Instructions for use 6 cemp distribution List 8
ESF-15: VOLUNTEERS AND DONATIONS
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- C. Planning Assumptions
- D. Priority of Missions
- III. CONCEPT OF OPERATIONS: A. General
- C. Notification: The Levy County EOC will notify the Primary Agency, which will notify its own staff, volunteers and support agencies using call out rosters. D.
- E. Pre-Staging of Volunteers
- F. State and Federal Coordination
- G. Responding in Mutual Aid Status
- Points of Distribution Sites I. Coordination with Volunteers
- L. Telephone Information Line
- B. Support agencies
- V. ACTIONS: A. Response Initial Actions
- B. Response Continuing Actions
- D. Recovery Continuing Actions
ESF-15: VOLUNTEERS AND DONATIONSI. GENERAL: A. Primary Agency: Levy County Agriculture Extension Agent B. Support Agencies: American Red Cross – Alachua Chapter Volunteers from Levy County Agriculture Programs II INTRODUCTION: A. Purpose: The purpose of this Emergency Support Function (ESF) is to expedite the delivery of voluntary goods and services to support relief efforts in the disaster-affected areas of Levy County. B. Scope: The scope of ESF-15's mission is two-fold: to coordinate response/recovery efforts as related to volunteers (pre-assigned and convergent) and to assure the expeditious response/recovery delivery of donated goods to the disaster victims. Other activities of ESF-15 are as follows: maintain a call-in number (1-866-542-4496 answering machine) for the public to donate goods and/or services and maintain adequate communications with all volunteer organizations. This ESF should also develop and maintain liaison with the State Emergency Operations Center (EOC) ESF-15, assess and prioritize affected area needs and deploy resources to meet specified needs. C. Planning Assumptions: 1. An incident of such magnitude has occurred that the capabilities within the county have reached their limits and volunteer assistance is required. 2. Volunteers will be in short supply, as many will have evacuated the area. 3. Many volunteers are senior citizens and may require limits on their participation. 4. Neighboring volunteers might also have been impacted and been in short supply of volunteers. 5. Traditional organizations, such as the American Red Cross (ARC) and the Salvation Army rely on volunteers for many of their programs. They might also have a shortage of volunteers. 6. Volunteers have a threshold of “burnout”. Many volunteers will have to return to their customary responsibilities within a few days. D. Priority of Missions The Operations Officer in the EOC will coordinate with ESF-5. Work priorities will be given to ESF-15 for tasking to support agencies. Guiding priority principles are: 1. Response needs come before recovery, until such time as response is considered complete and the Recovery Task Force assumes responsibility for management of the incident. 2. Assistance to those people who require assistance comes before aid to those who can themselves. 3. Assisting people comes before protecting property. III. CONCEPT OF OPERATIONS: A. General: ESF-15 will be staffed by a volunteer assigned by the Levy County Emergency Management Director and specifically tasked with resource allocation to supplement the county response. The primary function of ESF-15 is to expedite delivery of donated goods and services in order to meet the needs of the affected area. In all probability, the outpouring of goods and services will not parallel the needs of Levy County. Due to this inequity, ESF-15 will be staffed at the EOC to facilitate the delivery of donations based on need. The distribution of goods and volunteers will necessitate cooperation with other ESF’s. ESF-14 will be a vital resource in resolution of donations and needs. Close coordination between the State EOC and private organizations and agencies will be primary for the ESF-15 Coordinator. Prior to receipt of donated items from any source, inspection will be made to determine the serviceability and usability of such items. In some cases, manufacturers or retail outlets may donate “loser” type products solely for tax break purposes and items may not be of any use to the general public. B. Organization: Levy County will identify a coordinator to interface with local volunteer organizations. This coordinator will be located at the Levy County EOC or County Staging Area. When local resources are inadequate, the ESF-15 Coordinator will contact the State EOC for additional resources. C. Notification: The Levy County EOC will notify the Primary Agency, which will notify its own staff, volunteers and support agencies using call out rosters. D. Pre-Incident: Levy County Emergency Management will conduct year round activities to raise the awareness of the need for volunteers and donations. Methods may include: 1. Presentations to civic, fraternal clubs, service organizations and local church leaders. 2. Coordination meetings with the local Chambers of Commerce to identify business resources. 3. Individual meetings with business and civic leaders regarding the need for donated goods and services 4. All ESF primary and support agencies will be encouraged to use their influence within the community to promote the need for volunteer and donation support. 5. The use of the news media in developing stories on the need for volunteer and donations. 6. The primary agency and Levy County Emergency Management will maintain ongoing communications with the American Red Cross –Alachua Chapter regarding volunteer and donation needs. E. Pre-Staging of Volunteers With the exception of shelter volunteers, pre-staging is discouraged due to the hazardous conditions the volunteers may be placed in. The authority to pre-stage exists with the Levy County Director of Emergency Management or their designated representative. F. State and Federal Coordination 1. Levy County Emergency Management has the authority to coordinate efforts directly with the State Liaison or State EOC as appropriate. 2. Coordination with federal authorities will take place through the State Liaison or State EOC. 3. Coordination with national volunteer and donation organizations will take place between ESF-15 and the local representative. Should there not be a local representative, ESF-15 may coordinate directly with the organizations headquarters. 4. Requests for mutual aid resources may be made by ESF-15 to the State EOC. G. Responding in Mutual Aid Status 1. Volunteers Levy County’s volunteers are truly volunteers. Requests for additional volunteers outside of Levy County might require mutual aid, and will be received and processed by ESF-15. Notice will be given that volunteers are needed; those who wish to volunteer may do so. 2. Donated Items Excess donated items may be transported to another area of the state that is need of them. ESF-15 will coordinate the transportation issue. The manager of the donation sites will coordinate the loading of the items for shipment. H. Distribution Sites Potential sites include: [next page]
Points of Distribution Sites I. Coordination with Volunteers The ESF-15 position will serve as the volunteer coordination point. ESF-15 may appoint a volunteer liaison. Coordination will include: a. Coordinate volunteer assignments and schedules. b. Coordinate volunteer transportation. c. Coordinate volunteer sheltering and feeding. d. Coordinate the individual needs of volunteers which may arise, such as family emergencies. e. Coordinate with the State Emergency Response Team (SERT) liaison, ARC - Coast to Coast Chapter and other relief organizations regarding volunteer issues.
