PRETEST

Visual 1.1
Introduction and
Welcome

Visual 1.2
Administrative Information
• Course begins at 8:30 AM each morning.
• There are 10 min breaks and Lunch today around 1130-1230.
• Wednesday should be closer to a half day plus the final test.
• Attendance is monitored throughout the session. The system notifies
us when the class is not your primary focus. Periodically you may be
asked to raise your hand or click the check mark to show you are
present. Please inform the moderators if you are taking notes on
your computer.
• As presenters change, the Participant and Chat Box may disappear.
They can be accessed by clicking on the top of the WebEx
environment.
• The slides and resources were emailed and will be emailed again
following the end of the course.

Visual 1.3
Instructors
Stella Kim, GEMA/HS Community Recovery
Department Manager

Chelsea Sawyer, Outreach / Public Information

Coordinator, Chatham Emergency Management
Agency

Visual 1.4
Course Materials
• Slides
• Reference Materials & Links
▪ GEMA/HS State Plan
▪ Local Plans
▪ Video Interviews & Tutorials
▪ Technology Tools

Visual 1.5
Course Goal

To provide local emergency management

personnel and voluntary agency
representatives with the knowledge and skills
necessary to develop and execute an effective
volunteer and donations management program
as well as develop a volunteer and donations
management support annex

Visual 1.6
Course Objectives
• Identify key organizations and individuals who have
a role in managing unaffiliated volunteers,
unsolicited goods, and undesignated cash donations
in disasters.
• Identify specific agencies and organizations and how
they collaborate to form a Volunteer and Donations
Coordination Team (VDCT).
• Develop an effective public education and
information structure to support the successful
management of unaffiliated volunteers, unsolicited
goods, and undesignated cash donations in
disasters.

Visual 1.7
Course Objectives (Continued)
• Identify how to manage effectively the surge of
unsolicited goods.
• Gather information from organizations,
agencies, volunteers, media, and others for
donations intelligence purposes.
• Facilitate the matching of unaffiliated volunteers
with appropriate organizations or agencies
during program implementation.

Visual 1.8
Course Objectives (Continued)
• List the planning considerations for cash
donations.
• Incorporate technology needed to successfully
manage information on unaffiliated volunteers
and unsolicited goods.
• Relate volunteer and donations management
program responsibilities to the planning
components of the annex.

Visual 1.9
 UNIT 1:
Volunteer and Donations
Strategies and
Management

Visual 1.10
Objectives
1. Identify the key historical events in Volunteer and
Donations Management.
2. Relate the national strategies for managing
unsolicited donations, unaffiliated volunteers, and
undesignated cash to events at the local and State
levels.
3. Describe specific ways the State Volunteer and
Donations Management Plan supports Local Plans
and operations.
3. Explain the continuous nature of emergency
management functions.

Visual 1.11
National Management Strategies
• Majority of this course is about:
▪ Unsolicited Donated Goods & Undesignated Cash
▪ Unaffiliated or Spontaneous Volunteers
• The National Management Strategies are National
Incident Management System (NIMS) compliant

Visual 1.12
Timeline
• 1989: Hurricane Hugo • 2004: Publication of Managing
Spontaneous Volunteers in Times
• 1992: Hurricane Andrew
of Disaster - Updated in 08
• 1993: FEMA creates committee to
• 2005: Hurricane Katrina
address the need for donations
management
• 2001: September 11th disaster
▪ Heavy use of EMAC

O C TO B E R JA N UA RY 2 0 1 7 SEPTEMBER 2017 O C TO B E R SPRING

2016 2018 2019-2021

Hurricane Tornadoes in SW Hurricane Irma Hurricane Michael Tornadoes Across

Matthew Georgia the State

Visual 1.13
Relating the Strategies to You
Review the 10 Principles of National Donations
Management Strategy

This or
That?

Visual 1.14
10 Principles of Nat’l Donations Mgmt Strategy
1. Donations activities may begin before a disaster declaration
2. Donations management should address undesignated goods and
spontaneous volunteers.
3. Shipment of designated goods may be affected by state policies
4. State and local gov’ts are in charge of donations operations:
5. Federal government and national voluntary organizations active in
disaster (NVOAD) have support roles:
6. State should make full use of existing voluntary agency capabilities
7. Use a flexible strategy
8. Use a team approach: Link
9. Cash donations to voluntary agencies are preferred. #1

10. Information Management is Essential

Visual 1.15
Relating the Strategies to You
Review the 10 Principles of Volunteer Management
Strategy

This or
That?

Visual 1.16
10 Principles of Managing Unaffiliated Volunteers
1. Volunteering and community life
2. The value of affiliation
3. Volunteer involvement in the four phases
4. Management systems
5. Shared responsibility Link
6. Volunteer expectations #1
7. The impact on volunteers
8. Build on existing capacity
9. Information management
10. Consistent terminology –affiliated volunteers & unaffiliated
volunteers.

Visual 1.17
Functions of Emergency Management

ACTIVITY: We
will go
through each
phase and
identify
activities you
can engage
into maximize
volunteer &
donations
efforts.

