HomeMy WebLinkAbout040113_ra02Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Bob Hamlin, Program Manager fd~
Department of Emergency Management
DATE: April 1, 2013
SUBJECT: STATUS OF DEM VOLUNTEER PROGRAM
STATEMENT OF ISSUE
Periodic report to the BOCC on the status of the Emergency Management program.
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S
CITIZEN VOLUNTEERS: Emergency Management makes extensive use of citizen volunteers in a number
of programs including the Emergency Operations Center (EOC) incident management team, volunteer
emergency communications (amateur radio), neighborhood preparedness groups, and seazch and rescue. A
recent internal study of volunteer involvement (training, exercises, and emergency activations) indicated an
estimated contribution of 45,000 hours to the combined programs over the past three years (2010-2012).
FISCAL IMPACT/COST BENEFIT ANALYSIS
Volunteer service resulted in the equivalent estimated value of $540,000.00 towazd emergency preparedness
in the study period (using the low end of the FEMA formula of $12.00/hr).
RECOMMENDATION
Continue to support and encourage citizen volunteer partnership as a means of maximizing community
resources in emergencies and disasters.
ED BY:
~ ~~
Philip Mor ey, o t~i~xistrator Date
RIGHTS AND RESPONSIBILITIES OF
EMERGENCY MANAGEMENT VOLUNTEERS
MARCH 2013
Jefferson County Department of Emergency Management
81 Elkins Road, Port Hadlock, WA
www.jeffcoeoc.org
I<`1PORTA!~ I : 'T'his manual is intended to summarize the general rights and responsibilities ofnon-paid
volunteers registered as emergency workers. It is only a digest and may require reference to the full test
for a more detailed interpretation. Copies of the reference material listed below are available at the
Department of Emergency Management.
APPLfC.ABLE RliI=I:RENCES:
Jefferson County Resolution 17-98 adopting a "Computer net+vork, irate
mail, and voice mail use" policy
Jefferson Counrv Personnel Administration Manual. 2006 (as amended)
Jefferson County
Department of Emergency Management
EMERGENCY OPERATIONS CENTER, 81 Elkins Road, Port Hadlock, WA 98339
Phone: 364.385.9368 -Fax: 360.385.9376 -Email: jcdem@co.jefferson.wa.us
After hours {urgent): 360-385-3831, x1 -Web site: www.jeffcoeac.org
VOLUNTEER POLICY MANUAL
(Revised March 16, 2012)
1. PURPOSE: This volunteer polio- manual outlines the rights and responsibilities of
active volunteers of the various teams supported b~ the Department of Emeibenc~- Management (the
Department). This volunteer polio- manual is intended to clarifi- the relationship bet«-een the DeparUnent
and our valued citizen volunteers to our mutual benefit and in the interest of our public safety- mission.
2. WELCOME: The De~crrtment of ~Eme~gency Management welcomes all volunteers.
Each volunteer opportunit< is a big job and an important one for all of us ~sho serve or live ~sithin
Jefferson Counts-. We are thrilled and thankful that many talented individuals has~e chosen to be a part of
the volunteer cadre.
All volunteers are special. The time offered is a gift to our community. They- bring unique talents,
skills and energies into our disaster preparedness and emergency response programs. Helping them
become a successfiil volunteer is the purpose of tlus handbook. It is important that their volunteer time
~~ ith us pleasant, productive. and personally satisfying.
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3. VOLUNTEER POLICIES: Regardless of the specific role peifoi7ned during volunteer
experience. there are n~les, policies, regulations, procedures, and expectations that sill govern their
service. This is only a summai~-. This guide is based on official county policies and elements of the la~s~
that may require additional interpretation in their orig>lial context.
4. NON-DISCRIMINATION: Volunteers shall be recruited without regard to anv
individual's sei, race, color, religion, national origin, age, marital status, medical condition, disability-, or
any- other basis prohibited b~- local. State or Federal law. The Department « ill provide reasonable
accommodation to qualified volunteers. Volunteers needing mobility or other accommodation must make
these accommodation requests clear prior to their volunteer assigmnent. The Department reserves the
right to limit its use of volunteers. adjust the hours of ans- volunteer or to othersise adjust services as it
deems fit in order to achieve its public purpose and police safer- and effectively-.
