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2011 covoad conference present


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2011 covoad conference present

  1. 1. Colorado VOAD Annual Conference <ul><li>Welcome and Introductions </li></ul><ul><li>COVOAD Orientation and updates </li></ul><ul><li>Break – Networking </li></ul><ul><li>Activate and Integrate with COVOAD </li></ul><ul><li>Lunch </li></ul><ul><li>Recovery Lessons from recent Colorado Incidents </li></ul><ul><li>Break – Recovery lessons – Break </li></ul><ul><li>COVOAD Annual Business Meeting </li></ul>
  2. 2. Orientation and Updates <ul><li>VOADs and COADs </li></ul><ul><li>Now have 5 Regional VOAD/COADs </li></ul><ul><li>Strategic Plan </li></ul><ul><li>Colorado Donations and Volunteer Management Network (CDVMN) </li></ul><ul><li>MOUs, Training, Organizing </li></ul><ul><li>National Resource Directory </li></ul><ul><li>4 Cs </li></ul>
  3. 3. What is Coordination? <ul><li>De-conflicting resources & activities </li></ul><ul><li>Several Issues to Address: </li></ul><ul><ul><li>Resource Allocation </li></ul></ul><ul><ul><li>Information Sharing </li></ul></ul><ul><ul><li>Performance Monitoring </li></ul></ul><ul><ul><li>Monetary Issues (Donations and Compensation) </li></ul></ul><ul><ul><li>Trust & Reputation </li></ul></ul><ul><ul><li>Activity Synchronization </li></ul></ul>
  4. 4. Coordination Strategy Matrix Ad-Hoc Facilitation Improvisation Choreography Information Flow Organizational Pre-Planning Centralized High Decentralized Low Orchestration
  5. 5. Response to Recovery <ul><li>Emergency Support Functions ESF </li></ul><ul><li>ESF 1 </li></ul><ul><li>ESF 2 </li></ul><ul><li>ESF 3 </li></ul><ul><li>ESF 4 </li></ul><ul><li>ESF 5 </li></ul><ul><li>ESF6 </li></ul><ul><li>ESF… </li></ul><ul><li>ESF14 </li></ul><ul><li>Recovery Support Functions RSF </li></ul><ul><li>Stabilization and Short-term Recovery </li></ul><ul><li>RSF 1 Continuity of Government </li></ul><ul><li>RSF 2 Damage Assessment </li></ul><ul><li>RSF 3 Emerg. Restor. Of Lifelines </li></ul><ul><li>RSF 4 Debris Management </li></ul><ul><li>RSF 5 Public Health and Safety </li></ul><ul><li>RSF 6 Call and Referral Center </li></ul><ul><li>RSF 7 Disaster Recovery Centers </li></ul><ul><li>RSF 8 Public Information </li></ul>
  6. 6. Response to Recovery <ul><li>ESFs </li></ul><ul><li>Totally Response Oriented </li></ul><ul><li>ESFs kind of end when the EOC is demobilized, but not really. </li></ul><ul><li>Now, each Function has a place to live, a functional time period for Mission Assignments and etc. </li></ul><ul><li>The Transition to Recovery will be smoother </li></ul><ul><li>RSFs </li></ul><ul><li>Human Services </li></ul><ul><li>RSF 9 Mass Care </li></ul><ul><li>RSF 10 Behavioral Health </li></ul><ul><li>RSF 11 Volunteer Coordination </li></ul><ul><li>RSF 12 Donations management </li></ul><ul><li>RSF 13 Housing </li></ul><ul><li>RSF 14 Indiv. And Family Assistance </li></ul>
  7. 7. Response to Recovery <ul><li>ESFs </li></ul><ul><li>This section was done in ESFs 14, etc. </li></ul><ul><li>RSFs </li></ul><ul><li>Permanent Restoration of Public Infrastructure </li></ul><ul><li>RSF 15 Restore Essential Svcs </li></ul><ul><li>RSF 16 Restore Public Buildings </li></ul><ul><li>RSF 17 Economic Recovery </li></ul><ul><li>RSF 18 Finance and Admin. </li></ul><ul><li>RSF 19 Env., Historic, Cultural Preservation </li></ul><ul><li>RSF 20 Hazard Mitigation </li></ul>
  8. 8. “ 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…
  9. 9. 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
  10. 10. 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 individual organization’s ways, means, and ends.