Visual 1.18
Preparedness
Planning how to respond to a disaster

IN CHAT BOX: What could

you be done during this
phase related to
volunteers and
donations?
Visual 1.19
Response
Emergency assistance to survivors during and
immediately following a disaster

IN CHAT BOX: What could

you be done during this
phase related to
volunteers and
donations? Visual 1.20
Recovery
Returning systems to normal or near normal
operating conditions

IN CHAT BOX: What could

you be done during this
phase related to
volunteers and
donations?
Visual 1.21
Long-Term Recovery
• Usually lasts from 18 months to 2 years or longer
• Evaluate scaling back or closing of donations
facilities
• Volunteers and donations are still needed
• Funds are very important
• Use your VRDT and initial response as the
foundation for long-term recovery.

IN CHAT BOX: What could

you be done during this
phase related to volunteers
and donations?
Visual 1.22
Prevention / Mitigation
Activities that eliminate or reduce the chance
of occurrence or the effects of a disaster

IN CHAT BOX: What could

you be done during this
phase related to volunteers
and donations?
Visual 1.23
 Activation of State and Local
Volunteer and Donations Plans

LOCAL STATE FEDERAL

County EMA GEMA/HS FEMA
Within Beyond capacity of Beyond capacity
capacity of local resources of local and state
local resources resources
Governor's State
Local State of of Emergency Presidential
Emergency Declaration
Activates State
Operations Center Activates Federal
& GA Emergency Emergency
Operations Plan Response Plan

BUSINESSES, NONPROFITS, AND FAITH-

BASED ORGANIZATIONS

Visual 1.24
 Activation of State and Local
Volunteer and Donations Plans
- All disasters start and end locally.
- GEMA/HS Provides Guidance On:
- Volunteer Reception Centers IN
- Donations Management
- State and Federal VOAD Resources
CHATBOX:
- Connect you with State and Federal Resource What would
- Governmental and VOAD impact
- Multi-County Donations Warehouse
- Adventists
whether
local and/or
state plans
Link
#2 (GEMA are
Plan) activated?

Visual 1.25
Summary
1. Identify the key historical events in Volunteer and
Donations Management.
2. Relate the national strategies for managing
unsolicited donations, unaffiliated volunteers, and
undesignated cash to events at the local and State
levels.
3. Explain the continuous nature of emergency
management functions.
4. Describe specific ways the State Volunteer and
Donations Management Plan supports Local Plans
and operations.

Visual 1.26
 UNIT 2:
Collaboration and
Partnership

Visual 1.27
Objectives
1. Describe the benefits and challenges of
collaboration.
2. List organizations that collaborate on
volunteer and donations management.
3. Explain the composition and operations of a
Volunteer and Donations Coordination Team
(VDCT).

Visual 1.28
What Is Collaboration?
… the process by which agencies make a
formal, sustained commitment to work
together on a common mission

Visual 1.29
Benefits of Collaboration
• Expand resources availability
• Eliminate unnecessary duplication of
services
• Provide effective service to community
• Provide services to diverse groups
• Enhance problem-solving ability
• Engage in specialized expertise

IN CHAT BOX: What other

benefits are there to
collaboration?
Visual 1.30
“Engaging volunteer
Takeand
groups it from your
forming a fellow EMAs
local COAD (Community
Organizations Active in
Disaster) was the only
way I could build
capacity and do more
with a very limited
budget.”
- Local Georgia
Emergency
Manager

Visual 2.31
“If you think you can take on
everything including muck-
outs, feeding, etc. on top of life
saving operations, you are
wrong. You just can’t do it all.”
-Local Georgia Emergency
Manager

Visual 2.32
Collaborative Partners
• Local, Tribal, or State/Regional VOADs
• Local, Tribal, and State Emergency
Management Agencies (EMAs)
• State volunteer and donations coordinator
• Other local, tribal, and State agencies
• Warehouse manager
• Call center, phone bank, or Website manager
IN CHAT BOX: Name a
nonprofit / faith-based
organizations have you
had a successful
collaboration with. Visual 1.33
 Georgia Emergency Management &
Homeland Security Agency

Georgia VOAD (Voluntary Organizations

Active in Disaster)
35+ nonprofit and faith-based organizations who work
together to ensure more efficient and effective services to
people impacted by disasters in Georgia.
Link
#3 –
Operate under the 4 C’s: cooperation, coordination, VOAD
communication, and collaboration at all levels. Site

Hold monthly calls, trainings, and exercises. Activate with

daily calls and communications during a larger event.

Supported by the National VOAD and its organizations and

resources.

Visual 1.34
Voluntary, nonprofit, and faith-based organizations
play a critical role in filling the gaps.

