“Emergency Preparedness and Response Tools for Leaders,” Emergency Preparedness (2023)

Emergency Preparedness and Response Tools for Leaders

Managing Volunteer Efforts

When an affected stake requests volunteers from other stakes to assist with disaster cleanup, the requests should be for a specific number of volunteers to do a specific project defined in advance, which is ready for them when they arrive.

As directed by local Church leadership, assignments could include:

Director—to orient the volunteers, direct the work, make decisions as needed, promote the safety of the volunteers, and ensure that hours are recorded and reported.
First Aid/Health Coordinator—to provide first aid, nutrition, and hydration to volunteers who need it.
Team Leaders—to lead groups of 2–20. Team leaders should be provided by the responding units. Each team leader ensures that everyone on the team has enough to do, has the right equipment, and is working. As work assignments are completed, the team leader schedules new assignments. He or she decides how to best utilize the team’s resources. Team leaders are responsible for reporting the status of each work order, completing Work Crew Logs, requesting additional volunteers as needed, and determining the safety of each home before providing service.
Field Supervisors—to go to affected neighborhoods, provide reports back to the operations center, assign or reassign volunteers, and otherwise help ensure that all teams have assignments and keep the work moving along.
Supplies Coordinator—to assemble and manage equipment and supplies, including first aid supplies. (See “Typical Flood Damage Cleanup Items,” below.)
Journalist/Historian—to take photographs of volunteers in all stages and at all locations. They typically are not associated with a single team but cover the entire affected area.

Upon arrival at the designated location, a director or volunteer leader should be present to ensure that all volunteers are properly oriented to their work, including the use of Assessment and Work Order forms, and to address any safety concerns.

Often volunteers arrive at different times; therefore, training needs to be ongoing and should be organized so that volunteers do not have to wait to be oriented. Multiple trainers can facilitate quick, simultaneous orientation for large numbers of volunteers.

Volunteers should be “checked in” and “checked out” at the service project location. Work teams should be organized and accounted for by ward or stake.

Information to be given to volunteers:

A description of the situation and the work to be accomplished
Suggestions of what to bring: equipment, clothing, personal supplies, food and water, and so on
Information about sleeping arrangements, availability of showers and restrooms, and so on
Copies of the document titled “Disaster Cleanup Guidelines—Church Volunteers”
Explanation that Church volunteers are to assist in cleanup, not reconstruction
Contact information for the volunteer stake disaster response coordinator
A reminder that volunteers should not proselyte while performing service

Information to be gathered at the project:

The number of volunteers and hours served (to be recorded and reported up priesthood lines)
Name and phone number of individual(s) coordinating volunteer efforts
Location of the project
Duration of the project

Other considerations:

Sleeping arrangements.
Availability of shower and restroom facilities.
Transportation, food, water equipment, and so forth.
Youth (ages 10–18) may be able to participate in projects and other disaster assistance activities, including cleanup projects, donation centers, and food drives.
Local leaders should carefully scope out the work and provide guidance to parents for allowed youth ages. Careful consideration should be given to youth working in difficult “mucking out” projects.
There are many tasks that members with special needs can participate in and feel fulfillment in serving others (for example, call centers, donation centers, food preparation, and shelter operations).

How Can I Help Others Prepare?

VOAD (mainly in the US): Voluntary Organizations Active in Disaster (VOAD) coordinates relief efforts between voluntary agencies, faith-based groups, and government organizations involved in disaster response.

Guidelines for Church VOAD Representatives

Why does the Church participate in VOAD?

The Church of Jesus Christ of Latter-day Saints is a voting member of the National VOAD organization and supports the platform and mission of VOAD. By participating in VOAD, the Church is an official part of the emergency response community in the United States.

Organizations such as the Red Cross and Salvation Army are also active members of VOAD. Many national, state, and local government organizations including Homeland Security and FEMA also actively participate in preparation and coordination efforts. It is important to develop working relationships with other response organizations before an emergency or disaster occurs.

What is a state VOAD?

The National VOAD organization is divided into state chapters. There is a state VOAD chapter in each of the 50 states. Some of the larger states have more than one chapter. Most state VOAD chapters meet on a monthly basis to discuss preparation and coordination efforts. The assigned VOAD specialist is encouraged to attend the monthly VOAD meetings. Information on each state chapter can be found on the National VOAD website.

What are the duties of a VOAD specialist?

The assigned VOAD specialist should be an active member of his or her state’s VOAD chapter by doing the following:

Attend monthly meetings.
Pay dues if necessary (please contact area welfare manager for more information).
Participate in conference calls before and after disasters.
Offer Church assistance when appropriate.

What can the Church provide?

Under the direction of the Area Seventy over the affected area, the area welfare manager and the VOAD specialist may request the following assistance:

Volunteer labor
Food and water
Blankets
Basic medical supplies
Cleaning kits
Hygiene kits
Crisis counseling and emotional support from Family Services
Temporary shelter

See the FEMA Emergency Management Institute for additional resources and training.