  11. 11. Preparedness Response Recovery No plan No plan LDS CRWRC Mennonites More VOAD Agencies Small, Level 1 Medium, Level 2,3 Large, Level 4 No plan CDEM Note the change in the up-down axis
  12. 12. LTRC Trainin Cash to local Lean Forward 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
  13. 13. <ul><li>United Methodist Corp on Relief (UMCOR) </li></ul><ul><li>Medium Sized Event </li></ul><ul><li>Recovery Phase </li></ul><ul><li>Do they: </li></ul><ul><ul><li>Have the ways (Policies) </li></ul></ul><ul><ul><li>Means (Capability) </li></ul></ul><ul><ul><li>Ends (Results) </li></ul></ul>National, State or Local VOAD/COAD Planning Example
  14. 14. Coordinating Distributed Improvisation: Why Large Disaster Relief Efforts Remain Inadequate <ul><ul><li>Jamison M. Day, Ph.D. </li></ul></ul><ul><ul><li>Information Systems and Decision Sciences </li></ul></ul><ul><ul><li>E. J. Ourso College of Business </li></ul></ul><ul><ul><li>Louisiana State University [email_address] </li></ul></ul>
  15. 15. Goals of Collaboration Groups <ul><li>Establish Communication, Cooperation, Coordination </li></ul><ul><li>and Collaboration </li></ul><ul><li>Enhance a community’s ability to prepare, respond, </li></ul><ul><li>recover and mitigate </li></ul><ul><li>Ease the suffering caused by disasters </li></ul><ul><li>Coordinate human services in disaster </li></ul><ul><li>Develop plans, train and exercise for disaster operations </li></ul>
  16. 16. <ul><li>Three -Year </li></ul><ul><li>Strategic Plan 2011-2013 </li></ul>
  17. 17. Survey
  18. 18. <ul><li>Strengths </li></ul><ul><li>Facilitates the ‘4 Cs’ </li></ul><ul><li>Growing interest among members to collaborate, partner, and plan </li></ul><ul><li>Resources and support from Colorado Division of Emergency Management </li></ul><ul><li>Desire among members to explore how we can better work together outside of a ‘big’ event </li></ul><ul><li>Several active core members </li></ul><ul><li>NVOAD resources and support </li></ul>
  19. 19. <ul><li>Weaknesses </li></ul><ul><li>Lack of clarity (mission, priorities…) </li></ul><ul><li>Limited outreach to potential partners </li></ul><ul><li>Limited institutional capacity </li></ul><ul><li>Poor regional engagement </li></ul><ul><li>Weak vertical VOAD alignment </li></ul><ul><li>Poor use of time </li></ul><ul><li>Apathy among members </li></ul><ul><li>Missed opportunity to develop lessons learned and best practices </li></ul>
  20. 20. Strategic Themes
  21. 21. Execution of Strategic Plan <ul><li>Sub-Committees for each Strategic Theme </li></ul><ul><li>Ensure that goals, objectives and tasks are achieved </li></ul>
  22. 22. Mission Statement <ul><li>Colorado 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. </li></ul>
  23. 23. Break and Networking
  24. 24. Activate and Integrate with COVOAD <ul><li>Elizabeth DiPaolo, Facilitator </li></ul><ul><li>Director of Response American Red Cross Mile High Chapter 303-607-4779 office / 303-961-4732 cell / 303-722-7474 front desk and after hours Twitter: &quot;redcrossdenver&quot; / Facebook Causes: &quot;American Red Cross, Mile High Chapter&quot;, </li></ul>
  25. 25. The Incident Occurs
  26. 26. DISASTER STRIKES Local Response Voluntary Agencies
  27. 27. NGO’s <ul><li>FEMA </li></ul>County Government Local Government State Emergency Operations Center (EOC) Activated EOC Local Community Resources
  28. 28. Response
  29. 29. Example of a Disaster
  30. 30. Fundamental Principles of the International Red Cross/Red Crescent Movement <ul><li>Humanity </li></ul><ul><li>Impartiality </li></ul><ul><li>Neutrality </li></ul><ul><li>Independence </li></ul><ul><li>Voluntary Service </li></ul><ul><li>Unity </li></ul><ul><li>Universality </li></ul>