Visual 1.35
 How do they help?
Nonprofit and faith-based organizations can provide immediate
emergency assistance and longer-term recovery assistance.
Advocacy Financial Assistance Relocation Services
Bulk Distribution Financial Planning Resource Coordination
Case Management Funeral Services Sheltering
Child Care Health Care Sanitation Services
Clean-Up and Rebuilding Health & Welfare Inquiries Special Needs
Clothing + Sanitation Items Mass Care Technical Assistance
Community Outreach Mental Health Services Translation Services
Counseling Mitigation Planning Transportation Services
Damage Assessment Mobile Feeding Volunteer Coordination
Debris Removal Organizational Mentoring Warehouse Management
Donations Management Pastoral Care
Elder Care Pet Care
Emergency Rapid Repairs Radio Comm. Services

Visual 1.36
Other Partners
• Business, industry, and professional leaders
• Media
• Labor organizations
• Civic organizations
• Faith-based organizations/associations
• Community-based organizations
• Others?
IN CHAT BOX: Any unique
partnerships not
mentioned?

Visual 2.37
What is a Volunteer and Donations Coordination
Team (VDCT)?
An organized team of government, private
voluntary organizations, and the private sector
that has a vested interest in all aspects of
managing unaffiliated volunteers and unsolicited
donations

Visual 1.38
Key VDCT Functions
• Local Volunteer and Donations Coordinator
▪ FUNDS – Donations Link with local
Foundation
▪ Volunteers
▪ VOADs
▪ Spontaneous
▪ Donations – Solicited and Unsolicited
▪ Public information
▪ Call Center
IN CHAT BOX: If you have one,
• State Volunteer andLocal
who is your Donations Coordinator
Volunteer and
(depending on theCoordinator
Donations size of the disaster)
during a
disaster?
Visual 1.39
Local Volunteer and Donations Coordinator
Responsibilities

• Activate the annex

• Manage the VDCT
• Determine support needed from other
agencies/organizations
• Coordinate with local government and
emergency officials
• Manage the call center / online system.
• Coordinate field logistics

Visual 1.40
Local Volunteer and Donations Coordinator
Responsibilities (Continued)
• Coordinate media releases to set realistic
public expectations
• Coordinate the flow of unsolicited goods,
spontaneous volunteers, and undesignated
cash
• Maintain a link with local or tribal EOC
• Delegate responsibilities as necessary
• Ensure a smooth transition from response to
recovery

Visual 1.41
 Georgia Emergency Management &
Homeland Security Agency

Volunteer and Donations Coordination

Team (VDCT) and Lead

➢ Start Small

LEAD TEAM COAD

➢ Lean on the Experts

➢ Regional Approach

Visual 1.42
Volunteer and Donations Coordination
Center (VDCC)
The physical location for the VDCT:
• Does not receive goods or volunteers
• Maintains consistent communication with
volunteer and donations support functions

IN CHAT BOX: COVID

Considerations – how can
we effectively do these
operations remotely?

Visual 1.43
What’s In Your Annex?
Does your annex:
• List the primary and supporting agencies
and organizations?
• Describe the members of the VDCT?
• List the responsibilities of the VDCT?

SENDING A LINK IN CHAT

BOX: Annex / VDCT Status
Survey

Visual 1.44
 GEOP Support Annex 5: Volunteers & Donations

Coordination Led
Georgia by GEMA/HS VAL
Local
VOAD, (Voluntary Agency
EMAs &
Salvation Liaison)
VDCT Lead
Army, Red
Cross Adventist Other
Disaster Relief:
Multi-Agency
State
Donations Agencies The State Plan can be
Warehouse
found at
VDCT Has Daily Coordination Calls during Activation:
• Using a google form I collect information about:
https://gema.georgia.go
• Current volunteer and donations operations from local v/what-we-do/planning
EMAs and nonprofits leads on the ground
• Unmet needs related to volunteers and donations on the
under the Support
ground Annex 5.
• During the call we discuss current operations and identified
unmet needs – requesting resources from participating members.
• VOAD Liaison in EOC

Visual 1.45
How can EMAs access nonprofit services for
their communities?

Local Resources

• Relationships with Local Organizations Community

• Activation of Volunteer and Donation Partnerships
Annex
• Contact local VOAD/COAD
Manager can
• Contact local Long-Term Recovery Group contact

• Georgia
State and Federal Resources
VOAD
• FEMA VAL
• If local resources exhausted* (Voluntary
• WebEOC Request Agency
• Contact GEMA/HS Community Liaison)
Partnership Manager Directly or VOAD
President Directly • National
VOAD

Visual 1.46
Summary
1. Describe the benefits and challenges of
collaboration.
2. List organizations that collaborate on
volunteer and donations management.
3. Explain the composition and operations of a
Volunteer and Donations Coordination Team
(VDCT).
4. Describe specific ways the State Volunteer
and Donations Management Plan supports
Local Plans and operations.

Visual 1.47
 UNIT 3:
Managing Public
Education and
Information

Visual 1.48
Objectives
1. Identify why people donate (individuals, groups,
and private-sector companies).
2. List ways to educate the public about volunteering
and donating before a disaster strikes.
3. Determine how to educate your public about the
proper ways to donate and volunteer.
4. Define your target audience for your media
messaging.
5. Use a message map to plan and deliver a message.

