2011 covoad conference present

Colorado VOAD Annual Conference

• Welcome and Introductions• COVOAD Orientation and updates• Break – Networking• Activate and Integrate with COVOAD• Lunch• Recovery Lessons from recent Colorado Incidents• Break – Recovery lessons – Break• COVOAD Annual Business Meeting

Orientation and Updates

• VOADs and COADs• Now have 5 Regional VOAD/COADs• Strategic Plan• Colorado Donations and Volunteer

Management Network (CDVMN)• MOUs, Training, Organizing• National Resource Directory• 4 Cs

What is Coordination?

• De-conflicting resources & activities

• Several Issues to Address:– Resource Allocation– Information Sharing– Performance Monitoring– Monetary Issues (Donations and Compensation)– Trust & Reputation– Activity Synchronization

Coordination Strategy Matrix

Ad-HocFacilitation

Improvisation Choreography

Info

rmat

ion

Flo

w

Organizational Pre-Planning

Cen

tral

ized

High

Dec

entr

aliz

ed

Low

Orchestration

Response to RecoveryEmergency Support Functions ESF

• ESF 1• ESF 2• ESF 3 • ESF 4• ESF 5• ESF6• ESF…• ESF14

Recovery Support Functions RSF

Stabilization and Short-term Recovery

• RSF 1 Continuity of Government• RSF 2 Damage Assessment• RSF 3 Emerg. Restor. Of Lifelines• RSF 4 Debris Management• RSF 5 Public Health and Safety• RSF 6 Call and Referral Center• RSF 7 Disaster Recovery Centers• RSF 8 Public Information

Response to Recovery

ESFs• Totally Response Oriented• ESFs kind of end when the

EOC is demobilized, but not really.

• Now, each Function has a place to live, a functional time period for Mission Assignments and etc.

• The Transition to Recovery will be smoother

RSFs

Human Services• RSF 9 Mass Care• RSF 10 Behavioral Health• RSF 11 Volunteer

Coordination• RSF 12 Donations

management• RSF 13 Housing• RSF 14 Indiv. And Family

Assistance

Response to Recovery

ESFs• This section was done in

ESFs 14, etc.

RSFs

Permanent Restoration of Public Infrastructure

RSF 15 Restore Essential SvcsRSF 16 Restore Public BuildingsRSF 17 Economic RecoveryRSF 18 Finance and Admin.RSF 19 Env., Historic, Cultural

PreservationRSF 20 Hazard Mitigation

“You must be careful, you never know when you are making a

memory” Anonymous

This is what happens when you put Greg Moser, Bob Wold and Michael Bright in

the same place at the same time…

Ways,Policies

Means,Capability

Ends,Results

No plan

No plan

No plan

Red Cross Sal. Army ACSDR

More VOAD Agencies

Small,Level 1

Medium,Level 2,3

Large,Level 4

This matrix tool allows us to take a very complicated environment and situation, pull it apart and talk about each component separately.

We can look at our entire group of organizations.We can also look at each individualorganization’s ways, means, and ends.

Preparedness

Response

Recovery No plan

No plan

LDSCRWRCMennonites

More VOAD Agencies

Small,Level 1

Medium,Level 2,3

Large,Level 4

No plan

CDEM

Note the change in the up-down axis

LTRC TraininCash to

local

Lean Forwar

d

Preparedness

Response

Recovery

No plan

No plan

No plan

ARES Lutheran Methodist

More VOAD Agencies

Small,Type 4

Medium,Type 3

Large,Type 1&2

1. United Methodist Corp on Relief (UMCOR)

2. Medium Sized Event3. Recovery Phase4. Do they:

1. Have the ways (Policies)

2. Means (Capability)3. Ends (Results)

National, State or Local VOAD/COAD

Planning Example

Coordinating Distributed Improvisation:Why Large Disaster Relief Efforts Remain Inadequate

Jamison M. Day, Ph.D.Information Systems and Decision SciencesE. J. Ourso College of BusinessLouisiana State University

[email protected]

Goals of Collaboration GroupsGoals of Collaboration Groups• Establish Communication, Cooperation, Coordination and Collaboration• Enhance a community’s ability to prepare, respond, recover and mitigate • Ease the suffering caused by disasters• Coordinate human services in disaster• Develop plans, train and exercise for disaster operations

• Establish Communication, Cooperation, Coordination and Collaboration• Enhance a community’s ability to prepare, respond, recover and mitigate • Ease the suffering caused by disasters• Coordinate human services in disaster• Develop plans, train and exercise for disaster operations

