emergency.
(EOC) Emergency Operations Center - The headquarters where emergency
operations are managed by the DES and city/county staff assigned to fill roles in the
Incident Command Structure.
(EOP) Emergency Operations Plan - A plan that describes principles, policies and
methods to be applied in carrying out emergency operations and rendering mutual aid
during emergencies.
(EVC) Emergency Volunteer Center - A walk-in center, phone bank or other means of
referring the public to disaster volunteer opportunities. Can be administered by a city,
Operational Area or an outside organization.
(FEMA) Federal Emergency Management Agency - Agency of the US government
tasked with disaster mitigation, preparedness, response & recovery planning. FEMA
bears responsibility for distributing federal relief funds to qualified applicants and
allocating national resources to relief efforts.
(ICS) Incident Command System - The Incident Command System is a key
component of the State of California's Standardized Emergency Management System
(SEMS). ICS allows agencies throughout California to communicate using common
terminology and operating procedures. ICS clearly defines staff roles, responsibilities,
and lines of communication.
(OES) Office of Emergency Services - A city, county or state office designated with
the responsibility ~ for managing emergency services. Typically includes everyday
oversight responsibility for preparedness, response, recovery and mitigation.
(POC) Point of Contact - A designated person or agency to contact regarding a
specific issue or topic.
(RACES) Radio Amateur Civil Emergency Service - A communications service
provided by amateur radio volunteers during a disaster. RACES volunteers are
registered as DSWs and must be activated by local government. RACES responders
~, j 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 29
~
~ ~~
~
operate as communicators at city/county EOCs, hospitals and other places where
communications are needed in an emergency.
(SEMS) Standardized Emergency Management System - California's standardized
system for managing disasters. SEMS uses the same operational procedures across
jurisdictions so they can better interact and coordinate for faster mobilization,
deployment and use of resources.
R , ____.___w~ - -_, ~__ ~
t~~~ 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 30
3 ~~
~ ~
~EV~ ~orr~ 1] Disaster Volunteer Intake and Referral Form: The initial document
used to record volunteer skills, availability, etc., and the basis for
referring volunteers to appropriate opportunities. It can be adapted for
local use.
~EV~ F~arm 2~ Disaster Service Worker Registration Form: A template for local
government organizations that choose to utilize spontaneous
volunteers in their own response and recovery operations. It can
be adapted for local use and contains the Loyalty Oath required by
the State of California to register Disaster Service Worker Volunteers
for workers' compensation insurance coverage.
~~1fC F~rrr~ 3j Disaster Volunteer Request Form: For use by the jurisdiction's
departments and by nonprofit organizations to request volunteers
from the EVC. It identifies each volunteer opportunity by title, brief
description, type of work, hours needed, and other pertinent details.
~~V~ ~c~rr~ 4~~ Disaster Volunteer Opportunities Chart: Designed for tracking
incoming volunteer opportunities. Can be enlarged to wall size so that
the Volunteer Intake and Referral Station can view and make referrals
from it. The Volunteer Opportunities Coordinator is responsible for
entering information on this chart.
[~VC Fos~rrv~ 5] Emergency Volunteer Center Layout: A basic layout for setting up
stations at the Emergency Volunteer Center (EVC). It can be adapted
to fit room size, flow of traffic, etc.
[~VC Farr~ ~~ Emergency Volunteer Center Supply Kit: A list of suggested
supplies for the Emergency Volunteer Center. It is recommended that
an EVC Supply Kit be stocked and stored at each facility that could
serve as an EVC for the jurisdiction in the event of a disaster.
[EVC Forrv- 7~ Disaster Volunteer Interview Guide: A list of suggested questions
for interviewing volunteers.
[~VC Fc~rr~ ~~ EVC Communication Protocols: Chart designed to help EVCs
quickly identify who talks to whom, when and for what purpose, in
response to a variety of situations that can occur during EVC
activation and operations.
[EVG Fcarm 9] Emergency Volunteer Center Press Release: A template that can
be used to announce opening of the EVC in a disaster. Be sure to
coordinate with your jurisdiction's PIO any information released to the
press.
,~'j `mW 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 31
r~
~3 1
~~
[EVC Fa~m ~ 0] Volunteer Time Sheet: To be utilized at the EVC for tracking staff
volunteer hours. Can also be used at other locations where volunteers
are working. Designed for logging in multiple volunteers on a daily
basis.
[EVG Form 11~ Safety Tips for Volunteers: A tip sheet that can be given to and
reviewed with volunteers when they receive their assignment.
[ElIC FQrr~ 12] Contact List for Disaster Volunteer Coordination: Form for listing
names and contact information for people, government agencies,
National Service Programs and nonprofit organizations that are
potential customers of or resources for the EVC. Also has space for
information about trained volunteer groups that are affiliated with the
jurisdiction.
~~ 2010 City of Dublin Volunteer Coordination Plan Revised December 2010 32
/ ~~',,,,
~
~=
.~~~,;~ ~
;. _.-
EMERGENCY
~J~~!1W~!Ji~i~ir~~~
CENTER
~ ~~~ ~ ~ -~~. ~ DISAST.ER~VOLUNTEER INTAKE ~
~ AND REFERRAL FORM
City of Dub in~ ~
+~ ~
G~~~ oP D~e~y
~9~~~~~`
\\ ~ %
~~ N~
Narne: First Middle Initial Last Date
Street Address City State Zip Occupation
Primary Phone Cell Phone Pager E-mail Address
List age if under 18* Any Physical Limitations~
ivnnors wno wisn [o register to vownteermust ne accompaniea ~y parent
If you are with a group, please specify name-of group
Availability: Please indicate when you are available. (Gheck all boxes that apply.)
