United Methodist Volunteers in Mission

Transcription

1 United Methodist Volunteers in Mission Disaster Response Team Leader Manual CLEAN UP AND DEBRIS REMOVAL REPAIR AND REBUILDING Updated April 2006

2 Introduction: Disaster Response UMVIM Teams 1. Patience and Prayers: Your patience and prayers are much appreciated as the Gulf Coast conferences deal with the disasters. There are sometimes difficulties in scheduling teams into the disaster response areas. Some of this is due simply to the nature of the disasters and of working with a high turn-over of volunteers at the centers where there may be only one staff person. Be assured that the conferences in the disaster areas want to work in ways that best meet the needs of communities on the coast, of volunteer teams and of UMVIM coordination in the hosting and sending conferences. 2. Leader Training: United Methodist Volunteers In Mission (UMVIM) of the South Central Jurisdiction (SCJ), working in cooperation with the United Methodist Committee on Relief (UMCOR) requests that all volunteer team leaders attend leader training if they have not done so before this year. Please contact your conference UMVIM Coordinator for a schedule of UMVIM leader trainings. To find contact information for your Conference or Jurisdictional Coordinator, see this web page: 3. Register your team: Please register your team with the appropriate storm recovery center listed on the attachment. If you have made direct contact with a church or other project, please notify the Conference Storm Recovery/Volunteer Center in the disaster area, so that other teams are not scheduled at the same project and the same time as your team. In the Appendix is a team registration form (MSUS form) for team leaders wanting to register teams to Mississippi. This form can be filled out on the computer, and ed to the Mississippi conference office as indicated on the form. Or, the team leader may fill out the form and fax it to the Volunteer Call Center in Mississippi. If you are going to an area other than the Mississippi Conference, please contact the appropriate Storm Recovery/Volunteer center as listed in the Appendix unless you have already received confirmation from them. This is necessary for all teams. 4. Team Confirmation: If you have not received confirmation that your team is scheduled, you will need to call the appropriate Storm Recovery Center and check on the status of your team s schedule. When you receive confirmation of your dates, please send the team information to the UMVIM Coordinator in your conference/jurisdiction. Send team dates, place of service (state), team leader name and address and cost per person of the team. The team may then be listed by your UMVIM Coordinator online at: If you have a full team and do not want inquiries from potential team members, simply add the word full to indicate you do not want your address listed. 5. Project assignments for your team: Some of the conference volunteer centers in the disaster areas have indicated that teams wishing to schedule will be be assigned shortly before they arrive (3-5 days), in order see how the situation develops on the ground. Your patience and flexibility is much appreciated. sure to request time sheets from Ameri-Corp and maintain these records daily. This will help the county you are working in to be reimbursed by FEMA. 6. A Note on Youth Volunteers In Disaster Areas. UMVIM and UMCOR and the conferences of the disaster areas generally wish to encourage youth to participate in relief and recovery efforts, believing such work will help them develop their sense of compassion and the desire to help others. Youth, defined as persons ages 14-18, are invited to work in some areas, provided that for every fourth youth there is one adult over 21 years of age. This 1:4 adult-toyouth ratio is necessary due to the nature of the work needed and the difficulty in housing. It is possible that priority will be given to adult teams possessing the rebuilding skills. Some disaster areas have limited housing available for teams, and the work may be time-sensitive. With many people waiting to get back into permanent homes, good stewardship demands utilization of those teams that can get people back into safe, sanitary, and secure dwellings in the shortest time period. 7. Report your team s contributions of labor, funds and in-kind donations when you return. Upon return from the mission, please report to your conference/jurisdictional UMVIM Coordinator your activities in the disaster areas. Information needed includes: Name of team leader, conference where team leader resides, place of service of the team, number of volunteers on the team, number of hours of labor donated per team, and amount of money donated to the project for building materials and value of in-kind donations. In some conferences, this can be done on-line. United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 2

3 Table of Contents INTRODUCTION: DISASTER RESPONSE UMVIM TEAMS Section I: UNITED METHODIST VOLUNTEERS IN MISSION TEAMS Guidelines, Purpose, Characteristics and Task Section II: DISASTER RESPONSE Safe, Sanitary and Secure UMVIM Disaster Response Teams/Tasks Disaster Response Do s And Don ts Section III: UMVIM TEAM LEADER CHECK LIST FOR DISASTER RESPONSE TEAM Recruiting Team Members Section IV: DISASTER RESPONSE TEAM MEMBER TASK RESPONSIBILITIES APPENDIX BUDGET DAILY SCHEDULE PACKING LIST DEBRIS REMOVAL SAFETY AND HEALTH Safe Sanctuaries Suggestions for UMVIM teams First Aid Kit Suggestions STRESS MANAGEMENT TOOLS DISASTER RESPONSE VOLUNTEER CENTERS LIST: SIGN UP A TEAM RESOURCES ON THE INTERNET BIBLIOGRAPHY SAMPLE FORMS Page GBGM INSURANCE FORM: HOME OWNER STATEMENT MISSISSIPPI CONFERENCE DISASTER RESPONSE TEAM PACKET DISASTER RESPONSE UMVIM TEAMS REPORT (After the mission) DISASTER RESPONSE TRAILER SUGGESTED CONTENTS GLOSSARY United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 3

