ESF 17 -Temp - Volunteer & Donation Mgt

Owned by Wayne Martin
Apr 18, 2022
3 min read

Emergency Support Function (ESF) #17

Volunteer & Donation Management

________________________________________________

 

Primary Agencies

Emergency Management

Harrisonburg/Rockingham Department of Social Services

 

Secondary/Support Agencies

 

Harrisonburg/Rockingham Disaster Recovery Task Force

Virginia Voluntary Organizations Active in Disaster (VVOAD)

 

Introduction

 

Purpose:

 

The Volunteer and Donations Management Support Annex describes the coordinating processes used to ensure the most efficient utilization of donated goods and services during disasters.

 

Scope:

 

Following a major disaster, government will receive an overwhelming amount of unsolicited goods and services from individuals, corporations, church groups, and voluntary organizations.

 

Donated goods will not be transported directly to the disaster area without prior coordination with the state or local governments.

 

If these goods and services are not properly managed or directed, they will interfere with response and recovery efforts and actually exacerbate the disaster situation. The Director of Social Services will be responsible for the management of donated goods and volunteer services.

 

Policies:

 

The City of Harrisonburg and Rockingham County, in coordination with VVOAD and the Disaster Recovery Task Force have primary responsibility for the management of volunteer services and donated goods.

 

The donation management process must be organized and coordinated to ensure the citizenry is able to take advantage of the appropriate types and amounts of donated goods and services in a manner that precludes interference with or hampering of emergency operations.

 

The Emergency Management Coordinator also:

 

  • Coordinates with other agencies to ensure goods and resources are used effectively.

  • Looks principally to those organizations with established volunteer and donation management structures.

  • Encourages cash donations to recognized non-profit voluntary organizations.

  • Encourages individuals to participate through local Citizen’s Corps Council and/or affiliate with a recognized organization; and

  • Encourages the use of existing nongovernmental organizational volunteer and donations resources before seeking governmental assistance.

 

Concept of Operations

 

General:

 

Volunteer and Donations Management operations may include the following:

 

  • A Volunteer and Donations Coordinator

  • A phone bank

  • A coordinated media relations effort

  • Effective liaison with other ESFs, state and federal government officials

  • Facility Management Plan

 

Donated Goods Management Function:

 

Management of donated goods involves a cooperative effort by the City of Harrisonburg, Rockingham County voluntary and community-based organizations, the business sector, and the media.

 

The City of Harrisonburg and Rockingham County, in conjunction with voluntary organization partners, are responsible for developing donations management plans and managing the flow of donated goods during disaster operations.

 

Volunteer Management Function:

 

Management of volunteers requires a cooperative effort by the City of Harrisonburg, Rockingham County, and voluntary and community-based organizations, such as Citizen Corps Councils, faith-based organizations, the private sector, and the media.

 

The City of Harrisonburg and Rockingham County, in partnership with voluntary organizations, is responsible for developing plans that address the management of unaffiliated volunteers during disaster response and recovery.

 

Organization:

 

The City of Harrisonburg and Rockingham County will identify sites and facilities that will be used to receive, process, and distribute the unsolicited donated goods that will be sent to the disaster area. The necessary equipment, staff, communications, and security support to these facilities and sites will be provided by the City of Harrisonburg and Rockingham County and volunteer organizations, as required.

 

The City of Harrisonburg and Rockingham County will coordinate the disaster relief actions of public, private, and volunteer relief agencies and groups. This is necessary to ensure maximum effectiveness of relief operations and to avoid duplication of effort and services. The American Red Cross has been incorporated into the City of Harrisonburg and Rockingham County emergency services organization providing food and clothing to displaced persons at the Shelter Centers.

 

Standard operating procedures will be developed to address screening, processing, training, and assignments of volunteers who will show up once recovery efforts begin. The service to which personnel are assigned will provide the necessary training. Persons who already possess needed skills or have received specialized training, such as heavy equipment operators, should be assigned duties, which allow for the maximum benefit of their skills. Each individual volunteer will be registered, and a log will be maintained of man-hours worked. Accurate records of all incurred expenses will be maintained.

 

Responsibilities:

 

Identify potential sites and facilities to manage donated goods and services being channeled into the disaster area.

 

Identify the necessary support requirements to ensure the prompt establishment and operation of these facilities and sites.

 

Assign the tasks of coordinating auxiliary staffing and material resources.

 

Develop procedures for recruiting, registering, and utilizing auxiliary staffing.

 

Develop a critical resources list and procedures for acquisition in time of crisis.

 

Develop procedures for the management of donated goods.

 

Receive donated goods.

 

Assist with emergency operations.

 

Assign volunteers to tasks that best utilize their skills; and

 

Compile and submit totals for disaster-related expenses.