DONATIONS AND VOLUNTEER MANAGEMENT EMERGENCY SUPPORT FUNCTION (ESF #19) FORMERLLY DONATIONS MANAGEMENT

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1 ICS Category: Logistics ESF # 19 Responsible for Donations Management Reports to the Logistics Coordinator DATE OF ACTIVATION: REASON FOR ACTIVATION: ESF STAFF NAME: DATE: TIME: Time PREPAREDNESS Develop and maintain Standard Operating Procedures/Guidelines and other plans and procedures necessary for ESF 19 primary and support agencies to operate efficiently. Develop and conduct training for ESF 19 primary and support agency staff. Develop and maintain a roster of Emergency Support Function supervisors, including shift change and staffing procedures, for County EOC activation and field operations. Develop and maintain an Emergency Support Function manpower list, delineating specialized skills of personnel. Develop and maintain mutual aid agreements and memorandums of understanding, where needed. Develop public education programs. Develop and maintain contact notification lists including emergency contact information such as address, telephone, cellular, facsimile numbers, and addressed. Obtain detailed maps of jurisdictions, counties, municipalities, etc. Ensure that copies of all necessary Emergency Support Function-specific emergency manuals, plans, procedures, and other reference materials are located at the County EOC. Ensure that agency representatives can access their respective agencies networks, if available while in the County EOC.

2 Develop and maintain lists of hazard-specific resources and equipment. Plan for security at potential donations collection sites. Develop and maintain a roster of emergency volunteers. Develop and maintain relationships with cooperative extensions to provide additional resources where available. Develop and maintain a list of tasks and responsibilities for feeding victims and emergency workers. NOTIFICATION Report to the County Emergency Operations Center (EOC) (name of facility and street address). Review the checklist. Notify the Deputy Donations Management Officer and place him/her on standby. Open and maintain Donations Management Action Log (see Attachment 1 to this checklist). Develop shift schedule for possible 24-hour operations. Make contact with the county identified Donations Management resources. Notify Logistics Coordinator of "unmet needs" in Donations Management resources. MATERIALS AND INFORMATION INVENTORY Notification and Resource Manual Action Log Copies of Hazard Specific Plans Copy of the County EOP. County map with locations of Resource Staging Area(s). Donations Management Plan OPERATIONS Develop a real time list of available Donations Management resources according to category, location, estimated time of arrival and availability of drivers. (Attachment 2) Via the Logistics Coordinator, determine availability of staging areas and storage warehouses. If necessary, request Resource Management to assist with the identification of additional/replacement Staging areas / warehouses. Interface with appropriate county and state agencies as required.

3 Monitor the situation regarding protective actions (sheltering or evacuation) Obtain authorization from the EMC, then when/if appropriate, dispatch resources to the required locations. Coordinate with the Mass Care, Shelter and Evacuation Officer regarding Donations needs and resources. Keep the Logistics Coordinator and Finance Officer informed of the situation. Provide periodic status updates as appropriate. Complete activity log and document all activities. Maintain information for event file. Assess scope, magnitude, and extent of incident. Determine extent of hazard remaining. Obtain status report on county activities, once in the EOC. Identify and coordinate additional resources, as needed, in support of local field operations. Assist in the development of the incident action plan. Provide technical assistance, as requested. Support other Emergency Support Functions, as needed. Provide situation reports of Emergency Support Function activities to EMC or Operations Officer, as required. Attend briefings for periodic situation updates. Document incoming and outgoing communications. Maintain record of actions taken. If Joint Operations or Joint Information Centers (JIC or JOC)are activated, send Emergency Support Function representative to location, if appropriate. Request state/federal resources, as needed. Coordinate necessary security at activated donations collection sites. Exercise agreements for use of facilities to store donated goods.

4 Notify needed volunteers of requirements. Coordinate with ESF 5, Emergency Management, on emergent volunteers. Ensure these volunteers are then added to rosters. Execute Memorandum of Agreements with private sector organizations, where necessary to provide resources, supplies and manpower. RECOVERY Coordinate with ESF 7, Logistics Management and Resource Support, on resource accountability. Ensure that all staff is properly debriefed, to include mental health debriefings if appropriate. Prepare appropriate After Action Reports. Coordinate with ESF 7, Logistics Management and Resource Support, on resource accountability and document costs incurred. Provide documentation of all transactions with private sector organizations that provide resources, supplies and/or manpower for the event. Provide documentation of all volunteer activity including rosters. MITIGATION Identify potential funding sources that are available for mitigation. Identify areas where mutual aid agreements and memorandums of understanding are needed with support agencies and ancillary or contract support services. Identify ESF 19 supervisors and their shift change and staffing procedures for the County EOC activation and field operations. Identify sources of hazard-specific needs, resources, and equipment. Identify requirements of ESF 19 specific standard operating procedures, plans, and checklists for primary and support agencies. Identify Emergency Support Function specific training requirements. Identify facilities that can be used for storage and distribution for donated goods.

5 Time Identify volunteer planning program. Identify private sector organizations that could provide resources, supplies, and/or manpower. Identify facilities that can provide for donation storage, staging, and/or distribution. Identify individual volunteers and volunteer groups/organizations. Identify specific procedures that will be needed to properly document costs incurred due to ESF 11, Agriculture and Natural Resources, activities. Coordinate with ESF 1, Transportation, and other support agencies/organizations regarding the identification and location of vehicles that may be necessary for the transport of donated goods.