Visual 1.49
Good intentions gone wrong or right?

IN CHAT BOX: What are reasons

why individuals, groups, private
sector, and foreign countries
donate?

Visual 1.50
Why People Donate or Volunteer
Motivated by:
• Sincere wish to help
• Religion or faith
• Have been survivors in the
past
• Want to be part of a cause
• Respond to media reports
• Want a tax break
• Introduce new product into
market
• Clean out closets

Visual 1.51
Helpful Hints for Donors and Volunteers
• Remember that cash donations are best
• Confirm the need
• Pack well, label clearly, and plan
transportation
• Donate miscellaneous goods to local
charities
• Volunteers should be trained and affiliated
with a volunteer agency

Visual 1.52
Ways to Reach the Public

Organization
newsletters Speakers’ bureaus Briefings

Media
IN CHAT BOX:
Websites: (Voluntary
Agencies, State
How else can
EMA, National you reach the
Social Media
VOAD, FEMA) public?

53
Coming to Terms With New Media
• Twitter • Really Simple
• Facebook Syndication (RSS)
• Instagram • Smartphone
• Blog • Video blogging
• Photo sharing • Webcast
• Podcast
IN CHAT BOX:
What is the
most recent
“new” media?

Visual 1.54
Basics Concepts Do Not Change
• The questions remain the same:
▪ Why are you communicating? Objective
▪ Who are you trying to reach?
▪ What will you say? How will you
say it?
Audience

Staying on top of what is

“New” Media is the key! Message

Visual 1.55
Target Audiences/Stakeholders for Messaging
• Elected officials
• The media
• Emergency management
• Professional groups (to prevent self-
deployment)
• Youth groups
• Others? IN CHAT BOX:
Who else do
you want to
target?

Visual 1.56
Public Messaging
• Aims to limit the flow of spontaneous
volunteers and unsolicited donations to a
manageable level
• Stakeholders working together should have
one consistent message
▪ The message and messenger should be
established before the disaster

Visual 1.57
What’s In Your Plan?
Does your plan:
• State which person or organization/agency is
responsible for volunteer and donations
management messaging?
• Have pre-scripted message maps or
releases?
• Assign an organization or individual to
development and implementation of social
media?

Visual 1.58
Messaging Activity
• A tornado hit your community. Thankfully there
were no deaths, but several uninsured
individuals have lost their homes.
• Draft a 2-3 sentence message for your County
Emergency Manager on how they can “help.”
• Remember:
▪ Think about your objective & audience
▪ Be specific to leverage interest and prevent
the second disaster.
IN CHAT BOX: Submit your
message in the Chatbox in
10 minutes. Visual 1.59
Summary
1. Identify why people donate (individuals, groups,
and private-sector companies).
2. List ways to educate the public about volunteering
and donating before a disaster strikes.
3. Determine how to educate your public about the
proper ways to donate and volunteer.
4. Define your target audience for your media
messaging.
5. Use a message map to plan and deliver a message.

Visual 1.60
 LUNCH
Please be back at
12:30PM

Visual 1.61
 UNIT 4:
Managing Unaffiliated
Volunteers
Lanita Lloyd
Georgia VOAD President & Salvation Army Georgia Disaster Director

Visual 1.62
Who Are Volunteers? (Watch 3 Min Video)

https://www.youtube.com/watch?v=2szQhR4oZ
tA

IN CHAT BOX: Write when

you have finished the Link
video. #4

Visual 1.63
Objectives

1. Differentiate between spontaneous and

affiliated volunteers.
2. Identify process for referring donated
volunteer services to voluntary agency
organizations, local EMAs, and local
volunteer reception centers.
3. Match offered volunteer services to needs.

Visual 1.64
Objectives (Continued)

4. Explain the interaction process with the

local volunteer centers in the response
phase.
5. Cite ways to promote public messaging
about the correct way to volunteer through
recovery.

Visual 1.65
Traditional Affiliated Volunteers
• Are attached to a voluntary, government, or
other organization
• Normally trained for disaster response by
their agency
• Logistical support is provided

Visual 1.66
GA VOAD

Visual 1.67
Unaffiliated Volunteers
• Commonly known as Spontaneous
• No association with voluntary organization
• Feel motivated by degree of community
ownership
• They may be highly skilled:
▪ Accountant
▪ Construction
▪ Food Services
▪ Information Technology

Visual 1.68
Unaffiliated Volunteers (Continued)
• May not have skills relevant to current
disaster
• Must be a major consideration for the EOP
• Could include convergent groups
▪ No affiliation with emergency management
▪ Individual or group acts independently
outside the recognized coordination of the
impacted jurisdiction

Visual 1.69
Introductions to Volunteer Agencies
▪ Inspiritus – Sherry Buresh
▪ sherry.buresh@weinspirit.org
▪ UMC – Scott Parrish
▪ scott.parrish@ngumc.net
▪ Team Rubicon – Jim Tochterman
▪ James.Tochterman@teamrubiconusa.org
▪ The Salvation Army – Lanita Lloyd
▪ Lanita.Lloyd@uss.salvationarmy.org

Visual 1.70
Watch Volunteer Videos (17 minutes)
https://www.youtube.com/playlist?list=PLlp-
4NwkZm35tHibykFs2gd2l1Pbg2Y9A
Link
#5

IN CHAT BOX: Write when

you have finished the
video.