M T < W -Thu ,- ' F Sa Su
Momin
Aftemoon '
Evenin
Length of Time available (e:g., 1 week, 1 month, open)
Geographic Area: Please indicate the geographic area(s) where you can volunteer. (Choose all that apply.)
^ [insert geog. §ubdivision] ~ ^ - -
^ " , ^ ~
Skills: Please indicate the skills you.possess or tasks for which you are qualified (choose all tFiat apply):
Disaster Skills " ' Offi"ce Skills " ` People Skills' Manual Skills
^ CERT" ^ Messa e Runner ^ Lan ua e s eci . below ^ Care & Shelter
o Safe Assessment ^ Accountin ^ Child Care ^ Hea Labor
^ Medical: First Aid, MD, `
RN, EMT, NP circle one
^
Answering Phones
~
^
Animal Care ^' Driver (list
~ classes below
^ Shelter Assistant ~ ^ ~ Data Ent '° ~ ~~~~~ ^ Medical ~ ~ ~ ~ ~ ' ~ ~ ^'~ Car ent
^ Traffic/Crowd Control ^ General Clerical ^ Counselor ^ Plumber
^ Radio Communications ' ^ Com uter S stems ^ S ecial Po ulations seniors, disabled ^ Electrician
^ HAM Radio License ^ Interviewer/Customer Seevice ~ Debris
Removal
^ Other (specify below) ^ Legal ^ Food
Pre /Service
i,ommunicy cmergency rcesponse i eam .
Please list licenses, special certifications, Janguages or other specifics on skills checked above:
Special EquipmenWehicles/Resources you can offer: -
Volunteer Signature (if in person):
. ~ ~ .. t, _ - ~,, ~
EVG Interviewer. a~° Location Referred to.~~ , ` Contact Person: Phone #:
; : , ~
Intenriewer Coriiments:~ ~ ~~ "~~` = ' ~`~ ~ mA ~' -r~ ~~ ~~ ate ~Referred: ~j
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EMERGENCY
+v~9~~:.1i ~?J°~~i~fr(~i
CENTER
Loyalty (.)ath undcr Code of C;i~~il Procedure y2O1 ~.5 & Title 19, [)iv?. Chap.2, Sub-Chap.3, ti2573. I
This bl~rck to be c~~m~~lele:rl nN! Y hl' goversnrent u,~enc}~ or jurisdiclioir
c i:~~ssit ir,.~~ric~r~: ._.____ _. ~~__.......~.._~_ ___.~.__ ......___ 5~~:r„i tii: rv:_~._. ___......._. _.~_._. __.~.._._....._..__.__......~.....___~_...~_____...__....._.
ACiI:NC:Y OK JURISp1C"1'IOV:
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A'I'TACH
Krcasriz~~ric~~ ~~nrt.: ___._....~....... kr:~;r.~r:~i, n:~ ri:s:......__~~._.
PIICYfQGRAPI-1 --._.__~.___._.._....._............_. _.. ................_._.._.........._.~_...........~.._._._._.._.......~..._....._.......
FiE~RF., t.xE~iK:rnr>h t>>~~rr :* ~ r~s~v c:~~t> issui:ia: ~o vr-.s ~:
rricx:r.ssri~ ~~~~: oa~n:: ~ro crn~rit,~i,. E~u.r,:s:
"1'YPtS (')K PRIN'f IN INK (~.IlUlil IGhfTFI) r1IZt~A$~ Ri~(1U1K15I) f~Y PR4XiRA~t R~~l'Gl.ff;A'I'IOt15}~ ~
N 1~91w:~_I ~S'1`_ '~ __ `~....:e,:,.___~~,~:
.~._ ~.~u ~z.FIRS_r.__.~. _ '` MI ,;
_.~.___._. __,_._,~_..~.~..__~m. ~
~.__.~. SSN:
AUDRESS: ~I"I'Y: 1"CA'CE %IP:
COUA'fY: liOtiE PI~IONk:: AVURk PI~IONf: ~
PAtik?R: E•: M1rV L: ~ fJA'I'!i OI~ 131R`I'H: (aptii',~nuf)
l)RIVfiR I IC~[ rSl": A13MI3F~R: (ifapplieablcj [)RIVE:R I>I(,I.NSts~C:LnSSIFt(;ATIt:)D!: - A~
O'I'I IteR pRI~fINt;'PRI~?ILIiGES: B C; LI( l~.S~SI: li\t"IRr1'I"IO~' IJ;1'Pt%:
PRt)I~G~SIC)AAL LICI3NSE: (ifnpplicnble) t~CC LICEN$E: (ifapplics~ble~ ~ LIC:E~SE'~GXPIRA'1'I(7T~ !)Al'L::
I'J CASC CN t:nqk;RC(;h'CY, l"U\"PtC(`T:
~ Ci{41t'RGf\CY PPIUN(::
PhIYti1C.~Al.