Three -Year Strategic Plan 2011-2013

Survey

Strengths

• Facilitates the ‘4 Cs’• Growing interest among members to

collaborate, partner, and plan• Resources and support from Colorado

Division of Emergency Management • Desire among members to explore

how we can better work together outside of a ‘big’ event

• Several active core members• NVOAD resources and support

Weaknesses

• Lack of clarity (mission, priorities…)• Limited outreach to potential partners • Limited institutional capacity• Poor regional engagement• Weak vertical VOAD alignment• Poor use of time• Apathy among members• Missed opportunity to develop lessons

learned and best practices

Strategic Themes

Execution of Strategic Plan

• Sub-Committees for each Strategic Theme

• Ensure that goals, objectives and tasks are achieved

Mission StatementColorado Voluntary Organizations Active in Disaster (COVOAD) is a network of voluntary organizations working together to encourage more efficient service delivery to people affected by disasters in the State of Colorado. COVOAD achieves this by facilitating effective cooperation, coordination, communication, and collaboration at all community levels, and by providing a platform to foster partnerships among non-profit and faith- based organizations, the private sector, and government agencies.

Break and Networking

Activate and Integrate with COVOAD

• Elizabeth DiPaolo, Facilitator• Director of Response

American Red Cross Mile High Chapter303-607-4779 office / 303-961-4732 cell / 303-722-7474 front desk andafter hoursTwitter: "redcrossdenver" / Facebook Causes: "American Red Cross, MileHigh Chapter"[email protected], www.ColoradoRedCross.org

The Incident Occurs

Local ResponseLocal ResponseLocal ResponseLocal ResponseVoluntary AgenciesVoluntary AgenciesVoluntary AgenciesVoluntary Agencies

County GovernmentLocal Government State Emergency Operations Center (EOC) Activated

EOC

Local Community Resources

NGO’sNGO’s•FEMA•FEMA

Response

Example of a Disaster

Fundamental Principles of the InternationalRed Cross/Red Crescent Movement

1. Humanity2. Impartiality3. Neutrality4. Independence5. Voluntary Service6. Unity7. Universality

About the Mile High Chapter• Originally Chartered in 1914• Over 1,400 volunteers• Service Area covers 13 counties in Denver Metro Area

and mountain communities as well as 6 counties in the San Luis Valley

• Regional Chapter supporting Community Chapters– Centennial Chapter-Fort Collins– Western Colorado Chapter-Grand Junction– Southwestern Colorado Chapter-Durango

What Kind of Services Do We Provide?

• Provide immediate food and shelter• Provide health & mental health support• Bulk distribution of needed items to meet the

basic human needs• Assist clients with available resources• Provide support to emergency workers• Help families make contact with loved ones

Feeding

• Feeding at shelters and in the field for workers in partnership with Salvation Army and Southern Baptists

Disaster Health Services• Health assessments by licensed nursing

staff. Assistance with obtaining needed medicine and medical supplies.

• Referrals to community resources and local partnerships.

• First aid and health education.• Health surveillance and prevention of

disease in shelters.

Disaster Mental Health Services•Mental Health support for clients and workers by licensed mental health professionals•Service provided in shelters, outreach, and other service delivery sites•Focus on resilience and psychological first aid

Client Casework• Meets with families to determine individual

needs. • Assists with immediate disaster related

emergency needs such as food, clothing, and shelter.

• Referrals to Health and Mental Health as needed.

Safe and Well Linking

• The American Red Cross is also able to facilitate family communication through its Safe and Well website, found on redcross.org.

• When inquiries involve individuals with serious pre-existing health and mental health conditions inside a disaster area, Welfare Information Teams search for the vulnerable individuals

Thank You!

The Salvation Army Emergency Disaster Services Response Structure

•Local•State•Divisional•Territorial•National

ESF #6 – Mass Care, Emergency Assistance, Housing, and Human Services

RESPONSE SEQUENCE

•Call for services comes from local agencies, County, State or Red Cross

•We do not self-deploy

•Request is evaluated and appropriate assets and personnel are deployed

•Work closely with IC and Partner Agencies

•On scene the situation is monitored and adjustments in equipment/personnel made

•Based upon each situation, additional support is available

WHO GOES? Trained, professional volunteers with oversight by TSA staff

•Trained volunteers are effective volunteers

•The Salvation Army's National Disaster Training Program includes courses developed by The Salvation Army and other training certified by partner organizations whose technical expertise is nationally recognized in a given field.

Metro Denver EDS Primary Response Area

www.ImSalvationArmyEDS.org

ASSETS•2 Primary Canteens• 1 Small Response Vehicle• 50 KW Generator Trailer• 450 Gallon Potable Water Trailer• Additional Small Assets• 2 to 4 Hour Response TimePRIMARY RESPONSES• Multi-Alarm Fires• Extended Police Operations • Extended USAR Operations • MCI• Planned Exercise Support

Metro Denver EDS Primary Response Role

• Feeding and Hydration • Short Term Rehab Needs• Long Term Large scale incidents • Emotional and Spiritual Care for First Responders • SATERN Emergency Radio Communications

First Responders

Response TimePlease allow at least 2 hours for EDS services to prepare and deploy.

