Table of Content

TABLE OF CONTENT............................................................................................1
DONATIONS MANAGEMENT...............................................................................3
SUPPORT ANNEX.................................................................................................3
I. Introduction......................................................................................................................................3
A. Purpose..............................................................................................................................................3
B. Scope..................................................................................................................................................3
II. Policies...............................................................................................................................................3
III. Planning Assumptions......................................................................................................................4
IV. Concept of Operations.....................................................................................................................5
A. General..............................................................................................................................................5
B. National!e"el #esponsi$ilities.......................................................................................................%
&. 'ederal (mergenc) *anagement Agenc).....................................................................................%
+. ,epartment of State.........................................................................................................................-
3. ,epartment of t.e /reasur)0 1.S. Customs Ser"ice......................................................................-
4. ,epartment of 2ustice0 Immigration and Naturali3ation Ser"ice...............................................-
C. #egional!e"el #esponsi$ilities......................................................................................................4
&. 'ederal (mergenc) *anagement Agenc).....................................................................................4
+. ,epartment of /ransportation........................................................................................................4
3. ,epartment of ,efense....................................................................................................................5
4. General Ser"ices Administration....................................................................................................5
V. #eference...........................................................................................................................................5
VI. /erms and ,efinitions......................................................................................................................5
A. ,onations Coordination Center......................................................................................................5
B. ,onations Coordination /eam......................................................................................................&6
C. '(*A Voluntar) Agenc) !iaison 7VA!8.....................................................................................&6
,. In9ind ,onations..........................................................................................................................&6
(. National Voluntar) Organi3ations Acti"e in ,isaster 7NVOA,8...............................................&6
'. 1naffiliated Volunteer....................................................................................................................&&
G. 1ndesignated Goods......................................................................................................................&&
:. 1nsolicited Goods...........................................................................................................................&&
I. Voluntar) Organi3ations Acti"e in ,isaster 7VOA,8.................................................................&&
2
Donation Mana!e"ent
S#$$o%t Anne&
I. Int%o'#(tion
A. P#%$oe
This annex provides guidance on the Federal role in Donations
Management in a major disaster or emergency. Any reference to donated goods
and services in this annex means unsolicited goods and unaffiliated volunteer
services.
1. State and local governments have primary responsiility for the
management of unsolicited goods and unaffiliated volunteers.
2. The Federal !overnment supports State and local governments and
voluntary organi"ations in estalishing a system to manage and control
donated goods and services. The system #ill provide a method for any
potential donor to consult and negotiate #ith donations specialists prior to
the collection and sending of goods and volunteers.
B. S(o$e
This guidance applies to all agencies #ith direct and indirect donations
responsiilities under the Federal $esponse %lan &F$%'.
II. Poli(ie
A. Full use of existing voluntary organi"ation donations management
resources is encouraged efore the assistance of the Federal or State
governments is sought.
(
). The role of the Federal !overnment is al#ays in support of the disaster*
affected State and local governments. State and local governments+ in
coordination #ith voluntary organi"ations active in disaster+ are ultimately
in charge of Donations Management.
,. Federal and State governments loo- principally to those voluntary
organi"ations #ith estalished donations structures already in place to
receive and deliver appropriate donated goods to disaster victims.
D. .ecessary response activities for Donations Management that may e
underta-en y the Federal /mergency Management Agency &F/MA'
efore a %residential declaration #ill e closely coordinated #ith State
officials.
/. The Federal !overnment encourages cash donations to recogni"ed nonprofit
voluntary organi"ations #ith disaster experience. April 1000 Donations
Management Support Annex DM * 1.Federal $esponse %lan DM * 2
Donations Management Support Annex April 1000.
F. The Federal !overnment encourages individuals interested in
volunteering their personal services to affiliate #ith a recogni"ed nonprofit
voluntary organi"ation to facilitate their involvement in disaster relief
activities.
III. Plannin! A#"$tion
A. Donations management response activities are necessary efore a
%residential disaster declaration and hence re1uire rapid coordination to
mitigate potential donations prolems in the response phase of disaster
operations.