4 GUIDELINES FOR UNITED METHODIST VOLUNTEERS IN MISSION TEAMS A United Methodist Volunteers in Mission (UMVIM) team is one that serves locally, nationally, or internationally where it is invited; works in a ministry endorsed by the host Methodist church, partner church or agency, or nongovernmental organization (NGO); and serves in cooperation with the local host group. The intent of these guidelines is to ensure that the presence of the team will not interfere with the authority and integrity of the church leadership, thereby strengthening and upholding the local church. The team will have an UMVIM trained leader who provides training for the team, ensures completion of proper forms and insurance coverage, and is in communication with annual conference and jurisdictional UMVIM leadership. The Board of Directors of the United Methodist Fellowship of Health Care Volunteers (UMF/HCV), the health care component of UMVIM, fully endorses the UMVIM guidelines. The Board also strongly recommends working in compliance with the local governmental health authority. PURPOSE OF UMVIM Volunteers in Mission is a ministry that seeks to make a Christian difference by sharing the love of Christ through our participation in short-term mission activities. Our participation may be only a few blocks from the church or within our state, jurisdiction, nation, or world. However, the place is not as important as the people and the need to which we respond. Our purpose is to share the love of God as modeled by Jesus Christ. We do not go just to complete a task; we have a higher purpose, which is to honor God, share Christian love, and enjoy God s wonderful people. CHARACTERISTICS OF UMVIM 1. Be open to God s blessing. 2. Radiate Christ s love. 3. Share Christ s great spirit of kindness, acceptance, and unity. 4. Serve Christ and His people. 5. Lift up God in all they do. 6. Have a healthy prayer life. 7. Think team, not self. 8. Be flexible, patient, and relaxed. 9. Realize that people are more important than work results. 10. Understand that cultures are different, not superior or inferior. TASK OF UMVIM The task is what we do with our abilities (such as disaster response clean-up and debris removal, provide health care, teach classes, treat an illness, construct or repair a building, or realize an evangelism project). Our task is secondary to our purpose of sharing the love of God in ways that make a Christian difference. Task and purpose are closely related, and both are to be accomplished in ways that lift up Jesus Christ in all we do as a volunteer and servant. We all are called, we all are sent, and we all are to offer the gift of hospitality to others. United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 4

5 DISASTER RESPONSE PHASES Mitigation Preparedness Response Recovery DISASTER RESPONSE This United Methodist Volunteers In Mission (UMVIM) Disaster Response Manual is written for UMVIM team leaders planning to lead teams into disaster areas to do clean up, debris removal, and later, repair and rebuilding. Prayer and patience are in order during the immediate aftermath of a disaster. Immediately after a disaster, emergency responders work to save lives and to stabilize a disaster area. At that time, residents may have been evacuated and not yet allowed into a disaster area. Levels of devastation in a federally-declared disaster area prevent untrained volunteers from being allowed in. If untrained volunteers pour into an area too soon after a disaster, they may overwhelm a community s limited resources of shelter, food, water and gasoline needed for the community, including law enforcement and emergency personnel in the area. Instead of being an asset for recovery, these untrained and unaffiliated volunteers are a burden that slows the effort. This is known as the 'second disaster'. Early Response Teams are invited into a disaster area when it is determined that it is safe. Early Response Teams require specialized training, certified by United Methodist Committee On Relief (UMCOR) and by the appropriate United Methodist annual conference disaster committee. Early Response teams are completely self-contained (including housing, meals and water) and require no infrastructure support where they serve. This manual is not designed for Early Response Team training. VOLUNTEER TEAMS NEEDED FOR RECOVERY: UMVIM In Recovery, volunteer teams are needed to clean up, remove debris, then later repair and rebuild. Given the scope of the Katrina and Rita disasters, it is clear that volunteer teams for recovery will be needed for years (as after other disasters such as major flooding from hurricanes in South Georgia in the early 90's; floods in Missouri in 1993; and for 2004 Florida hurricanes). It is important for the volunteers on recovery teams to take a holistic approach, responding to people who have suffered losses. Volunteers in this recovery phase seek out survivors in their neighborhoods and provide information and advocacy about their federal and state assistance rights. In coordination with other religious and community service agencies, UMCOR may provide assistance with living expenses. UMCOR and UMVIM teams participate in clean up, debris removal, repairing and rebuilding homes. At the time of this writing, some areas affected by Hurricanes Katrina and Rita in 2005 are in the Recovery Phase, others are not. By the time your team works in a disaster area, damage may have been done by other storms or natural causes. Volunteer Teams are needed to help in Disaster Recovery. Qualified volunteers will be needed to help homeowners who need to remove debris, "muck out," assess damage, receive emotional and spiritual care, and begin the long road to recovery with repairs and rebuilding. Survivors have needs to feel hope in the recovery process. UMVIM teams work within the UMCOR infrastructure. UMCOR and UMVIM are committed to the most vulnerable people affected by the disaster. It is important for team members to find out who are the important contacts to refer survivors to when they have unmet needs. United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 5

