SoAzVOAD Activation & Long-Term Recovery Plan
I. Background
Arizona has experienced some sizeable disasters over the past decade. Though first responders and government agencies provide some immediate response, their resources are often limited without a federal declaration. Voluntary agencies are often the leaders in providing immediate relief and long-term recovery assistance regardless of federal declaration status.
The Southern Arizona Voluntary Organizations Active in Disaster (SoAzVOAD) is a coalition of non-government, government, and for-profit agencies that may be active in any stage of disaster (preparedness, relief, recovery, mitigation). It serves its partners through communication, cooperation, coordination, collaboration, education, and outreach, but it is not a response organization. Each partner organization has its own independent plans for disaster response. SoAzVOAD’s primary goal in a disaster is to increase coordination among partners in order to decrease duplication of effort and ensure that all people affected will be served in an equal manner.
II. Purpose
The purpose of this plan is to establish an organizational protocol should a disaster occur in southern Arizona requiring the assistance of SoAzVOAD partners. This plan does not dictate how partner agencies will organize or communicate internally and does not require them to respond to a disaster. It merely establishes a method by which partner organizations can better communicate and collaborate during and after a disaster to support the needs of the community.
III. Activation of SoAzVOAD
A. First 24 Hours of Initial Communication
Within 24 hours of the occurrence of a disaster, the SoAzVOAD Chair will contact Pima County or representatives from other counties affected to find out more information. If SoAzVOAD assistance is needed, an alert will be sent to the Executive Committee and partners using Communicator.
If the Pima County Emergency Operations Center (EOC) has been opened and a VOAD Liaison is requested, the SoAzVOAD Chair will assign several liaisons to work at the EOC in shifts. VOAD Liaisons will provide ongoing information to SoAzVOAD partners regarding events and need requests. If an EOC is opened in another county, the Chair will work with county representatives to determine the best way to proceed. (WebEOC may be an option for communication and management if enough partners have access).
Whether an EOC is opened or not, a conference call will be held in the first 24 hours of the event to assess the situation. The call should be initiated by the SoAzVOAD Chair (or Vice Chair in the Chair’s absence).
Conference call attendees may include:
- SoAzVOAD Executive Committee
- Government representative(s) from county(s) affected
- AZVOAD Chair
- Representatives from key organizations not on the Executive Committee that may have specific needed resources
- Topics that may be addressed at conference call:
- Identify affected communities
- Impact on the community
- Status of the response
- Status of declaration (has it received federal declaration)
- Viability of convening a community task force to address needs
- Detail and prioritize most pressing needs
- Share experience and resources that may help in response efforts
- Decide whether an initial coordination meeting would be necessary.
B. 48 Hours Initial Meeting
Within 48 hours of the occurrence of a disaster, a meeting may be held to create a task force to support response efforts.
- Meeting goals:
- Communicate with key organizations involved in the response effort.
- Identify organizations that have resources and capabilities currently needed.
- Determine volunteer and donations management needs.
- Form a small task force if necessary to coordinate agencies to ensure all areas affected are being served. (The role of the task force is to support agencies providing response. It is not a direct response entity. Needs should be met through existing organizations).
IV. Long Term Recovery
Long-term recovery begins soon after the disaster has occurred and can continue for months or years. Recovery needs are based on disaster assessments, which are usually conducted by county and state emergency managers. They may sometimes request the help of trained volunteers.
Once SoAzVOAD is notified of recovery needs based on these assessments, the Chair will work with government representatives to determine how to proceed. She/he will also refer to the NVOAD Long-Term Recovery Manual and the Volunteer Center Long-Term Recovery Manual for assistance.
SoAzVOAD agencies can assist with individual assistance centers and can provide volunteer and donations management and distribution. Depending on the size of the disaster, a Long Term Recovery Organization (LTRO) or a Long Term Recovery Committee (LTRC) may be created to manage the recovery effort for a longer period of time. These may be staffed by leaders and volunteers from the communities affected, volunteers from SoAzVOAD or other non-government agencies, and government representatives.
CONTACTS – use contact form to send email
Lisa Humenik – SoAzVOAD Chair
Volunteer Center of Southern Arizona
924 N Alvernon Way
Tucson, AZ 85711
520-881-3300, ext 140 (o)
520-906-7901 (c)
Stan Hamnett, Webmaster
520.975.2724