Breakout Session Two Management Structure For Club Disaster Operations

ROTARY EMERGENCY DISASTER INITIATIVE

SECOND ANNUAL CONFERENCE AND WORKSHOP

14-15 December 2007Nashville, Tennessee USA

Breakout Session Two

Management Structure

For

Club Disaster Operations

Discussion Leader

Jack Martin

Past District Governor, 2006-2007

Rotary International District 6990

Disaster Planning and Response Coordinator

Zones 33 & 34

INTRODUCTIONS

Assumptions Agreed To At Previous Conference

NO to:

First Responder Planned Activities Warehousing of Disaster Supplies

YES to: Partnerships with Other Organizations

District and Zone Support Structure Establishment of District-Level

Disaster Planning & Response Coordinators

Zone-Level Plan To Provide Communications Support

Ongoing Information Sharing (Event Driven and Seminars Such as This)

Rotary Club Disaster Management Plan Gauge and Define Interest of Club

Members in Disaster Planning and Response

Conduct Community Assessment Consider Partnerships with NGO’s and

Government Entities Begin Operational Framework Design and keep in mind that . . .

Rotary Club Disaster Management Plan

“Sometimes You’re the Windshield

and Sometimes You’re the Bug . . . “

Anonymous

Rotary Club Disaster Management Plan

SO . . . Consider Planning For Events That

Directly Impact Club’s Service Area As Well As Planning For Assistance in Other Defined Areas

Gauge and Define Interest of Club Members in Disaster Planning and Response

Timeframe of Club’s Commitment Profile of Club Members with Experience

in Disaster Planning and Response Disaster Types That Club Wishes to Be

Involved In Types of Assistance

Timeframe of Club’s Commitment

Recommend Initial Buy-In for 3 to 5 Years Evaluate Annually But With Care Ramifications of Walking Away

Profile of Club Members with Experience in Disaster Planning and Response

Government People NGO Executives Military – Active or Retired Emergency Services (Police/Fire) Utility Managers Faith-Based Organizations

Types of Disaster

Aircraft/Ship Drought Earthquake Epidemic Famine Fire

Flood/Tsunami Freeze/Heat Wave Hurricane/Typhoon Manmade/Terrorism Tornado Volcano

Types of Assistance

Hands-On Volunteer Work Financial Support In-Kind Again, Partnerships

Conduct CommunityAssessment Municipal/County/Province

Emergency Managers Local NGO Active in Disaster Work Consulate Community Faith-Based Leaders Invite “Short-List” to Speak at Rotary Club

Consider Partnerships With NGO’s and Government Entities

Red Cross Salvation Army Shelter Box Volunteer Agencies Active in Disaster (VOAD) Faith-Based Organizations Area Agency on Aging Government Executives

Begin Rotary Club’s Operational FrameworkDesign

Begin Rotary Club’s Operational FrameworkDesign

CommonalityAcross Agencies – Operational Design

National Incident Management System

or NIMS (US Model) Incident Command System

or ICS (CDERA)

NIMS/ICS Functional Areas

Command Operations Planning Logistics Finance & Administration

NIMS/ICS Functional AreasTranslated into Rotary-Speak

COMMAND Led by Club Disaster Chair Critical Nature of Communications Ability Secondary and Tertiary Backup

NIMS/ICS Functional AreasTranslated into Rotary-Speak

OPERATIONS Trained Team Leaders Work the Plan Pre-Determined Meeting Location Again, Communications Food, Water and Relief Shift The Importance of “Thank-You”

NIMS/ICS Functional AreasTranslated into Rotary-Speak

PLANNING The Importance of Planning = CRITICAL Mutual Respect and Consideration for

Partnering Organizations Have a Plan B and a Plan C Update Annually . . . at least!

NIMS/ICS Functional AreasTranslated into Rotary-Speak

LOGISTICS Insurance Considerations, Particularly

Transportation Issues Budgeting for a Disaster and Vice-Versa Remember NAREDI Decision -

Warehousing

NIMS/ICS Functional AreasTranslated into Rotary-Speak

FINANCE & ADMINISTRATION Potential for Conflict Within Club U.S. Club or District 501(c)(3) – Decision DAF at TRF Option Gifts to Other Organizations Reporting to Club Board of Directors on a

Regular Basis

Hypothetical StructureRotary Club Disaster P&R Committee

Rotary ClubDisaster Committee

Chair

Communications

Internal

Communications

External

In-KindDonations

(In AND Out)

Volunteer RecruitmentCoordination

& Scheduling

Partnering Organization

Planning &

Financial Oversight

Rotary Club Disaster Planning and Response Time Allocation

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Internet Resources

www.naredi.org www.rizones33-34.org www.thinkcaribbean.org www.nimsonline.com www.cdera.org

Internet Resources

www.nvoad.org www.shelterboxusa.org www.ifrc.org http://icrc.org www.salvationarmy.org www.surveymonkey.com

OK, Let’s Talk About It!

Parting Thoughts

First, Do No Harm “Nothing is More Obstinate Than A

Fashionable Consensus” Margaret Thatcher

Bill Boyd – visit to tsunami region six months after the event