6 UMVIM DISASTER RESPONSE TEAMS UMVIM Disaster Response teams support the recovery for survivors and provide: Listeners who help the survivors begin to heal Presence of ministry from the United Methodist Church which reassures survivors that a church cares about them, takes note of survivor s needs, and reports them to the Conference, UMCOR or other disaster relief operations. Financial and volunteer support from United Methodist Churches. Properly trained volunteers responding effectively and professionally when invited, and continue to respond as long as needed, possibly being the last out. Christian service for volunteers who share the love of Christ in ways that make a Christian difference. Debris removal and temporary repairs to make a dwelling Safe, Sanitary, and Secure. Teams take care to make only the repairs allowable at the appropriate phase of the disaster response, so as not to jeopardize the survivor s eligibility for government agency assistance or insurance benefits. Volunteers to assist with permanent repairs and rebuilding in the long-term recovery. TYPICAL DISASTER RESPONSE TEAM TASKS Safe, Sanitary and Secure Debris removal Drag debris to roadsides or other designated place. Because of liability issues, UMCOR strongly suggests that UMVIM teams in general do NOT include chainsaws for general use. Tarp (temporary roof repair) Put tarps on roofs to prevent water entering homes. Cover broken doors and windows with plastic/plywood Consider using Tyvek house wrap for durability and cost-effectiveness Hands-on training is recommended. AmeriCorps may be a resource for training. Muck-outs Take many pictures BEFORE removing anything from a property. This is to document for FEMA the damage done by the disaster. BEFORE removing anything, ask if FEMA and insurance companies have inspected the property. Do not remove anything until inspector has said it can be moved. Always get the owner s permission in writing before removing anything. Muck-out debris caused by flooding, removal of wet materials to hasten drying out and to prevent mold. Get the water and the mud out. Consult with the project coordinator in the affected area to find out what protective clothing and masks may be needed for hazards such as mold (such as charcoal masks). SAFE, SANITARY AND SECURE Viable, sanitary and secure structure Potable water Resident can stay in structure without risk of illness, harm or loss of possessions. REPAIR AND REBUILD Roof repair Dry Wall Replace windows General repair Rebuild United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 6

7 TEAM MEMBER DO S DISASTER RESPONSE DO S AND DON TS Understand that people are more important than the task at hand. Be understanding of the psychological stress victims are suffering. Observe Listen. Possess a spiritual commitment. Understand that ownership of disaster must stay with the locals. BE A TEAM PLAYER. Be flexible. Listen to each other. Have a positive attitude. Understand the roles of other members of the team and the line of responsibility. Believe that every person on the team is a part of the Ministry of Caring. Be realistic about issues and problems that are likely to be faced. Be willing to admit you don t have all the answers. Be trained or willing to be trained prior to assignment. Understand that each team must be self-sufficient and self-sustaining. Teams need to keep in mind the need for food, fuel, water and sleeping gear as well as providing all equipment and materials needed for tasks as indicated by the project coordinator in the affected area. When traveling into a disaster area, have a name badge with picture ID that will allow you into the area. Your team will need at least one detailed map. Many street signs may be gone. You may also need a local contact that knows the area and is available to be a guide for a day or two. Understand the safe use of all equipment and how to avoid potentially dangerous situations in a disaster area. TEAM LEADER DO s Be sure that the team is invited to the area where you are going to work. Register and receive work assignments through the UMCOR Volunteer Centers contacts. Communicate with the project coordinator in the affected area. Make preparations for food, housing and transportation so that your team members are not dependent on the locals to provide for the team needs. At the time of clean-up and debris removal, the task of the Disaster Response Team is to make dwellings Safe, Sanitary and Secure. Be aware that there are FEMA (Federal Emergency Management Agency) rules pertaining to this. Take photos before removing anything off the property. Have the property owners sign a LIABILITY RELEASE FORM before the team begins work. For residences, work only on property that is owned by the resident. (Landlords are responsible for rental property). Please work in teams, 2-3 heads are better than one. Consult the project coordinator in the affected area. If possible, before leaving home, learn the type of work your team will be assigned. This will help you determine the right tools and the skilled people you will need. BE FLEXIBLE, assignments may change. Consider recruiting a language interpreter (such as Spanish) for communicating with survivors who speak languages other than English. TEAM DON TS Do not go to a disaster site without an invitation to be in the area... Do not go to a disaster site unless you have made your own preparations for food, housing and transportation. Do not ask a project coordinator to transport the team in the affected area. Do not go to a disaster site with a personal agenda. Never assume you know more than the local people. In clean-up and debris removal stages, do not attempt to remove trees from over a house and do not repair a home beyond Safe, Sanitary and Secure. Always check for what is allowed by FEMA or other agencies in charge. Do NO further repairs than those approved. (Example: Frequently, ONLY 4 ft. of sheetrock and insulation is allowed to be removed to prevent further wicking, mildew, etc.) If your team is not qualified or prepared to complete a certain project, please tell the homeowner they will need another qualified team or even professional help and DO NOT START THAT PROJECT. Remember that a team may do more damage to the structure/property if there are not qualified skilled volunteers. (Example: If your team is asked to shingle a house, PLEASE be sure that someone on the team knows how to start and complete the project completely and correctly.) Do not make promises. United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 7