ior_;~ri}~ic:~ric>~: FI:~IR: ` ' I:Yi?;S: ~ ~ I~IC:IGN"(': 1VLt(iEl'1': (upGianal) E3L(>OD"fl'PI::
tun~~„~,,~i~
ay~-i~u.~~~rs:
C;overnment Code§31~8-§31U9:
Cive~y person «ho, «~hile taking and'subscribing to.the oath cir aPlirn~atian requimd by this chanter statcs as tn~e any material matter ti~hich he knows to
be I;dse, is guilty of Ex;rjun~, and is ~unishable by im~risonmeiu in the state prison not leas tltanone nor"moreYhan 14 years T3ven~ ~xrson ha~~irn~ taken
and sutneribed to the oath or allinnativrr requircd b}~ this chaptcr, ~vho, ~~~hilc in the employ ot; or scrviee with, the statc or aiiy caunty, city, city anJ
county, 5ta[e a~,enc~', public di5triCt, nr dis~~ster council or em4rgenc~~ organirltion ad~~ocates or lxxcomes a member i~f am~ parly or organization, political
~~r otlienvise, that advocates tl~e o~e,rthro~~~ af th~ ~;~vemme.nc ot the I,Inited States by force or ~ie~lei~c~ or othcr ~inil~~~ful means, is tuilty of a felony and
is punishablc hy imprisonment in the.state prison.
I.QV.4L.T'Y OA'fH UR AFFIRMATION (GC7~~EuIt~:M13N'C CC)DI~ ~3102)
~, . do sulemnly ,~~~ear (or ai'tirrn) Ihat I will supp<rrt and defend the
I'RIY'PNAt~1E
Constitution ut~thc lJnitcd Slaics and the Constituuon of ~he titatc ~~f Calif'ornia acainst all cncmio.. fc~reign ~nd clbm'rstic: that I~vill bc~r truc fuith ;tnd :illegi:mcc lo thc
Constitutian of'thc linited States and the Constitution of the Stau of'Culilornia: ihat I takc this oblig.uiwi Pmel}^. withou~ am' mdntal re+crvatinns or purposo ol'
cvn.ion; that I~~°ill ~~tll and fai~hfully di,charee [he doties upon ~~~hich I am about ro enlcr. I ccrtify under penalt}` of'pc~jury that thc fnregoing i. truc and correct.
_. ,~ ~ ~.___-._~ ~.____~_____~..___. ___~______ ~ .
. ,,. _
I.)ATts ~St(i~2 V 1'URF;; 1F~UNpt~R I81 fiAILS ~LU. SIGh'A"ftlR~:OF P'ARGNl'1CiUA~Rl~lr\i!
~.... ..._ _ . ~ _ _......_.__.......... _ ~..._.___......__~ _,.____.._.... _.. _ _ __ _ ._ .
ClCitt'~A`CUKIi OF~C?FI~ICIAL.AU PfIQRI"l,,f.l)'I~U A~(~hil~tS fER I..OYtII:I 1~0A 1`f f '1'1'fLE
~~.
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*Krgistraiion fa~ ~he acti~~e D$~4` vplunterr is et}t~tivc Por the peri~id ~hc pcrson remains a membrr witli Iha~ t~rganizatiun; for ~ eqluntcer registering lor an intermittcnt
or a single c~~ent, thc expiration daie is s~t at the discrction of the aceredited I')isa~tcr CounCil hut nat fo e~ceed one yoar. (('~o~•t. Code ,~~'310'_}
OI•S 2000 Rev. y'UO f~.ntcrcd inlo OGti data h;ise: D~uc:
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r;~naatr's GYILr d'
NinergerKy'.~a-rirn
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City of Dublin /~
G`~q OF D(ie~y ~ l ~~ I
~\\~~~/ J ~~
~
~~ ,POR~~°
PLEASE PRINT Date
Requesting Organization Contact Person
Phone: Day Evening Fax
Address City Zip
DSW Job Categories and Volunteer Position Titles (ita~ics indicate DSW classification)
Please select one:
Animal Rescue
Care & Shelter ~;
, Laborer
^ Animal Care ^ Animal Rescue ^ Clean-up ^ Construction
, ` ^ Heavy Equipment o,Sandbagging
Communications ' ' o Donation Sorting/Packing/Loading
^ Communications,(HAM radio, cellulac)
^ Message Runne~s • Law Enforcement
^ Interpreter (specify{anguages, including Sign) ` o Traffic'Control Assistant ^ Security
Community Emergency Response Team Logistics
^ CERT Member ^ Driving
Finance & Administrative Staff Medical & Environmental Health
^ Computer o Data Entry ^ Health Care (circle preference: Doctor, RN, EMT or
^ Clerical Support ' o Phones -° list specialty required)
Human Services ' ' Safety Assessment lnspector
^ Child Care ^ Counseling ^ Safety Assessment
^ Information & Referral ^ Food Service
o Shelter Services ^ Interviewer . Other
^ Special Populations (seniors, disabled)' '_ ;
Position Title~ , -
Volunteer Position Description (describe tasks/duties):
Desired Skills/Qualifications (include language skills needed):
Physical Requirements of Position: ~
Hours/Days Needed:
Expected Duration:
Work Location:
Is site handicapped accessible? ^ Yes ^ No
Work site contact Work site phone _
How should volunteer make contact (phone site, phone office, go to site, etc.)
