Volunteer Florida The Governor s Commission on Volunteerism and Community Service AmeriCorps Inclusion of people with disabilities in volunteerism Vol

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1 Integrating VOADs into Training, Exercises and Real World Events Merrilee White Emergency Management Consultant, Volunteer Florida Governor s Commission on Volunteerism & Community Service 11

2 Volunteer Florida The Governor s Commission on Volunteerism and Community Service AmeriCorps Inclusion of people with disabilities in volunteerism Volunteer centers Lead agency for ESF 15 Volunteers & Donations 2

3 Integrating VOADs into Training, Exercises and Real World Events Says who? 3

4 Says who? (Authorities & References) HSPD 5 -NIMS was established s ed to provide a consistent nationwide template enabling Federal, State, tribal nations and local governments, as well as private-sector and nongovernmental organizations, to work together effectively and efficiently to prevent, prepare for, respond to, and recover from domestic incidents. 4

5 Says who? (Authorities & References) National Response Framework Nongovernmental organizations mentioned 13 times NGO mentioned an additional 50+ times 5

6 Says who? (Authorities & References) FEMA Fact Sheet: NIMS Implementation for Nongovernmental Organizations NIMS Adoption Command and Management Planning Training Exercising Resource Management Communication and Information Management 6

7 Says who? (Authorities & References) National a Preparedness ed ess Guidelines es & Target Capabilities List Planning Community Preparedness & Participation i i Critical Resource Logistics & Distribution Volunteer Management & Donations Citizen Evacuation & Shelter-in in-place Emergency Public Info & Warning Mass Prophylaxis Mass Care Economic and Community Recovery 7

8 Says who? (Authorities & References) FEMA Administrator, Craig Fugate Whole community emergency management Understanding and meeting the needs of the whole community Engaging all aspects of the community (public, private, and civic) in defining those needs and devising ways to meet them 8

9 Says who? (Authorities & References) FEMA Administrator, ao,cag Craig Fugate ugae We must prepare for an unprecedented catastrophic event We must fully leverage Trade associations Nongovernmental organizations Faith-based organizations Private industry Social and fraternal organizations We need greater inclusion paths designed into our participatory planning & preparedness activities. 9

10 Integrating VOADs into Training & Exercises Yes, but I m Im a state training/exercise officer. What influence do I have over the local integration of nongovernmental organizations? 10

11 First, what organizations are we talking about and how do we find them? VOAD Voluntary Organizations Active in Disaster National VOAD (NVOAD) 50 members State VOAD see resource sheet Local or regional VOAD / COAD 11

12 But what about local, nonprofit, faith and community- based voluntary organizations with commonly needed resources that don t yet have defined disaster roles, but should be active in disaster isaster? 12

13 Benefits of integrating NGOs Force multipliers Enhanced cooperation and collaboration Improved command and control EM / NGO MOUs facilitate NGO access to resources (fuel, technology, facilities) Minimization of risk and liability issues Team cohesiveness Better services to disaster survivors 13

14 Challenges to integrating NGOs? Finding/contacting them Lack of trust Motives Capabilities Training i in silos Command and control Risk and liability Overcoming the culture clash 14

15 Someone said to me Emergency management tends to want to control a disaster and sees things in a compartmentalized breakdown by department; whereas voluntary agencies view things more holistically and from a missional viewpoint. Do you agree/disagree? 15

16 Engaging NGOs is an art not a science that requires constant vigilance! Do we (deep down :) consider voluntary organizations to be emergency management stakeholders? Are we inclusive in our spoken conversation? Do we include NGOs as stakeholders in our written guidance? Do we routinely include NGO representatives in the exercise working group / planning team? 16

17 Strategies for integrating NGOs Promote Training NIMS / ICS in multi-discipline classrooms Other FEMA courses (IS, G and E) Role-specific training, such as Debris management Impact assessment Case management Functional needs support services HSEEP 17

18 Strategies for integrating NGOs Promote Training Encourage sharing of agency-created created training among NGO partners Develop Just-in in-time training Non-traditional NGOs Volunteer centers / HandsOn Network Affiliates that manage spontaneous volunteers Offer training on group dynamics, team building, overcoming cultural differences 18