Citizens• Mass Feeding• Emotional and Spiritual Care

Outside Metro Denver

Outside the Denver Metro Area EDS services may still be available. To find out more Information please contact:

Sherry [email protected]

Bart [email protected]

Provide support for First Responder Agencies

MERV & Communication Tower•SATERN – Salvation Army Team Emergency Radio Network

Full scale operations at Windsor tornado

Mass care feeding•Mobile •Fixed feeding sites

Mobile feeding site in Windsor

Fixed feeding site at Community Center in Holly

Emotional, Spiritual Care Team•Trained•Respectful of all beliefs•Ministry of Presence…listening ears•Can deploy independent of feeding operations

Eagle County EDS team

Flood response in Georgetown

Wildland Fire Near Conifer

Search and Rescue•Food/hydration•Emotional, Spiritual Care

Established Partnerships

Civil Air Patrol helping TSA in Windsor, Colorado

Two agencies with one goal…serving our communities!

How to Activate other Agencies

• Your existing relationships are key• Activate COVOAD by (Google) telephone

number(20COLOVOAD) 202-656-8623

• Delegation of Responsibility

Colorado 2-1-1Response through Long-term RecoveryInformation & Referral

– Evacuation Routes– Shelter locations– Registry on American’s Red Cross Safe & Well

Goal: fast, correct information to the public that helps keep 9-1-1 lines for emergency communication.

Colorado 2-1-1Response through Long-term RecoveryUnmet Needs Assessments

80% of your services for recovery will come from your community (businesses, nonprofit organizations)

• Debris Removal• Muck and Gut• Food replacement / Food Stamps• Financial Assistance• Document Replacement

• Passed to EOC – essential function area• Passed to VOAD Agencies

Colorado 2-1-1Response through Long-term RecoveryRelief & Recovery Guide

Published and distributed through coordination with:

2-1-1CDEMLocal EOC – essential function

areasVOAD Agencies

Pertinent information needed by the community to return to a sense of ‘normalcy’

Colorado 2-1-1Response through Long-term Recovery

Gatekeeper for Donations & Volunteers

Serves as initial gatekeeper for donations and volunteers

Can EOC work with local non-profit to accept large donations into the community?

2-1-1 POC is measuring pulse from 2-1-1 to determine what kind of plan will be needed for donations and volunteers

2-1-1 POC opens communication with EOC regarding management of

Colorado Volunteer Center Network(CVCN)

Statewide network of volunteer centerspromoting volunteerism in our communities and

helping to manage spontaneous, unaffiliated volunteers during a disaster

If you don’t plan, they will come,And if you do plan, they will come.

Without Volunteers

With Volunteers

……. A . A Resource for

Emergency Managers and Non-Profit Agencies

A Resource for Emergency Managers…

• Assistance with management of undesignated donations and unaffiliated volunteers

• Access to newly developed tools, plans, templates and messaging on don/vol. mgt.

• Personnel support to EOC to assist with donation and volunteer mgt.

• Messaging• Ability to access/post offers• Use of CDVMN Portal (aka ‘Aidmatrix’)

Donations ProcessDonations Process

Event

Media/PublicInterest

DCTActivated

Goods/Service

Cash

Volunteer Time

CDVMN Portal

AdminAllocatesOffers

Shipping

Receiving

Distribution

Non-ProfitsAccept/Reject OffersConnect with Donors

Donors (public/private)

Affiliation Emergency Managers

Administrators act on offers.

Offer to Recipients Decline poor offers Share with other portals

U.S. States Actively Using the National Donations Management Network

As of January 2011

FEMA Territories I-X

= Signed MOU

= MOU in Process

More than 89% of the U.S. Population Is Covered

Cost to use CDVMN Portal….

Colorado Donations and Volunteer Colorado Donations and Volunteer

Management Network (CDVMN)Management Network (CDVMN)

When to Activate CDVMN? A disaster is predicted or imminent Immediately following a disaster and/or activation of an EOC First signs from the public seeking information on how to

help First signs of donations and/or volunteer offers coming

forward from the public. • Community groups self-organizing donations and volunteers• Donations being ‘dumped’ at random locations (e.g. fire stations,

nonprofits, police stations, churches, or other locations), • Volunteers spontaneously showing-up in or around the disaster site

Overwhelmed yet?Getting ready to go home?

Ramping up to Recovery

• Who gets involved?

• What are you doing then?

• What are you responsible for?

• What’s going to happen next?

Colorado Service Providers• American Red Cross• The Salvation Army• Adventist Community

Services • CO Volunteer Center

Network• Southern Baptist• Church of Nazarene• Colorado 211• CO Veterinary• Civil Air Patrol• CO Food Banks• Friends of Man

• Methodist• Lutheran• CRWRC• Church World Svc.• Presbyterian• Church of Brethren• LDS• Rotary• Citizen’s Corps• ARES, RACES, ARRL• Mennonites

Transition backTo Local

Collaboration and Coordination,The Secrets to Success

Collaboration and Coordination,The Secrets to Success