Special instructions, clothing, equipment or other necessities
Number of volunteers needed
Minimum
EVC Use Only: ~ ~, c. . ~ , < . . . . : : Job Number - w : , ;
. ~ ° ~ „ ~ , ~
Information taken~ by ~^ ~ , ~ ~ _ ~" °- ' : ~ `~ ~ ~ ~ ~ Data ~~Entry Date ` ~` - ~~
~'``;•~~ ~'"~ ~
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~~
EMERGENCV EMERGENCY
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CENTER
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EMERGENQY
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~~ EN~RANGE
Adapt basic design to fit any existing facility
~ ~ ~-- .
~ ~~ ~ ~ ~~~ ~ ~~ ~ . ~', ~~ ~ ~` ~ ~~ ~ ~ , ~ ~ =°~ ~ ~ : ~ ~Ei/C- Form 05] 2009 =
~,...~: ~ ~ ~~~, ~~ .~....~ ~~~..:
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ra : ~ ~ ~'
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EMERGENCY
~~~~ ~~J~~~i~~c~
CENTER
These supplies are for activation of the Emergency Volunteer Center. Adapt as necessary to
supplies already stocked in the jurisdiction (e.g., first aid, equipment).
Forms, Maps, Signs, etc:
^ EVC plan . ^ Pre-printed EVC signs
^ Disaster Volunteer Intake and Referral ^ Pre-printed EVC signs with directional
Forms = arrows - ..
^ Disaster Service Worker Registration o Pre-printed 8x10 signs for identifying
Forms ~ the,different stations
^ Disaster Volunteer Request Fo:rms ^ Cones `
^ Disaster Volunteer Time Sheefs ^ Vests, hats, shirts, badges or
^ Disaster Volunteer Position preprinted name tags to identify EVC
Description Forrns staff
_ _ - __ . __ _.. ~ _ __
^ Street maps of city
^ Thomas Gu~ide for county ~
Office Supplies:
^ Large Po'st-It~filipcharts , ~ ~ ^ ~ Pens & pen'cils (2 dozen~ each)
^ Poster board and/or cardboard and ^_Pencil sharpener .
large macker pens ~~ `~ ~ ~ ^ Tape (maski~ng, scotch & d~~~~uct)~~~
^ Clipboards (3); _ , o Stapler and;staples
^ Dry erase board and dry-. erase pens ^ Scissors '
^ Eraser . ~ ~`, ^ Paper clips
^ Paper : , - ,,, ^ Push pins, etc. ,
^ 3x5 cards (paek of 100) and fle box ^ Post=lts
^ File folders and labels (1 dozen) ~ ^ 1 Post-It fax pad
^ Accordion or portab'ie file box ^ Disposable camera
^ Spiral notebooks (6) ^ Polaroid camera and film
^ Envelopes ' ^ Supplies for Spontaneous Volunteer
^ Highlighter pens ID Badges (TBD)
Optional Equipment 8~ Supplies: ~
o Fax machine ~ ~ ~ ~ ~ ^ ~~Phones ~ = ~
^ Laptop computer ^ Copy maehine
o Cell phones ^ Large tarp for outdoor set-up
Optional Preparedness Items (can be in a separate kit or with above supplies):
^ First aid kit ^ Lightsticks
o Flashlights ^ Disposable wipes
^ Portable radio ^ Emergency blankets
^ Extra batteries
~~-.-~
~; ~
-~ , ~ :;
~~
EMERGENCY
~y4~~ ~Ji'~f=~!'+r;~fn
CENTER
~~~-~~ .. ~ L ~r~ ~
~~ ~ ~~. ._ -~:.~~~._~:
Possible questions for interviewing disaster volunteers:
1. Why have you decided to volunteer?
o~ ~~
2. What skills do you have which may be usefui as a tlisaster volunteer?
3. Are you prepared to work in a possibly stressful, ~unfamiliar situation (if applicable)
4. Do you speak~any language other,than English? ~ ~ ~~
5. What type of volunteer work would you.Jike to do? _
6. Do you have any special training or licenses for this type of work? (If yes, notify volunteer
to be prepared to show documentation for speciat licenses, certification or training.)
7. Are there°any physical limitations to fhe type of work you can do? (Can you liff only a
certain amounf~~of~weight?)~ ~~ ~ ~ ~~ ~ ~
8. Have you ever vofunteered in a disaster situation before?
9. When, and for how long, are you ava?ilable to volunteer?
10. Do you ~~.prefer to~ work 3~alone, with~~a partner, ~or,~irn~a group? °~~~~ ~~ ~
11. Do you `have yourr own transportation?
12. Do you have any questions about volunteering? ~
13. Are you 18 or older?
~~~~ ~ ~ ~ ~ ~ ~ ~~'A ~ _.,. ~ ~~ ~~ ~ ~ '~ ~ ~ ~~ : [ VC r ] 2009..:
~ .~~d.,~a., ~~ ~`~" ,~~;~` _. , ~~~,,.,_ ~~ ~. .~~ ~,
~~~ #~~~' . ~:~'~~~~~~~ z~~~~~~~a~;~
ALAI1fI:EDA C(JU'NTY CC~'MIVIU'RIICATI4N PROT~CC)LS F(3R :EMERGENCY
V(JLU.RlTEER CENTER ;(tEVC} ACTIVATI.a,~J :AIVD (JPE!RATIONS
O
~
w
Abbreviations used in this document: EOC = Emergency Operations Center; EVC = Emergency Volunteer Center; CBO = Community-Basec
Organization; FBO = Faith-Based Organization; O!~ = Operational Area; PIO = Public Information Officer
LocA~ EVCs
~FEOm~ ~~ , N~~
~ _~ To a- . :~. ~ ~, ..
