Statewide Associations of Voluntary Organizations Active in Disaster (VOAD)

Transcription

1 Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) Grant Application Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) GRANT APPLICATION TO November 30, 2011 CALIFORNIA VOLUNTEERS DISASTER VOLUNTEERING AND PREPAREDNESS DEPARTMENT 1110 K Street, Sacramento, CA (916)

2 1. Application Cover Sheet Statewide Associations of Voluntary Organizations Active in Disaster Grant Application Legal Applicant: (Association/Organization that takes formal responsibility and assumes liability for the project) Lutheran Social Services of Northern California Street Address of Legal Applicant: 988 Oak Grove Road Mailing Address (if different from street address): City & Zip Code: Concord, CA County: Contra Costa Areas affected by the project: (Counties affected by the project) This project will affect all counties in California in which residents are at risk of natural and manmade disasters, including earthquakes, wildland fires, floods, tsunamis, nuclear and chemical incidents, and acts of terrorism. All the counties in the state may therefore be affected to one degree or another. Primary Contact (Name & Title): (This person is responsible for carrying out the day-to-day management and implementation of the grant, e.g., project manager, VOAD chair, etc. All CaliforniaVolunteers correspondence will be directed to this individual.) Name: Eric Dahl Title: Project Manager Phone & Cell: (o) (c) Fax: (856) Address: Project Director (Name & Title): (This individual has primary responsibility for the project, e.g., Executive Director, etc.) Name: Eric Dahl Title: Project Manager Phone & Cell: (o) (c) Fax: 856) Address: Page 1

3 Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) Grant Application Brief Description of Project (3-5 Sentences): The Executive Committees of Northern California VOAD (NorCal VOAD) and Southern California VOAD (SoCal VOAD) have identified as a top priority developing a robust, collaborative communications system that will support efficient sharing of information among NorCal VOAD, SoCal VOAD, and local VOADs, as well as with external partners such as CaliforniaVolunteers, Cal EMA, FEMA, and National VOAD. To achieve this objective, they propose hiring a State VOAD Coordinator tasked to draft an Incident Communications Plan to facilitate mutual assistance for catastrophic disasters or disasters that cross regional lines, draft the preliminary design for an Incident Communication Plan exercise; draft a Statewide VOAD Coordination Plan including operating guidelines, policies, and procedures; develop a website to promote communication and collaboration among VOAD organizations in the state; and draft guidelines and the data elements for creating and maintaining a collaborative California VOAD Disaster Resource Directory. Total Grant Request: $49,695 Certification: (Please select the designated signature authority carefully because only the person in the designated position will be able to sign the Grant Agreement Form and Payment Request Form.) I declare, under penalty of perjury, that all information submitted for the Board s consideration for allocation of grant funds is true and accurate to the best of my knowledge and belief. Page 2

4 Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) Grant Application 2. Table of Contents Table of Contents Section Title Page # 1. Application Cover Sheet Table of Contents Project Narrative... 4 Attachments Budget and Budget Narrative 5. Assurances and Certifications * 6. Council/Board/Governing Body Resolution * 7. Signing Authority * 8. Financial Management Survey/Audit 9. NorCal VOAD and SoCal VOAD Operating Guidelines * Will be submitted before contract is awarded. Page 3

5 Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) Grant Application 3. Project Narrative In keeping with its mission to "offer the hope of lives transformed" to people who are vulnerable because of disaster, Lutheran Social Services of Northern California (Lutheran Social Services) is seeking funding to support the development of a robust, collaborative communication system that will enable efficient sharing of information among Voluntary Organizations Active in Disaster (VOAD) in California and between VOAD and key operational partners, including CaliforniaVolunteers. Need / Program Gaps VOAD plays a unique role in fostering the "Four Cs" cooperation, communication, coordination, and collaboration among nonprofit organizations, government agencies, and forprofit companies that are active in all phases of the disaster management cycle, with a special emphasis on helping individuals and families through the response and recovery phases. VOAD organizations exist on the national, state, and local (county) levels. In California, due its size, its overall length, its diverse geography, and the varied population densities in the state, there are two regional VOAD organizations: Northern California VOAD (NorCal VOAD) and Southern California VOAD (SoCal VOAD). NorCal VOAD serves residents in the 48 counties from the Oregon border south to Monterey, Kings, Tulare, and Inyo Counties. SoCal VOAD is an association of county VOADs in the ten southern-most counties in the state: Imperial, Kern, Los Angeles, Orange, Riverside, San Bernardino, San Diego, San Luis Obispo, Santa Barbara, and Ventura Counties. These regional and local VOAD organizations, with very few exceptions, are unincorporated associations composed of volunteers from their nonprofit member organizations. As such, they do not have the resources needed to develop the statewide communication plans, procedures, and tools that are needed to support timely and efficient cooperation, coordination, and collaboration in a statewide or regional disaster. Page 4