8 UMVIM TEAM LEADER CHECK LIST FOR DISASTER RESPONSE TEAM PRE-PLANNING AND PREPARATION (6-12 MONTHS BEFORE DEPARTURE) Getting Started Gather everyone interested in organizing an UMVIM team. Decide whether your team will be a clean up or rebuilding team. Will you include youth and adults? Select a team leader. Seek the endorsement of your local church administrative board, district office, and conference UMVIM coordinator. Select your location for disaster response: (Example: Florida, Alabama, Mississippi, Louisiana, or Texas). For more information, contact the Volunteer Center of the Annual Conference where your team plans to go. See contact list in the Appendix. Set a goal for the amount of money you will raise to pay for project materials and supplies. Decide whether you will raise money to pay the expenses of any team members. Volunteers pay their own expenses as a rule. Appoint someone to lead fundraising activities. Choose a coordinator to handle your travel arrangements including: driving or flying schedules, RV s, scheduling hotels in route, and tracking gasoline availability and costs. Name a publicity coordinator. Inform and involve the local church(es), the district, and the conference in the project from the beginning to end. Set a tentative date and coordinate it with the Volunteer Center in the area you plan to be in mission. Report your plans to your conference/jurisdictional UMVIM coordinator. Consider sending the team leader for an on-site inspection if needed or possible. Let your conference coordinator know if you will accept team members from outside your own area or church. Check on insurance coverage provided by your sponsoring church. Accident/accidental death and emergency evacuation insurance is available by the General Board of Global Ministries or by your jurisdictional/conference UMVIM office. Select Project and Other Team Activities Register your team with the appropriate Storm Recovery/Volunteer Center and your conference/jurisdictional UMVIM Coordinator. o Receive confirmation of team dates and location from the Storm Recovery/Volunteer Center. Contact the local project coordinator with whom your team is assigned. o Determine type of project and cost of supplies (see project profile). o Determine maximum number of team members the project can accommodate. o Make a list of needed skills and recruit team members to fill those positions. o Disaster response teams need to be self sufficient for food, transportation, and housing. Plan to take a cook(s) to prepare the team meals. Find out from the project coordinator if team housing (showers) and a kitchen are available. Motel accommodations may not be available in the area. Some area churches may offer housing. The team may need to provide air mattresses and bedding for team members. Find out if the church will have electrical power and safe water to drink. Is gasoline or diesel available? Will the team need to provide security at night? o Arrange with the project coordinator for the team to receive an orientation upon arrival. o Confirm joint worship opportunities with local churches. o Establish best form of communication with project coordinator (phone, fax, ), keeping in mind costs for the coordinator. o Have a clear understanding of project coordinator s expectations. o Discuss and agree upon transmittal of project fund (means, timing, accountability). Research rest and relaxation possibilities in the area. United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 8

9 Make Travel Arrangements Transportation: Determine if team will drive to the area or travel by airline. o If airline: get transportation details and tentative schedule and reservations confirmed in writing. Reserve ground transportation vehicles for your stay in the area. Do not ask persons in affected area to provide transportation. o Travel agent information:. Arrange for lodging/meals while traveling from home to the disaster area. DO NOT DEPEND ON PERSONS IN AFFECTED AREA TO PROVIDE TRANSPORTATION FOR THE TEAM MEMBERS. If traveling by vehicles, make arrangements for cars, trucks, disaster trailers as needed. Be sure there are enough vehicles so that team members are not stranded at a work site. If renting, reserve ahead of time, there may be a shortage in disaster areas. Gather Health and Safety Information (See Appendix) Emergency numbers: o Medical facilities o UMVIM office (conference, jurisdictional). First-aid kit needs. Consult project coordinator in the area for immunizations/medications needed. (such as current tetanus, Hepatitis A, B) Worksite safety precautions. (hazards such as mold) Other health, safety, and security precautions. See information on Safety. Have evacuation plans in case of severe weather, social upheaval, medical emergency, etc. Develop Timeline Departure and return dates. Deadlines for registrations, forms and money to be turned in to team leader (set deadline 2-3 weeks ahead of real need). Deadline for team leader to turn in money to appropriate treasurer (church, conference/jurisdiction), travel agent, project host, etc. Dates for team orientation and training. Date for UMVIM team s Sending Forth Service. Possible dates for UMVIM team reunion. Prepare Budget (Take a receipt book for the trip) See the Appendix for Sample Budget. Project funds o Cost of the project. o Consult with project coordinator of the area. Will what the team contributes in materials cause the affected family to violate the duplication of services law? o Funds available from resources other than team members. o Find out what time the funds for materials need to arrive in the mission conference. Team expenses o Roundtrip airfare or ground transportation. o Transportation during the mission (rental vehicles, gasoline, etc) o Daily living expenses (food, lodging). Plan to donate gift to a church or other organization providing housing (minimum $5/person/day). Plan to cook own meals (about $15/day/person). o Pre-departure expenses (publicity, phone, postage, meetings, mailings). o Recreation or side trips. o GBGM Insurance. o Team first-aid kit. (see Appendix) o Film and processing. o Miscellaneous (always include a little extra for unforeseen expenses). United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 9