~ < T
Purpose
When
Ctty E~C)CP ~~ ~d~~ .„Locai EUCw,Manager/s = '~ Request activation of Local EVC As determined by EOC Logistics Section
Chief
~`~ '~'" ~~ ° ~City EOG7~og~stics/Bidgm" ' ` Request buiiding inspection for EVC site Prior to opening of EVC
~ ~~~ ~~ ,.~.. ~ . ~Ir~spector . ~ ~~ ~~.~a~ ~a~ ~ ~ ~°~ ~ ~-~
~ y~,
~
'~~~~m~
~" ~ Lpcai E~IG ~,~ ;~~ ~~ w~~ ~„„~,
~ ~ ~
" Request status report ~ During activation and periodically during
.
,
~ ~
. operations
~1 ~~~ ~~~~ n" ~~ EOClComrnand StafftPiO Request announcement of EVC opening When EVC has firm opening date and
, ,. ~T~~~~;
_ :
. :. ~ ~.
.n
~ _~~.__d ~- ~~ time
Lpcaf:EVC ~; ~~,~ y Ci#y EOC Request resources--additional equipment, supplies, staff As needed
re~~~' `~;~'~ ~ City EOC Request disaster update, information about road As needed
~ ~~~~~ ~`.ti~,~ ~~ ^ . . ~~ =s ~ ~ -`~ ~~ d~°~ ciosures, sheiter locations, etc.
_~~ ~~~~~ ~~,~ C~ty~Glerk~or,deputizerl ~~ -~ ',
" To swear in new Disaster Service Worker VolunYeers At time of EVC activation; thereafter as
~ . empioyees
,
. : ~ needed
;.,
"~~~~'~~ "" "'~ ~
"Gity EO~G, GBQ~' anc!"~FBOs °~° - --- -
Request information on needs for volunteers
When more volunteer opportunities are
~~~~r,..~~„~~ ~, ~ = z ~,;s<n ~ ~.;-~•~~A~~ ~,~ , ~ needed
Cif EQC
~
"
"~~~
~~~
~ Local EVC ;~m:~~„ ar r~
~ Coordinate transition to Area (multi-city) EVC When mutualiy agreed to by EOCs of
~~`~
~~a
~'~
-
ed ~ cities in Area
~E~ ,~~~:~'~~~~ Local EVG ~`~ ~' ~~,`~ "' =` Coordinate demobilization and transfer of operations When local EVC no longer needed
UNINCORPOR- -
ATED AREA
EVCs
~F,rom~,, ~ ~,. ~ ,~~ To "~~M ~~'~~~ '~a°^': Purpose When
Oper~tionalN~~~a ~.~
'
~ ~ Unincorporated~Area EVG -~ Request aci~ivaiion of Unincorporated Area EVC/s As determined by EOC Logistics Section
A
rea (OA) EUC
: m~ . >_ ManagerJs
~,rx_
~ _ ~:,. .
~ Chief
~° ~`°' ° OA EOCllogisticslBldg
~~ Request building inspection for EVC site Prior to opening of EVC
~~ ~: _
~,«~Inspector•- ~ :4 = ~~
~x~,~~~~~ ~~~,~~:~~~, :Unincorppra#ed~Area EVG ~: Request status report During activaCion and periodically during
i
~ operat
ons
- ~" ~`~" ' OA EOCfCoirimantl Staff/PIO Request announcement of EVC opening When EVC has firm opening date and
~ ..~ ~~~, ~~~., time
Unincorporated OA EOC ~
~
~ Request disaster update, information about road As needed
~Rrea~~EVG'~'~ ~ ~ ~~
~
' closures, sheiter locations, etc.
~ ~ ~~ ~~. ~ ~ : =_~a ~ ' °DA EOG~' ~ ~~ Request resources--additional equipment, supplies, staff As needed
°,p., ,.: ~. ~County Cferk ordeputized To swear in new Disaster Service Worker Volunteers At time of EVC activation; thereafter as
Dcrivcd from 2006 Alamcdzi County Upcrational Arc.i Voluntcrr CoorcJination PI<m; ZOG6 Voluntccr Coordination T'lam "I'cmplatc for Citics; rcsults oP G VC: C'ummunic~tions't'ablet~
l:~cercise conducted 212/p9; :mcl odier sources ~
~
~
~
°~~~ :~ ~~f~1~i]~~~~~~~~~ Q `~ ~(~~G~C~~~~~~;~~
ALAiVIEDA nC~;UNTY CONi~/I~U:I~Il:CATICO, k~W ?P~ROTC).CC3,LS iFC}R EIi~ERG'EI~1~Y
VU,LUaNTEER -CENTER ;(:EUC) ACTIVATIC~~I AP~;D ~G1;PERATIQ~~JS
N
O
~
w
:~~ ~ -~~`•~3~~ ~~emp oyees ~~ ~°° °a-- nee e
~~G~~; ~~~ ~,`• ~~~ ~OA EOG;~GBOs"antl•FBOs ~~ ° Request information on needs for volunteers When more volunteer opportunities are
~~ ,~~.~-k,~~,. , ~ .~. . ,,s. ;~: _ .., ,.~. x,
needed
~` O%A~°~~C' `"~~~" '~~ U~incorporated Area EVC ~ Coordinate transition to Area (multi-city) EVC At discretion of Logistics Section Chief
~ ~~~` ~~~~' Unincorporated Area~EVC "~~ CoordinaYe demobilization and transfer of operations When Unincorporated Area EVC no
. .~. ~'` s~w: ~~, ~~ , ~. . ~ ~. ,~m ~~~~~ ~, ~ longer needed
~ AREA MU~TI-
~ CITY~ ~VCS
~Fr
omM'~
F°':+s~^~ To. . ,, ~ ~~T~~~,: Purpose When
,
..