6 Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) Grant Application Many organizations are involved in disaster response and recovery in California, including federal, state, and local government agencies, a broad array of nonprofit organizations and community-based groups, and some for-profit companies. Cal EMA and county offices of emergency management play important roles in coordinating first response efforts to local and regional disasters, but VOAD member organizations play essential "second response" roles, including sheltering and feeding, animal rescue and sheltering, emergency communications, emotional and spiritual care, transportation of people and goods, in-kind donations receiving and distribution, financial donations management, and volunteer management. VOAD member organizations are also the primary players responsible for long-term recovery efforts. The resources of most VOAD member organizations are stretched to capacity by the daily demands of their primary, non-disaster missions, and disaster response and recovery activities place extraordinary demands on their staff, volunteers, and finances. As a result, they have not had the resources needed to develop statewide plans, procedures, and systems to support the "Four Cs" between VOAD organizations throughout California. These statewide plans, procedures, and systems are critical to effectively and efficiently managing VOAD members' responses to large-scale disasters that affect residents in multiple counties or cause sufficient local devastation to require assistance from VOAD organizations in other parts of the state. Experience throughout the world has repeatedly demonstrated that the absence of plans, procedures, and systems to support the "Four Cs" among response and recovery organizations results in serious response deficiencies, including: Lack of service coordination, resulting in haphazard delivery of services to disaster victims, duplication of services in some areas, and service gaps in other areas. Poor utilization of volunteers, with little or no sharing of information about organizational needs or volunteers' skills, resulting in unmet needs, unnecessary burdens on some organizations, and frustration among people wanting to help. Page 5

7 Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) Grant Application Haphazard information sharing, resulting in "catch-as-catch-can" distribution of public information about disaster services and compounding the problems of uncoordinated service delivery. Project Description To improve outcomes for residents who are affected by statewide or regional disasters, the Executive Committees of NorCal VOAD and SoCal VOAD have identified as a top priority developing a set of statewide plans, procedures, systems, and tools that will support efficient sharing of information among NorCal VOAD, SoCal VOAD, and local VOADs, as well as with external partners such as CaliforniaVolunteers, Cal EMA, FEMA, and National VOAD. The proposed project will provide needed funding to hire a State VOAD Coordinator who, as Project Manager, will be tasked to achieve the following goals: To support the two state VOADs to build increased and measurable association capabilities for disaster response, recovery, and communications; To design, implement, and manage a statewide communications and coordination plan between the two state VOADs; To review, update, and plan to exercise existing internal communications plans and protocols to enhance the ability of the VOADs to communicate internally with their members and with other VOADS in California; and To develop and test effective communications strategies with external partners such as CaliforniaVolunteers, Cal EMA and other state and local public agencies. Outcomes and Deliverables In order to achieve these goals, the State VOAD Coordinator will collaborate with the NorCal VOAD and SoCal VOAD Executive Committees, consult with local VOAD leaders, and seek advice and guidance from California Volunteers to produce the following deliverables. The estimated delivery dates are based on the assumption that the project will begin on December 15, Page 6

