Local Mass Care Management G-108 Volunteer and Donations Management G-288

1. Local Mass Care Management G-108Volunteer and Donations Management G-288 Alaska Division of Homeland Security & Emergency Management and American Red Cross of Alaska Assisting Alaska communities to improve their disaster preparedness.

2. Instructor Introductions Rebecca Lopez • Mass Care Coordinator • Alaska DHS&EM Debbie Reed Volunteer & Donations Coordinator • Alaska DHS&EM • David Williams • Lead Disaster Volunteer • American Red Cross of Alaska • James Benzschawel • Disaster Response Specialist • American Red Cross of Alaska Assisting Alaska communities to improve their disaster preparedness.

3. Housekeeping • Emergency exit • Restrooms • Designated smoking area • Cell phone use • Scheduled times for breaks, lunch, and the end of the day. • Participant experience • Classroom participation • Course Evaluations Assisting Alaska communities to improve their disaster preparedness.

4. Participant Introductions State Your Name Emergency Management Role Agency HELLO my name is Assisting Alaska communities to improve their disaster preparedness.

5. Course Introduction Mass Care Services include: • Shelter Operations • Feeding Operations • Volunteer and Donations Management • Bulk Distribution • Human Services Assisting Alaska communities to improve their disaster preparedness.

6. Mass Care Components • Hire or appoint a Mass Care Coordinator and a Donations and Volunteer Coordinator. • Conduct research and analysis on the community’s (jurisdiction’s) threats, hazards, and resources. • Establish the goals and objectives of the community’s (jurisdiction’s) Mass Care Annex and securing the resources to meet the needs. • Develop the Mass Care Annex including how the community (jurisdiction) plans to address the long-term mass care needs. • Establish an exercise and training schedule. Assisting Alaska communities to improve their disaster preparedness.

7. Assumptions Regarding Training • Working EOP or uses the Small Community Emergency Response Plan (SCERP). • Attended CPG 101 training and understand how to develop an Emergency Operations Plan (EOP) and a functional annex. • Request assistance from the Alaska Division of Homeland Security & Emergency Management Planning Team and American Red Cross to develop your Mass Care Annex Assisting Alaska communities to improve their disaster preparedness.

8. Annex Complexity The Mass Care Annex will be completed differently based upon whether your community is a: • Borough or city • Service hub • Small community Whole Approach Assisting Alaska communities to improve their disaster preparedness.

9. Emergency Management Functions The Emergency Management Functions include: • Prevention • Preparedness • Response • Recovery • Follow-up activities Assisting Alaska communities to improve their disaster preparedness.

10. Who to Contact for Assistance American Red Cross (ARC) of Alaska: • Telephone (907) 646-5401 or Toll Free (888) 345-4376 (HERO) Alaska Division of Homeland Security & Emergency Management (DHS&EM) Planning Team: • Contact the DHS&EM Planning Team at (907) 428-7000 Assisting Alaska communities to improve their disaster preparedness.

11. Form the Mass Care Team Mass Care Coordinator is the lead: • Shelter Manager • Feeding Operations Manager • Volunteer and Donations Manager with a possible • Volunteer Manager • Donations Manager • Human Services Manager with a possible: • Emergency Health Services Manager • Family Reunification Manager • Public Safety Manager • Transportation Manager • Mass Care Recovery Manager • Local PIO • Needed number of people to operate each Mass Care component. Assisting Alaska communities to improve their disaster preparedness.

12. Mass Care Coordinator Duties The Mass Care Coordinator: • Will organize a Mass Care Team to develop, exercise, and implement a Mass Care Annex for your community (jurisdiction). • Ensures the Mass Care Annex is implemented quickly and effectively during an emergency. • Ensures that voluntary agencies know their responsibilities and directs these agencies during an emergency. • Will be the single point of contact (POC) with the Local Emergency Manager, State Emergency Operations Center (SEOC), and other supporting agencies. Assisting Alaska communities to improve their disaster preparedness.

13. Mass Care Coordinator Support • Determine whether the Mass Care Coordinator position will be paid or voluntary. • A current position within the local government or EOC may be assigned the role and its associated responsibilities. • If necessary, find and secure funding to support the position, including salary, workstation, office and computer equipment, office supplies, training, travel expenses, etc. Assisting Alaska communities to improve their disaster preparedness.

14. Form the Mass Care Team Identify and request the appropriate local and/or regional representatives to be members on the team. • Team should meet regularly to develop the Mass Care Annex. • The community (jurisdiction) should provide the needed resources to develop the annex. • After the annex has been developed, the team should meet at least once a quarter. Assisting Alaska communities to improve their disaster preparedness.