k.ead~Ciry EO~ ~
" ._Area E\/C Managerisr~~~ t°`.=:~~ Request activation of Area EVCIs As determined by EOC Logistics Section
i
V+.~~~a~~rc'~Sxn~ <C~' ,u ffi~-.R
P<i +v 3k mr..~th .c .e,z~ , Chief
""' ~~`°
~
~ L'ead Cit EOCILo ~st~cs(Bid
~ 9 9.v4
.
~
~ Re uest buildin ins ection for Area EVC site
4 9~ A Prior to o enin of Area EVC
P 9
~~s ~. ~: ~~,
f- ~
_
Inspecto
` ~ ~~ ~~ __
~ ~Area-EYC ~ '~-~~~~°a~ ~ " ~ s~ Request status report During activation and periodically during
, w
~
~ . ,.. ~~ ~~~ ~.__ ;, ...:
~
~.._. ~ ~. =e ~ _~_~.~~.a~ _: operalions
"`~ .~"~`' "~ EOC/Command StafflPlO "` Request announcement of EVC opening When Area EVC has firm opening date
F~~ R ~~w~ ~'~`~ ,, u~~~~.: ~ ~x:~~.~~ ~ and time
;aA~rea ~~~UG ,:.; ~, ,~
~ _~Lead_City EQC „~ ~~ , ~,s , Request disaster update, information about road As needed
~
_, ~
ro
~ closures, shelter locations, etc.
~~~ ~~ •" ~ y ,»L'~ead'Cit'yTEOC -~` `~~`-'~' ~ "" ` Request resources--additional equipment,~supplies, staff As needed
~~ ~~' r~ "~ '- ;~ ~'~ ~~L~eaci°City Cierk or deputizetl~ "~ To swear in new Disaster Service Worker Volunteers At time of Area EVC activation; thereafter
~~ ~ ~~; ~.._~.. . °.,~~ ~.,K~. , empioyEes ,.. ., ,.~ ,~ :,~: : ~~ ,~ as needed
~"~ ~
~
" Lead Cif EOC, CBOs and
y
'"'
`"~"~" Re uest information on needs for volunteers
q When more volunteer o
pportunities are
~p
~ ~. ~
~~~ ~~~ ~ °-FBOs - ~
~
~ needed
~ Lead,~Grty~EUG . ~~Area~EVC:~ ~~~ti~~~ °^~~ ~~~~ Coordinate transition to countywide EVC operations At discretion of Logistics Section Chief
~~ ~~ ~~~ ~~,_~~; a~,. ~~Area~EUC, ti ~~~~ ~=s~.~ Coordinate demobilization and transfer of operations When A~ea EVC no longer needed
COUNTYWIDE
EVC
From; ;
~'~~ -~. ~ ; ~a ~ ~~~ To _ a ~, A~~~~ .;~ F. ~„~ ~~ Purpose When
~~Op'erationaE ~~~ ~,~~.~ ~MEden InfiorrnaYion~&~°~Referrai~~~~~~ Request activation of countywide Cali Center (formerly As determined by EOC Logistics Section
~Area {<OA) EOC; (Eden i&~R} o x,_ _
_ calied "phone bank") Chief
~ "' ""'~~ "~° °~"s "~ Gity EOGs° `; y~ ° Request status report on Locai and Area EVCs During activation process
~
"~`~ ~"'~°'~"~~ Eden I&R "
~
~ Request status report During activation and periodically during
, ;~~=~~.e~~~,a~-~ ~z-
e ~r =~. ,e:. ,_ .~y_~,
~ : -
- -°~. opera3ions
'
~
~
""
' County Clerk or deputidzed ,
'
~~`~ To prepare to swear in new Disaster Service Worker At time of Call Center activation
~. ~ ~,~ ° ~ ~= `
`
'"
~ erriploye
es - ~ Volunteers
:~t~~~~~ ~_= :~ ~*.- -~~~EOC7Command~ Sfaf~lP~tO "~ Request announcement of Call Center opening When Call Center has firm opening date
~,,.,~~~s~
: . ~ n
. ~ a= ~w ~ ,w and time
~ Eden l~&R' ;~' " Ci,ty of Hayward EOC - Request building inspection for Call Center site Prior to opening of Call Center
Deriv~d f~rom ?00(i Alameda C;nunty Opraational Acea ~%oluntccr Coordination Plan: 200G Voluntcer Coordinatic~n Nlan'I'emplate (irc Cities: results c>f~ L-'VC Communications l~abletop ~
6'rercitr conductcd 2l2109; and other saurces ~ ~
~
~
~
~~~ ~v~0-~11i1~1J ~ ~I~~ATI~~~U ~ R~DT~~CC~L~
ALAM'EDA ~;COU;NTY C~MM =1~lICATI{QN PR~JTC~CC)LS xFOR E°MERGENGY
1J~C)LURITEER ~:CENTER .(~EU~C} AGTIUATIU:~I AN,D ~.~{PE~RATI.Q,NS
~~ ~~ `~ ~`
~ ~ ~OQ;EOC, ~ity~EO,Gs, GARED;~~~ Request information on needs for volunteers When more volunteer opportunities are
~° ,~ ~
~;~
~;
,
~ ~ " American Rec! Cross Bay
~Area;
GBOs
;FBOs~ ~ ~ ~_- needed
~
. n~
,
, .
