VSF 15: Volunteer/Donations Management

UNDER CONSTRUCTION

• Links
  • Hawai'i Community Foundation - Maui Strong article on their phased approach to disbursing aid: https://www.hawaiinewsnow.com/2023/11/15/executive-overseeing-150m-maui-strong-fund-defends-phased-approach-disbursing-aid/
  • WA Point of Distribution Guide – Site selection tool: https://mil.wa.gov/asset/5ba4212df38c7 (could be useful for assessing donation reception sites)
  • PBEM NET SUV video: https://vimeo.com/593125021
  • PBEM NET SUV intake: https://bit.ly/4853Sq0
  • Value of volunteer hour: https://independentsector.org/resource/value-of-volunteer-time/
  • Donated Resources to offset the jurisdiction’s cost-share for federally declared public assistance disasters - Page 88 of the Public Assistance Program and Policy Guide V4: https://www.fema.gov/sites/default/files/documents/fema_pappg-v4-updated-links_policy_6-1-2020.pdf
  • "Managing Liability in CERT Programs": https://www.ready.gov/sites/default/files/2021-04/CERT_Liability_Guide%20v2.pdf
  • Non-profit of Oregon: https://nonprofitoregon.org/ (really great support for non-profits, even for COADs and LTRGs to understand best practices for handling donations/funds/etc)
  • Homeland Security Digital Library: https://www.hsdl.org/c/ (search for “volunteer and donation” to pull up example plans)
• Videos regarding why cash is best and the cost to moving physical donations:
  • Adam Knows Everything – Why You Shouldn’t Donate Canned Food to Charities: https://www.youtube.com/watch?v=XbYInILDj6Q (showed in class)
  • Why Cash is Best for Disaster Relief (CIDI): https://www.youtube.com/watch?v=L0MjTDpxxIQ (did not show in class)
  • Why Cash is Best (CIDI) https://www.cidi.org/how-to-help/why-cash-is-best/ (did not show in class)
• Plan Examples and Guidebooks
  • Hamilton County Volunteer and Donations Management Plan (Shown in class): https://www.hamiltoncounty.in.gov/DocumentCenter/View/17889/2022-HCEM-Volunteer-and-Donations-Management-Plan-PDF
  • Michigan – Local Disaster Logistics and Donations Management Planning Handbook (shown in class): https://www.michigan.gov/-/media/Project/Websites/msp/EMHSD/documents/Local_Disaster_Logistics_and_Donations_Management_Planning_Handbook__Pub_107a__Stakeholder_Review_Dr.doc?rev=e04998bf93374a82b1b9551307ba0e80
  • Stillwater NY Donations Management Taskforce: https://stillwaterny.org/wp-content/uploads/2017/10/Donations-Management-Task-Force.pdf
  • Puget Sound Region – Volunteer and Donations Management Toolkit: https://mil.wa.gov/asset/5ba4214c4c839
  • Minnesota HSEM - Local Volunteer and Donation Management Guidebook: https://dps.mn.gov/divisions/hsem/emergency-managers-resources/Documents/2022-local-volunteer-donation-management-guidebook.pdf
  • State of Oregon Emergency Operations Plan – ESF16 Volunteers and Donations Annex: https://www.oregon.gov/oem/Documents/OR_EOP_ESF_16_Volunteers_Donations.pdf
• Attached you will find the following:
  • DRAFT ACS MOU: This is simply to serve as an example of an MOU. This one is from Adventist Community Services to a state emergency management agency regarding state level coordination of donations management
  • ORVID and OCS Overview
  • Message Map Template
  • Local Annex Review Checklist

Text Source: New Zealand guidance

VSF 15: Sample Volunteer and Donations Plan/Annex Knowledge Base

File/Resource	Description	Author	Publish Date
Clackamas County Volunteers & Donations Management Plan		Clackamas County	2024.06.__
Volunteer and Donations Management Annex Checklist	Checklist by FEMA for the development of a Volunteer and Donations Management Annex to an EOP. Best used in conjunction with FEMA's Guide: Developing and Maintaining Emergency Operations Plans.	FEMA	2021.06.__
FEMA Form 90-91 and sample	FEMA Form 90-91, known as the Project Worksheet (PW), is used by state, local, and eligible non-profit entities to document the scope of work and cost estimates for repairs, debris removal, or emergency services following a presidentially declared disaster. It is the foundational document for obtaining Public Assistance (PA) funding. Download includes sample from Oso Landslide. Be sure to check you have the latest version of 90-91 before completing.	FEMA	2020.06.30
Puget Sound Volunteer and Donations Management Toolkit			2014.07.__
When Disaster Strikes (brochure)	Printable material to distribute to prospective SUVs and donors.	National VOAD and FEMA	2007.08.__

VSF 15: Spontaneous Volunteer Management Knowledge Base

File/Resource	Description	Author	Publish Date
Donated Labor Timesheet	Timesheet to use for donated volunteer labor, particularly specialized and professional labor.	Portland Bureau of Emergency Management	2023.12.20
VIDEO: Management of Spontaneous Unaffiliated Volunteers (SUVs)	Video focused on NET/CERT volunteers intaking and managing SUVs and ATVs.	Portland Bureau of Emergency Management	2021.08.26
Spontaneous Volunteer Management Plan Template	The Spontaneous Volunteer Management Plan provides guidance for safe, efficient and scalable volunteer management. The Plan includes integration with incident management systems, communication with community members and voluntary organizations, volunteer reception, screening and training, matching and deployment, and volunteer retention.	Western Massachusetts Medical Reserve Corps	2013.05.29
Managing Spontaneous Volunteers in Times of Disaster: The Synergy of Structure and Good Intentions		Points of Light Foundation & Volunteer Center National Network	2008.__.__

VSF 15: Donations Management Knowledge Base

File/Resource	Description	Author	Publish Date
OEM: Donations After Disaster: Why Monetary Donations Are Best	Press release from OEM encouraging cash donations instead of donating stuff in response to the Rowena Fire.	Oregon Emergency Management	2025.07.17
Lahaina POD Report	Mark Meininger's report from working as a donations management volunteer following the Lahaina fires.	Mark Meininger, Sabin NET	2023.09.06