8 Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) Grant Application Deliverable 1. Protocols and procedures for the association to provide information to CaliforniaVolunteers regarding member agencies activities in disaster events in both response and recovery operations. 2. A concept of operations for increased inter-organizational coordination and reporting in times of disaster between association members and other entities, including Cal EMA and other stakeholders. 3. State VOAD web pages to increase member collaboration, communication, and the sharing of best practices. 4. A project plan and implementation schedule for a web-based Collaborative Disaster Resource Directory that will catalog members assets, serve as a mutual assistance tool for use during catastrophic events or events that cross regional lines, and identify procedures for listed organizations to request mutual assistance and track allocation of resources. 5. An exercise plan designed to test protocols and procedures that were developed previously with grant funding from CaliforniaVolunteers. Due Date 1/18/2012 2/15/2012 3/07/2012 3/28/2012 4/27/2012 The Executive Committees of NorCal VOAD, SoCal VOAD, and their respective member organizations have a wealth of knowledge and expertise with regards to planning and executing projects, developing collaborative plans and procedures, activity reporting, resource tracking, and designing training exercises. However, they participate in VOAD as volunteers above and beyond their normal organizational duties and therefore do not have the time or financial resources required to turn their knowledge and expertise into the tangible deliverables defined above. It is for this reason that Lutheran Social Services of Northern California is requesting funding to hire a State VOAD Coordinator to manage this project and create the deliverables. The State VOAD Coordinator will work closely with the Executive Committees of NorCal VOAD, SoCal VOAD, and their respective member organizations, as well as with California Volunteers and other subject matter experts, to design the deliverables, write drafts, solicit and incorporate feedback, obtain approval from key stakeholders, and produce and distribute the completed documents. The Executive Committees of NorCal and SoCal VOAD will appoint a Page 7

9 Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) Grant Application Project Steering Committee to oversee the activities of the State VOAD Coordinator, link the Coordinator with subject matter experts within their member organizations, coordinate input and feedback from their members, and approve the deliverables. Methodology The State VOAD Coordinator will work under the direction and supervision of a Project Oversight Committee jointly appointed by the NorCal VOAD and SoCal VOAD Executive Committees. The State VOAD Coordinator will have day-to-day responsibility for completing project tasks, managing project communications, convening conference calls and meetings, and developing the project deliverables in consultation with members of the NorCal VOAD and SoCal VOAD Executive Committees, representatives of CaliforniaVolunteers and Cal EMA, and other subject matter experts. The project timeline is shown below: WBS # Milestones/Tasks Due Date 10 Disaster activity reporting to CaliforniaVolunteers 11 Define CaliforniaVolunteers information needs 12 Define data collection protocols 13 Define data reporting protocols 14 Design report template(s) 15 Submit deliverable 1/18/ Inter-organizational coordination and reporting 21 Define information needs of members and other stakeholders 22 Define data collection protocols 23 Define data reporting protocols 24 Design report template(s) 25 Submit deliverable 2/15/ State VOAD web pages 31 Research and select web-based collaboration, communication, and information sharing tools 32 Determine website functions 33 Define website architecture 34 Create page templates and style guide 34 Implement website design 36 Submit deliverable 3/7/2012 Page 8

10 Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) Grant Application WBS # Milestones/Tasks Due Date 40 Disaster Resource Directory development plan 41 Define users and functions 42 Define data elements and tables 43 Develop procedures for requesting assistance 44 Define procedures for tracking resources 45 Select development tool(s) and vendor(s) 46 Define implementation schedule 47 Submit deliverable 3/28/ Exercise plan 51 Select design team members 52 Review existing protocols and procedures 53 Determine exercise topics and scope 54 Identify exercise objectives 55 Identify exercise staff 56 Draft exercise materials 57 Set exercise conduct and evaluation schedule 58 Submit deliverable 4/27/2012 Qualifications NorCal VOAD and SoCal VOAD are a humanitarian associations of independent, voluntary organizations that play a response or recovery role in disasters. Their mission is to foster effective, streamlined service delivery to people affected by disaster in their respective regions, while eliminating unnecessary duplication of effort, through cooperation in all phases of disaster: preparedness, response, recovery and mitigation. They are not service delivery organizations. Instead, they uphold the privilege of their members to independently provide relief and recovery services and support their members' efforts to do so by providing a forum where organizations active in disaster can practice the four C s cooperation, communication, coordination and collaboration. For more information about the organization and operating policies of NorCal VOAD and SoCal VOAD, see Section 9, "NorCal VOAD and SoCal VOAD Operating Guidelines." The applicant, Lutheran Social Services of Northern California (LSS), is headquartered in Concord, California, and provides service delivery throughout most of Northern California. Page 9

