Volunteer Flow and Proceedure

I think in Power Point outline it appears...

If you can open Power Point here is a link to what I have for Overall WEACT flow and Volunteer Management.

https://drive.google.com/open?id=0BxbLjWSKLXuHNURmQk03YUJ1Q0E

Here is a PDF version:

https://drive.google.com/open?id=0BxbLjWSKLXuHbHAtR1pmZzQ5Nkk

The WEACT Google folder I have is:

https://drive.google.com/drive/u/0/folders/0BxbLjWSKLXuHamhMMmN3NnF5R0U

Let me know if you have any comments, suggestions, problems reading this.

At this moment, I don't have volunteer notification.  At the moment.  I may keep working on it if my wife lets me.

November 15th WEACT meeting

15 November 2016

In attendance: Bob Wiser, Marjorie Bachman, Tom Hail

Location, Ella's at the Airport, 5pm

1. Bob - comm test with E19
1. To happen soon
2. South County comm wasn't very successful
2. Generator
1. Need to move to shipping container
2. Run on a schedule to keep viable
3. Wire up shipping boxes for lights and plugs
4. Power switch for shipping containers (line power vs generator)
5. Plug for generator to shipping containers
6. Canopy for generator to protect it and power lines from weather when in use
3. Supplies/Equipment wish list additions
1. White boards
2. Copier
3. Hand trucks
4. Canopies
4. Set up list needed for each position
1. What to do when first one comes and opens up
5. Lists and flows
1. Need from each position
2. Flow timelines for each position as necessary
3. Lists of tasks
4. Forms
6. Volunteer notification was discussed

ACTION TO ALL: Send to Marjorie lists and flows by December 13th so she can compile them over the holiday.

Marjorie's notes on Oct 4th meeting

Hi Bob!

I hope I haven't been sending my emails to your old email.  Sometimes I think the computers operate against us.  

We had a meeting this evening.  We talked about our general flow of operations following a mobilization to continue "streamlining" our operation.  We're still working on each managers procedures and flow charts.  

Thanks for sending your thoughts awhile back.  I typed them up and will attach for your review and changes.  As you read over your procedures, think about how they sound to a total stranger to your communications world......someone filling in as the communications manager when the big one hits.

We set up our next meeting for 11/1/16 at 5pm (location to be determined).  We also talked about a table top exercise in early December.  

I attended the DART exercise.  It was very similar to last year.  With every exercise (DART and WEACT) I take away the idea of streamlining the procedures and processes.  Theoretically, most of us won't be able to get to the airport so we need to have a flow pattern for people to follow based on what we set up.  DART was successful but they operate differently than WEACT will.

I spoke with Terry (can't remember his last name), their communications manager, about you.  He is interested in coming over to Watsonville to take a look at your comm shack and see how we operate in the communications realm.  I suggested he contact us for a visit sometime.  Have you spoken with him?  I'll let you know if he contacts me.

Hope you are well.  See you in November!!

Marjorie 

Marjorie's Sept 29 email on meeting with Rayvon

 Hello WEACT team!

I had a chance to sit down with Rayvon last week to update him on WEACT progress.  The overall message I took away from our meeting was that Rayvon and the airport staff supports WEACT completely. 

Good news.....WEACT now has a seat at the city EOC table top exercises held semiannually.  Rayvon just completed one with the city and arranged for a representative from WEACT to participate on a regular basis from now on. The new police chief, David Honda, is excited to have WEACT as an asset!!

A gas generator has been installed near the conex boxes.  It is in Hank Wempe's hangar so we will have to contact him to access the controls.  The generator has a push button to start; it does not automatically start upon an electrical shutdown.  I will add Hank's name and number to our contact sheet in the notebooks.  The generator will power the comm shack and supply electricity to the conex boxes.  

I presented Rayvon with a list of items we have talked about purchasing to see if there was a WEACT budget.  We aren't really a line item in the airport budget but Rayvon indicated he could use his discretionary airport funds.  He asked that I give him the same list with prices attached and he'll see what he can do.  I'll attach the list I made up......please add any items I missed or you think you might need in your department.

I will speak with Mitch Robinson of Freedom Signs about making up 2 or 3 "Relief Flights" direction signs.

