Emergency Operations Plan ANNEX R - DONATIONS MANAGEMENT ESF #14 I. MNWALK REQUIREMENTS. Item #: 1, 4, 83, 93, 94, 95, 97

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1 ANNEX R - DONATIONS MANAGEMENT ESF #14 I. MNWALK REQUIREMENTS Item #: 1, 4, 83, 93, 94, 95, 97 II. PURPOSE The purpose of this annex is to explain the responsibilities for coordinating volunteers, donated goods, and financial contributions whether solicited or unsolicited, in the event of a natural or technological disaster. III. SITUATIONS AND ASSUMPTIONS Many disaster incidents create a need to coordinate donations of unsolicited goods and services, financial contributions and spontaneous or unaffiliated volunteers. It is not anticipated that every disaster incident will result in the donation of goods and services. Situations 1. When circumstances warrant, a united and cooperative effort by local, state and federal governments, public, private and faith based volunteer organizations, the private sector and the donor community is necessary for the successful management of unsolicited and nondesignated donations. This plan outlines a system for managing the onslaught of unsolicited and non-designated goods, financial contributions and volunteers which invariably make their way to the disaster area. 2. Because public and private volunteer organizations are experienced in managing volunteers and donations and have existing capabilities to receive, process, and deliver needed goods and services to disaster victims, Stearns County/City of St. Cloud will look to those organizations to implement the resource system. 3. Stearns County/City of St. Cloud s role in the allocation and distribution of donations will be limited to providing a means to coordinate response needs with offers of goods and services. This will be accomplished through a designated local Donations Coordination Team. Assumptions 1. In the event of a large scale disaster local government and volunteer agencies may need to receive, coordinate and distribute donated goods and services. 2. Donated goods and services may arrive without warning and without being packed appropriately. These goods and services should be documented and sorted as quickly as possible. The amount of donated goods could be sizeable, which may create problems for R-1 Rev. 2014

2 storage and distribution. Volunteers may assist with the sorting and distribution of these donated goods. 3. Spontaneous volunteers will show up at a disaster scene to offer their skills, which may or may not be helpful. Training and supervision will be required for volunteers assisting with disaster response and recovery. Plans to support these volunteers should be in place. These plans may include arranging for lodging, food, restrooms, and medical care. 4. Any financial contributions made will be managed and distributed to support disaster response and recovery operations. IV. CONCEPT OF OPERATIONS The has been designed based on the NIMS model utilizing the Incident Command System. The Command Staff includes a Legal Advisor, Public Information Officer, Liaison, and Safety Officer. The General Staff includes the Operations Section Chief, Planning Section Chief, Logistics Section Chief, and Finance and Administration Section Chief. The Command and General Staff all report to the Emergency Operations Center Director. The Emergency Operations Center Director is the Stearns County/City of St. Cloud Emergency Management Director. In the event where the primary impacts are health related, a unified command structure will be utilized in collaboration with the Stearns County Public Health. In addition to these staff positions there are Branch Directors and Unit Leaders that represent the 21 annexes of this emergency operations plan. Branch Directors and Unit Leaders report to Section Chiefs, as outlined in attachment 3 of the Basic Plan. Donations Management is part of the logistics section and therefore reports directly to the Logistics Section Chief. The order of succession for the Donations Management Unit Leader is as follows: Volunteers Stearns County/City of St. Cloud RSVP Director United Way Director of Partnership Services Stearns County Emergency Management will encourage individuals age 18 and older interested in volunteering services to affiliate with a recognized private volunteer organization or other organized group of their choice to facilitate relief activities. Some groups have been identified: RSVP United Way of Central MN Church Groups Salvation Army Catholic Charities American Red Cross Ham Radio Community Organizations Educational Institutions MNVOAD Positions to manage volunteer services: R-2 Rev. 2014

