Volunteer Reception Center Tabletop Exercise Volunteer Released 10

Volunteer Reception Center Tabletop Exercise Volunteer Released: 10 August 2015 Visual VRC. 0 1. 0

Community Emergency Response Team w Personal safety is ALWAYS the number one priority w Work as a team w Wear appropriate personal protective equipment … gloves, helmet, goggles, N 95 mask and boots w The CERT goal is to do the Greatest Good for the Greatest Number w Hope for the best but plan for the worst Visual VRC. 1 1. 1

Volunteer Reception Center w When, what, where, how, who Ø When – any disaster happens and volunteers are needed Ø What – open a Volunteer Reception Center (VRC) Ø Where – in the city of greatest need Ø How – transport the trailer to a site and set it up Ø Who – trained CERT volunteers Visual VRC. 2 1. 2

Volunteer Reception Center Visual VRC. 3 1. 3

Volunteer Reception Center Visual VRC. 4 1. 4

VRC Organization Chart Visual VRC. 5 1. 5

VRC Flow Chart Visual VRC. 6 1. 6

Volunteer Reception Center - When w When a disaster strikes, the local municipal w workforce will probably be overwhelmed. Law enforcement, Fire and Public Works have staff for normal activities but will be challenged by the needs created by a disaster. The municipal government will open their Emergency Operations Center. The EOC may direct Lamorinda CERT to open the Volunteer Reception Center in accordance with their Emergency Operations Plan, Annex EF-17. Visual VRC. 7 1. 7

VRC – Set-up w MOFD’s insurance company has trained some w w volunteers in driving trucks and towing trailers. An MOFD qualified driver will get Utility 41 pickup truck and tow the trailer to the designated site. Notify the EOC that the VRC will be ready for PD and DSW clerk at ? ? ? time. Following the procedures in sequence from the Ops Manual, set-up the VRC. Once PD and City Clerk are on-site, notify EOC that VRC is ready for volunteers. Visual VRC. 8 1. 8

Volunteer Reception Center - Who w When a disaster strikes, volunteers turn out to help. Ø These may be CERT trained volunteers or spontaneous volunteers without any training. Ø They may be highly skilled or simply laborers. Ø They may be individuals or members of a group. Ø They may be local or from far away. Ø They may be altruistic or have ulterior motives. Visual VRC. 9 1. 9

Station Procedures w Stations are set up to handle the flow of volunteers w w w through the sequence of VRC functions. Each station has a corresponding staff assignment, position checklist and forms. In a small-scale operation, one person can perform multiple roles, taking on the responsibility for more than one station. In a large-scale operation, multiple people can be assigned to each position, expanding VRC capacity to process volunteers. Visual VRC. 10 1. 10

Request Station w The Request Coordinator proactively contacts w w government agencies and voluntary organizations to identify volunteer opportunities. Each city has a “Destination Agency List” that includes those identified agencies that will probably require volunteers. VRC Agency Orientation Packets are distributed. Ø Ø Ø Visual VRC. 11 1. 11 Informational cover Volunteer Request Form Safety Training Handout FEMA Disaster Assistence Policy Volunteer Daily Timesheet Accident Report Form

Reception Station w This is the first contact the public has with the VRC. w Greeters primary job is to give Volunteer w Information Forms to volunteers. Greeters need to have information available: Where to send people • Media to PIO • Donations to Red Cross • ? ? ? Ø Where to send goods • Donations to Salvation Army • ? ? ? Ø Visual VRC. 12 1. 12

Background Check Station w The station is staffed by a representative of the w w w Police Department. They will provide a fingerprint scanner. They will background check all volunteers. If the station is not available (staff, equipment failure, etc. ) then the volunteer’s ID badge will show the code “NBC” (no background check). Visual VRC. 13 1. 13

Interview Station w The Interview Station follows the Background w Check Station. Interviewers staffing this station help volunteers complete their Volunteer Information Form, and conduct a brief interview of the volunteers. Visual VRC. 14 1. 14

Placement Station w The Placement Coordinator evaluates the needs of w w the requesting agency and matches the skills of available volunteers with open requests, if any. Once the volunteer has been sent out, the coordinator advises the requester that volunteer is assigned and when volunteer should arrive. If no open request matches a volunteer’s skillset, the coordinator will advise the volunteer that their information will be held for the duration of the disaster and they will be contacted when a request matches their skills. Visual VRC. 15 1. 15

DSW Registration Station w This station is staffed by a City Clerk or other w w person authorized to administer the State of California loyalty oath. DSW status is only for those volunteers who will work for a governmental agency. Those volunteers who are going to a nongovernmental agency will not be sworn-in. Visual VRC. 16 1. 16

DSW Registration Station w After review of the Disaster Service Worker w w Registration Form, assign a DSW Classification and administer the oath of allegiance. This must be done for each municipality in which the volunteer will work. The DSW Registration is valid for one municipality, for the declared single classification, for the current disaster and for a period not to exceed one year. Visual VRC. 17 1. 17

Data Station w The Data Coordinator photographs the volunteer. w After verification that all data is entered into the w w w database, print and laminate a Volunteer ID Badge. Provide the volunteer with a Placement Report and a Safety Briefing Handout. Have the volunteer sign the Volunteer Daily Log and direct the volunteer to the job site. Email copy of the Placement Report to the Requesting Agency. Visual VRC. 18 1. 18

Communications Station w The Communications Coordinator proactively w w contacts agencies and voluntary organizations to identify potential volunteer resources. Each city has a “VRC Resource List” that includes those identified agencies that will probably have volunteers available. Maintain contact with the EOC. Visual VRC. 19 1. 19

Safety Officer w Safety Officer is responsible for maintaining a safe w w working environment at the VRC. Working with a Police Department representative, if necessary, manage any unruly persons. Be available as a first responder for first aid, CPR, fire and other emergency needs. Visual VRC. 20 1. 20

Information Security w The Volunteer Reception Center staff deals with w w sensitive, confidential client information. All interactions with clients are held in the strictest of confidence. Volunteers must follow established security policies and procedures to protect unauthorized modifications, destruction or disclosures. Visual VRC. 21 1. 21

Nightly Closure w Post “open hours” notice for the following day. w Shut down all laptop computers and stow. w Shutdown and stow generator, pack and stow w w power cords. Stow outside tables and all chairs. Stow awning and pop-ups if any overnight wind considerations. Visual VRC. 22 1. 22

Demobilization w Demob is done under the direction of the EOC w when: Ø no more volunteers are needed Ø another facility is open to handle volunteer registration processing. Start planning for demobilization when first setting up the VRC. Announce closure to staff giving as much notice as possible. Post closure notice at VRC and at each sign giving direction to the VRC. Visual VRC. 23 1. 23

Maintenance w Regular maintenance is essential to the constant w w state of readiness required for disaster preparedness. In the normal Lamorinda CERT pattern of redundancy, a team of at least 2 people will be responsible for monthly maintenance. A maintenance log will be kept in a binder in the trailer. Visual VRC. 24 1. 24

Equipment and Supplies w A listing of all regular Equipment and Supplies is in w w the Operations Manual. The inventory is checked by the Maintenance Team at least quarterly. As part of demobilization all consumed supplies will be replaced and all equipment checked for condition. Visual VRC. 25 1. 25

Volunteer Reception Center Visual VRC. 26 1. 26