Visual 1.71
Public Perception
Well-managed volunteers:
• Contribute to a positive
public perception of the
response and recovery
effort
• Can fill in the gaps and
meet individual needs
of survivors, offer
comfort and
encouragement

Visual 1.72
General Planning Before a Disaster
• Identify existing local volunteer coordination
processes and protocols
• Identify a volunteer intake coordinating
agency
• Determine location for physical intake
• Establish MOUs with organizations
▪ E.g., who will staff the VRC

Visual 1.73
General Planning Before a Disaster
(Continued)

• Determine process of vetting which

organization will receive volunteers
• Determine priority needs and roles of
organizations that can use unaffiliated
volunteers
• Research existing liability issues and laws
that affect unaffiliated volunteers

Visual 1.74
General Planning Before a Disaster
(Continued)

• Educate local coalitions and community

members
• Build a community network
• Engage the business community
• Establish reporting procedures

Visual 1.75
Safety and Other Considerations
Watch Safety of volunteers – Nick and Nate
Video

https://www.youtube.com/watch?v=SZMP4T4p
F2M
Link
#6

Visual 1.76
Key Stakeholders in Managing Unaffiliated
Volunteers
• Emergency management
• Volunteer center(s)
• VOAD members
• Faith-based organizations
• Community leaders
• Corporate and business partners
• Media

Visual 1.77
Volunteer Management – Questions to
Consider
• How will volunteers be supervised?
• Will there be liability coverage for the
volunteers? How? In what circumstances?
• How will hours be tracked for a potential soft
match against the State’s cost share for the
disaster?
• Will you follow-up with volunteers to obtain
or share information?

Visual 1.78
What’s in Your Plan or Annex?
Even though a media message including
information about volunteers was released in
Unit 3, spontaneous unaffiliated volunteers are
hanging around, wanting to help. At least 2
dozen people are milling around the burned
out apartment building, but no one is directing
them. Over the next few days, others volunteer
their services to help people left homeless by
the fire. No one has a structured process in
place for managing or coordinating the
spontaneous volunteers.
•
Visual 1.79
Questions
IN CHAT BOX: Respond to
the following questions
(number them by
response).

1. Spontaneous volunteers will need to be

coordinated. What key stakeholders from
your community would you collaborate with
and what would be their role?
2. What tasks could these volunteers
undertake?

Visual 1.80
What’s in Your Plan or Annex?
Does your annex:
• List key stakeholders for management of
unaffiliated volunteers?
• Set up a VRC or similar mechanism?
• Way to handle volunteer signs up remotely?
(“Virtual VRC”)?

Visual 1.81
Summary
1. Differentiate between spontaneous
unaffiliated and affiliated volunteers.
2. Identify process for referring donated
volunteer services to voluntary agency
organizations, local EMAs, and local
volunteer reception centers.
3. Match offered volunteer services to needs.

Visual 1.82
Summary (Continued)
4. Explain the interaction process with the
local volunteer centers in the response
phase.
5. Cite ways to promote public messaging
about the correct way to volunteer through
recovery.

Visual 1.83
 UNIT 5
Information
Management -
Volunteers

Visual 1.84
Objectives
• Describe what technologies can be used to
accept and track volunteers

Visual 1.85
Volunteer Technologies
• In today’s world there will almost always be a “virtual”
component to a Volunteer Reception Center.
• Partner with an agency that uses volunteer management
software. Examples:
▪ HandsOn
» Nashville Example: https://www.hon.org/
▪ JustServe: https://www.justserve.org/
▪ Secure your own volunteer management software.
▪ Develop a sign-in list via Google Form, so you can
collect potential volunteer information Link
#7
IN CHAT BOX: Do you
use a certain volunteer
management platform? Visual 1.86
Volunteer Process
• If you are referring volunteers to another
organization or platform, you need to:
▪ Identify Organizations Who Need
Volunteers (Can Pre-Identify your go-to
organizations)
▪ Refer Unaffiliated Volunteers (Work with
your partner organizations on their
process).
▪ Pre-Draft Emails & Scripts

Visual 1.87
 Georgia VAL Process
• Use Google Forms to get VOAD Updates:
▪ Need of volunteers or organizational help
▪ Need of donations
▪ Offers of volunteers or organization help
▪ Offers of donations
▪ Their responses auto-populate on a spreadsheet that can be shared
with other partners.
▪ Hold regular calls to coordinate response to unmet needs listed on the
form. Manage matching and requesting needs through a Shared
Google Spreadsheet
▪ Refer individual volunteers to organizations I know accept unaffiliated
volunteers using a pre-scripted message.