3 Donations Management Unit Leader Volunteer Resource Manager In-take Coordinator - sign waivers, registration forms Logistics Coordinator (before volunteers are sent out to site) Transportation Coordinator to direct them to their work site 1. Volunteers must be registered prior to beginning work in the disaster area or with disaster victims. Unaffiliated volunteers will be directed to the Volunteer Resource Manager to register as a volunteer and determine if and where resources may be needed. Volunteers will be directed to call RSVP at a phone number designated for volunteer recruitment. If the call volume exceeds what is reasonable for the RSVP office to handle internally other options such as 211, or a hotline may be explored. 2. A team leader will be required to accompany all teams that will be providing volunteer services. This team leader will provide information to team members regarding assignments, special instructions and emergency information. The team leader will be responsible for checking in and checking out all team members. It is the responsibility of the team leader to ensure that accurate records are kept and provided to the Volunteer Resource Manager (who in turn provides the information to the Donations Management Unit Leader) regarding the status of all team members, work locations, etc. 3. Volunteers will work assigned shifts in assigned locations. Volunteers must sign in and out for each shift. Any changes to the original assignment must be documented. 4. Volunteers will be asked to be prepared to care for themselves for 72 hours upon arriving at the impacted area. Most volunteers will work for one day and then leave the area. For some volunteers it may be necessary to arrange for shelter. Additionally port-o-potties and facilities to wash will be required. 5. Arrangements for feeding of volunteers and staff will be made when necessary, this coordination will take place in the Emergency Operations Center. Mass feeding may be available through a volunteer agency with a mobile kitchen. Shuttle service to local eateries will be provided when warranted. The Salvation Army or the American Red Cross may be designated to feed volunteers. 6. Volunteers will be discouraged from going directly to any disaster site. 7. Stearns County Emergency Management may be asked to identify potential volunteers with specific technical skills. The Volunteer Resource Manager will work with the Public Information Officer to recruit those volunteers. 8. Certification and credentials will be required of some volunteers such as doctors, nurses and certain other specialists to ensure volunteers chosen are qualified to provide the services they offer. Construction contractors providing both residential and commercial construction must be licensed by the State of Minnesota and show proof of license, insurance and bonding. All trades, including plumbing, heating and electrical contractors, must be licensed, bonded and insured either by the State of Minnesota or as applicable by the local municipality. R-3 Rev. 2014

4 9. Stearns County Emergency Management may identify a Volunteer Center, depending on the disaster needs and the numbers of offers to volunteer that are received. This will be handled through the Stearns County/City of St. Cloud Emergency Management Director. The Volunteer Center preferably should be within a one mile radius from the disaster. Facilities could be schools, churches, town halls, etc. 10. Volunteer organizations involved in the disaster will request public volunteers, as needed, through Donations Management. Requests from the disaster affected community for public volunteers will be made through the Donations Management Unit Leader. 11. Businesses and people offering their paid services will be put on a list for future services. Donated Goods and Storage Facilities 1. For the proper management of un-solicited and non-designated donations, operating facilities will include checkpoints, staging areas, donations coordination centers, distribution centers, and storage warehouses. 2. The Donations Management Unit Leader will coordinate with the Sheriff s Department, local police, and Minnesota State Patrol to identify and manage checkpoints and staging areas for incoming donations. Weigh stations and rest areas will be considered for this use. 3. The Donations Management Unit Leader will coordinate with the Department of Transportation and the Minnesota State Patrol in directing vehicles and trucks bringing donations into the City/County. Road signs should be posted and clearly marked. 4. Distribution centers will be coordinated by the Donated Goods Resource Manager. 5. When necessary, Stearns County/City of St. Cloud will coordinate with RSVP and United Way of Central Minnesota to provide personnel to assist in managing donation facilities, distribution centers and donation phone lines. 6. The State will support Stearns County/City of St. Cloud in any resource requirements, as appropriate, to make facilities operable in a timely manner. This request will be made through the Emergency Operations Center. 7. Coordination with volunteers or local law enforcement will be required to ensure twenty-four hour security of facilities and personnel is available. 8. Stearns County/City of St. Cloud Emergency Management will make every effort to ensure that information about offers of goods and services are available to volunteer/non-profit agencies. 9. Donors will be encouraged to make their own decision in choosing which organization the donation is to be designated. Donors will be advised to properly package and label all goods and to provide a detailed inventory list with shipments. R-4 Rev. 2014

