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Donations Management
Peer Planning Workshop
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Introduction
Jonathan Wiggins
Regional Planner
City of Houston, MOPSHS
(832) 393-0933
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Peer Planning Workshops
• Designed to meet the challenges of
integrating planning efforts
• Each workshop is not the end-all, be-all to
the planning efforts related to the
particular planning topic
– It is more of a way to start a discussion
3
Administrative
• Safety
• Restrooms
• Cell phones
• Breaks
• Lunch
• Refreshments
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Agenda
9:00 – 9:30 Registration
9:30 – 9:45 Introduction
9:45 – 10:15 Local Perspective on Donations Management Planning
10:15 – 10:30 Integrating AFN into Donations Management Planning
10:30 – 11:00 TDEM G-288 Toolkit
11:00 – 11:15 Lunch/Break
11:15 – 12:15 Panel Discussions (working lunch)
12:15 – 12:30 Overview of Assessment Tool
12:30 – 12:45 Break
12:45 – 2:15 Plan Development Tabletop Exercise
2:15 – 2:30 Hotwash
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Why is donations management
planning important?
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Click the picture to play the video.
Flooding Scenario
• Tropical storm brings historic flooding
– Mass evacuation
– Damage to houses, businesses, hospitals,
nursing homes, and apartment complexes
– Hundreds impacted
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Flooding Scenario
• Solicited and unsolicited donations begin
to arrive
– Warehousing space fills up
– The media sends mixed messages to the
public
• After two months, there is a transition to
long-term donations management
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Local Perspective on
Donations Management
Allen Portman
City of Houston Emergency Management
Jennifer Suter
Harris County Homeland Security and Emergency Management
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City of Houston/Harris County
Donations Management
Tropical Storm Allison
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Why We Formed
• To bring all the major players to the table.
– Coordinate
– Share resources
– Work together to determine needs
• Non-profits to work integrated with OEMs/EOCs
• Work in coordination with the VOAD
– At the time of Allison, VOAD was not completely formed.
Donations Management
Organization
• Donations Management’s success predicated on appropriately incorporating into both single and large-scale multi-jurisdictional organizational management structures.
• Understand there will be differences in how jurisdictions/agencies organize, respond, and manage response and recovery operations.
• Ensure front-end planning and preparation is inclusive of ALL key players-stakeholders for managing a major donations management situation (primary/support).
Donations Management
Organization
• Understand jurisdictional/agency inter-relatedness/dependencies regarding managing a large-scale donations management response organization (related to how process moves and flows).
• Identify overlapping roles and responsibilities between key jurisdictions/agencies/entities regarding integration and management of donated goods-items (authorities and successions to make decisions).
Donations Management
Organization
• Ensuring process in place regarding early notification, activation, pre-staging/positioning, and deployment as needed for meeting fundamental donations management needs:– The Right items
– The Right quantities
– At the Right time and place
– To the Right End-User (highest to least priority needs)
Donations Management
Organization
• Integrating Donations Management component early as possible into the respective jurisdiction’s Incident Command Structure (ICS): – Single Incident Command
– Unified Command
– Area Command
– Division
– Branches
– Etc.
Example Donations Management
IC Structure Integration
Incident/Unified Command
Operations Section
Planning Section
Logistics Section
Finance Section
Public Information
SafetyLiaison
Emergency Operations Center
Option #1 Localized
Donations Management
Option #2 Widespread
Example
Donations Management
Lessons We Have Learned
• Communicate, in some way, EARLY in the
event. This is key to stay ahead of the
“event”.
• Integrate into your public messaging early.
• Familiarize stakeholders with the plan, but
be flexible to make adjustments!
Integrating Access and Functional
Needs into Donations
Management PlanningDanielle Hesse
Public Health Preparedness and Response Planner
Texas Department of State Health Services
(512) 776-6957
*Representing the Texas Disability Task Force
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Who Are People with Disabilities
and/or Access and Functional Needs
• Under the Americans with Disabilities Act (ADA), an individual with a disability is a person who: – has a physical or mental impairment that substantially
limits one or more major life activities; OR
– has a record of such an impairment; OR
– is regarded as having such an impairment.