10 Once you have calculated the costs outlined above, you can set the cost per team member. A decision will need to be made as to whether to add a surcharge to cover the trip expenses of the team leader. This method is utilized to compensate the team leader for the time and commitment of organizing the mission. The basic computation is: (Team expenses + Project expenses) minus any church donations Number of team members = Cost per member With these figures in mind, develop a payment schedule so that you receive all funds well in advance of your departure date. (Note: Airfares often must be paid in full days prior to travel.) Other expenses that may be incurred by the team members are: Inoculations Other: Recruit and Select team (See Recruiting section in manual) The size of your team will depend on the project needs. Keep the number of team members to the project coordinator s request (10-14 is generally acceptable). Consider splitting larger teams into 2 or more teams of 5-6 (have transportation available at each work site). Recruit persons with skills needed and general unskilled workers (include a cook if needed) Remember to follow Safe Sanctuaries guidelines for youth to adult ratios. (See Appendix). Consider offering scholarships for special team needs. Distribute forms to team members and discuss team member application/ covenant; liability release; insurance; medical information and release; emergency contact; parental permission for minors; and any others required by conference or jurisdictional UMVIM. Announce deadlines for turning in money and forms. TEAM LEADER PREPARATION (3-6 MONTHS BEFORE DEPARTURE) Consult with project coordinator regarding work permits and home owner liability releases where needed. Collect money for airfares and purchase tickets if needed. Send list of team members to travel agent (with names as they appear on driver s license). PREPARE THE TEAM (1-2 MONTHS BEFORE DEPARTURE) Prepare training packet with mission information: Statement of Purpose of UMVIM. Project information (place, personnel, work toe be done, weather, housing, food, etc.). Forms (From the mission conference OR your conference UMVIM office as needed) including accident insurance (Accident insurance is essential). A copy of GBGM insurance is in the Appendix. Tentative itinerary for the mission (daily schedule of travel, work, worship, and recreation). Sign-up lists for team member responsibilities, (devotions, work assignments, cook, medic, etc.). Emergency and contact numbers to leave with families and church office. Packing lists. See Suggested Packing List. Health and safety information. Be certain to stress any dangers and possible problems or concerns that might arise so that team members fully understand them prior to going. This is critical for you as team leader. Cultural information if appropriate. Sightseeing or side trip information. Clarification of deadlines for payments and forms to be turned in to the team leader. Copy of Sending Forth Service. United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 10

11 Schedule and hold team orientation and training (meetings, conference calls, mail, video sessions). Include devotions in meetings. Present information in packets. Collect forms (check signature, witness, and notarization) from team members. Consider having a notary attend the meeting to complete forms. GBGM insurance needs to arrive in NY 30 days prior to departure. Collect any remaining money due from team members. Make name badges with picture ID if possible. Schedule Sending Forth Service. Follow-up Have medical information forms checked by team medic and precautions discussed with individual team members. Send appropriate forms to mission, and/or UMVIM office (conference and/or jurisdiction) as indicated. Send team rosters to conference and/or jurisdiction UMVIM coordinator. Verify All Arrangements Travel. Lodging. Food and drinking water. Ground transportation. On-site work information (tools or supplies to bring from home, or money needed to purchase them). Daily schedule. Receipts for monies spent (request receipts and carry a receipt book). Advance Special number for the project (so that the team members can continue to support the project financially). Recorded health needs of team members and persons to contact in case of emergency. Involve Sending and Sponsoring Congregations in the Mission Educate congregation(s) about the mission project. Ask for prayerful support of the team during the mission. Ask for Prayer Partners. Raise funds. Sending Forth Service to church from the project if possible. Prepare to share the story after the ream returns. FINALIZING MISSION PLANS (2-3 WEEKS BEFORE DEPARTURE)) Airline: Confirm airline reservations if needed. Notify travel agent immediately if there is a cancellation. Check tickets for correct names, times, points of departure and arrival. Confirm plans with project coordinator. TRAVEL TO PROJECT LOCATION (DEPARTURE DAY AND ARRIVAL) Team leader or designated team member will carry documentation for the team members such as emergency numbers, medical, insurance, parental permission forms. Upon arrival, participate in on-site orientation as previously arranged with the project coordinator. On site, confirm all arrangements (lodging, meals/water, work project, time schedule) with the project coordinator. Remember to BE FLEXIBLE. DURING THE MISSION: Build Christian community with the team. Remember to BE FLEXIBLE Have daily devotions and sharing times. Lead the team at the worksite. Review daily reports on the project with the team and project coordinator. Worship with a local congregation. Keep a journal it's much better than your memory. United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 11

12 If the disaster is a declared emergency "Know the rules for FEMA". Some/most Coordinators in the disaster area will not know any/all of the regulations for Safe, Sanitary or Secure. Teams may be ask to provide their own outside security in the parking lot (usually 2 hour shifts). If team takes a trailer to the disaster area, please check turn signals, trailer lights & brake lights. Honor all Utility, FEMA and city curfews. They have top priority removing debris, don't add to their problems. Work with them and they will help you. Each team member should have CASH before going on the trip. Gas stations will only take cash only, because the credit card machine are not working because of electricity and know phone lines. Keep your vehicle fuel tank topped off when you are getting close to the disaster site. NO, power or some stations had the pumps blown away. Leave all items in the disaster area. They don't belong to you. Each disaster in different, you will have to adapt to change. At time from hour to hour or minute to minute. Assume nothing, ASK QUESTIONS!!! Don't rush into a project/job, Stand back, anticipate what could go wrong or right. "DRINK WATER" if you feel thirsty you are already behind. Start drinking water when you first get up in the morning. Don't be another problem in the disaster area. Be observant of your team members to see if they are getting tired. Think safety always!!! If team members are tired, stop, take a break. As team leader be ready to grant the rest of the day off or take a day off. BE SAFE! CONCLUDING THE MISSION Consider having a farewell meal and a worship/communion service near the end of the mission. Invite the project coordinator to assess the mission with team leader and celebrate with team members. Have team members complete evaluations and assess the mission. AFTER TEAM RETURNS HOME (2-3 WEEKS AFTER RETURNING) Send letters of appreciation to team and to project coordinator (include some photographs). Hold reunion and evaluation meeting. Include time for sharing journals, reflections, photos, videos, evaluations. Plan for your presentation to your congregation(s), district, etc. Arrange for publicity about the trip through local newspapers, church publications, TV, radio, websites. Complete team leader evaluation and send stats for the mission to the UMVIM coordinator. In some conferences/jurisdictions this can be done on-line. Send team member evals to the UMVIM office. Suggest to team members readings and resources for dealing with reactions to living in a disasters area. TELLING THE MISSION STORY Telling the mission story is a key component to effective mission education and the major way to excite others, invite others, and garner support for the whole spectrum of mission. Presentations at church and community gatherings Newsletters Newspaper articles Video, slide or power point presentations Radio/TV spots Web pages What do you tell in the story? Brief overview of the mission Tell a personal story of how the mission touched you. Be positive. Relate your experience to your faith and spiritual growth Explain future plans for the project. Give information on how to support the mission, include Advance Special numbers for donations. Express appreciation for the support of the sponsors. United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 12