,
~~~~-. . ~~ ~,~~;,~_~ _OA EC~C, ; , y ~~~ e ~ ~~, , . Request resources--additionai equipment, supplies, staff As needed
~~" e~
"
' OA EOC/Command StafftPiO
~ Request announcement af need for volunteers with As needed
~. .:
~...~~
" ~.,~~. .,
-~a,~.~; ~.,~. , ~~ ~~~,: specialized skilis
~~
- ~
~~~.
~'~~ `~ '
~ _OA EO~Gy sGity EOGs CRRD,~;,~
~ ~ ~~~ Request assistance with recruiCme~t of volunteers with As needed ~
~. . r
_
ro ~ ~ specialized skilis
~,OA;6f.~G ~~,~~`, ~k Locai~EVC ' ~~~~~~e~.~ Coordinate demobilization and transfer of operations When Call Center no longer needed
''~ ~~~ ~~~~' ~
~ EOC1C~ommand StafflP~iQ ,~~,_~;
~ Request announcement of Call Center ciosing When ciosing date and time have been
;
~~ determined
~~~m ~.~~ ~~~ Gity~EG~Gs~~ ^ "*=~"~r:? Hand off open (unfilled) volunteer opportunities As needed ~
w
O
~
w
~~
~
Derived Prom 200(i Alameda Couniy OperatiGanal Arca~ Voluntrcr C'oordination Pian: 200(i Voluntcer Coordinaticm Plan "I'ctnpl~~tc for Cities; resuits of I'\%C Cumnninications "I'abletop ~
Exercise conducted 2!210~); and nthcr soiirc:es
O
*Be sure to coordinate the release of information to the press and the public with
the Public Information Officer for your jurisdiction*
~ OF DU~ O
~,~`~ ~ ~~ Date:
~ii ~ ~A _ Time:
..~
'~~ ~ _~ ~% Contact:
~'~irFOR~~~ Phone:
~ Fax: ~ ~
FOR /MMED/ATE RELEASE`
EMERGENCY VOLUNTEER CENTER OPENED
Cit name, CA - In res onse to msert name/ e of incident and cit /re ion , ~
Y P ~~ < tYP Y 9~
affected] in [insert location], the [insert city/cities] [has/have} opened a local
Emergency Volunteer Center in [insert city location). The Emergency Volunteer ~
Center has information abo,ut a variety of comrnunity needs and'will :match people
who want to<help.with appropriate vofunteer qpportunities.
, ` 0
Volunteers can visit the Emergency Volunteer Center located at [insert street
address and city] befween [insert opening time] and [insert closing time], orthey 0
may call [list area code and pfione`number] to learn about currenf volunteer needs
and urgent skill requests. Agencies that need volunteers should call [insert area O
code and phone number].
[IF NEEDED, ADD THIS SECTION] Volunteers with [list specific urgent skills
needed such as language, medical, etc.] are urged to contact the Emergency
Volunteer Center immediately. EMER~ENCY
VOLUNTEER
CENTER
r~~~~,
~ Q=~~~ -~~
~ ; ~a~ ~~ ~ ~ . ~~'k~~ ~ : ~~ ~M r~~}~ : ~ry - ~ . ~~
EMERGENCY
r~' ~'Y r~r(r~
~~~.~JS~ ~~r;~r,J'y '
CENTER
~~~
X~e ,~y ~...f .. . ~~ . ~ ~ ~~y.z~
~~
EMERGENCY
~%~'1l1~~~;~s~ir ~
CENTER
Site Location: Date:
PLEASE PRINT
w ~:.- ..a..~,~~,~'~ , :, ~~- 'y= :.,.., ~ ..~~.,: _~ : ...~~: -,° .~i:" . .~:;., -, I :~~^~.~:.u.n.. ~~.;,,. ~;-.::i4 ".t~''~`~= °"?~ ~.~~ ..:::a3C~.-. ~.;.q. -'-~''.,~.~'-".`~ ~:~.~ns~~~•~. ,.~r,.~~,~,.... .~~„z',,,.
