SIBLEY COUNTY E M E R G E N C Y O P E R A T I O N S P L A N CHAPTER 1 5 : VOLUNTEER RESOURCES & DONATION MANAGEMENT

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1 I. PURPOSE A. To describe how volunteers and donations will be managed during the recovery phase following a disaster. After a major disaster it can be expected that numerous volunteers will arrive in the area to assist in the clean-up efforts. In addition, money and other types of donations may be sent to help individuals affected by the disaster. As the county is not set up to deal efficiently with volunteers or donations, the management of these resources will be turned over to volunteer agencies. A donation tracking form template can be found in attachment S15. This form can be utilized in the event monies are donated through the county. B. Educate the various county departments, identifying the risks, liabilities, responsibilities, and other concerns regarding the use of volunteers C. Provide general guidelines for departments who are using volunteers to ensure that the Emergency Response Volunteers are covered by workers compensation, and being used in the safest most efficient manner. General Volunteers will not be covered by Workers Compensation, and must rely on their own health care coverage. D. Ensure that any risks, exposures, and liabilities to the county are minimized or eliminated. E. Assign responsibility for organizing Emergency Response Volunteers by utilizing the National Incident Management System (NIMS), and the county s disaster organizational structure. II. PRIMARY AGENCIES As the county itself is not set up to deal with financial or other types of donations, the Emergency Management Office will request that all donations be sent through volunteer organizations.(69)the two primary volunteer organizations operating within the area are: A. Red Cross B. Salvation Army Information for the above organizations is available through the ICE data base at III VOLUNTEER MANAGEMENT A. Volunteers from police, fire, and neighboring county offices and volunteers with heavy equipment will be routed from the EOC to the area with the greatest need. Logs will be kept in the EOC indicating which organizations have sent volunteers. B. Individual volunteers: If personnel and resources are available the county may assign a volunteer coordinator to assign, direct and track individual volunteers and volunteers from church groups, youth groups or other organizations... If there is not sufficient personnel available to adequately perform this task, volunteers will be directed to report to one of the local volunteer organizations to be routed to their respective duties. 15-1

2 IV DEFINITIONS Volunteer: A person who, of his or her own free will assumes responsibility for the performance of a task for which he or she will receive no compensation. Volunteer (Voluntary) Organization: Any chartered or otherwise duly recognized local, state or national organization that provides needed services to communities or individuals in coping with a disaster. Voluntary Organizations Active in Disaster (VOAD): A network that provides the venue for voluntary organizations with disaster response and recovery operations to collaborate, coordinate, cooperate and communicate. State VOADs work in nondisaster times to promote training and preparedness; they work in times of disaster to facilitate coordination of response and recovery efforts. VOADs are present at national, state and sub-state levels. At the state level, the VOAD may include local member agencies that do not have a national program. The state VOAD often serves as advocate and liaison between member agencies and the state government agencies. Recognized state VOADs have a charter and agreement with the National VOAD. See National Voluntary Organizations Active in Disaster. General Volunteer: Is a person, group, or organization who, is used by a county department to do routine, or seasonal duties. For example a Parks Department for debris pickup, Social Services for family programs, Veterans Services for drivers, Public Works for an Adopt a Highway program, etc. These are volunteers who are not being used in an emergency situation. Emergency Response Volunteer: Is a person who, is used by an organization to do disaster, emergency, or training duties. For example: Law Enforcement using a Rescue Dive Team to find a drowning victim, Emergency Management using Disaster Recovery Teams to clear storm damage, or Public Health using retired nurses to immunize the public in a pandemic influenza emergency. V RISKS Volunteers present many of the risks and exposures for the county as does an employee. A volunteer performing work that they are not physically capable of doing, untrained to do, or actions that they take beyond the scope of their duties could expose the county to higher insurance, or legal difficulties VI LIABILITY Liability is based on negligence, and includes volunteers as well as employees. It requires the county to defend and indemnify these volunteers and employees who are acting within the scope of employment or duties. And who are not guilty of malfeasance, willful neglect of duty, or bad faith. It provides defense in the form of immunities ie. acting within their discretionary boundaries, or in an official capacity 15-2

3 VII WORKERS THAT ARE COVERED BY WORKERS COMPENSATION: An Authorized Emergency Response Volunteer or Employee is covered by Workers Compensation if: They meet the definition of MS Statute Subdivision 2.a individuals who volunteer to assist a local political subdivision during an emergency or disaster. They are acting with in the scope of their employment or duties on behalf of the county They are an Authorized Volunteer 1. Has completed all of the requirements of the County s registration process They are Law Enforcement Personnel under the direct supervision of the Sheriff in active duty and/or training duty. 1. Auxiliary or Reserve Peace Officers 2. Posse Members 3. First Responders 4. Dive team 5. Search and Rescue Team Members must maintain a current roster of their volunteers Direction for active duty comes from the Sheriff s Office Direction for training duty comes from the Sheriff s Office Member must track training duty and active duty hours of their members They are working for Emergency Management, 1. Having been registered with the County, 2. Under the Direction and Control of the County 3. Working within the Scope of their duties 4. Following the County s Policies and Procedures 5. They are physically capable and trained to perform their assignments, having received training regarding the task, possible hazards, and physical requirements. (it is the volunteers responsibility to inform the county if they physically and/or mentally unable to perform the assigned duties.) 6. Working within the scope of the County s Emergency Plan In preparation for and/or carrying out disaster or emergency functions Working during the occurrence of, or imminent threat of an illness or health condition effecting the public VIII WORKERS THAT ARE NOT COVERED BY WORKERS COMPENSATION Authorized General Volunteers: Do not meet the MS Statute Subdivision 2.a definition as previously mentioned. Are not covered by Workers Compensation Must complete the county registration process Must receive training regarding the task, possible hazards, and physical requirements. 15-3