5 10. Stearns County/City of St. Cloud Emergency Management will work with the appropriate state and federal agencies to coordinate waste disposal operations. It may be necessary to maintain a waste disposal contract to effectively dispose of a considerable amount of cardboard, paper, metal and spoiled or unsafe containers of goods. 11. Donors will be discouraged from sending unsolicited donations directly to the disaster site. Donors who insist on donating unsolicited or unwanted goods will be advised that although the goods cannot be accepted at this time, the information will be entered into a data base and made available to federal and state governments, human service organizations and other emergency responders, should a need arise for such goods. 12. Goods not requested but which can be used will be made available to all public, private, faithbased and non-profit organizations. When possible, unneeded goods such as clothing shall be recycled or redistributed to others in need. 13. When deemed necessary, Stearns County/City of St. Cloud will provide transportation of donated goods. A list of moving and storage companies can be found in the Resource Manual which is located in the Emergency Operations Center. 14. Stearns County/City of St. Cloud will follow established guidelines for tracking the receipt and distribution of unsolicited and non-designated goods. The Stearns County Emergency Management Department has a computer program for tracking goods. 15. Corporate offers of bulk items will be accepted if the items can be used in the disaster response and relief efforts. 16. Information concerning corporate offers of bulk items will be entered in the resource database. 17. Corporate donors will be advised to label all goods and to provide a detailed inventory list with all shipments. 18. Information on these resources will be made available to community organizations and emergency responders through the resource database. 19. Catholic Charities/Donated Goods Resource Manager will seek an audit of all donations. Financial Contributions 1. Stearns County Emergency Management, through news releases and printed materials, will encourage cash donations to voluntary organizations rather than clothing, food or other items. The Public Information Officer will coordinate any information provided to the media before being released to the press. 2. Every effort will be made by the Stearns County/City of St. Cloud to encourage the public to contribute cash donations to established, recognized disaster relief organizations of their choice. All inquiries concerning donations for a specified organization will be referred to that R-5 Rev. 2014

6 organization. The organization accepting/receiving designated donations will follow its own policies and procedures for handling the logistics involved. 3. In circumstances where the donor is undecided or is unaware of which organizations are involved in disaster relief activities, the individual responding to the inquiry may provide a list of those organizations that are in need of and will accept the particular goods or services being offered. No attempts will be made by anyone involved in the coordination and implementation of this plan to solicit donations for any specific organization. 4. Even after being asked not to send cash directly to the Emergency Operations Center, some donations may be received. To prepare for that contingency, Stearns County Emergency Management will establish a Disaster Donations Fund through United Way of Central Minnesota. Cash contributions received but not designated to a specified organization will be deposited in the Disaster Donations Fund account. Donors who do not wish to specify their cash contribution to a particular volunteer organization will be advised to make the donation check payable to the Disaster Donations Fund. 5. The United Way of Central Minnesota, the fiscal agent for this plan, may establish on-line donations to accept local, national and international financial donations. 6. The United Way of Central Minnesota is a 501.3c organization. Cash contributions, therefore, are tax deductible. 7. Volunteer organizations, churches and other non-profit entities may apply for grants from the Disaster Donations Fund so long as the grant is used specifically for disaster-related needs and expenses. 8. Grantees cannot use any portion of a grant for administrative expenses. Grantees will be required to submit documentation of expenditures. 9. The Stearns County/City of St. Cloud Emergency Management Director may assign the Donations Coordination Team the responsibility of reviewing applications, preparing a brief summary for each application and submitting recommendations to United Way of Central Minnesota. The team may consult with the Emergency Management Director. 10. Surplus non-designated cash donations will be used only for needs and expenses resulting from Stearns County/City of St. Cloud declared disasters. 11. Undesignated funds, remaining after FEMA has closed all project applications, will be released to volunteer organizations through the United Way Results Team. These organizations must demonstrate the disaster had an adverse impact on their organizations resources. 12. The United Way/Financial Contributions Resource Manager will ensure an audit of all financial accounts is performed. R-6 Rev. 2014