Visual 1.88
Other Volunteer Technologies Link
#8

Crisis Clean-Up
• Used by Voluntary Orgs
Nationwide
• Hotline for Large Events
• Free (except added
Reports)
• Allows for Volunteer
Agencies to “Claim” cases
in order to avoid
duplication and gaps.
• Needs Data Management
for Success

Visual 1.89
 UNIT 6:
Local Plans

Visual 1.90
Objectives
1. Describe the planning considerations for
annex development.
2. Determine who needs to be involved in
annex development.
3. Explain the components of an annex to the
local Emergency Operations Plan (EOP).
4. Evaluate and compare annexes for key
principles and strategies.

Visual 1.91
Planning Terminology and Considerations
▪ More specific

Visual 1.92
Planning Considerations
• Why is an annex needed, who will develop it,
and why is it important to get a team
involved?
• What voluntary organizations should be
involved in the process?
• Have lessons learned from previous
exercises or operations been addressed?
IN CHAT BOX: Which organizations
will you engage in your annex
planning?

Visual 1.93
Planning Considerations (Continued)
• How will your annex interface with State,
regional, and other local annexes?
• Are the assumptions sound and
understandable?
• Is there commitment regarding roles and
Federal
responsibilities?
State
Plan or
Annex

Local Local
Plans Plans
Local
Plans

Visual 1.94
State and Local Coordination

State

Visual 1.95
Structural Components of an Annex
An example of a format for an Annex:
Primary agency: __________
Supporting agencies: __________
I. Introduction/Purpose/Scope
II. Policies
III. Situation/Assumptions
IV. Concept of Operations

Visual 1.96
Structural Components of an Annex (Continued)
An example of a format for an Annex:
Primary agency: __________
Supporting agencies: __________
V. Responsibilities
VI. Resource Requirements
VII. References
VIII. Terms and Definitions

Visual 1.97
Structural Components of an Annex (Continued)
An example of a format for an Annex:
Primary agency: __________
Supporting agencies: __________
V. Responsibilities
VI. Resource Requirements
VII. References
VIII. Terms and Definitions

Visual 1.98
Roles that Need to be Considered
• VDCT Coordinator
• Cash/Online Donations (Fund)
• Unsolicited Donations (Donations
Management)
• Corporate Partnerships (Volunteers /
Resource Donations)
• VOAD (Affiliated Volunteers)
• Unaffiliated Volunteers (Potential VRC)
• Call Center (Unmet Needs and all above)
*One or two individuals may fulfill all of these roles, or you may need a lead for
each. It all depends on the scale of the event.

Visual 1.99
Potential Pitfalls IN CHAT BOX

• What are some potential pitfalls in

developing and maintaining a Volunteer and
Donations Management Annex?
• How can we overcome them?

Visual 1.100
So Your Annex Is Finished. What’s Next?
• What training schedule is there for
stakeholders?
• What is the exercise schedule for the annex?
• When will the annex be revised?

IN CHAT BOX

Visual 1.101
 UNIT 7:
Managing Unsolicited
Donated Goods

Visual 1.102
Objectives
1. Describe why cash donations are more
economically feasible than donated goods.
2. Define requirements for collection centers.
3. List types of distribution centers.
4. Summarize the benefits of operating
through recovery.

Visual 1.103
Objectives
5. Analyze why cash is the best of all potential
donations.
6. Develop a policy for referring cash donations to
appropriate local organizations.
7. Write guidelines to encourage donors to give cash to
acknowledged voluntary organizations.

Visual 1.104
Visual 1.105
Cash is Preferred
• Helps voluntary agencies meet precise needs
• Helps rebuild
IN CHAT BOX:
local Why is cash
economy
preferred?
• Allows for:
Equitable disbursement procedures
Standard accounting procedures
• Provides support for Long-Term Recovery
Committees
• Is more efficient to inventory cash than stuff

Visual 1.106
Which Cash Recipients Are Best?
• National VOAD guidelines
 Always encourage donations to VOAD
organizations active in the response efforts
• Many organizations have existing Disaster Relief
IN CHAT BOX: Who do you
Funds refer cash donations to?
• Mayor or Chief Executive may decide to create a
“Disaster Relief Fund”
 Provides potential donors with another option
for giving to help meet immediate and/or long-
term needs of disaster survivors

Visual 1.107
Challenges: Voluntary Organizations versus
Local Government Fund
• Management
 Organization has pre-determined staffing; Local Government
might not
• Processes
 Organization has established processes; Local Government
has to develop
• Disbursement of funds
 Organization has established guidelines; Local Government
has to develop
• Accountability
 Organization knows when and what needs to be reported to
the IRS, donors, etc. and when it should be reported; Local
Government might not

Visual 1.108
Cash and Long-Term Recovery
For a local disaster without State involvement:
• Funds may go into an account
Ministerial association
United Way
Other non-profit organizations
• Funds can then be directed to non-profits
involved in long-term recovery efforts

Visual 1.109
Reality is …
Even though you “just say no …”

goods will still come and a facility to manage

those goods may be required.

