ESF : 14
Disaster Operations Guide
Sub Function: Donations Management VOAD
I. Purpose:
The purpose of this DOG is to detail the way in which TNVOAD will coordinate with TEMA to operate the donations management center.
II. Concept of Operations:
In large disasters the capacity of the response agencies to handle all donation offers may be overwhelmed which would trigger the need for a donations management center.
The flow of donations by the public / private groups and by professional / lay groups into the disaster areas must be controlled to prevent unnecessary duplication of efforts, wasted surplus, taxing of volunteers and man-hours, as well as the bottlenecking of transportation and communication resources. During widespread media coverage of a disaster the uncontrolled movement of materials into areas will create problems for emergency workers. This ESF will initiate the donations management plan. All agencies, departments, and personnel of TEMA and state political subdivisions will follow the procedures established in the plan.
III. Agency Tasks to Support ESF Mission:
A. Lead Agency
Tennessee Emergency Management Agency
B. Support Agencies
Tennessee Voluntary Organizations Active in Disaster
Organization and Responsibilities
Task: Provide a representative to act as the ESC in the SEOC, a representative to act as the ESL in the REOC with alternates to ensure 24 hour coverage.
1. TNVOAD will maintain a 24/7 availability to respond to SEOC
2. During a state declaration of emergency, an ESC or alternate will be on-site at the SEOC.
3. During a state declaration, an ESL will be placed in REOC if requested.
4. The ESC will also serve as a member of the donations management team.
Mitigation and Preparedness Activities
Task: Develop knowledge of all agencies on the operation of the donations management plan for the State of Tennessee and develop capacity of organization to meet needs of staffing the SEOC.
1. TNVOAD will provide training at their regular meetings on the donations management plan for the state.
2. Agencies will be requested to provide staff for training at the SEOC to serve as ESC, Alternate ESC or ESL.
3. TNVOAD will designate staff to serve in SEOC and REOC from those trained and made available from member agencies.
Response and Recovery Activities
Task: Deploy staff to SEOC and REOC as requested and begin process of opening donations management center in support of TEMA ESC.
1. ESC coordinates with State Donations Coordinator to ensure all VOAD agencies are aware of the donation management plan for the state.
2. ESC ensures all agencies know of contact number of the phone bank.
3. ESC ensures all agencies know of process to inform the donations coordination team of the needs of their agency to be met from in-kind donations.
4. ESC will maintain contact phone numbers of all agencies involved in the response to be able to survey the unmet needs to be filled.
Task: ESC and Alternates will participate in after-action meetings to identify improvements to the donations management plan.
1. ESC will maintain a log of all activities and provide this record to TEMA ESC for inclusion in after-action meeting.
2. ESC will write a narrative detailing what went well and what did not to be included with the log.
3. ESC will solicit comment from Alternate ESC and ESL for inclusion in the report.
4. ESC will solicit comment from TNVOAD agencies for inclusion in the report.
IV. Duties of Key Personnel
The duties described above are the responsibility of the primary and alternate ESCs for TNVOAD and any designated alternates as needed.
The elected leadership of TNVOAD will determine who will serve in the SEOC and REOC to represent the organization. The member agencies will provide staff for the positions in the SEOC and REOC for ESF-14.
V. Appendix:
The donations management plan is detailed in the ESF-14 document.
A. Resources Required
1. Resources Owned by Agency used to Fulfill Mission Tasking
TNVOAD has no resources owned by the organization. The member agencies will provide the staff and equipment needed to operate as an ESC.
2. Resources Agency will Need to Fulfill Mission Tasking
Agency will provide staff to SEOC and REOC as needed.
3. Workforce Decrease during a Pandemic Situation
Agency can provide service from any location if unable to go to SEOC or REOC. Communication equipment can be provided by member agencies if needed.
B. Key Points/Locations
In the event of a critical incident or disaster event, SEOC will contact designated ESC for TNVOAD to report directly to SEOC.
C. Staging Areas/Reception Areas/Evacuation Routes
D. Agency Locations/Command Post
E. Strike Teams/Task Forces/Single Resources