7 V. ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES A. Organization 1. The emergency organization is described in Section IV of the Basic Plan. 2. Incident Command System EOC Interface a. The Incident Command is in charge of all on-scene operations. This coordination takes place at an Incident Command Post. On-scene logistics personnel will order supplies, resources and personnel to manage the scene in accordance with Incident Action Plan. b. Not all emergencies require on-scene operations or the establishment of an Incident Command Post. For those emergencies that may be over a wide area (flooding, ice storm, winter storm) or are health based the Command Post and Emergency Operations Center may be co-located. c. A division of responsibility should be agreed upon between the Incident Commander and the EOC. The Incident Commander will manage operations on-scene, while the EOC coordinates operations beyond the incident site, taking into consideration the community at large, while supporting the Incident Action Plan developed by Incident Command. B. Lines of Succession 1. Lines of succession for the Mayor, County Board Chair and Emergency Management Director are outlined in the Basic Plan. 2. Lines of succession for each department and agency director shall be done in accordance with operating guidelines and delegations of authority within each department. C. Responsibilities Donations Management, as a function, primarily occurs during the recovery phase of an emergency. However, some donations management activities may occur during the preparedness and response phases of emergency management. Stearns County Emergency Management Director The Stearns County Emergency Management Director (or designee) is responsible for carrying out the emergency management program for Stearns County/City of St. Cloud. The Emergency Management Director (or designee) will activate the Emergency Operations Center as required or requested to coordinate/support the activities of all departments/organizations assisting with response and recovery efforts. The Emergency Management Director (or designee) will establish response and recovery priorities through the Emergency Operations Center and will coordinate the resources needed to support emergency operations. R-7 Rev. 2014

8 Donations Management Unit Leader The Donations Management Leader will assign a Donations Coordination Team (made up of the Volunteer Resource Manager, Donated Goods Resource Manager, and the Financial Contributions Resource Manager) to work with public, private and faith based representatives to determine the initial needs for donated goods/services financial support and volunteers, when the situation warrants. The Unit Leader will oversee the three areas of donations management and will provide coordination as needed. Retired and Senior Volunteer Program (RSVP) Volunteer Resource Manager RSVP is responsible for recruiting, assigning and following-up with volunteers supporting disaster response and recovery operations. Community members or spontaneous volunteers wanting to assist in the community will also be managed by RSVP. All volunteer efforts will be coordinated through RSVP. United Way of Central Minnesota Financial Contributions Resource Manager United Way of Central Minnesota will process and provide documentation for non-designated monetary donations. Non-designated donations may include funds allocated to disaster response and recovery that are not designated to a specific organization. This may include private donations from community members as well as donations made through businesses and corporations. United Way also provides a resource to the community through 211, a phone number to give or get help in Central Minnesota. 211 is free, confidential and available twenty-four hours a day. Additionally, United Way will assist with the recruitment of volunteers needed to support disaster response and recovery operations, as requested by RSVP. (Cell phone users and businesses with PBX phone systems will need to dial ) Catholic Charities Donated Goods Resource Manager Catholic Charities is responsible for the coordination of receiving and storing donated goods. The receiving and storing of donated goods may require additional warehouse space, which will be coordinated by Catholic Charities. In addition to receiving and storing donated goods, Catholic Charities is also responsible for inventory control and distribution of goods to support the community and disaster operations. MNVOAD The purpose of Minnesota Voluntary Organizations Active in Disaster is to be the counterpart for the State of Minnesota to National Voluntary Organizations Active in Disaster. The objectives of MNVOAD shall be to foster more effective service to people who have been, or may be in the future, affected by disaster through communication, coordination, cooperation, collaboration, convening mechanisms and outreach. MNVOAD will collaborate with local communities to provide services through voluntary agencies specializing in a variety of services. Some of these services include debris management, mass care, donations management etc. Additional information can be found in Section V under references. VI. ADMINISTRATION AND SUPPORT A. Records R-8 Rev. 2014