2
). 3n the event of a disaster causing large*scale loss of life and destruction of
property+ donors &oth domestic and foreign' #ill offer assistance of
virtually any -ind+ including cash+ goods+ e1uipment and loan of
e1uipment+ and the services of individuals.
,. 4ffers of assistance #ill e made directly to all levels of government 5
Federal+ State+ and local 5 as #ell as to voluntary organi"ations.
D. 3n less*than*large*scale or 6high*visiility7 disasters+ Donations
Management #ill e handled y voluntary organi"ations #ith or #ithout
Federal or State involvement.
I). Con(e$t of O$e%ation
A. Gene%al
1. Management of donations re1uires a cooperative effort y Federal+ State+
and local governments8 voluntary and community*ased organi"ations8 the
usiness sector8 and the media.
2. F/MA supports the State Donations ,oordinator and voluntary
organi"ations. The affected State and local governments+ in conjunction
#ith their voluntary organi"ation partners+ are in charge of developing
donations management plans and managing the flo# of goods and
services during disaster response and recovery operations.
(. Federal support provided y F/MA &as the Federal coordinating agency
for Donations Management' and other Federal agencies may include9
a. /nhanced voluntary organi"ation coordination8
:
. Assistance in estalishing a Donations ,oordination Team and a
Donations ,oordination ,enter8
c. Technical and managerial support8
d. A national net#or- of information and contacts to assist donations
specialists in the field8 and
e. Donations management soft#are and communications support as
necessary. Federal $esponse %lan April 1000 Donations
Management Support Annex DM ; (.
B. National*Le+el Re$onibilitie
1. Fe'e%al E"e%!en(, Mana!e"ent A!en(,
a. Ma-e early contact #ith the -ey Donations ,oordinators of the national
voluntary organi"ations and the affected region for donations situation
assessment8
. )ased on the affected region<s re1uest for assistance+ provide donations
program guidance+ a Donations ,oordinator+ and other assistance as
appropriate8
c. ,ontinue to provide support and assistance to the field+ especially
regarding international offers of assistance+ large corporate offers+ or
politically sensitive collection drives8 and
d. =ith the appropriate Federal agencies+ coordinate international offers of
assistance that meet acceptance criteria estalished y the affected State
and F/MA.
>
-. De$a%t"ent of State
The Department of State+ 4ffice of Diplomatic ,ontingency %rograms
&D4S*A?D,%'+ serves as the conduit to all American emassies and consulates
#orld#ide+ providing them #ith information on F/MA+ State+ and voluntary
organi"ation policies and procedures on donated goods and services.
a. As re1uired+ coordinate all actions and special issues #ith related
agencies &e.g.'+ Agency for 3nternational Development+ @.S. 3nformation
Agency' concerning foreign offers of assistance and special re1uirements8
. Serve as the coordinating agency on D4S actions for domestic disasters
under the F$%8
c. 3nform the /mergency Support Team &/ST' donations specialist of offers
eing made y foreign governments and provide assistance as necessary8
and
c. ,oordinate #ith the /ST donations specialist to ensure that all foreign
donors receive ac-no#ledgment of the assistance they provide.
3. De$a%t"ent of t.e T%ea#%,/ U.S. C#to" Se%+i(e
3n coordination #ith the /ST donations specialist and D4S*A?D,%+
expedite the entry of approved donated items into the @nited States.
0. De$a%t"ent of 1#ti(e/ I""i!%ation an' Nat#%ali2ation
Se%+i(e
3n coordination #ith the /ST donations specialist and D4S*A?D,% as
necessary+ expedite the entry of approved individuals into the @nited States.
A
C. Re!ional*Le+el Re$onibilitie
1. Fe'e%al E"e%!en(, Mana!e"ent A!en(,
a. 4n estalishment of a $egional 4perations ,enter+ the region designates
a point of contact for donations at that facility Federal $esponse %lan DM *
2 Donations Management Support Annex April 1000.
. At the State /mergency 4perations ,enter+ other State facility+ or Disaster
Field 4ffice+ the F/MA Donations ,oordinator assists the State Donations
,oordinator as needed in9
&1' /stalishing a Donations ,oordination Team8
&2' Setting up a Donations ,oordination ,enter+ including a donations
hotline8
&(' /nsuring that the appropriate donations receiving and distriution
facilities are estalished and operating effectively8
&2' ,oordinating #ith F/MA*State /mergency 3nformation and Media
Affairs staff on pulic service announcements+ press releases+ and
other media*related support8
&:' ,oordinating #ith F/MA Boluntary Agency Ciaison &BAC'+
congressional affairs+ community relations+ logistics+ Defense
,oordinating 4fficer+ and other Federal agencies as necessary8 and
&>' %reparing input for situation reports+ riefings+ and B3% visits as
necessary.