13 RECRUITING TEAM MEMBERS Recruiting team members for the Volunteers In Mission team is a key responsibility of the team leader and an important way the team leader contributes to the mission. 1 0 DESCRIPTION OF A GOOD RECRUITER Prayerful Sincere Enthusiastic and positive Knowledgeable Personable and a good communicator Persistent A Good Recruiter Will: 1. Know the specific needs of the mission and of the team. (Cook, carpenter, roofer, medic, clergy, counselor, etc) 1 2. Challenge potential volunteers to: Use talents and gifts to fulfill the purpose of the mission. Learn from the experience and grow as Christians. Enjoy the mission. 3. Recruiting ideas: Person-to-person contacts Telephone conversations Contacts with former volunteers to the same area Displays Presentations Brochures Newsletters Personal letters Receptions/brunch Pastor United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 13

14 TEAM MEMBER TASK RESPONSIBILITIES Worksite Leader (clean-up, debris removal, construction) Provide instruction and encouragement to team members Safety, safety, safety Medical or First Aid Team Member First Aid Kit at the site, as well as Medical and Insurance Forms. Know emergency procedures and location of clinics and hospitals that are operating. Team Cook Go over the menu at the team meeting, estimate cost of meals and try to stick to it Have nutritious food, something extra for snacks Bottled water may be needed. Remember that ice may not be easily available. May need to take pots and pans Every cook needs a night off so eat out one meal if possible Schedule helpers for kitchen duty Team Treasurer Spiritual director (assign devotions, sharing times, arrange worship, etc). Pray for Guidance. Team Members: BE FLEXIBLE USEFUL SKILLS NEEDED Construction Skills General Contractor/ Engineer Window/ Door Installer Electrician Painter Roofer Plumber Drywall (hanging, finishing) Carpenter (interior, framing, exterior) Mason (tile setter, block layer, plasterer) Heating/Air Conditioning Insulation Kitchen Cabinets Sorting debris General Helper/Other Levels Willing Helper Do-It-Yourselfer Licensed Extensive handy person, no trade experience Worked trade previously Working trade currently as helper, apprentice, journey Human Service Skills Counseling Crisis Intervention Casework Program Planning Youth Work Elderly Outreach Other specify Human Service Skill Levels Willing Helper Volunteer Professional Other Skills: Office worker Lawyer Equipment Operator United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 14

15 APPENDIX United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 15

16 VIM Project: Date: Sponsor: Team leaders: Number of team members: 6 Number of days including travel 8 SAMPLE BUDGET FOR DISASTER RESPONSE UMVIM TEAM FOR 2006 Items Per Day/ person Per person Per team Total for team Project supplies $ $ $ Additional for Project Supplies Housing en route (ex: 2 nights) $25.00 $ $ $ x 2 vehicles $ per Transportation from home (gas) $ vehicle $800-1, Housing on site x 6 nights $ $ $ $ GBGM Insurance $0.75 $ 6.00 $ $ Food $15.00 $ $ $ VIM Admin (Varies with Conference or Jurisdiction) $ $ $ Total Cost of Mission $ $ United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 16

17 SAMPLE TEAM SCHEDULE: The schedule may change daily but a plan is important. Typical day on a mission 6:30 am Time to get up and dress 7:15am Breakfast, devotion (10 minutes) and work assignment 8:00am Load vehicles with tools, water jugs, snacks, first aid kits-leave for work sites 10-10:20am Break time 12:00 noon Break for lunch, mend skinned fingers and hurt feelings, discuss progress of work 1:00pm Back to work. If hot climate, consider quitting early. 3:00pm Break Time. Return to housing site. 4:00-6:00 pm Showers and relaxation 6:00pm Supper 7:00pm Clean-up 7:30pm team devotions, sharing time, plan for the next day 8:30 pm Games, relaxation, personal time (Relax, music, movie, letter-writing) 10:30pm Lights out SUGGESTED PACKING LIST Check for need for Suits for handling hazardous materials Old work clothing (long pants) Heavy work shoes/boots, 2 nd pair of shoes, shower shoes Heavy duty leather gloves, (may also add cotton and plastic work gloves) Face masks (Check for need of charcoal masks if mold is present) Safety goggles (may be a team item) Personal hygiene items including toilet paper Towels/washcloths Sleeping bag/air mattress or pad/pillow Water bottle/jug/cooler Changes of clothing for after work First aid supplies (band-aids, disinfectant) Medical releases Use of Equipment release form Name badges with picture ID, UM logo Bible, notebook, pencil Insect repellent Equipment to consider: Label tools for security Hand tools Shovels, Hammers, pliers, screw drivers, putty knives, levels, squares Extension cords Crow bars Measuring tapes Paint brushes, scrapers and rollers Trash bags/cotton rags Circular Saw Ladders Skilled adult: pneumatic nailer, owner operated Other tools as needed to comply with work assignments United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 17