Visual 1.110
Elements of National Donations Management
Strategy
1. Donations activities may begin before a
disaster declaration- be sure to think ahead
2. Donations management planning should
discuss undesignated goods and the use of
spontaneous volunteers
3. Donations warehouses/collection centers
and distribution centers should not be the
first move- identify partners first
4. Ensure your strategy is flexible
5. Use a team-based approach

Visual 1.111
Strategy Guidelines
1. Structure
2. Public Messaging- Covered in Unit 3!
3. Accountability
4. Ready to Respond

Visual 1.112
Structure

Collection
Center/
Warehouse

Visual 1.113
Collection Centers/Donations Warehouse
• Public site for collecting unsolicited goods
• Converts “Stuff” to “Goods” for disaster survivors
• This is going to be the largest center. It will need to
include:
 Staff registration and training area
 Donation receiving area (both small personal
vehicles and large trucks-may need loading docks)
 Administrative area for paperwork
 Sorting area (by category)
 Palletized area of completed goods
 Enough room to operate a forklift (or two)

Visual 1.114
Collection Centers/Donations Warehouse
(Continued)
• Develop a plan to operate and demobilize a
collection center
 Determine Your Staffing: Accepting volunteers?
Using County/City employees?
 Location: Large enough space to accommodate
the work and the volunteers- COVID-19?
 Determine How to Receive Donations and When
 Determine Flow for Distributing Donations to a
Distribution Center(s)
 The Center is Closing…Where do these donations
go now?

Visual 1.115
Collection Centers/Donations Warehouse
(Continued)
• Identify, sort, inventory, and prepare items
for distribution
• Categories:
• Pet Supplies • Bedding/Towels
• Foods • Household Items
• Drinks • Cleaning
• Personal Care Items Supplies/Tools
• Paper Products • New Clothing
• Baby Goods

Visual 1.116
Visual 4.117
Visual 4.118
Visual 4.119
Collection Centers/Donations Warehouse
(Continued)
• Consider structure for distribution
Voluntary agencies
Faith-based organizations
Survivors at distribution centers

Visual 1.120
Collection Centers/Donations Warehouse
(Continued)
• Accountability:
Record and document process
o How do you account for items coming
in and leaving?
o How do you give a tax credit to XX
Peanut Company that donated 10
pallets of peanut butter?

Visual 1.121
IN CHAT BOX: After seeing this, what
are some possible locations for a
Collection Center/ Donations
Warehouse in your community?

Visual 1.122
Distribution Center- Structure

Collection
Center/
Warehouse

Visual 1.123
 IN CHAT BOX: For anyone that
Distribution Center has helped manage donations–
what distribution center format did
• Various methods are possible
you use?
 Voucher System*
 Volunteer organization provides a physical
voucher to visit the center
 Registration System*
 Clients visit the center directly and register on
site
 Mobile Distribution Center
 Taking items to a remote location or area that
has individuals with limited mobility
 POD Style
 Pre-packaged items or food boxes that are
placed in people’s vehicles
*Grocery Store Style

Visual 1.124
Registration System

Visual 1.125
Registration System

Visual 4.126
Registration Process- Miller County, GA

Visual 1.127
Personal Shopping Assistants

Visual 1.128
Visual 1.129
Registration Process- Miller County, GA

Visual 1.130
Registration Process- Miller County, GA

Visual 1.131
Registration Process- Miller County, GA

Accountability

Visual 1.132
Be Consistent and Avoid Arguments!

Does this count as 1 or 3? Which one counts as 1

box? Is this fair?

Visual 1.133
Communication Between Centers

Visual 1.134
 IN CHAT BOX: What are the
advantages/disadvantages to
maintaining a separate collection
center/donations warehouse and a
distribution center?

Visual 1.135
SCENARIO
• After the tornado described in Unit 3, the community has
been drawn to collect stuff from their own houses to
donate to those who lost their homes.
• The fire station is locked down, so a local restaurant has
volunteered to accept donations and store them in an
extra dining room. Within a day, though, it is full of green
trash bags of miscellaneous things.
• Two days later, the business owner is overwhelmed
saying the stuff has to get out because has a party using
that room in 2 days.

Visual 1.136
Class Discussion
IN CHAT BOX

1. Where in your community would you open a

distribution center? OR would you set up a
mobile/POD style option?
2. How do you guarantee you are helping JUST the fire
victims and not others that just want free stuff?
3. What products would we need to ask the public for?
4. Who is your workforce? Who do you get to help you
sort the green trash bags?

Visual 1.137
Pulling it all together …
Preparedness/Planning
• Know your team
• Establish MOUs
• Develop phone scripts
• Include SOPs
• Develop triggers for action
• Manage public education

Visual 1.138
Pulling it all together … (Continued)
Ready to Respond
Activating the plan …
• Public information
• Information management
• Matching needs
• Making changes as needed
• Monitoring staffing
• Working toward recovery
• Demobilizing

Visual 1.139
Pulling it all together … (Continued)
Recovery
For the long haul …
• Making the transition
• Transferring management
• Appealing to public for long term
• Thanking donor
• Establishing After-Action process

Visual 1.140
What’s In Your Plan?
Does your plan:
• Discuss procedures for handling an influx of
unsolicited goods?
• List a mechanism for locating collection and
distribution centers?
• Designate people responsible for unsolicited
goods?
• Discuss criteria for opening and closing
collection and distribution centers?