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5. POTENTIALLY HAZARDOUS ACTIVITY: Participation in emergency operations
is anon-traditional volunteer enterprise. Although the exposure to unneeessan- risk ~~ i11 be avoided
~~henever possible, some emergency- response and recover- activities are inherently dangerous. In
addition, exposure to images and accounts of loss and trauma, and the other conditions typical to
emergency operations, should be expected.
6. SPECIAL INDEMNIFICATION DURING ACTIVE SERVICE: Volunteers are
entitled to certain protections ~z%hile engaged authorized volunteer seitiice. The purpose of this safeguard
is to encourage volunteer seitiice on behalf of the county without fear of personal liability. Jefferson
County Department of Emergency Management ~z-ill make even- reasonable effort to support and protect
our volunteers in return for the valuable tune and expertise the~~ provide which is so important to the
success of the program and our public safett- mission.
While engaged in emergency operations as a Registered Emergency Worker (including
authorized training) Washington State La~yi gives them certain rights. These include supplemental
coverage of medical expenses for on-the-job injuries, replacement of lost or damaged personal property
directly related to the volunteer activity, reimbursement for necessan fi~el costs and tolls, and other
compensation related to an in-service mishap. Coverage does not, ho~~ever, cover acts of gross
misconduct or negligence.
They may also be eligible for "defense" (indemnification and hold hai7nless) under the provisions
of the county Risk Management Policy. A Documented Volunteer means they are considered b~T the
polio- as a "quasi-employee", ~yith temporai-~- rights and authority relevant to specific volunteer duties
even though they do not receive wages. Eligibilit< for defense means they must be acting in good faith in
the conduct of the la~~ fu1 business of the county under the direction and control of the Department of
Emergency Management.
7. REGISTRATION AS A VOLUNTEER: Registration with the Department is a
prerequisite for protection. All volunteers are required to be registered ~yith the Department before they
start volunteering. The registration process includes filling out a Volunteer Application and
familiarization ~yith the policies outlined in this handbook. hnportant guidance for volunteer activity is
found in Washington Administrative Code 118-04 (Emergency Workers). Each volunteer ~yill be
provided with a copy of the WAC and will receive orientation to the contents as they relate to volunteer
activity. Volunteer candidates mar also find a copy of WAC 118-04 in the Libran_- of our ~yeb site
(~~w~y.jeffcoeoc.or.~).
9. EMERGENCY WORKER CLASSIFICATION: When registered as a vlunteer they
will receive a classification (general assignment) consistent «ith the scope of their volunteer
responsibilities. Emergency ~yorker classes used in this program are: Administration- Communications-
General, and Public Education. They may be given more than one classification in the event the
assignment is diversified. (There is a special set of additional qualifications for Search and Rescue
emergency~yorkers -see WAC 118-04-120).
10. EMERGENCY MANAGER IS THE AUTHORIZED OFFICIAL: The Emergency
Management Program Manger is the authorized official for registering emergency workers and ensuring
certain ~yorkers meet basic qualifications as stated in the WAC. The authorized official may at his or her
discretion impose more extensive ~u1d detailed criteria than specified in the rules.
RCW 38.52 and WAC 118-04.
2 Jefferson County Risk Management Policy, August 15, 2011
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11. BACKGROUND CHECK: Volunteers may- be asked to submit to a criminal histon-
check (applicable to those ~~ orlcing with at-risk population groups, or «ho may have access to sensitive
infoi7nation or restricted facilities). Disqualification for volunteer service based on the results of the
background criminal histoi-~ check is the responsibility of the Department authorized official.
Disqualification for volunteer service may- be appealed to the County Administrator.
12. VOLUNTEER IDENTIFICATION: All volunteers under this program ~yill be issued
basic identification as required b~ the WAC. Completion of the required on-line National Incident
Management System (NIMS) courses ~z i11 be required for issuing advanced Homeland Security
Emergency- Responder Identification (ERID)'. The Leader of each recognized volunteer organization will
provide the neeessai~ records/certificates of completion to the Department for the issuance of an ERID.
Volunteer identification is the propert<- of the Department. and «i11 be rettuned to the Department
upon termination of volunteer service. The display of a volunteer identification badge «-bile engaged in
official activities is recommended.
13. EMERGENCY MANAGEMENT EMBLEM: The official tri-angle insignia of the
Department of Emergency Management mad- be «~orn b~- members in good standing as a public indication
of their volunteer service provided that such display does not disparage the reputation of the Department.