  31. 31. About the Mile High Chapter <ul><li>Originally Chartered in 1914 </li></ul><ul><li>Over 1,400 volunteers </li></ul><ul><li>Service Area covers 13 counties in Denver Metro Area and mountain communities as well as 6 counties in the San Luis Valley </li></ul><ul><li>Regional Chapter supporting Community Chapters </li></ul><ul><ul><li>Centennial Chapter-Fort Collins </li></ul></ul><ul><ul><li>Western Colorado Chapter-Grand Junction </li></ul></ul><ul><ul><li>Southwestern Colorado Chapter-Durango </li></ul></ul>
  32. 32. What Kind of Services Do We Provide? <ul><li>Provide immediate food and shelter </li></ul><ul><li>Provide health & mental health support </li></ul><ul><li>Bulk distribution of needed items to meet the basic human needs </li></ul><ul><li>Assist clients with available resources </li></ul><ul><li>Provide support to emergency workers </li></ul><ul><li>Help families make contact with loved ones </li></ul>
  33. 33. Feeding <ul><li>Feeding at shelters and in the field for workers in partnership with Salvation Army and Southern Baptists </li></ul>
  34. 34. Disaster Health Services <ul><li>Health assessments by licensed nursing staff. Assistance with obtaining needed medicine and medical supplies. </li></ul><ul><li>Referrals to community resources and local partnerships. </li></ul><ul><li>First aid and health education. </li></ul><ul><li>Health surveillance and prevention of disease in shelters. </li></ul>
  35. 35. Disaster Mental Health Services <ul><li>Mental Health support for clients and workers by licensed mental health professionals </li></ul><ul><li>Service provided in shelters, outreach, and other service delivery sites </li></ul><ul><li>Focus on resilience and psychological first aid </li></ul>
  36. 36. Client Casework <ul><li>Meets with families to determine individual needs. </li></ul><ul><li>Assists with immediate disaster related emergency needs such as food, clothing, and shelter. </li></ul><ul><li>Referrals to Health and Mental Health as needed. </li></ul>
  37. 37. Safe and Well Linking <ul><li>The American Red Cross is also able to facilitate family communication through its Safe and Well website, found on . </li></ul><ul><li>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 </li></ul>
  38. 38. Thank You!
  39. 39. The Salvation Army Emergency Disaster Services Response Structure <ul><li>Local </li></ul><ul><li>State </li></ul><ul><li>Divisional </li></ul><ul><li>Territorial </li></ul><ul><li>National </li></ul>ESF #6 – Mass Care, Emergency Assistance, Housing, and Human Services
  40. 40. <ul><li>RESPONSE SEQUENCE </li></ul><ul><li>Call for services comes from local agencies, County, State or Red Cross </li></ul><ul><li>We do not self-deploy </li></ul><ul><li>Request is evaluated and appropriate assets and personnel are deployed </li></ul><ul><li>Work closely with IC and Partner Agencies </li></ul><ul><li>On scene the situation is monitored and adjustments in equipment/personnel made </li></ul><ul><li>Based upon each situation, additional support is available </li></ul>
  41. 41. WHO GOES? Trained, professional volunteers with oversight by TSA staff <ul><li>Trained volunteers are effective volunteers </li></ul><ul><li>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. </li></ul>
  42. 42. Metro Denver EDS Primary Response Area <ul><li>ASSETS </li></ul><ul><li>2 Primary Canteens </li></ul><ul><li>1 Small Response Vehicle </li></ul><ul><li>50 KW Generator Trailer </li></ul><ul><li>450 Gallon Potable Water Trailer </li></ul><ul><li>Additional Small Assets </li></ul><ul><li>2 to 4 Hour Response Time </li></ul><ul><li>PRIMARY RESPONSES </li></ul><ul><li>Multi-Alarm Fires </li></ul><ul><li>Extended Police Operations </li></ul><ul><li>Extended USAR Operations </li></ul><ul><li>MCI </li></ul><ul><li>Planned Exercise Support </li></ul>