15. Mass Care Core Training • ICS-/IS-100: Introduction to Incident Command System (ICS) • ICS-/IS-200: ICS for Single Resources and Initial Action Incidents • IS-700: National Incident Management Systems (NIMS), An Introduction • IS-800: National Response Framework (NRF), An Introduction • ICS-300: Intermediate ICS for Expanding Incidents • IS-806: Mass Care, Emergency Assistance, Housing, and Human Services • IS-197.EM: Functional Needs Planning Considerations for Emergency Management • IS-10.a: Animals in Disasters, Module A: Awareness and Preparedness • American Red Cross Shelter Training, “Shelter Fundamentals” Assisting Alaska communities to improve their disaster preparedness.

16. Additional Coordinator Training • G108: Community Mass Care Management (Alaska Version) • IS-197.SP: Functional Needs Planning Considerations for Service and Support Providers • IS-288: The Role of Voluntary Agencies in Emergency Management • IS-366: Planning for the Needs of Children in Disasters • IS-11.a Animals in Disasters, Module B: Community Planning Assisting Alaska communities to improve their disaster preparedness.

17. Volunteer and Donations Team Local Volunteer and Donations Coordinator (LVDC) is the lead: • Volunteer Manager • Donations Manager • Needed number of people to operate the Volunteer and Donations component. Assisting Alaska communities to improve their disaster preparedness.

18. LVDC Coordinator Duties The Local Volunteer and Donations Coordinator (LVDC): • Will organize a Volunteer and Donations Team to develop, exercise, and implement a Volunteer and Donations Annex for your community (jurisdiction). • Ensure the Volunteer and Donations Annex is implemented quickly and effectively during an emergency. • Ensure that voluntary agencies know their responsibilities and direct these agencies during an emergency. • Be the single point of contact (POC) with the Local Emergency Manager, State Emergency Operations Center (SEOC), and other supporting agencies. Assisting Alaska communities to improve their disaster preparedness.

19. LVDC Support • Determine whether the LVDC positionwill be paid or voluntary. • A current position within the local government or EOC may be assigned the role and its associated responsibilities. • If necessary, find and secure funding to support the position, including salary, workstation, office and computer equipment, office supplies, training, travel expenses, etc. Assisting Alaska communities to improve their disaster preparedness.

20. Volunteer and Donations Team Identify and request the appropriate local and/or regional representatives to be members on the team. • When the team is first established, the team should meet regularly to assist the LVDC with developing the Volunteer and Donations Annex. • The community (jurisdiction) should provide the needed resources to develop the annex, i.e., workstation, computer, access to community (jurisdiction) information, sufficient time to complete and exercise the annex, training funds, etc. • After the annex has been developed, the team should meet at least once a quarter. Assisting Alaska communities to improve their disaster preparedness.

21. Donations and Volunteer Core Training • ICS-/IS-100: Introduction to Incident Command System (ICS) • ICS-/IS-200: ICS for Single Resources and Initial Action Incidents • IS-700: National Incident Management Systems (NIMS), An Introduction. • IS-800: National Response Framework (NRF), An Introduction • ICS-300: Intermediate ICS for Expanding Incidents • IS-288 – The Role of Voluntary Agencies in Emergency Management • IS-230 – Principles of Emergency Management • G-288 – Donations Management Workshop (this course) • G-108 – Community Mass Care Management Assisting Alaska communities to improve their disaster preparedness.

22. Additional Coordinator Training • G-108: Community Mass Care Management (Alaska Version) • IS-197.SP: Functional Needs Planning Considerations for Service and Support Providers • IS-288: The Role of Voluntary Agencies in Emergency Management • E-288 – State Volunteer and Donations Management at FEMA EMI Assisting Alaska communities to improve their disaster preparedness.

23. Prevention Activities • Project Mass Care needs by examining local information about hazards, risk, and population characteristics. • This information will be used in the Situation section of the Mass Care Annex. Assisting Alaska communities to improve their disaster preparedness.

24. Predictions and Response Factors • Citizens closer to the impact area. • Those who can see the threat as it approaches. • Longer-term residents tend to respond sooner. • Concern for family’s safety. • Households with lower incomes tend to use shelters. • Urban populations tend to use shelters more. • Perceive a low security risk to their property if left. • Seasonal populations or newcomers to the area may be slow to respond. I absolutely refuse to go anywhere! Assisting Alaska communities to improve their disaster preparedness.

25. Security Vulnerability Assessment • Review the magnitude, frequency, duration, speed of onset, and potential damage of each hazard. • Review the rating that each hazard poses to the community (jurisdiction). • Complete the table in the “Situation” section. • Include any potential secondary hazards that could happen as a result of an event, such as fire, oil/fuel spills, erosion, etc. Assisting Alaska communities to improve their disaster preparedness.