Rayvon is checking with the city to determine the requirement for an annual volunteer form to be filled out by each WEACT volunteer and pilot.  

Rayvon confirmed that during our exercises, pilot will get the "charity fuel rate"...$1.00 off the truck price or $.60 off the fuel island price.  During an actual emergency, the airport will prioritize who gets fuel and WEACT will be at the top of the list.  The airport will supply the fuel to the WEACT pilot at no charge and get a reimbursement from FEMA later.  The airport backup generator should be able to power the fuel island.

Rayvon asked that we come up with a list of ways to make the conex boxes better suited for our mission and needs.  So please bring your ideas to our next meeting on October 4th.  Some ideas:  electrical lines from the generator, overhead fans, lighting??

Bob, I apologize!  I think I sent my last round of emails to your old email address.  I suggested we move the meeting from 9/27 to 10/4 so those of us participating in the SCAPA DART exercise on 10/1 could bring back our feedback.  I hope this works for you.

Next meeting......Tuesday, 10/4, 5pm.  How about we start the meeting at the conex boxes?  See you all then!!

Blue skies!

Marjorie

6/28/16 WEACT Minutes

In attendance: Bob Wiser, Daniel Bloecher, Marjorie Bachman

1.  Recent Watsonville Disaster Training Drill:

-       tabletop exercise at the Watsonville EOC downtown

• -       Bob Wiser and Rob from the airport attended- participants were unaware of WEACT or the services we provide
• -       Rayvon requested the city put someone from WEACT on the drill notification email list but request was denied
• -       Rayvon will keep us informed of future exercises

2.  Bob's accessment from the EOC Exercise:

-       WEACT needs to be more visible

• -       WEACT needs to establish credability with the city

3.  SCAPA DART has scheduled their next exercise on October 1, 2016

-       WEACT can participate at E16 or at KWVI

• -       Paul Marshall is the chairman of the exercise (408-838-3307)
• -       Paul and Rod Pharis are developing DART programs throughout CA with Cal Pilots Organization

4.  WEACT needs to for a "legal organization" with a 501.3C or 501.C7

-       we need to find someone who can guide us on this task

5.  WEACT needs to have another exercise

-       Date proposals?

• -       Combine with SCAPA DART on 10/1/16?
• -       Complete a couple tabletop exercises before actual exercise
• -       Liaison with Red Cross & United Way

6.  Next Meeting - mid-August

• -       Develop checklists and flowcharts for each department (volunteers coordination, communications,, materials, flight ops and ramp ops)
• -       Review forms for each department

Shipping box cleaning and inventory

Cleaning and organizing the shipping boxes 

Shelving in the storage box

The near box is still closed to us, the middle is the storage box
and the east-most one is the ops center.

Interior of ops center.

Add caption

Vests and their colors.

"Office" supplies

Add caption

Not very full yet.

Tie down cables that can be laid out to the east of the boxes.

Some notes from 19 April 2016 WEACT meeting

Discussion from DART exercise of 24 April.  

• Too much process
• Only the organizers knew how to do anything

Question, any way to get disaster ID to help volunteers get to the airport, past law enforcement?

Re addressed roles and organization

• Volunteers - Tom
• Check in
• Assignments
• Materials - Daniel
• Movement
• Assignment
• Flight Operations - Marjorie
• Flight management and briefing
• Ramp control a subset
• Communications - Bob
• Finance and legal - JR
• 501 (3)c
• Treasury

Some discussion about FEMA ICS courses.  Useful to understand how they work and ideas for how we may mimic.

https://training.fema.gov/is/courseoverview.aspx?code=IS-100.b

https://training.fema.gov/is/courseoverview.aspx?code=IS-200.b

There is a big warning about getting a student ID to take the exam, but going through the course doesn't require one.

Suggestion to look into Mail Chimp (free version) that may allow easier notification of volunteers for training and information.

More discussion about role of Connex Boxes.

• Storage of WEACT supplies
• Flight Operations Center
• EAA Hanger
• Volunteer center
• Materials start point?

Next meetings:

• May 14th to clean up the Connex Boxes
• June 14th meeting on status

Did I miss anything?  Comment below!