VSF 15: Volunteer/Donations Management
From Portland NET Wiki
UNDER CONSTRUCTION
- Links
- PBEM NET SUV video: https://vimeo.com/593125021
- PBEM NET SUV intake: https://bit.ly/4853Sq0
- 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
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 | This User Guide is designed to 1) provide an overview of the Volunteer and Donations Management (VDM) toolkit and to 2) be practical, hands on mechanism for navigating regional coordination of spontaneous volunteers and unsolicited donations. | Washington State Military Department | 2014.07.__ |
| Community Points of Distribution Planning: A Guide for Washington Communities | ...a team led by Thurston County has been developing a Resource Management and Logistics Toolkit. As part of this effort, the team elected to develop a guide to help Washington communities create local Community Points of Distribution (CPOD) plans. | Washington State Military Department | 2013.01.__ |
| 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 |
|---|---|---|---|
| Value of Volunteer Time | Perennially updated website of record on the value of an hour of volunteer time, broken down by state. | Independent Sector | N/A |
| 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 |
| Volunteer Coordination in Civil Defense Emergency Management Groups | New Zealand take on spontaneous volunteer management. | Resilient New Zealand | 2013.11.01 |
| 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 |
| Donated Offers Form example | An example form from MDEM, for organizations or companies to complete if they are offering donated stuff. | Maryland Department of Emergency Management | 2025.07.__ |
| Executive overseeing $150M Maui Strong fund defends phased approach to disbursing aid | Object lesson in best practices for distributing cash donations. | Hawaii News Now | 2023.11.14 |
| 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 |