~Narne ~:~~: ~~~~ N£ ~~~~~~~:Time~:~~Time, ~:; Totai ~Ass~gnment- :; k, ~,~.~: a_7` ~ ~~~ ~- ~ ~ .Superv_iso.r. ` `{
~" • a~ j ~ :: " ~.. t.j,. ' .~ .e . $i.. ~ 9 - .y '9"g;a3 tY.. "d d 4"45
~ ~
~ ° ~ - ~ s ~ ~ ~~~`~ -;~ ~i "~ ~ ~ '&~~ ~ ~ '~~:9°~ ma ~~ ~ ~ ~ ~ ~~ ,~~"~ ~~,.`~"r ~ r
~.~~~w- ~ a ~Y ~~~- ~~~~ _ ~- ~ ~~ In Out° In Out Hou'rs . ~ z (Fuli Name) ~ ~~, N~~
~ ~~ , ,. _ M~. .~:... _.~. '_. ,~ ~~, ~. =`_~~~ _ ,.. . ~_...,.,. ~~. ~~~~a, n~;~.
, .,
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,. n, , - . , ~ .> , r, ~~,r . -. . C+.
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11. _
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-12: r ~ .~ ~ ~~ ~ ~ e ,~. ~:~. _a . ., .
_ , ~ . . F. a ? ~ ~ .
_ . . ~,~ _ ~ ~ ~
13.
. ~~_ ~. ~, _ w . _ ,
~ ~ - . ~~ _ ~_ nrm~.. ,. ~ ~,,
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15.
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,17.
~~ g. . . . _
19. _. _ _ _ .
20. . _: : _ _
~"`"`"~~r '-
~~
~
EMrypryER~nG~rENCY
~!JL.I+lJJ$J ~~"~'ru~.t3
CENTER
~~~ ' ~ ~~ ~~
~~~ ~~~~~~~~~~~
~
~ ~
1. If you feel you are in danger or experiencing intolerable stress, please notify your
supervisor immediately!
2. If you are injured while volunteecing,~notify your supervisor or another city staff
member immediately! ~ , " ~
3. Use extreme caufion when traveling to your destinafion.' Cooperate with first
responders (police, fire, etc.) during traveL
4. If issued Volunteer ID, carry it with you at all times.
5. Be sure to follow all safety processes and procedures, including usage and storage
of equipment, and keep in ``mind the safety of yourself and others at all times.
6. If you have any physical limitations or are taking special medications that prohibit
certain activities, let your supervisor`know immediately!
7. Don't forget to completeyouur timesheet at the end of the each day.
,
8. Never work~ alone! ~ ~ ~ _ ~ ~ ~ ~ ~ ~ ~ ~
9. If you are unsure about something, PLEASE ASK!
Thank you for volunteering your time and energy to help our community!
~~ ~~~ ~~" ~.~ ~~^~, .t~~~'~' ~. x , ~ «~a . ~ -,~ v ~ ~ a
~~~.~_.w....v ~' ~~~~ ~ `~ ;v~~.°~ ,~ ~: ~ ~,,~ ~ ~ ~a ~~ ~ ~ ~[EUC Form~11] 2009~
~,.,
Use the following list as a guide for developing a contact list for your
jurisdiction. List names, titles and contact information for key government
representatives. Also list agencies that may need volunteers, as wel! as
agencies that may be able to provide resources to the EVC. fnclude name of
agency, contact name and contact information for each.
Type of Resource ~~ ~=NamelTitle~ ~~ Contact Information
Government Resources ,,
, ,
City EVCs =~;~
~
, .
.. aTBD,~ based on location
E
~~
City EOCs ~a 925-833,-6679
~. ,
~
Operational Area~~EVG
~_.
, ~ Y , _ ~,.
,
~; .
~ ~
_
,
.
i ~
,
Non-Gove'rnmental Agencies
`
~
Alameda Ctiunty Community Food a
t ~" i: `_'; 510-635-3663 °
j
Bank ,Oakland
American Red C'ross Bay Area'(~San~~~ ~~~~ 1-888
'44;3 572~2~ ~~,
Franci~sco ~
= g `~ ~ ~: ~ ..~~~ . ~ ,
~ ~,.
~
American Red Cross= Blood ,Ser~ices ' ~ 925 468-1800 :~°
Pleasantonr ~ `
Berkeley East Bav~Humane Societv~:~~ '°~ ~~ ;;~ ~. : ., , 51t0-845-7735~ ; ~ t
CARD~=;(Collaborating'Ag;e`ncies~x ° 510-451-3140°-:° ry;'
Res ondin` ~fo=Disaster :. Oakland , , `
East Bay"Gonservation Corps ,~ ~~ x ~ 51.0 992-.7800: ;~;'
Oakland ~ ~
Eden Information and Refe~~aL '' 51OA537-2710=~'
Ha ward ~t
Salvation Army~(Hayward) 51 Q-581-6444
. ,
~r ,
~~
Northern CA VOAD (Voluntary :~ ~ ~
~_~-.
e ~~ R a
, ~~.
A encies Active in Disaster ~- - ~ ~ ~ ~ ~_, ~ ~ ~ ~ ~ =°
Valley Humane Societyv~(Fleasanton).,~.~~-~ ~~ ~~~ ` 925-426-8656 ~
Others as appropriate (mental °
health, housin , homeless, etc. -
National Service Programs
See Attachment Q
1 For more complete and comprehensive information regarding community disaster resources, contact
Eden Information and Referral, Inc.