18 DEBRIS REMOVAL This is a sample of information released at the time of disaster regarding debris removal. Remember that after a disaster, conditions and rules are constantly changing. Always stay informed and check with local authorities. JACKSON, Miss. -- The cleanup and disposal of mountains of debris 11 million cubic yards to date continues to be a high priority for disaster recovery officials. The Federal Emergency Management Agency (FEMA) and the Mississippi Emergency Management Agency (MEMA) are orchestrating and monitoring debris operations while ensuring that guidelines are followed for the debris removed from private property. "Removal of debris following hurricanes is a massive task," said Nick Russo, FEMA's federal coordinating officer in Mississippi. "It is FEMA's job to see that governments and private contractors have the information required for private property approval to perform this gigantic task." FEMA's Public Assistance program provides funding to state and local governments for disaster-related emergency work, debris removal and repairs to, or replacement of, damaged infrastructure. Normally, FEMA reimburses costs of removal only for debris that is on public property or that is placed on public rights-of-way by residents clearing their private property. However, in the case of Katrina-related debris, FEMA has relaxed that policy, at the state's request, to allow for debris removal from private property in six southern Mississippi counties -- George, Hancock Harrison, Jackson, Pearl River and Stone. "We requested that residential debris be included for pickup and disposal when that property is identified as a health and safety hazard," said MEMA Director Robert Latham. "We're continually looking at ways to improve the health, safety and well-being of our communities and anticipate that more counties or municipalities will be made eligible for private property debris removal." To date, FEMA's Public Assistance program has received requests for private property debris removal from the counties of George, Hancock, Harrison, Jackson, Pearl River and Stone; and the cities of Bay St. Louis, Biloxi, D'Iberville, Gautier, Gulfport, Long Beach, Moss Point, Ocean Springs, Pascagoula, Waveland, and Wiggins. For private property owners, caution is key when removing hurricane debris Debris removal and disaster recovery go hand in hand. Federal and state recovery officials encourage residents to be cautious when removing storm debris from homes and roadways. The rubbish may contain any number of dangerous items. Property owners will want to check with their local jurisdictions regarding debris removal schedules. Here are some safety guidelines to follow: Keep children away from debris piles. They can be full of broken materials, glass, nails, jagged wood, and other sharp items. Children can easily get injured playing in, around, or on trash heaps. The debris may also contain rodents or bugs, raising the possibility of bites. Watch children carefully when heavy equipment is in the area and debris removal operations are taking place. Small children may not be easily seen by equipment operators. Keep all open flames and lit cigarettes away from debris piles as they may contain flammable materials. Move your car from the debris pile area. This will make it easier for the equipment operator to pick up the materials and will reduce the possibility of damage to vehicle. Drive carefully when behind debris-loaded trucks. Materials can easily shift and fly out, causing an accident or driving hazard. Leave a safe distance between your car and the truck. TEAM NOTES ON DEBRIS REMOVAL Trash: Be sure to place in street, not on top of curb area. It makes clean up much easier for the crews that come to pick up. Separate out anything with a cord appliances, microwaves, etc. Keep Hazardous materials separate aerosol cans, paint, bleach, etc. Try to keep debris away from storm sewers they ve had enough trouble with those this year. United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 18

19 SAFETY ISSUES TO CONSIDER Many injuries result from inexperience or carelessness at a work site. It is important to develop good safety habits. Please pay attention to these safety instructions and commit them to memory. Here s a checklist you can use every time you get ready to work. Keep this checklist of simple safety precautions as a reference and refer to it before starting any job. ALWAYS YIELD TO AMBULANCE, POLICE OR FIRE DEPT., AS WELL AS SECURITY, UTILITY CREWS AND FEMA TRUCKS AND CREWS. They will work with you if you work with them. Before you go, consider getting hands-on training with state agencies or Americorps. THIS CHECK LIST IS NOT COMPLETE. YOUR TEAM LEADER MAY WANT TO ADD MORE TO IT. Hands-On Training: AmeriCorps is resource Roof Tarping; Roof Patching Safety Procedures Muck Outs Consult with project coordinator from the affected site for appropriate immunizations Carry current immunization records Consider Tetanus (Hepatitis A, B) Safety Measures First Aid/CPR Training for Team Medic Team medic have medical forms onsite List team members food and other allergies Does team need to provide own security? Do not go out alone. Remember that dogs and people will be protective. No baggy clothing Wear long pants Wear gloves No open-toed or high heeled shoes Bring plenty of socks Leave jewelry at home Have transportation at each worksite. Do not leave some volunteers stranded. Each vehicle needs good map. Use 2-way radios Gear Protective clothing Positive seal breathing apparatus if needed for dust, mold (P.100) Safety Goggles Hard Hats, Gloves Steel Toe, steel shank water proofed/rubber boots Ear Plugs Behavior Pace yourself, be well rested and alert Think and plan well for each job Need helpers? Consider special precautions for working in a hazardous area. Have knowledge/training on how to use machines/tools. Drink water regularly at the worksite. Shots Equipment Some require skilled adult use only. Know how to safely use: Trailer hook-up and lights Generator (always in a ventilated area) Power Tools/Hand Tools/Circular saws Ladders-20 ext., 6-8 step ladder Shut off power, even when power is down. When removing debris with a vehicle avoid running over a sewer clean-out or water shut off valve in the client s yard. When digging or removing trees, be aware that utility lines (gas, water, electric, phone, cable, etc) may be in the area or even entangled in the roots. Report any breakage or abnormalities to the project coordinator in the affected area. Hazards to expect in: Flooded Homes Creatures under homes, in flooring Contaminated water/mud Rotten spots/soft spots Broken glass, debris Buildings with Roof Damage (Hurricanes, tornados, wind) Stepping through weakened roof Falling off roof Splinters/nails Asbestos in the building materials Pine needles/wet leaves make surface slippery Wind damage Trees down Power lines down Lots of debris, splintered wood Blocked streets Litter in general United Methodist Volunteers In Mission (UMVIM) South Central Jurisdiction Disaster Response Manual 04/06 19