14. PERIOD OF SERVICE: Emergency ~yorkers are considered on duty- (in service) when
they are actively involved in a mission or training event authorized b~T the state Emergency Management
Division (indicated b~- the issuance of a mission number) or other officially recognized business of the
Department (such as meetings or public service activities).
While engaged in eligible mission-related activity- as an emergency ~yorker (under the aegis of a
state EMD mission number), they are entitled to the benefits and provisions of the law for the time and
distance to travel to the duty- station, performance of volunteer services, and reasonable time to return to
their point of origin (portal to portal).
15. REGULAR ATTENDANCE EXPECTED: Once volunteer candidates are placed in a
volunteer position, they become an important part of the team. Regular attendance at training, community
service projects, and emergency acti~~ations are an eipectation. If any one ~yishes to cease being a
volunteer at any time, they- should notifi_ a team leader so that they can process their departure
appropriately. They «i11 be required to sun~ender their registration card and an~T Department or team
property in their possession at that time.
16. TRAINING, DRILLS AND EXERCISES: Volunteers «i11 be periodically required to
participate in training courses. procedure drills. and emergenc~T response and recovery exercises. These
are intended to help maintain proficiency- or to develop ne« skills. Active involvement in training is an
expectation, and has a bearing on volunteer status.
3 Emergency Operations Guide (EOG) 3.3.13.
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17. VOLUNTEER TIME SHEETS: The Department maintai<is tune sheets for each
emergency «orker. It is critical that volunteers locate the tune sheet (check in) at each volunteer location
and sign in so that a record of service is maintained. Check in is a part of ehgibilit~ for protection under
the la« . Volunteers ~~ i11 be considered "checked in" if they verbally report to the Emergency- Operations
Center (or net control station), enter their tune and activities in a unit log or otherwise doctunent activities
in the records of the Department.
18. PERSONNEL FILE AND TRAINING RECORDS: The Department ~yill maintain a
file on each emergency «orker that contains the volunteer application, training certificates, and any other
documentation of volunteer activities. The results of a backgrotmd check, if any, ~yill not be included in
the file and ~~-ill be retained b~ the Sheriff s Office. Volunteers may revie~y the contents of thei<-
personnel file at and reasonable time by contacting the Department Program Manager.
19. SAFETY: It is the duty- of documented volunteers to observe safe practices in all
activities related to their volunteer service as articulated in the county safety- and loss prevention program.
In addition, the Department segment of the program ~z i11 consist of 1) periodic training on the
requirements of WAC 118-04 regarding Emergency- Workers, 2) documented compliance ~~ ith basic
vohmteer responsibilities, 3) periodic dissemination of safety- literature. ~) maintenance of related training
records. ~) incorporation of a discussion of unsafe practices as a regular agenda item in volunteer training,
and 6) inclusion a safety and risk assessment element in all «ritten Incident Action Plans.
20. REPORT ACCIDENTS AND INCIDENTS: Documented volunteers have a duty to
immediately report ~u1~- accident or incident ~z%hich a reasonable person would eipect to result in the
eventual filing of a claim or suit.
21. PERSONAL TRANSPORTATION: Volunteers are responsible for securing their o«n
transportation to and from their volunteer assignment. (They should consult a tai advisor regarding
possible deduction of volunteer mileage.) On occasion, volunteers may be authorized to use Count-
licensed vel>icles. In this case they ~~ i11 comply- with County polio- for the use of such equipment
(including completion of a standardized course in driver safety-, and possession of a valid driver's license
in good standing).
22. PROFESSIONAL CONDUCT EXPECTED: The Deparhnent's polio- on anti-
harassment stipulates that all volunteers are expected to accomplish their work or seitiice in a professional
and business-like manner. Volunteers are expected to treat each other ~z%ith respect and common dignity.
Harassment includes unsolicited remarks, gestures, or phi sical contact: display s or circulation of written
materials or pictures derogatoi~- to either gender, racial, ethnic. or religious groups or individuals; or
basing personnel decisions on an volunteers response to sezuall~,-oriented requests.
23. SEXUAL HARASSMENT: Sei1~al harassment is unwanted, tulwelcome seil~al
advances, requests for seiual favors, and other verbal or phi sical conduct ~yhich has the effect of creating
an offensive. intimidating, degrading or hostile ~york enviromnent, or adversely interferes with or affects
a volunteer's ~york performance. Seiual harassment is improper and illegal, and is grounds for immediate
dismissal.