  43. 43. Metro Denver EDS Primary Response Role <ul><li>Feeding and Hydration </li></ul><ul><li>Short Term Rehab Needs </li></ul><ul><li>Long Term Large scale incidents </li></ul><ul><li>Emotional and Spiritual Care for First Responders </li></ul><ul><li>SATERN Emergency Radio Communications </li></ul>First Responders Response Time Please allow at least 2 hours for EDS services to prepare and deploy. Citizens <ul><li>Mass Feeding </li></ul><ul><li>Emotional and Spiritual Care </li></ul>
  44. 44. Outside Metro Denver Outside the Denver Metro Area EDS services may still be available. To find out more Information please contact: Sherry Manson [email_address] Bart Banks [email_address]
  45. 45. Provide support for First Responder Agencies
  46. 46. <ul><li>MERV & Communication Tower </li></ul><ul><li>SATERN – Salvation Army Team Emergency Radio Network </li></ul>Full scale operations at Windsor tornado
  47. 47. <ul><li>Mass care feeding </li></ul><ul><li>Mobile </li></ul><ul><li>Fixed feeding sites </li></ul>Mobile feeding site in Windsor Fixed feeding site at Community Center in Holly
  48. 48. <ul><li>Emotional, Spiritual Care Team </li></ul><ul><li>Trained </li></ul><ul><li>Respectful of all beliefs </li></ul><ul><li>Ministry of Presence…listening ears </li></ul><ul><li>Can deploy independent of feeding operations </li></ul>
  49. 49. Eagle County EDS team Flood response in Georgetown
  50. 50. Wildland Fire Near Conifer <ul><li>Search and Rescue </li></ul><ul><li>Food/hydration </li></ul><ul><li>Emotional, Spiritual Care </li></ul>
  51. 51. Established Partnerships Civil Air Patrol helping TSA in Windsor, Colorado Two agencies with one goal… serving our communities!
  52. 52. How to Activate other Agencies <ul><li>Your existing relationships are key </li></ul><ul><li>Activate COVOAD by (Google) telephone number </li></ul><ul><li>(20COLOVOAD) 202-656-8623 </li></ul><ul><li>Delegation of Responsibility </li></ul>
  53. 53. Colorado 2-1-1 Response through Long-term Recovery <ul><li>Information & Referral </li></ul><ul><ul><li>Evacuation Routes </li></ul></ul><ul><ul><li>Shelter locations </li></ul></ul><ul><ul><li>Registry on American’s Red Cross Safe & Well </li></ul></ul><ul><ul><li>Goal: fast, correct information to the public that helps keep 9-1-1 lines for emergency communication. </li></ul></ul>
  54. 54. Colorado 2-1-1 Response through Long-term Recovery <ul><li>Unmet Needs Assessments </li></ul><ul><li>80% of your services for recovery will come from your community (businesses, nonprofit organizations) </li></ul><ul><ul><ul><li>Debris Removal </li></ul></ul></ul><ul><ul><ul><li>Muck and Gut </li></ul></ul></ul><ul><ul><ul><li>Food replacement / Food Stamps </li></ul></ul></ul><ul><ul><ul><li>Financial Assistance </li></ul></ul></ul><ul><ul><ul><li>Document Replacement </li></ul></ul></ul><ul><ul><ul><li>Passed to EOC – essential function area </li></ul></ul></ul><ul><ul><ul><li>Passed to VOAD Agencies </li></ul></ul></ul>
  55. 55. Colorado 2-1-1 Response through Long-term Recovery <ul><li>Relief & Recovery Guide </li></ul><ul><li>Published and distributed through coordination with: </li></ul><ul><li>2-1-1 </li></ul><ul><li>CDEM </li></ul><ul><li>Local EOC – essential function areas </li></ul><ul><li>VOAD Agencies </li></ul>Pertinent information needed by the community to return to a sense of ‘normalcy’