20 MOLD AND SANITATION: TEAM NOTES ON PROTECTIVE CLOTHING SURVIVAIR P100 MASKS ITEM NUMBER HEPA. WE USED SURVIVAIR BRAND, MASKS, FILTERS ARE PURPLE, MUST USE SAME BRAND FILTERS FOR THE MASKS. New Haz Mat suit everyday is essential. Tucked ours inside our boots so they didn t rip Women duct taped the suits at the waist because they were too large Rubber gloves were helpful in carrying out clothes, linens etc, BUT leather work gloves are necessary for tearing out. Work boots with a steel shank in the bottom are best, we found ourselves stepping on nails a lot Bring lots of safety glasses better than goggles that tended to fog up Suggest bandanas to tie around hair under suit hood. We brought LARGE (2 ½ gallon) zip loc bags to put our boots in at day s end. The boots remained in the vans and we wore street shoes back to the house. This keeps the dirt and mold out of the vans. OTHER TEAM NOTES ON FOOD, HOUSING AND KEEPING HEALTHY Food was high protein, high potassium, high carb and there were LOTS of fluids. We made sure everyone did different things each day to keep sore muscles at a minimum. Don t pull out dry wall all day take some turns on the wheelbarrow, sweeping or helping remove contents. Inquire with your housing host before bringing paper plates and cups. Trash pick up may be limited or sporadic. It may be best to use the dishes at the house. Some team housing provides sheets, pillows, towels, blankets and kitchen towels, etc. Avoid long showers as showers may be limited in number. Consider utility bills Remember to budget a donation for housing $5-15 per person/per night helps with utility bills. We had one person who was our cook. She had two helpers each evening. That allowed us to work right up to quitting time and we still had hot food waiting at home..it was great. We rotated two people, plus our cook through the Uptown Storm Relief Center. That allowed people a day of less physical work, a chance to really meet people, to see the work at the center and to be helpers for the cook. 20

21 HEALTH AND SAFETY FOR UMVIM TEAMS SERVING THE GULF COAST WEB SITES SPECIFIC TO HEALTH AND SAFETY General Information: Skin Infections/Illness Mold Protection: *SAFETY and PROTECTION: Feedback from UMVIM Team members who served in the Gulf Coast areas Respirators For volunteers working in Mississippi: R-95 is correct recommendation. The main concern is dry wall dust and/ or mold/ mildew. 3M R95 Particulate Disposable Respirators are designed to provide worker protection against solid and liquid particles including those containing oils, acid gas and organic vapors. Cooper Safety sells this basic respirator for $22.68 in a box of 20. With exhale valve exhale valve $53.56 for 20. 3M offers a full line of N95 particulate respirators. All are NIOSH approved for protection against solid and liquid particles - excluding those that contain oil. Cooper Safety sells this basic respirator for $14.50 in a box of 20. Cost with exhale valve is about $17.50 for 10. Masks are designed to be a used once. One mask won't last 5 days. Take a supply of masks with you. Never contaminate your mask by allowing it in contact with any surface other than your face. If you put on a mask and then, when you talk to someone, put it atop your head, it is contaminated. If a used mask is placed in a zip lock bag mold spores from the front of the mask will dislodge and migrate to the inside of the mask rendering it ineffective when used again. For black mold, respiratory masks with R62 rating are recommended. Abatement and removal of asbestos. According to EPA and OSHA standards, asbestos containing materials (ACM) should only be removed or disturbed by persons who are trained and certified to safely handle and dispose of it. Special HEPA respirators are needed by persons working with it. Certification is issued by the various states. Asbestos was used as a building material through the middle 1970's, when the potential problems involved with it came to light. Asbestos was widely used until then because it is one of the most effective insulating materials, and it was inexpensive. It is now known to be a health hazard if inhaled. General Safety and Protection Reminder: It is strongly suggested that you take proper equipment/protection when working in the Gulf Coast areas for hazards that you might encounter. Gear needs to include masks, heavy rubber gloves, leather gloves, boots that go to the knee or higher, and be sure to have proper shots for immunization, consider including in the First Aid Kit general antibiotics (administered only by licensed personnel). Consider potential for lead poisoning and watch for snakes in with the flooded items. 21