2. Additional assessment will come from public contact. These include, but are not limited to: a. Public shelters and feeding sites b. Levy County Health Department c. Levy County School District d. Levy County Agriculture Extension Service e. Public utilities f. Ministers and social service groups g. Chambers of Commerce h. Utilities 3. Additional information will come from a. Rapid impact assessment teams b. Initial Assessment Teams c. Damage Assessment Teams d. Human Needs Assessment Teams e. Preliminary Assessment Teams 4. Elements to consider a. Transportation infrastructure b. Availability of volunteers c. Availability and suitability of distribution sites d. Nature of needs e. Extent of population impacted f. Security and communications concerns at distribution sites K. Leftover Donations Items that are not used will be offered to the Salvation Army, Goodwill and/or other non-profit organizations that could have a use for them. Transportation of the items will be the responsibility of the recipient. L. Telephone Information Line Individuals, businesses, community groups, churches and others may wish to volunteer or donate to the relief efforts. The Levy County Citizens Information Line will take inquiries and refer callers to ESF-15. The Levy County Citizens Information Line is 1-866-542-4496. IV. RESPONSIBILITIES: A. Primary Agency: Levy County Agriculture Extension Agency Responsibilities: 1. Maintain and update call out rosters for support agencies. 2. Maintain an inventory of needed supplies, equipment, vehicles and personnel. This should include the date of last revision. 3. Attend training, drills and exercises within their capabilities. 4. When activated, give notification to support agencies. 5. Coordinate support agencies activities. 6. Advising the EOC staff on issues related to volunteers and donations, including capabilities and limitations. 7. Maintain the ability, with the utilization of support agencies to staff the ESF 15 24-hours a day if necessary. 8. Develop a plan for converting from response to recovery B. Support agencies: American Red Cross – Alachua Chapter Volunteers from Levy County Agriculture Programs Responsibilities: 1. Maintain telephone contact lists for their personnel. 2. Maintain an inventory of supplies, equipment and personnel pre-incident and furnish a copy to the primary agency annually with the latest date of revision. 3. Notify their volunteers and staff when activated. 4. Assist in staffing the EOC on a 24-hour a day basis, if required. 5. Preparing an incident action plan for releasing their personnel and/or reverting from response to recovery. V. ACTIONS: A. Response Initial Actions: 1. The ESF-15 coordinator will insure that staff is on duty in the EOC when required during the operations. 2. The role of the ESF-15 Coordinator will be to determine availability of personnel and resources and coordinate all requirements for all volunteers and for the receipt and distribution of donated goods and services. 3. ESF-15 representatives will coordinate with other ESF members, Emergency Management Director, elected and appointed officials and volunteer groups in developing a plan that will ensure a quick response and delivery of donated goods and services into the affected areas. 4. ESF-15 will coordinate with ESF-7 (Resource Support) to obtain information that will be provided to volunteer groups concerning additional and updated local resource requirements. This will be accomplished no less frequently than daily throughout the emergency operations. B. Response Continuing Actions: 1. ESF-15 will be responsible for assessing unmet needs at the local level and providing resources and volunteers to meet those needs from the available voluntary response. C. Recovery Initial Actions: 1. A regional center will be established by Levy County Emergency Management in coordination with the State, to serve as a reception center for resources and to properly disburse goods and materials to the affected areas. 2. County distribution sites will be established locally to facilitate the disbursement of goods and services to the disaster area. These sites might also serve as staging areas to store goods. 3. Security in the area will be instructed to admit only volunteers with proper identification. D. Recovery Continuing Actions: 1. Volunteer operations will provide recovery-related support, in coordination with other ESF’s. 2. ESF 15 will coordinate activities of the Unmet Needs Committee, identifying human needs and assisting to locate and distribute available resources. 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