Coastal Pollution Response Management of Volunteers Guidance Manual Product of the Emergency Response to coastal Oil, Chemical and Inert Pollution from Shipping Project Work Package 3.2 Final Supported by the European Union Project co-financed by European Regional Development Fund This publication was written by Steelhenge Consulting Ltd as the contractual completion of Work Package 3.2 of the EROCIPS Project. The principle author was Arthur Rabjohn, Director, Steelhenge Consulting Ltd. Typeset in Arial size 12 is standard text to meet disabilities guidance, every effort has been made to apply the disabilities guidance to this document. Contributed quotes from the following were all approved for use: Barrie Evans – UK Maritime and Coastguard Agency Celeste Sauls – Volunteer North Texas Andrea McConnell – Countryside Council for Wales Natalie Beau – CEDRE John Hayes – Dorset County Council Francisco Renteria – Mexicana Airlines John Arney – Centre for Structured Debriefing Gerry Jackson – Formerly Metropolitan Police Service Bob Haycock – Countryside Council for Wales The contribution of members of the International Association of Emergency Managers (IAEM) discussion list is gratefully acknowledged. CONTENTS Foreword Commissioner Danuta Hubner ........................................................................ 5 1. Introduction ................................................................................................................. 7 A. EROCIPS Project............................................................................................. 7 i. History of European coastal pollution events ......................................... 7 B. Aim and Objectives of the Management of Volunteer Guidance Manual ......... 8 i. Aims...................................................................................................... 8 ii. Objective ............................................................................................... 8 C. What are Volunteers? ...................................................................................... 8 i. Definition ............................................................................................... 8 ii. Types of volunteers............................................................................... 9 D. Using Volunteers............................................................................................ 10 i. Uses for volunteers ............................................................................. 12 ii. Risk assessment ................................................................................. 12 E. Guidance and Assistance .............................................................................. 13 2. Activation ................................................................................................................. 15 A. Volunteer Co-ordination Team (VCT)............................................................. 15 B. Calling for Volunteers..................................................................................... 17 i. Information exchange with volunteers being called............................. 19 C. Preparations for Arrival of Volunteers ............................................................ 19 i. Accommodation ................................................................................. 20 ii. Catering.............................................................................................. 22 iii. On site safety ..................................................................................... 23 a) Safety and Health Regime............................................................. 23 b) Reporting accidents / near misses................................................. 24 c) Health monitoring........................................................................... 24 iv. Equipment .......................................................................................... 25 a) Personal Protective Equipment .................................................... 25 • Training in use ............................................................................ 26 • Self provision.............................................................................. 26 v. Decontamination of volunteers........................................................... 26 • Health monitoring ....................................................................... 26 • Disposal of personal items.......................................................... 27 vi. Clean-up equipment........................................................................... 27 • Training in use ............................................................................ 27 vii. Clean-up materials ............................................................................. 28 • Safety advice.............................................................................. 28 D. Protocol.......................................................................................................... 28 i. Liabilities ............................................................................................. 29 ii. Insurance ............................................................................................ 29 CHECK LIST: Calling for Volunteers ......................................................................... 30 3. Volunteers Arrive on Scene....................................................................................... 32 A. Volunteer Reception Centre........................................................................... 32 B. Registration.................................................................................................... 34 1 C. Orientation – Briefing / Induction.................................................................... 34 i. Roles and responsibilities ................................................................... 36 ii. Personal safety ................................................................................... 37 D. Familiarisation................................................................................................ 37 E. Training .......................................................................................................... 38 i. PPE and other equipment as required ................................................ 38 ii. Handling techniques............................................................................ 38 F. Command Chains........................................................................................... 39 CHECK LIST: Volunteers Arrive ................................................................................. 41 4. Management Responsibilities ................................................................................... 43 A. Welfare........................................................................................................... 43 i. Rest and recovery............................................................................... 43 ii. Motivation............................................................................................ 44 iii. Hygiene ............................................................................................... 44 iv. Sustenance ......................................................................................... 45 v. Safety and Health................................................................................ 45 B. Medical........................................................................................................... 45 i. On site medical cover.......................................................................... 45 ii. Monitoring accidents and injuries ........................................................ 46 C. Media ............................................................................................................. 46 D. Resource Development ................................................................................. 47 i. Identification of volunteers to be given further training for future events.................................................................................. 47 CHECK LIST: Management Checklist ........................................................................ 48 5. Volunteer Dispersal................................................................................................... 50 A. Debriefing....................................................................................................... 50 B. Record Keeping ............................................................................................. 52 i. Paperwork all done ............................................................................. 52 ii. Litigation.............................................................................................. 53 C. Clean-up ........................................................................................................ 53 D. Equipment Returns ........................................................................................ 53 E. Recognition of Work Done ............................................................................. 54 CHECK LIST: Volunteer Dispersal Checklist ............................................................ 55 6. After Action Reviews ................................................................................................. 57 A. Follow up Departing Recognition ................................................................... 57 B. Lessons