Emergency Services

PURPOSE

This policy will:

1. Describe program operating procedures for the Kenai Peninsula Borough (KPB) Office of Emergency Management’s (OEM) program coordinator, KPB Type-III Incident Management Team (IMT-III) Volunteer Cadre, and the agencies and organizations who work with them.
2. Provide an understanding of the expected capabilities and limitations of volunteers.
3. Provide an understanding of liability issues and to establish a process for reporting accidents or injuries involving volunteers.

SCOPE

This policy applies to members of the KPB IMT-III Volunteer Cadre. The KPB OEM Program Manager for Preparedness will operate as the Program Coordinator, providing supervision and oversight for the Volunteer Cadre program. Volunteer positions will be filled at the discretion and by final approval of the Emergency Manager.

REQUIRED MINIMUM QUALIFICATIONS

Ideal applicants will possess a background as an emergency responder, with incident management, or volunteer services. Excellent communication, interpersonal skills, and the ability to work safely in a team setting are a must. Potential volunteers will, at a minimum:

1. Be a permanent resident of the Kenai Peninsula Borough
2. Be at least 18 years of age
3. Pass a comprehensive background check
4. Possess a valid Alaska driver’s license and have a good driving record
5. Able to report to designated location within a specified time frame
6. Perform assigned tasks with a minimum of accommodation (to be determined on a case-by-case basis and within ADA guidance)
7. Be familiar and proficient with technology to include Microsoft Office products

ONBOARDING PROCESS

1. Complete and return the following forms:
   1. IMT-III Volunteer Cadre Policy Acknowledgment
   2. IMT-III Volunteer Cadre Background Check Consent
2. Attend an interview

3. Successfully pass a background check
4. Complete the IMT Volunteer Cadre orientation within 30 days of team acceptance
5. Complete the Federal Emergency Management Agency’s (FEMA) Independent Study (IS) courses IS-100 and IS-700 within 30 calendar days of team acceptance. These can be found at https://training.fema.gov/is/.
6. Within 60 days develop personalized training plan with OEM staff.

VOLUNTEER DUTIES/RESPONSIBILITIES

Volunteers are full members of the KPB IMT. Potential applicants should be aware of the possibility for prolonged shift work and maintain a safety-minded focus. Training on these tasks and the equipment necessary for their successful completion will be provided. Such tasks may include:

1. Incident Support
   1. EOC support
   2. Position specific duties
   3. Call center operations
2. Evacuation Support
   1. Disaster Help Center
   2. Temporary Emergency Evacuation Point
   3. Points of Distribution/Dispersal
3. Public Outreach
   1. Public and closed events
   2. Developing and distributing media or outreach materials

BACKGROUND CHECKS

The KPB IMT-III Volunteer Cadre operates under the auspices of the KPB OEM.  It is important that volunteers be of the highest integrity and moral character possible in service to the public. As volunteers, you are trained to assist your neighbors and the community in times of extreme crisis and vulnerability.

Volunteers will be subject to background checks to be overseen and conducted by the KPB Human Resources (HR) Department. The prospective volunteer will provide the requested information (phone number and email) on the agreement attached to this document. This will be used to initiate a check, currently through “Verified First”, which will be sent to the member via the supplied contact information.

If there is reason to deny membership, the KPB HR will notify the KPB OEM of this determination. The Program Coordinator will contact the applicant and inform them of the denial.

Any changes to a member’s criminal history must be reported to the Program Coordinator.  Failure to report changes to criminal history may result in dismissal from the program. A member who is charged with a crime may be placed on temporary suspension pending the outcome of their case.

Upon successful completion of the background check, an ID badge will be issued through the KPB HR. The badge is property of the KPB and will only be used upon activation for an incident, at training, while participating in preparedness activities, or during other official business. Possession of this badge does not provide any other rights or privileges and will be surrendered to the KPB upon request.

TRAINING PROGRESSION

Volunteer Cadre members will complete an Emergency Operations Center Orientation, Call Center Orientation within 60 days of being notified of acceptance. This will be coordinated through the KPB OEM.

Members will complete FEMA’s Independent Study (IS) courses IS-100 and IS-700 within 30 days of being notified of acceptance. These can be found at FEMA’s Emergency Management Institute self-study website. These are free. Any previously completed IS courses, position specific training, or any other relevant certificates may be submitted as they are completed.

After completing initial training, members will identify positions they are interested in filling and work with OEM staff to develop a personalized training plan.

MEMBER RESPONSIBILITIES

Members will attend all IMT trainings, exercises, or other events as able. If a member is unable to attend, the member must coordinate with OEM staff in order to keep accountability. We understand that this is a volunteer position and cannot reasonably expect a member to be available at all times.

The member will be expected to present a professional image when activated or participating in KPB activities. The member will be in possession of and display their KPB badge during the course of their duties. Members will utilize provided Personal Protective Equipment (PPE) when required to do so.