9 1. Records will be maintained on the use of all equipment, whether owned, leased, rented or borrowed. These records/contracts will be used as basis for possible recovery of emergency operations expenses from a responsible party or for potential reimbursement from the State or Federal Government. All records/contracts generated by the Donation Management Unit Leader should be provided to the Finance and Administration Section Chief for cost recovery and reimbursement documentation. 2. Each department, agency or service of government will provide for the maintenance of records during an emergency. These records include work hours, equipment hours, supplies and materials consumed, injuries to personnel, and damage to public facilities and equipment. All records generated during an emergency will be collected and maintained in an orderly manner so a record of actions taken is preserved for use in determining response costs, settling claims, and updating emergency plans and procedures. B. Resources 1. Local resources can be found on file in the resource database. Record databases for resources and contacts of each department shall be updated on a regular, scheduled basis to keep the Resource Database current to reflect current capabilities. These resources are also to be reported to emergency management when there has been a significant change in a resource, in addition to the scheduled maintenance. This schedule is maintained by Stearns County Emergency Management. These resources still retain confidentiality within the Emergency Management department and sensitive information will not be released without prior approval. C. Post Incident Review 1. Following activations of the Emergency Operations Center or use of the Emergency Operations Plan, Emergency Management will coordinate a review of each annex of the Emergency Operations Plan to identify needed improvements, procedure changes, personnel and facility changes or resource needs. D. Training and Exercises 1. Personnel identified in the and those who staff the Emergency Operations Center will receive National Incident Management System (NIMS) and Incident Command System (ICS) training. Although some personnel may receive more advanced training, everyone will receive IS-100, IS-200, and IS-700. A full list of personnel and required training can be found on file in the Emergency Management office. Personnel who staff the Emergency Operations Center shall also receive appropriate training on their role in the Emergency Operations Center and on the operations of the facility. This training should be arranged by the Donations Management Unit Leader or the Emergency Management Department. 2. Emergency Management follows the Emergency Management Performance Grant (EMPG) exercise requirements to exercise and evaluate the. Once every three years a functional exercise including all components of the is R-9 Rev. 2014

10 conducted. In the remaining two years of the cycle tabletop exercises and community wide exercises will include additional opportunities to exercise components of the Emergency Operations Plan. A more detailed explanation of the County/City exercise plan can be found as Attachment 2 of the Basic Plan. VII. ANNEX DEVELOPMENT AND MAINTENANCE The Stearns County/City of St. Cloud, including the Basic Plan and Annexes, is updated on an annual basis. Each annex representative is responsible for participating in the full review process every other year and for independently reviewing the annex on an annual basis. The overall responsibility for maintaining the is that of the Stearns County Emergency Management Department. Any standard operating guidelines, personnel directories, maps or other tools needed to support emergency operations should be developed and maintained by the responsible department. It is the department s responsibility to ensure access to this information during times of large scale emergency or disaster, to coordinate training for personnel in regard to these procedures and to inform Emergency Management of any changes that directly impact the. VIII. REFERENCES League of Minnesota Cities Volunteer Liability Minnesota Voluntary Agencies Active in Disasters (MNVOAD) Membership list can be found on file in the Emergency Operations Center Moving and Storage Companies can be found in the Resource Manual R-10 Rev. 2014

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