26. Community Profile Information • Review your community profile information found at http://www.commerce.state.ak.us/dca/commdb/CF_COMDB.htm Assisting Alaska communities to improve their disaster preparedness.

27. Demographic Information • Population size and the racial ethnic composition • Population distribution • Concentrations of the population • Sparsely populated areas • Increased risk zones • Vulnerable populations • Seasonal populations Assisting Alaska communities to improve their disaster preparedness.

28. Critical Infrastructure • Public infrastructure • Transportation infrastructure • Public utility systems • Communication systems Assisting Alaska communities to improve their disaster preparedness.

29. Alaska’s Unique Challenges • Remote communities are only accessible by plane or boat • High costs for delivering resources to remote communities • Smaller, remote communities rely upon their service hub to provide airline, cargo, mail, and barge service • There are limited or unidentified resources in the remote communities • Long winter season with temperatures down to -60 degrees Fahrenheit • Short construction season in Alaska Requirements for an effective local volunteer and donations management system.

30. Gaps in Community Profile Data • Census data • School data • Zoning maps • Chamber of Commerce information • Transportation department, utilities, telephone companies • Cultural interest groups • Animal care and control organizations • Department of Health & Social Services Assisting Alaska communities to improve their disaster preparedness.

31. Local Historical Response Data • How many people went to shelters? • How long the shelters were open? • How many people went to feeding stations? • How many people received relief supplies? • How many people received emergency medical assistance? • How many animal shelters were opened? • How many animals and types of animals were cared for? • What type of animal care services was provided? Assisting Alaska communities to improve their disaster preparedness.

32. Preparedness Activities Estimates should be made according to the: • Type of emergency event • Geographical area impacted by the event • Specific needs of the impacted population • Alaska Hazards • Floods • Wildland Fires • Winter Storms • Earthquakes • Tsunamis • Volcanoes • Oil Spills and Hazardous Materials • Ground Failure • Erosion • Snow Avalanches Assisting Alaska communities to improve their disaster preparedness.

33. Find Strategic Locations • Shelter and Feeding operations may be located at schools, churches, community halls, etc. • Donations Coordination Centers and Bulk Distribution Centers may use or lease (a) warehouse(s) and office by the local, tribal, state or federal government or a private owner. • Emergency Health Services including First Aid stations may be located at hospitals, clinics, schools, etc. • Public Safety may be located at the local law enforcement office, local/tribal office, community hall, etc. • Family Reunification, Volunteer Management, Recovery Transition, and Public Information may be located at the local EOC, local/tribal office, or another designated location. Assisting Alaska communities to improve their disaster preparedness.

34. Minimum Safety Requirements • Located away from the predicted disaster area. • Is along or close to major transportation routes. • Has access roads to help prevent traffic congestion. • Has appropriate accommodations for the functional needs population. • Meets established public health regulations and requirements. • Is free of building and fire code violations. • Does not have vulnerable building features. • Have appropriate accommodations for the functional needs population. Assisting Alaska communities to improve their disaster preparedness.

35. Additional Safety Requirements • Have access to local labor sources and adequate parking spaces. • Smaller communities should be able to accommodate 25 or more volunteers. • Larger communities or jurisdictions should be able to accommodate a 1000 or more volunteers. • Ability to accommodate several hundred volunteers. • Have at least one loading dock and considerable room for several trucks to unload at a single time. • Have sufficient room for an 18-wheel truck to turn and maneuver. • Have a first aid station and designated safety officer. Assisting Alaska communities to improve their disaster preparedness.

36. Establish Needed MOUs Meet with the property owner to discuss a plan to use the property for a Mass Care Service facility during a disaster. • Develop a Memorandum of Understanding (MOU) with the property owner. • Develop a process to monitor, renew or update the MOU. • The MOUs must be signed by the appropriate officials and the original must be included in the EOP’s Appendix Section. MOU Contents • The reason for the partnership. • The anticipated outcome. • The general terms and conditions that will govern the arrangement. • Each party’s requirements and responsibilities. Assisting Alaska communities to improve their disaster preparedness.

37. Request Assistance from Red Cross Request assistance from the American Red Cross of Alaska to develop the “Concept of Operations” section of the Annex. • Develop Standard Operating Procedures (SOPs) for each type of Mass Care Service. • Highly recommend your Mass Care Team take the American Red Cross Shelter Training. Assisting Alaska communities to improve their disaster preparedness.

38. Local Disaster Information Form A template is being provided, which may be used in its current form or it may updated to include fields that your community (jurisdiction) needs. Disaster survivors will complete the approved form, which provides information to a Mass Care Team and community (jurisdiction) about: • The types of assistance (Mass Care or VOAD) disaster survivors need. • The preliminary extent of damages caused by the disaster. • The estimated number of people affected by the disaster. Assisting Alaska communities to improve their disaster preparedness.