4 IX Standard Operating Guidelines for Utilizing Volunteers Responsibilities: Each County Department that utilizes the services of volunteers is responsible for: 1. Registering the volunteer, see attachment S15a (Volunteer Intake Form) including name, address, phone number, possibly using wrist bands or some other form of outward marking so we know who the authorized volunteers are. 2. Providing a job description, including the task together with its purpose, thereby clearly indicating the action to be taken and the reasoning for the action. Identify who the volunteers are reportable to (the boss). 3. The department should make sure the volunteers understand the known hazards of the mission, safety precautions and equipment, how to complete/report a 1 st report of injury. 4. Ensure the volunteers fit the requirements for: age, clothing, physical condition, to complete the assigned duties. Posters could be used at the job site as a reminder of items 3 and Identify the expected duration of service. 6. Explain to the volunteers that their personal equipment, vehicles, horses, etc are not covered by the county s insurance. 7. Ensure the volunteers have a valid driver s license, if they are going to drive county or personal vehicles for their assigned duties. Departments should obtain a copy of the personal vehicles proof of insurance, and of the driver s license. 8. Provide sanitation stations as necessary 9. Ensure accountability of volunteers so no one is lost or left behind. 10. Fill out all associated forms, and ensure that all claims, injuries, and information are provided to the proper county authority. 15-4

5 X. Donations Management This section describes the coordinating processes used to ensure the most efficient and effective utilization unsolicited donated goods during major emergencies and disasters. To accomplish this purpose, this section establishes a Donations Management Team, to receive, stage, process, distribute and dispose of unsolicited, undesignated donated goods from the general public. A. Donations Management involves coordinating a system that receives and distributes unsolicited, undesignated donated goods, matching them with victims who demonstrate a need. Donations management activities include: providing guidance to citizens, managing a telephone registration and database system located in the Emergency Operations Center (EOC) establishing and managing one or more collection facilities creating a system to sort and distribute donated items Storing donated resources until they are needed. B. Planning Assumptions The Sibley County Emergency Management Office is designated to be the Office of Primary Responsibility (OPR) for the Donations Management Program during a disaster or calamity affecting Sibley County and as such will assume operational responsibilities as stated above in paragraph X.(A) (91)(93) C. Public service announcements initiated by the County Public Information Officer (PIO) or Joint Information Center (JIC) through media and internet sources will inform, advise, and direct citizens regarding this cooperative strategy, including the message encouraging the designation of donations and volunteer affiliation. The County PIO will inform the public of appropriate ways to help, highlight unneeded goods and services, and assist donors in understanding the missions of the various voluntary organizations to facilitate the designation of donations and affiliation of volunteers. (93)94) D. Cash donations will not be accepted by Sibley County but rather will be directed to the specified organization of the donor s choice. Donors offering cash for unspecified organizations will be directed to the VOAD web page for additional sources to donate to. (92) E. Donors who attempt to donate unsolicited or inappropriate goods, such as clothing, will be directed to community-based agencies such as the Sibley County food shelf, Disabled American Veterans Thrift Store, and voluntary organizations that have a need for the donated goods. When donated goods are requested, donors may be advised that only pre-sorted, clearly labeled, palletized, and shrink-wrapped donations with a predetermined transportation method and that have been identified as needed will be accepted. F. A central donations hotline phone number may be established in the EOC to respond to inquiries concerning donations. The number of operators utilized will be determined based on the circumstances of each disaster event and the volume of calls received or projected. 15-5

6 G. A computer database will be established for documenting donated resources and donations information should be shared with all participating agencies. H. When warehouse operations are necessary, Emergency Management will be tasked with designating the warehouse site, managing warehouse operations, including receiving, sorting, storage, distribution and disposition of donated goods. I. Cooperating Agencies that can be called upon to assist with donation management also are listed below: 1. The American Red Cross 2. Adventist Community Services 3. The Salvation Army 4. Civil Air Patrol Minnesota Wing 5. Lutheran Disaster Response 6. Minnesota Disaster Service 7. NECHAMA Jewish Response to Disaster These organizations and others may provide a liaison to the Volunteer Coordination and Donations Management Teams and coordinate assistance with state and local agencies and voluntary organizations involved in relief efforts. See: for a complete listing of voluntary organizations in Minnesota. 15-6