Winter Weather and NETs: Policies, Processes, and Procedures

This article covers, as comprehensively as possible, all policies/processes/procedures related to NETs deploying in response to winter weather. The audience for this article includes both NETs and City of Portland employees.

Background

NET volunteers have an historic role responding to inclement winter weather, and have served in a variety of positions. In winter events from 2013 to 2025, NETs have:

Winter Weather Event	# of volunteers deployed/ est. volunteer hours	NET Shifts Filled
		Warming Facility	Homeless Services Support	EOC	Down Powerline	Snow Angel	Windshield Assessment
2025 February Storm	18 NETs / 34 hours				15	1
2024 January Winter Storm	106 NETs / 209 hours	2	7	10	36		61
2023 January-February Cold Snaps	56 NETs / 440 hours	26	54
2022 December Winter Storm	59 NETs / 382 hours	8	77		17
2022 April Surprise Snow	33 NETs / 122 hours		14		25
2022 February Cold Snap	20 NETs / 124 hours	14	11
2021 December Winter Storm	111 NETs / 842 hours	79	113
2021 February Snow	99 NETs / 319 hours	4	34			41
2020 December Cold	8 NETs / 28 hours		8
2020 January Cold	2 NETs / 8 hours	2
2019 Thanksgiving Winter Storm	15 NETs / 73 hours	16
2019 March Winter Weather	10 NETs / 77 hours	14
2019 February Winter Storm	24 NETs / 120 hours	24
2018 February Winter	17 NETs / 85 hours	17

Summary of Policies for Winter NET Deployments

The policies described here are intended to keep volunteers safe, and their response posture effective and efficient. If a proposed deployment calls for an exception or exceptions to any of these policies, it should be considered very carefully and in consultation with City Risk and/or the EOC Safety Officer.

General

1. The personally identifiable information (PII) of all volunteers is kept confidential at all times and shared only among event responders on a need-to-know basis. PII includes volunteer names, addresses, email addresses, and phone numbers.
   • Individual NET volunteers can opt-in to having their PII shared if there is a need to do so.
   • Group emails sent to NETs should ideally be done through MyImpact (MIP). If using a more conventional email service (e.g. Outlook), the sender should place NET email addresses in a BCC line.
2. Every PBEM volunteer has a profile in MIP which includes an emergency contact. Before volunteers deploy, the person managing NETs will confirm they have access to that information.
3. NET volunteers are indemnified by the City of Portland, but the City does not provide volunteers with coverage for personal injuries or damages.

Appropriate Deployments

This article covers usual winter weather deployments for NETs, but NETs may be considered for response roles not considered here. If clear guidance is not available for whether a deployment is an appropriate fit for NETs, EOC personnel should consider the following:

1. Though exceptions are sometimes made, NETs should only be deployed in the field between 0700 and 2300, with no callout after 2200.
2. As appropriate, involve the EOC's Safety Officer, the City's Risk Office, and the City Attorney's Office in discussions about deploying NETs.
3. Consider if and how the Fair Labor Standards Act applies in a volunteer deployment. For example, if a deployment calls up both paid employees and volunteers, they cannot be requested at the same time. Paid employees must be called up first, with NETs requested for any remaining shifts that would otherwise not be filled by paid staff.
4. Not only does the above point demonstrate a possible violation of the FLSA, it also surfaces the ethical hazard of asking volunteers to do anything paid staff can or should do. PBEM does not deploy NETs to volunteer in any position that can be fulfilled by a paid contractor or paid employees.
5. As a general rule, NET volunteers should only be asked to fill positions they have received training for. That said, Just In Time (JIT) training is a reality of emergency response and can be acceptable.
6. As a general rule, only PBEM staff should deploy PBEM volunteers. Allowing any other bureau or government body to deploy PBEM volunteers could risk their indemnification.
   • Non-PBEM staff can manage NET volunteers (for example, County employees supervising NET volunteers at a warming shelter).
   • Exceptions to this policy can be made with written permission from an Incident Commander. The City Attorney should provide a consult or confirmation before giving that permission.

Policies Summary Concerning Winter Safety

1. As a general rule, a PBEM staffperson or a designated NET volunteer must be assigned to fielding volunteer personal accountability reports (PAR). This can be done remotely since deployed NETs should be carrying cell phones.
2. Freezing rain events are particularly hazardous. Slippery road surfaces, collapsing trees, and down powerlines. PBEM should weigh NET deployment benefits carefully with the added risk.
3. When managing NET deployments in winter weather, PBEM staff must consider the safety of both the volunteer shift and travel to it. For example, volunteering at the Multnomah County Logistics Warehouse is relatively safe, but made very unsafe if PBEM asks volunteers to travel on roads with an inch of ice on them. Consider the relative safety of daytime and nighttime travel as well as oncoming weather patterns so that NETs are not stuck and stranded at a deployment.
4. Think carefully about Personal Protective Equipment (PPE). It is best practice to check in with a Safety Officer about volunteer PPE. Never assume that all NETs know what appropriate PPE is. Generally, PPE and mandatory equipment in an outdoors winter deployment will include:
   • Appropriate winter clothing, including watertight footwear with traction devices.
   • Their NET ID.
   • Their PBEM-issued reflective NET vest and hard hat.
   • A charged cell phone.
   • An FRS radio.
   • A flashlight or headlamp (even if the deployment is during the day) and extra batteries.
   • Bottle of water.
5. OPTIONAL equipment can include:
   • NET car bumper decal (sticker or magnet).
   • Road flares and/or traffic cones.
   • Full NET kit.
   • Snacks.
6. When possible, it is best practice to clear any winter NET deployment with the EOC's Safety Officer.
7. PBEM staff should consider the following factors that influence volunteer uptake of deployment requests:
   • Fewer volunteers will deploy to shifts after dark. For personal security reasons, not all volunteers feel comfortable being out at night.
   • The more advance notice volunteers have of need, the more volunteers will sign up for a shift. It is easier for a volunteer to rearrange their schedule with several days notice as opposed to several hours. Longer lead time also gives volunteers time to review any just in time training materials.
   • If there is snow and/or ice on the roads, fewer NETs will be available to deploy. Not all NETs have vehicles safe for snow/ice driving, and not all NETs feel comfortable driving in those conditions.

General Winter Weather Prep for NETs

Set a kickoff date (mid November)

Sample deployment requests sub-page

Update Everbridge

Initial kickoff communications, prep gear, make sure your family is good, comms with neighborhood/neighbors

Storm drain clearing

Update emergency contact info

Link them to snow plow info

Confer with PF&R about NET deployment memo + roll call video

NETs Responding in the EOC During Winter Weather

Assistant EOC Manager

Deputy Planning Section Chief

Deputy Logistics Chief

Food Unit

Situation Unit Staff

Documentation Unit Lead

Documentation Unit Staff

Note-takers

Resource Unit Lead

NETs Responding to Warming Facilities

x

Demobe and mental health

Shift cancelation

Travel to shelters: if need is particularly dire, PBEM should consider a driving service

NETs Responding to Down Powerlines

x

You can post in your car

NET Snow Angels

x

NETs Supporting Homeless Services

Warehouse logistics

Remote dispatch