24. WORKPLACE VIOLENCE: The Department ~z i11 not tolerate acts of violence
committed by regular emplo~-ees, hourly- ~yorkers, or volunteers while on Department property- or ~yhile
performing Department business at other locations. Any unla~yfi~l act of violence committed b~-
emplo~-ees, volunteers, members of the public, or others while on Department property- or ~yhile using
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Department facilities or equipment will be prosecuted as appropriate. Violent actions or threats committed
b~ employees or volunteers will not be tolerated or ignored.
25. DEFINITION OF VIOLENCE (PROHIBITED BEHAVIOR): Is physically
assaultive:
• Consists of communicated or reasonable perceived threat to harm another individual
or in and- ~~ a~- endangers the safety- of an employee/volunteer:
• Would be interpreted by a reasonable person as can-~-ing potential for physical harm
to ali individual;
• Is behavior, or action, that a reasonable person «ould perceive as menacing;
• Invokes can-~-ing or displaying ~~eapons, destroying property, or throeing objects in
a manner reasonably- perceived as threatening; or
• Consists of a communicated or reasonable perceii~ed threat to destroy property .
26. USE OF DANGEROUS WEAPONS: Volunteers may not carry weapons ~thile
invoked in Department activities. Possession of a dangerous «eapon ~zhile engaged in any official
volunteer activist- including sanctioned training, or emergency operation under a State Emergency
Management Division mission number, is prohibited.
27. INTERNET ACCESS -COUNTY NETWORK: Volunteers may- have occasional
access to County computers in the course of official volunteer activity. County computers can only be
used for Department business in accordance with Jefferson County Resolution 17-98. This includes
electronic mail, intemet access, and other such uses. A copy of "C'omputer Network, Internet, Intranet,
Elects°onic Mail, and Tloice Mail Use " is available at the Department of Emergency Management. Any
non-business use, including intemet access, is prohibited. They may be given auseinasne and pass«ord
for access to County computers. Each volunteer is responsible for maintaining password and network
security.
28. DRUG-FREE WORKPLACE: Volunteers are eipected to shoe- up to their volunteer
assigmnents free of alcohol, dn~gs, or other controlled substance. The Department may terminate any
volunteer for possessing, consuming, selling or using alcohol, drugs or other controlled substances during
volunteer hours, or in any manner ~~-hick impedes peifonnance. It is a violation of the requirements of
WAC 118-0~ to be involved in any volunteer activity while under the uifluence of alcohol.
29. WAC 118-04 COMPLIANCE PROCESS: Volunteers operating under any Emergency
Management recognized progr~uns, quid covered under emergency worker rules, will comply with the
provisions of WAC 118.04. Compliance ~s i11 consist of:
• Being provided ~~-ith a copy of WAC 118-0~4 (or access to a copy) upon completion
of volunteer registration.
• Completion of an (annual) briefing on the content of the WAC as it applies to the
volunteer unit or program.
• Completion of a familiarization exam as documentation of the annual a«-areness
briefing.
• Adherence with the basic volunteer responsibilities articulated in WAC 118-04.
30. BASIC VOLUNTEER RESPONSIBILITIES WHILE IN SERVICE:
Emergency ~~-orkers will be responsible to certify to the authorized official that then:
• Have not been using any medical prescription or other drug that has the potential to
render them impaired or unable to cant- out their emergency assignment.
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• Are not under the influence of or ~~hile using narcotics or any illegal controlled
substance.
• Are not under the influence of alcohol.
• Possess a valid vehicle operator license if they- are assigned to operate vehicles.
• Will adhere to all applicable traffic regulations
• Will comphr with all other requirements specified in tlus volunteer manual.
• Are mentally- and ph~-sicalhr fit for their assigned duties.
• Checked in «~ith the appropriate on-scene official or otherwise report as required
31. CONFIDENTIALITY OF SENSITIVE INFORMATION: Any information
pertaining to criminal investigation, identification of criminal suspects or disaster victims. related medical
information, their addresses, internal planning, draft plans or documents, bulletins or news releases not
cleared b~T command. the content of in-house briefings. overheard conversations or radio traffic, or
unconfirmed speculation will not be released to the public or discussed with persons not directl~T involved
in the operation unless cleared in advance by the on-scene authorized official and/or identified incident
command.