• A person with access or functional needs is defined as a person who may or may not have a disability who requires goods or services which allow them to maintain their independence and safety
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Implications for Emergency Services
• Title II of the ADA prohibits discrimination against people with disabilities in State and local government services, programs, and employment
• State and local governments must comply with Title II of the ADA in the emergency and disaster-related programs, services, and activities they provide
• This requirement includes those provided through third parties
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Key Concepts in Disability
Integration
• Self Determination
• No “One Size Fits All”
• Equal Opportunity
• Inclusion
• Integration
• Physical Access
• Equal-Access
• Effective Communication
• Program Modifications
• No Charge for Accessibility
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Guidance on Donated Durable
Medical Equipment
• Over-the-counter medical devices
• Non-powered
• Good working condition
• A local jurisdiction, VOAD, or religious organization – may accept these over-the-counter medical devices in
good working condition for use by individuals in need free of charge
– Does not need to be licensed as a device salvager or medical device distributor in order to receive these over-the-counter devices in good working condition for the sole purpose of providing the devices to individuals in need
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Guidance on Donated Durable
Medical Equipment
• Must have access to persons qualified to assess the condition of these over-the-counter medical devices at the time of receipt
• Must evaluate at the time of receipt in order to determine whether or not they are in good working condition, prior to use by individuals in need
• Can establish a “lending closet” and store these over-the-counter medical devices in good working condition for future use
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Resources
• FNSS Toolkit
• Effective Communication Toolkit
• A Whole Community Approach to Emergency Management: Principles, Themes, and Pathways for Action
• Guidance on Planning for Integration of Functional Needs Support Services in General Population Shelters
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Donations Toolkit & Resources
from TDEMChrista López, Section Administrator for Human Services
Texas Division of Emergency Management
Texas Homeland Security
Texas Department of Public Safety
M: (512) 284-3017
www.txdps.state.tx.us/dem
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Foundation
Outline of the State Volunteer and Donations Management Annex (T)
• Operational Strategy 1: Coordinate Volunteer and Donations Management Support
• Operational Strategy 2: Support Volunteer Organization Coordination
• Operational Strategy 3: Support Spontaneous, Unaffiliated Volunteer Management
• Operational Strategy 4: Support Unsolicited Donations Management
• Operational Strategy 5: Support Transition to Long-Term Volunteer and Donations Management
• Operational Strategy 6: Provide Volunteer and Donations Management Response Resources
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Support is here!
The State Voluntary Agency Liaison (VAL) from the Texas Division of Emergency Management (TDEM) facilitates the coordination of state support for volunteer and donations management activities.
• The state does not determine the process by which volunteers are managed and donations are collected.
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Resources
• Donations Toolkit– Donations Coordinator
– Donations Coordination Team
– EMAC
– Sample floor plans/layouts
– In-kind donations guidelines
– Sample press release
– Facility inventory checklist
– Sample MOU
• Planners Toolkit – Can be found on the TDEM website
– http://www.txdps.state.tx.us/dem/Preparedness/plannerstoolkit.htm
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Free education!
• E-288 Local Volunteer and Donations
Management
• E-289 State Volunteer and Donations
Management
• www.preparingtexas.org
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30
Lunch Break
Be back in 30 minutes for a working lunch with our
panel of experts
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Panel of Experts
Moderator: Caroline Egan, FBCOEM
Traci Brasher, TDEM
Christa Lopez, TDEM
Mary Vasquez, United Way of Greater Houston
Linda Walker, Adventist Community Services
Bobbie Wilson, United Way of Greater Houston
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Panel Contact Information
• Caroline EganFort Bend County [email protected]
(281) 342-6185
• Traci BrasherTDEM
(512) 424-7843
• Christa LopezTDEM
(512) 284-3017
• Mary VasquezUnited Way of Greater Houston
(713) 685-2455
• Linda WalkerAdventist Community Services
(832) 928-4937
• Bobbie WilsonUnited Way of Greater [email protected]
(281) 822-4200
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Overview of Plan Assessment
Tool
Jonathan Wiggins
Regional Planner
City of Houston, MOPSHS
(832) 393-0933
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Purpose
• Guides planners through donations
management plan development
– Suggests strategies and considerations for
concept of operations
– Helps identify gaps in plans
– Complements the Plan Development Exercise
worksheet
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Strategies
1. Activate Donations Coordination
2. Identify and Open Suitable Facilities
3. Coordinate Donations Management
Support
4. Support Long-Term Donations
Management
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Strategies
4. Coordinate Public Information
5. Demobilization
6. Integrate with Other Plans
7. Socialize the Plan
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Break
Within the next 15 minutes, we challenge you to finish
off the desserts. Good luck!
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Plan Development Tabletop
Exercise (TTX)
Tina Rose, Regional Planner
Regional Catastrophic Preparedness Initiative
832.393.1059
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Purpose and Scope
• Purpose: This exercise utilizes the donations management plan assessment tool with a flood scenario for you to consider your agency or jurisdictional plans, policies, and procedures.