11 Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) Grant Application LSS will provide the fiscal management and oversight for the entire project. LSS has extensive experience in providing both management and fiscal control for a number of contracts with local and county governments, as well as with numerous federal departments. LSS will accept the fiduciary responsibility for the receipt and expenditure of all project funds and will produce regular financial reports to demonstrate compliance with the terms of this grant. The Executive Committees of NorCal VOAD and SoCal VOAD are composed of executives and managers from California Southern Baptist Convention Disaster Relief, CRWRC Disaster Response Services, Emergency Network Los Angeles, Presbyterian Disaster Assistance, San Francisco Community Agencies Responding to Disaster, and The Salvation Army. Their membership includes representatives of scores of other nonprofit organizations that provide disaster-related services. They bring to this project many decades of combined experience in coordinating the delivery of disaster-related services. They will appoint a Project Oversight Committee to give direction to and monitor the activities of the project staff. The proposed staff for this project are: Project Manager and State VOAD Coordinator: Eric Dahl Mr. Dahl has served as VOAD Coordinator for Santa Barbara and San Luis Obispo Counties for the past two years, and prior to that he enjoyed a career of progressive advancement as a program developer, project manager, and executive for private training and development firms serving the needs of diverse clients, including government agencies, schools and universities, hospitals, religious institutions, small businesses, and Fortune 500 companies. In these roles he demonstrated expertise in strategic and operational planning, project management, virtual team management, training design, document design, web development, and information systems development. Project Coordinator: Nancy Nielsen Ms. Nielsen currently serves as a Co-Director for Lutheran Social Services of Northern Page 10

12 Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) Grant Application California where she has been the Deputy Director for 6 years. As Project Coordinator she will provide oversight of contract compliance and financial reporting. At LSS she has primary responsibility for oversight of LSS programs in San Francisco and also provides support for LSS in congregational outreach and education activities and disaster preparedness work. She serves as the Disaster Response Coordinator for LSS and is the liaison to the national Lutheran Disaster Response organization LDR. She currently serves on the Executive Committee for NorCal VOAD. Prior to coming to LSS in 2005 Ms. Nielsen had served as interim executive Director of the California Council of Churches, Director of Church Relations for Habitat for Humanity, and created and directed new programs for United Religions Initiative and Vesper Society. VOAD organizations enjoy strong support for their work in disaster response and recovery in California from federal, statewide, and local emergency management. Letters expressing support for VOAD in California will be submitted separately. This overall project will be managed on a day-to-day basis by the Project Manager and State VOAD Coordinator, Eric Dahl. Project finances will be managed by the Project Coordinator, Nancy Nielsen. These personnel will report to and receive direction and support from the Project Oversight Committee, whose members will be appointed by the joint Executive Committees of NorCal VOAD and SoCal VOAD. The Project Oversight Committee will be responsible for project governance and financial decisions and will have the authority and responsibility to ensure that the project deliverables are produced on time and within budget. Page 11

13 Statewide Associations of Voluntary Organizations Active in Disaster (VOAD) Grant Application Attachements The following documents are attached to this application or will be submitted before the contract is awarded: 4. Budget and Budget Narrative 5. Grant Assurances This form will be submitted before the contract is issued. 6. Governing Body Resolution This resolution will be submitted before the contract is issued. 7. Signature (Signing) Authority This form will be submitted before the contract is issued. 8. Financial Management Survey Financial Management Surveys ("Organizational Self-Assessments") are included for Lutheran Social Services, NorCal VOAD, and SoCal VOAD. 9. NorCal VOAD and SoCal VOAD Operating Guidelines Page 12

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