The KPB OEM relies on two-way communication. The OEM will endeavor to push out all applicable information in a timely manner and expects individual members to remain in contact for their part.  If a member has been out of contact or unable to attend trainings, exercises, or responses as they arise for a period of six months, the member may be suspended until contact is re-established or removed from the roster for non-participation.

A member may be dismissed for failure or refusal to fulfill basic assignment expectations, for misconduct because of convicted civil or criminal violations, or demonstration physically or verbally that the individual is unable to work within expected requirements.  The volunteer may be dismissed if it is found that he/she has or is engaged in any type of conduct that is unbecoming of an IMT member, because each member can be viewed by the public as a representative of the KPB. The member’s identification card must be returned upon dismissal.

All violations will be thoroughly investigated by the Borough. During the investigation, involved members will be temporarily suspended from all activities, pending the outcome of the investigation. Said members will be notified as to their status by the Program Coordinator or KPB Emergency Manager. Progressive discipline includes, but is not limited to, counseling and/or written notice restricting involvement with IMT training or activities.

ACTIVATION

During a local emergency, take care of your family first. Once they are safe and secure, transition to your IMT role. A member will be notified of activation via a phone call or by notification via OEM’s “KPB Alerts” wireless notification system.

A responding member will immediately sign-in upon arrival at the EOC or other response area as directed by Emergency Manager or representative and initiate an individual log on an ICS-214 or other form.

The Incident Commander (IC), Emergency Manager, or other appropriate authority will have the right and responsibility to dismiss a member from a response if deemed necessary.

LIBAILITY

Team members will only perform tasks equal to their level of training and physical ability and at no time attempt to perform tasks beyond their scope of training and assignment directive.

Incumbent with any disaster or emergency is the risk of loss of life, limb or property.  After the emergency has passed, if loss is experienced, an assessment of responsibility and liability will need to be completed.

A volunteer, while participating in authorized activities must immediately, without delay or considerable loss of time, report the injury to the supervising entity and the OEM. Injury report forms (obtained from OEM) must be completed and returned to the OEM and received by the KPB&SD Office of Risk Management within 24 hours for Worker’s Compensation benefits to be considered. The Program Coordinator will work with the appropriate IC, supervisor, and injured member to ensure the necessary documentation is completed and submitted. In the event of a large-scale disaster that prevents reporting within 24 hours of injury then the injury must be reported as soon as possible after establishing communications with OEM. Failure to report an injury may jeopardize the member’s ability to receive worker’s compensation benefits.

REVIEW

This policy is subject to review and may undergo changes. If a major change is necessary, members will be required to re-sign the acknowledgment.

Kenai Peninsula Borough Volunteer Agreement and Policy Acknowledgment

Incident Management Team-Volunteer Cadre

Volunteers are vital to the Borough and make it possible for the Borough to deliver services to Kenai Peninsula residents during times of need. As a volunteer serving your community, you represent the Kenai Peninsula Borough. Service with the Kenai Peninsula Borough Type III Incident Management Team- Volunteer Cadre will require you to operate in the public eye during stressful events.

As such, it is important that you acknowledge and adhere to the following requirements during your volunteer service with the Kenai Peninsula Borough:

As a volunteer with the Kenai Peninsula Borough, I agree to:                                                                                     

• Conduct myself in a safe and professional manner, maintaining high standards of integrity and honesty.
• Treat all members of the public, employees, and other volunteers with respect and courtesy.
• Adhere to the requirements of the Kenai Peninsula Borough Code, Borough policies and practices, and to the instruction of my supervisors while acting in a volunteer capacity.
• Engage only in tasks or activities as directed by my supervisor(s).
• Avoid any activity that could be seen as a conflict of interest, such as accepting gifts or favors from individuals or businesses that could be seen to be an attempt to influence a Borough decision.
• Respect confidential information that is available to me as a result of my volunteer work with the Borough, and refrain from using it for personal gain or for reasons unrelated to Borough business.
• Promptly raise questions and concerns regarding possible violations of Borough policy or local, state or federal law while engaged as a volunteer, and to promptly raise any questions or concerns regarding possible violations of the law or Borough Code with my immediate supervisor or another manager within my department.
• Reinforce the Kenai Peninsula Borough’s commitment to equal employment opportunity and a work environment free of all forms of discrimination and harassment.
• Complete all required training, attend all meetings possible, and work with team leadership to remain engaged.

I acknowledge and agree that my services are provided for the convenience of the Borough and may be terminated for any reason or for no reason and at any time by the Borough without prior notice or hearing. I understand that I will not receive any compensation for my service, unless otherwise indicated and agreed to by the Borough. I, the undersigned, certify that the information stated on this agreement and release is true, complete and correct to the best of my knowledge and belief is made in good faith. I further certify that I have read and agree to abide by the conditions laid out in the Volunteer Cadre Policy.