• Scope: This exercise is focused entirely on donations management and does not expand on volunteer management or other annexes.
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Purpose and Scope
Exercise Schedule TimeExercise Overview 12:45–12:50
Module 1: Establish Donations Management Operations 12:50–1:15
Module 2: Managing Donations 1:15–1:45
Module 3: Long-term Donations Management 1:45–2:00
Hot Wash 2:00–2:15
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Core Capabilities and Objectives
• Planning: Discuss donations management plans to identify needed revisions for implementation procedures, stakeholders, and facility needs.
• Operational Coordination: Discuss the activation and mobilization of stakeholders needed for establishing and coordinating donations management.
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Core Capabilities and Objectives
• Public Information and Warning: Discuss the development and coordination of consistent public information messaging among stakeholders & media outlets.
• Logistics and Supply Chain Management: Discuss the donations management stakeholders and their roles and responsibilities in the plan.
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Instructions
• Consider your Donations Management
plan with the exercise scenario.
• Use the worksheet to record reactions to
the questions.
• Identify gaps in plans and procedures.
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Module 1
A tropical storm brought historic flooding that caused mass evacuations and damage to houses, businesses, hospitals, nursing homes, and apartment complexes.
Days later, the flooding has receded, and people are returning to their homes. Hundreds are impacted in the community.
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Establish Operations
1. Who has the authority to mobilize
stakeholders in donations management?
2. What are some responsibilities of the
donations coordination team?
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Establish Operations
3. How do you assess the population to
identify the donations they need?
4. How do the types of donations needed
inform the type of facilities to open for
managing those donations?
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Establish Operations
5. How do you obtain facilities to house and
process donations?
6. What resources are needed to mobilize a
facility to accept and process donations?
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Establish Operations
7. What is the process for accepting and
distributing donations?
8. Will donations be provided directly to the
public or to designated organizations to
hand out to the public?
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Module 2
Kind-hearted people, both locally and from
around the nation, are sending donations.
Both solicited and unsolicited donations are
arriving at the donations management
facility. Some donations are unusable.
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Managing Donations
1. How will you manage cash donations
versus donated goods?
2. Is an official fund set up for financial
donations regarding the specific disaster?
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Managing Donations
3. How will you manage unsolicited
donations?
4. How will you solicit needed donations
from businesses and organizations (i.e.,
(not just the public)?
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Managing Donations
It has been several weeks. The warehouse
is full and donations are still being delivered.
Multiple churches are requesting and
receiving donations, but you aren’t sure
what has been donated or where these
churches are located.
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Managing Donations
5. Since warehouses are full, how do you
obtain additional space for donations?
6. How do you track and inventory all types
of donations?
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Managing Donations
7. How do you monitor the different donation
sources?
8. How do you maintain situational
awareness and communication with your
donations coordination team?
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Managing Donations
The media has been sending mixed messages to the public.
Some newscasts have been generally listing “churches” as donation locations and have been suggesting that used goods are viable donations; while others are listing specific donations locations and are suggesting that “new” items should be donated.
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Managing Donations
9. How will you communicate with
businesses and organizations about
donations?
10.How will messaging inform both the
public and the private sectors of short-
and long-term donation needs?
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Module 3
Two months have passed. Emergency
supplies have sustained survivors, but
people are transitioning to long-term
recovery; the types of donations that are
needed have changed.
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Long-Term Donations Management
1. Given this scenario, what message would
you share with the public regarding
donation needs?
2. What will you do with leftover and/or
unusable donations?
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Long-Term Donations Management
Many people are starting the repair process
and are moving back into their homes.
Meanwhile, over 100 homes are still waiting
for sanitizing and muck-outs.
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Long-Term Donations Management
3. How do you continue to assess the population for their short and long-term donation needs?
4. How does your donations management process for accepting and distributing donated items change for long-term donations?
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Long-Term Donations Management
5. As you transition from short-term needs
to long-term donations, how does the
type of facility needed also change to
support long-term donations management
operations?
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Long-Term Donations Management
6. How does your donations coordination
team transition to a long-term recovery
committee for long-term donations?
7. Are long-term donations being considered
and requested from the beginning of the
incident?
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Long-Term Donations Management
8. How do you integrate the transition from
short- to long-term donations
management in your plans, and what
other plans might be considered?
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Hot Wash
• What did we identify in this exercise?
– Quick Fixes
– Strengths
– Areas for Improvement
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