08-09-2023 Council Packet - Laserfiche WebLink

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Ramsey County │ Annex A: Volunteer and Donations Management 18 3.5.2.3 Activities The following tasks must be completed to ensure success during the activation and operation of the call center: • Work with the VDCB Director and other VDCB Group Supervisors to understand resources available and current needs and to maintain situational awareness. • Identify and prepare the call center and begin assembling needed equipment and supplies. • Identify and coordinate with those voluntary organizations that could aid in operating the call center program. • Set up the call center facilities that are activated and determine how each facility will be logistically supported. It is preferable that each desk have the following resources: o Office supplies o Laptop o Phone o Access to data management software o Access to referral information for financial donations and volunteer organizations o Access to the latest public incident information, including that which is most relevant to volunteering and donations (locations of collection centers, distribution centers, and volunteer reception centers) o Access to County and/or municipal policies regarding volunteer and donations management • Staff the call center with volunteer or paid workers, conducting on-the-job training as needed. • Establish a toll-free number and make it available to the public through the JIS/JIC. • Answer phone calls, emails, and other communications to connect the public with appropriate volunteer and donation resources. This includes collecting and providing information on material, financial, or service donation needs; providing information about the location of collection, distribution, or volunteer resource centers; and connecting individuals and private sector representatives with appropriate voluntary service organizations. • Maintain accounts of expenses, individual work hours, etc., to support match requirements for public assistance in case of a disaster declaration. • Prepare SitReps for the EOC, documenting requested essential elements of information (EEIs), such as number of communications received, inquiries answered, connections made, and any unmet needs. 3.5.2.4 Additional Considerations • Offers of goods and services should be prioritized according to the needs list. High priority offers, such as baby food and diapers, should be processed immediately. Unneeded offers, such as used clothing should be declined. However, operators should be instructed to thank the