-. De$a%t"ent of T%an$o%tation
a. Arrange for transportation as necessary8
. %rovide information on transportation routes8 and
D
c. %rovide guidance and support on transportation rules+ regulations+ and
re1uirements as needed.
3. De$a%t"ent of Defene
%rovide logistical support and other resources as needed and availale.
0. Gene%al Se%+i(e A'"init%ation
%rovide supplies+ services+ e1uipment+ and facilities as needed.
). Refe%en(e
The Donations Management !uidance Manual &F/MA 2AD' includes
information on preparedness and planning+ chec-lists+ standard operating
procedures+ donations management flo# diagrams+ pulic information materials+
and voluntary organi"ation points of contact.
)I. Te%" an' Definition
A. Donation Coo%'ination Cente%
Facility from #hich the Donations ,oordination Team operates. 3t is est
situated in or close y the State /mergency 4perations ,enter for coordination
purposes. 3t must have enough rooms for a phone an-+ processing y team
memers of calls from prospective donors+ and negotiating the shipping and
receiving of needed items Federal $esponse %lan April 1000 Donations
Management Support Annex DM ; :.
0
B. Donation Coo%'ination Tea"
A Donations ,oordination Team is made up of representatives of voluntary
organi"ations and State and local governments #ho have a vested interest in the
effective management of unsolicited donated goods and voluntary services. The
team is managed y the State emergency management agency. 3ts mission is to
implement the State Donations Management %lan+ #ith the aim of -eeping
unneeded goods and services out of the disaster area.
C. FEMA )ol#nta%, A!en(, Liaion 3)AL4
/ach F/MA region has+ and F/MA offices in Ea#aii and %uerto $ico
have+ a F/MA BAC. There is also a BAC at the .ational /mergency Training
,enter in /mmitsurg+ MD. The BAC is responsile for providing advice on
voluntary organi"ation coordination and assisting States in developing State
Boluntary 4rgani"ations Active in Disaster &B4AD'. 3n disaster operations+ the
BAC assists the local leadership in convening road*ased meetings at #hich
voluntary organi"ations+ F/MA+ and the State share information aout the status
of response and recovery activities.
D. In*5in' Donation
Donations other than cash &usually materials or professional services' for
disaster survivors.
E. National )ol#nta%, O%!ani2ation A(ti+e in Diate%
3N)OAD4
.B4AD is the umrella organi"ation of estalished and experienced
voluntary organi"ations that provide disaster services in all phases of emergency
management. .B4AD fosters cooperation+ communication+ coordination+ and
collaoration among voluntary organi"ations. 3t also encourages close #or-ing
1F
partnerships among voluntary organi"ations and government at all levels. 3t is not
operational as an organi"ation.
F. Unaffiliate' )ol#ntee%
Also -no#n as a 6spontaneous7 or 6emergent7 volunteer8 an individual #ho
is not formally associated #ith a recogni"ed voluntary disaster relief organi"ation.
G. Un'ei!nate' Goo'
Cargely unsolicited+ donated items that are not addressed to a specific
recipient.
6. Unoli(ite' Goo'
Donated items that have not een re1uested y government officials+
voluntary disaster relief organi"ations+ or other donations*related personnel.
I. )ol#nta%, O%!ani2ation A(ti+e in Diate% 3)OAD4
B4AD is a coalition of voluntary organi"ations organi"ed at State and local
levels. 3n non*disaster periods+ it meets to discuss emergency management
issues and encourage cooperation+ communication+ coordination+ and
collaoration among voluntary organi"ations. 3n the response period+ each
individual organi"ation functions independently+ yet cooperatively Federal
$esponse %lan DM * > Donations Management Support Annex April 1000.
11