  56. 56. Colorado 2-1-1 Response through Long-term Recovery <ul><li>Gatekeeper for Donations & Volunteers </li></ul><ul><li>Serves as initial gatekeeper for donations and volunteers </li></ul><ul><li>Can EOC work with local non-profit to accept large donations into the community? </li></ul><ul><li>2-1-1 POC is measuring pulse from 2-1-1 to determine what kind of plan will be needed for donations and volunteers </li></ul><ul><li>2-1-1 POC opens communication with EOC regarding management of </li></ul>
  57. 57. Colorado Volunteer Center Network (CVCN) <ul><li>Statewide network of volunteer centers </li></ul><ul><li>promoting volunteerism in our communities and </li></ul><ul><li>helping to manage spontaneous, unaffiliated </li></ul><ul><li>volunteers during a disaster </li></ul><ul><li>If you don’t plan, they will come, </li></ul><ul><li>And if you do plan, they will come. </li></ul>
  58. 58. Without Volunteers
  59. 59. With Volunteers
  60. 73. <ul><li>… . A Resource for Emergency Managers and </li></ul><ul><li>Non-Profit Agencies </li></ul>
  61. 75. A Resource for Emergency Managers… <ul><li>Assistance with management of undesignated donations and unaffiliated volunteers </li></ul><ul><li>Access to newly developed tools, plans, templates and messaging on don/vol. mgt. </li></ul><ul><li>Personnel support to EOC to assist with donation and volunteer mgt. </li></ul><ul><li>Messaging </li></ul><ul><li>Ability to access/post offers </li></ul><ul><li>Use of CDVMN Portal (aka ‘Aidmatrix’) </li></ul>
  62. 77. Donations Process Event Media/Public Interest DCT Activated Goods/Service Cash Volunteer Time CDVMN Portal Admin Allocates Offers Shipping Receiving Distribution Non-Profits Accept/Reject Offers Connect with Donors Donors (public/private) Affiliation Emergency Managers
  63. 78. Administrators act on offers. Offer to Recipients Decline poor offers Share with other portals
  64. 79. 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
  65. 80. <ul><ul><li>Cost to use CDVMN Portal…. </li></ul></ul>Colorado Donations and Volunteer Management Network (CDVMN)
  66. 81. When to Activate CDVMN? <ul><li>A disaster is predicted or imminent </li></ul><ul><li>Immediately following a disaster and/or activation of an EOC </li></ul><ul><li>First signs from the public seeking information on how to help </li></ul><ul><li>First signs of donations and/or volunteer offers coming forward from the public. </li></ul><ul><ul><li>Community groups self-organizing donations and volunteers </li></ul></ul><ul><ul><li>Donations being ‘dumped’ at random locations (e.g. fire stations, nonprofits, police stations, churches, or other locations), </li></ul></ul><ul><ul><li>Volunteers spontaneously showing-up in or around the disaster site </li></ul></ul>
  67. 82. Overwhelmed yet? Getting ready to go home?
  68. 83. <ul><li>Who gets involved? </li></ul><ul><li>What are you doing then? </li></ul><ul><li>What are you responsible for? </li></ul><ul><li>What’s going to happen next? </li></ul>Ramping up to Recovery
  69. 84. Colorado Service Providers <ul><li>American Red Cross </li></ul><ul><li>The Salvation Army </li></ul><ul><li>Adventist Community Services </li></ul><ul><li>CO Volunteer Center Network </li></ul><ul><li>Southern Baptist </li></ul><ul><li>Church of Nazarene </li></ul><ul><li>Colorado 211 </li></ul><ul><li>CO Veterinary </li></ul><ul><li>Civil Air Patrol </li></ul><ul><li>CO Food Banks </li></ul><ul><li>Friends of Man </li></ul><ul><li>Methodist </li></ul><ul><li>Lutheran </li></ul><ul><li>CRWRC </li></ul><ul><li>Church World Svc. </li></ul><ul><li>Presbyterian </li></ul><ul><li>Church of Brethren </li></ul><ul><li>LDS </li></ul><ul><li>Rotary </li></ul><ul><li>Citizen’s Corps </li></ul><ul><li>ARES, RACES, ARRL </li></ul><ul><li>Mennonites </li></ul>
  70. 85. Transition back To Local
  71. 86. Collaboration and Coordination, The Secrets to Success