32. NIMS COURSES REQUIRED FOR BEING ISSUED AN ERID: The following free
online NIMS courses are the minimum required for qualification of an advanced Emergency Responder
Identification:
• ICS 100b. -Basic Incident Command SVStem
• ICS 200b -ICS for Initial Action Incidents
• IS 700a -National Incident Management S~-stem
• IS 800b -National Response Framework
33. FILING A CLAIM FOR COMPENSATION FOR INJURY: The Department will
provide forms for personal injui~r claims. That form must be completed b~- the Department, the claimant,
and the attending ph~-sician. Additional documentation may include accident reports, mission logs,
ambulance and hospital bills, receipts, medical reports, and other information helpful in describing the
extent of the injui~-, and the circumstances under which the injui~T occurred. The Department will process
their claim through the proper channels.
The counriT Risk Management Committee (RMC) ~yill determine the appropriate track to take
~yith their claim (Emergenc~T Worker compensation or Documented Volunteer eligibility-). You may be
required to submit additional information by- the RMC necessary- for investigation.
Emergency- Worker (mission-related) claims over the amount set by RCW 38.2220 mav_ require
convenilig a compensation board.
34. PERSONAL INSURANCE MAY BE PRIMARY: No protection offered underthe
mission-related provisions of the law will replace other state mandated ilisurance coverage required for
personal vehicles. In the event of a medical emergency- orloss/d~unage to personal property- personal
insurance ~~~ill be considered primai~-.
35. IMPORTANT LIMITATION: If invohred in an incident that could lead to a claim the
volunteer should not make an admission of liabilit<- to any- person; or discuss incidents that have led or
could lead to a claim, la~~-suit, or complaint against the County- with persons who are not employed by- the
County.
Page 6 of 7
36. FILING AMISSION-RELATED CLAIM FOR PROPERTY LOSS OR DAMAGE:
The Department will provide foi7ns (Foi7n EMD 086 - Property Loss or Damage Claim). All claims
must iliclude receipts and documentation.
37. ELIGIBILITY FOR COVERAGE AS AN EMERGENCY WORKER:
• The person ~yith the injuo- or loss is a registered emergency ~yorker.
• They have been activated by an authorized official (under a state EMD mission
number).
• They have reported to or were in the process of reporting to the authorized on-scene
official (checked in).
• The injui~T or loss ~~-as reported to the Department as soon as possible after
occurrence.
• The injui~T or loss ~~ as the direct result of performing the volunteer assignment.
• The claim for injury or loss is accompanied by the proper original documentation.
• The injui~T or loss was not caused by ~~;illful misconduct, gross negligence, or bad
faith of the claima~rt.
38. MISSION-RELATED FUEL, TOLL, AND FERRY EXPENSE
REIMBURSEMENT CLAIMS: Fuel, toll, and ferry reimbursable expenses «i11 be considered if the
volunteer is participating in an actual activation outside of Jefferson County, the mission lasted longer
than twenty-four hours, the mission required the emergency worker to drive more than one hundred miles
during the course of the mission. Training events and special projects are not eligible for reimbursement.
Original receipts must accompany the claim. Use Foim EMD-036.
39. STANDING AND APPLICABILITY: A volunteer performs a role with the
Depai~nent of Emergency M~uiagement without eipectation of remuneration or compensation beyond
that provided by lacy or county polio-. Volunteer status ~yith the Department does not include any_ job
rights or responsibilities or expectation of privileges beyond their duties as an unpaid volunteer.
Volunteers understand that they serve at the will of the DeparUnent and may be dismissed at any time
~yith or without cause.
40. COUNTY PERSONNEL POLICY: Nothing in this manual is intended to supersede or
replace the applicable provisions of the Jefferson County Employee Manual such as ethics and conduct,
use of count- vehicles, on dut<- use of dn~gs or alcohol, possession of fireai7ns, oranti-harassment
policies.
41. PROCEDURES FOR DISPUTE: If the Department takes an action against any
volunteer for violation of any these volunteer policies, up to an including termination of volunteer service
or denial of a claim, they have the option of appeal to the Count- Administrator. The findiligs of the
County Administrator are final.
f ~_ ~r~ .
Robert W. Hamlin, Program Manager
March 16, 2012
~1lasterFileProgramsi'dr~nteerPrograms.'ibZunteer ltanunl
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