39. Eligibility SOPs The Mass Care Team should determine whether the individuals requesting Mass Care assistance are eligible for services. • Standard Operating Procedures (SOPs) should include how the Mass Care Team will make fair and equitable eligibility determinations. • Use the sample referral form (see “Mass Care Referral for Services”) Assisting Alaska communities to improve their disaster preparedness.

40. Federal and State Eligibility Criteria Assisting Alaska communities to improve their disaster preparedness.

41. Tracking the Local Data • Mainly be used for internal purposes, but it will also be useful if the event elevates into a state or federal disaster • Historical data will help prepare for future events. • An Excel spreadsheet is available to track basic information from the form. Assisting Alaska communities to improve their disaster preparedness.

42. Nondiscrimination/Functional Needs Functional Needs: Functional need populations including the elderly, medically fragile, mentally and/or physically challenged or handicapped, individuals with mental illness, and the developmentally delayed may be provided priority based upon their immediate well-being and the severity of a given situation. Nondiscrimination Statement: The Mass Care Team, the American Red Cross, and other supporting agencies will provide Mass Care Services to qualified individuals in need without regard to race, color, national origin, religion, nationality, sex, age, disability, limited English proficiency, or economic status. Assisting Alaska communities to improve their disaster preparedness.

43. Functional Needs Support Services (FNSS) FNSS is defined as services that enable individuals to maintain their independence in a general population shelter. FNSS includes: • reasonable modification to policies, practices, and procedures • durable medical equipment (DME) • consumable medical supplies (CMS) • personal assistance services (PAS) • other goods and services as needed Assisting Alaska communities to improve their disaster preparedness.

44. Functional Needs Resources • Refer to the “Guidance on Planning for Integration of Functional Needs Support Services in General Population Shelters, November 2010” • Take the “G-197 Emergency Planning & Functional Needs Population” course offered on Thursday, April 4 from 8:00 a.m. to 5:00 p.m. • Take the EMI Independent Study course “IS-197.EM: Functional Needs Planning Considerations for Emergency Management” Assisting Alaska communities to improve their disaster preparedness.

45. Shelter Operations • List the shelter locations. • Complete a “Red Cross Shelter Facility Survey” for each shelter location to determine whether each location has the appropriate accommodations for a shelter. • Determine how many beds each shelter can accommodate. • Determine how the supplies will be obtained, i.e., cots, mats, blankets, bathroom supplies, cleaning supplies, etc. • If a location does not have all the appropriate shelter accommodations, identify how the deficiencies will be met. Assisting Alaska communities to improve their disaster preparedness.

46. Shelter P&Ps • Utilize the approved registration form. • Describe how the affected population will be sent to shelters and support services. • Describe how families will be reunited with their families. • Establish an area in the shelter where disaster survivors and their service animals may be accommodated. • Describe how many staff members will be needed to operate the shelter. • Describe how resources will be obtained. • Describe how Shelter Operation will be scaled back and closed. • Describe how shelter numbers will be tracked and reported. Assisting Alaska communities to improve their disaster preparedness.

47. Feeding Operations • Determine how many meals will be provided each day at each Mass Feeding facility. • Determine who will provide needed supplies, i.e., pots/pans, dishes, serving dishes, utensils, cups/glasses, cleaning supplies, etc. • If needed and approved, develop (a) mobile feeding station(s). Assisting Alaska communities to improve their disaster preparedness.

48. Donations & Volunteer Management Determine which agencies will provide support, which may include: • National Voluntary Organizations Active in Disaster (VOAD) agencies, such as Red Cross, United Way, Team Rubicon, etc. • Faith-based groups including local churches, temples, mosques, and/or synagogues. • Non-government organizations, including Lions Club, Elks Club, VFWs, Alaska Native non-profits, etc. Assisting Alaska communities to improve their disaster preparedness.

49. Cash is the Preferred Donation • Buy exactly what is needed, when it is needed, and not what the donor thinks is needed. • Using cash to buy products in the local community helps rebuild the local economy. • When products are bought with cash, it ensures they are fresh vs. some donated goods may be out-of-date. • Donate cash to those established organization(s) that are meeting the needs of your community during the disaster. Assisting Alaska communities to improve their disaster preparedness.

50. Managing Donated Cash Determine who and how donated cash will be managed. • The local government or non-profit agencies often have this capability. • Meet with the selected agency develop fair and equitable policies and procedures to collect, manage, and distribute the cash. Assisting Alaska communities to improve their disaster preparedness.