19 Strategies for integrating NGOs Exercises To get acquainted with new NGOs, encourage them to participate in tabletop, then functional exercises POD (both medical and relief supplies) Sheltering and feeding Airport emergencies Document effective NGO players and invite them to help plan future events. 19

20 Strategies for integrating NGOs Exercises Develop an inclusive exercise planning team Traditional relief organizations Non-traditional community & faith-based Be selective Look at both the capabilities & the players Choose exercises that include both gov and non- gov participants Edit them to meet your specific needs Use the NEXS to find existing exercises 20

21 Our plates are very full, but If you could devote 1 day (8 hours) per month to the inclusion i of NGOs in training and exercises, you could: 21

22 1. Develop an NGO distribution list (2 hours) Ask your State and FEMA VALs or Volunteer & Donations Coordinator for their lists Google umbrella organizations State/local/regional VOAD/COAD Long-term recovery coalition United Way Ministerial alliance Education and fraternal organizations Civic and Critter Clubs 22

23 2. Compose and send an to the list with an invitation to participate in upcoming training. Include links to the registration sites. (15 minutes) 3. Add a statement to your online training and exercise calendars that specifically invites NGOs to participate in all scheduled events. (1 hour) 4. Compose and send an to county training and exercise staff reminding them to add local NGOs to their distribution lists. (15 minutes) 23

24 5. Download the FEMA Disaster Assistance Policy (DAP) on Donated Resources, and it with a short paragraph p about volunteer hours as local match. (30 minutes) 6. Coordinate with your state EMA PIO to post on the EMA Website tips, reminders & success stories on NGO participation in local exercises & disasters. (2 hours) 7. Ask your state leads for mass care, debris management, animal protection, health and medical, and others to identify roles for spontaneous volunteers, write job descriptions and prepare just-in in-time training. i (1 hour) 24

25 8. Review and edit training and exercise planning documents distributed by your office to ensure they promote NGO integration. (4 hours) Example 25

26 Multi-year Training and Exercise Plan FEMA ( Training provides first responders, homeland security officials, emergency management officials, private and non- governmental partners, and other personnel with the knowledge, skills, and abilities needed to perform key tasks. 26

27 Example: State Overview of the State Multi-Year Training and Exercise Plan The State has pursued a coordinated domestic security strategy t that t combines enhanced planning, new equipment purchases, innovative training, and realistic exercises to strengthen the State s emergency prevention and response capabilities. 27

28 Example: State Overview of the State s Multi-Year Training and Exercise Plan (cont d) This plan is designed to consolidate the training i and exercises that t will be undertaken by stakeholders within the State to maximize opportunities to coordinate, collaborate, and improve effectiveness of each undertaking. 28

29 Example: State Overview of the State s Multi-Year Training and Exercise Plan (cont d) Plan Stakeholders Government/ entities with roles/responsibilities in natural and technological hazards Local Agencies Counties Municipalities Critical Infrastructure Collaborative Organizations (RDSTF, UASI, LEPC, Citizen Corps, others) State Agencies (Optional) Federal Agencies/Military Installations 29

30 Where are the VOADs and the voads? Are they assumed to be among the others? Would YOU accept that t invitation? it ti How strong is the mandate for jurisdictions to include NGOs? Are we inadvertently sanctioning a we don t need to go there attitude toward NGOs? What other documents disseminated from our offices promote or accept ambivalence on the integration ti of NGOs? 30

31 Don t take the obvious shortcut! One to your stakeholders, with all those invitations, suggestions and reminders lumped into one message, with the FEMA Disaster Assistance Policy attached, won t get the job done. 31

32 Integrating NGOs takes commitment: One suggestion or reminder won t change behavior Drip on them regularly throughout the year (both jurisdictions and their NGOs) Use consistent language Seize every window of opportunity Shine your light on your counties successes 32

33 Questions? Comments? Your successes / challenges? 33

34 Many thanks to: Bob Leipold & Katie Oldaker, NVOAD Jane Prinz & Trish Redmond, VaVOAD Marlon King & Stasia Place, San Diego Cty, CA OES Steve Cain, INVOAD Matt Lyttle, Fairfax Cty, VA Volunteer Center Greg Strader, Escambia Cty, FL COAD Guy Youngblood, MTVOAD Sheri Taylor, FLVOAD & PHPCOAD 34

35 Promising Practices & Lessons Learned posted at 35

36 Thank you for your contributions to this workshop! 36