Visual 1.141
Summary
1. Describe why cash donations are more
economically feasible than donated goods.
2. Define requirements for collection centers.
3. List types of distribution centers.
4. Summarize the benefits of operating through
recovery.

Visual 1.142
 UNIT 8:
Information Management -
Donations

Visual 1.143
Objectives
1. Describe what technologies can be used to
accept and track offers.
2. Establish procedures for matching offers to
the needs identified.
3. Identify information management system(s)
to help match offered resources to
identified needs.

Visual 1.144
Discussion Questions
• Why is it best for local jurisdictions to match
offers to needs instead of managing stuff
and people?
• How do local jurisdictions match offers to
needs?

Visual 1.145
Volunteer and Donations Process

Event Cash
Donors Tech
Goods Solution
Media/Public Services
Interest VDCT
Allocates
Offers
VDCT Shipping
Activated
Receiving Agency
Partners or
Distribution Donations
Warehouse
Affiliation

Visual 1.146
Information Management Operations
Four Steps:

4. Close Down System

3. Process the Offers

2. Take the Information

1. Open Donation Intake System

Visual 1.147
The Need for a Donation Intake System
Determined by:
• Media attention
• An overwhelming number of phone calls to
the EOC and agencies offering donations
• Legitimate need for donations

Visual 1.148
Set Up Intake System
System Options
• Phone Line
• Email
• Donation Offer Form (Google Forms)
Considerations:
• Location, Hours, Equipment, Personnel
• Messaging / Scripts
• Training

Visual 1.149
Take the Information
By phone, email, In Chat Box: What
website, or form: information should be
- Have a script or collected from a potential
stock email donor?
message
- Take information
- Refer questions to 2. Take the Information
designated
1. Set Up the Call Center
supervisor

Visual 1.150
Process the Offers
• Prioritize offers based on expressed need
• Connect Donor POC with recipient for
coordination of delivery
• Decline unneeded
offers 3. Process the Offers
• Process all offers
within 24 hours 2. Take the Information
(preferably
1. Set Up the Call Center
sooner!)
• Verify and document delivery of offer

Visual 1.151
Close Down Donation Intake
• Announce closure of donation intake system
– refer them to long-term recovery efforts
• Ensure all offers 4. Close Down the Intake
have been
addressed 3. Process the Offers
• Ensure all
donors and 2. Take the Information
staff are
thanked 1. Set Up the Call Center

Visual 1.152
Automated Information Management
• Improves coordination and management of
donations
• Sorts offers of goods, cash, or services;
searches for useful offers; and creates
reports
• Provides a central information clearinghouse
• Maintains a list of specific needs
• Ensures all offers are handled

In Chat Box: What tools

do you use?
Visual 1.153
Recovers.org
• Easy way for local communities to quickly set up a
public facing volunteer and donations page
 Can accept donation offers and volunteer offers.
• Ideally would be lead by COAD, LTRG or
organization designated by EMA.
• Organizations can be members and have their
information and resources listed.
• Can be set up NOW and updated as events happen.
• Need designated person to manage it.
• Example: https://roguevalley.recovers.org/

Link
#9
Visual 1.154
Sign-Up Genius
• Another low to no-cost website to use to set
up volunteer sign-ups take in donation offers
• Example:
https://www.signupgenius.com/go/9040e4caa
ad28abfb6-needed
Link
#10

Visual 1.155
Summary
1. Describe what technologies can be used to
accept and track offers.
2. Establish procedures for matching offers to
the needs identified.
3. Identify information management system(s)
to help match offered resources to
identified needs.

Visual 1.156
 UNIT 6B
Local Plans

Visual 1.157
Comparing and Contrasting Local Annexes

IN CHAT BOX

For those evaluating your own plans, after

going through the course – is there anything
you are going to add or revise?

For those who began brainstorming their plan?

Were there any questions or challenges that
came up?

Visual 1.158
Let’s brainstorm – challenges.
IN CHAT BOX

Will discuss based on responses.

Link
#14

Visual 1.159
Let’s brainstorm – challenges.
IN CHAT BOX

Will discuss based on responses.

Link
#14

Visual 1.160
Final Nuggets of Knowledge

• Will discuss based on responses.

IN CHAT BOX: Other

suggestions or nuggets of
knowledge for the class?

Visual 1.161
Summary
1. Describe the planning considerations for
annex development.
2. Determine who needs to be involved in
annex development.
3. Explain the components of an annex to the
local Emergency Operations Plan (EOP).
4. Evaluate and compare annexes for key
principles and strategies.

Visual 1.162
REVIEW & TEST

Visual 1.163