Donations Management Support Annex
Template
For Use by Cities and Counties in the Development of
Emergency Operations Plans
This document was developed by the
State of Colorado’s Donations Coordination Team and
Volunteer Coordination Team in cooperation with
Colorado Voluntary Organizations Active in Disasters
Inquiries regarding this document can be directed to:
coloradovoad@gmail.com
Introduction and Instructions for Template
The Donations Management Support Annex Template was developed by the State of
Colorado’s Donations Coordination Team (DCT) as a resource for use by local Offices of
Emergency Management (OEMs). It is modeled after the State’s Donation and Volunteer
Management Support Annex as part of the State’s Emergency Operations Plan (EOP).
This template provides a suggested outline, notes on what local jurisdictions might want
to consider for each section, and sample text. The sample text is borrowed largely from
the State Plan. While the sample text may be more detailed than what most Cities/
Counties will need, it was included to provide ideas for issues that should be considered
for inclusion in the development of a donations management annex/plan. The following
are some elements to be considered when using this template:
1. This template is designed so that local jurisdictions can incorporate it into their
EOPs in the form of an annex. However, jurisdictions may opt to incorporate this
template into an Emergency Support Function (ESF).
2. The template is based on the recognition that government is often ill-equipped to
deal with the challenges of managing in-kind donations in disaster response and
recovery efforts and therefore may need to rely on partnerships with non-profit
organizations that possess experience and expertise in donations management.
3. The Donations Management Support Annex describes the coordinating processes
used to ensure the most efficient and effective utilization of unsolicited donated
goods during major emergencies and disasters. To accomplish this, local
jurisdictions should consider forming a Donations Coordination Team (DCT) to
coordinate the efforts of local government, voluntary organizations, and the
private sector.
4. This template is written with the assumption that local jurisdictions will opt to
partner with a voluntary organization for the management of in-kind donations,
however local offices of emergency management may partner with the agency of
their choice.
5. At the state and national level, Adventist Community Services Disaster Response
(ACSDR) is the lead voluntary organization for managing donations and
warehouse operations in disaster response and recovery efforts. Partnerships with
ACSDR have been formalized through MOUs with the Colorado Division of
Emergency Management (CDEM) and the Federal Emergency Management
Agency (FEMA). Cities/Counties may choose to partner with ACSDR or another
organization to manage donations.
6. Cities/Counties should consider partnering with an organization that specializes in
Information and Referral to assist in managing phone calls/inquiries from the
public through activation of their call center. At the state level, Colorado 2-1-1 is
the lead agency for Information and Referral.
7. The template provides an outline that is consistent with the National Incident
Management System (NIMS). The sample language can be modified and/or
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inserted directly into local EOPs to identify the document’s purpose, authority,
planning assumptions, concept of operations, and assigned responsibilities. The
template is a suggested outline – sections may be added/deleted as appropriate.
8. Although some of the sample language may be useful in describing activities
generic to donations management, it will be necessary for local jurisdictions to
customize and tailor the template to the unique aspects of their communities.
9. The template is not intended to substitute for the process of obtaining buy-in from
stakeholders and consensus on all elements of the final document. Local
jurisdictions are encouraged to form a planning team, such as a Donations
Coordination Team (DCT), comprised of key stakeholders to draft, review, and
approve Annex. These key stakeholders should be written into the Annex.
10. Local jurisdictions should consider utilizing the EOC Guidelines on Donations
and Volunteer Management as a hands-on tool to assist those overseeing
donations management in an EOC during activation. The EOC Guidelines on
Donations and Volunteer Management can be found at www.coloradovoad.org,
under ‘resources’ tab.
11. Jurisdictions adding a Donations Management Annex to their local Emergency
Operations Plan should consider formalizing partnerships with supporting
agencies/voluntary organizations by executing MOUs prior to an event. Sample
MOUs can be found in the EOC Guidelines on Donations and Volunteer
Management (which can be found at www.coloradovoad.org, under ‘resources’
tab).
12. The State’s Donations Coordination Team is available upon request to support
local jurisdictions with the development of their donations management plans and
can also provide EOC support in times of activation.
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Donations Management Support Annex
City/County Emergency Operations Plan - TEMPLATE
LEAD COORDINATING AGENCY:
City/County Office of Emergency Management
SUPPORT AGENCIES:
<List here key agencies engaged in the management of undesignated donations. It is at
the discretion of the city/county to determine how extensive this list should be. For
example, in the State Annex, the list is limited to agencies that are actively engaged in the
planning process with the understanding that additional agencies will be invited to
participate in an event depending on the type, scale, and location of disaster. Below are
some voluntary agencies the city/county may want to include.>





Lead Support Agency for Donations Management
Local Voluntary Organizations Active in Disaster (VOAD) or
Community Organizations Active in Disaster (COAD) and/or State
VOAD
Information and Referral agency
Other government agencies as appropriate
Other voluntary organizations as appropriate
I.
PURPOSE
<This section details the reasons for creating and maintaining a Donations Management
Support Annex that supplements the jurisdiction’s Emergency Operations Plan. This
section also identifies key coordinating entities under the plan.>
[Example] The Donations Management Support Annex outlines a
framework to facilitate the effective coordination and utilization of
undesignated, unsolicited, in-kind donations to meet the needs of affected
communities in the City/County of __________ following major
emergencies and disasters.
II.
SCOPE
<This section defines the parameters of the content in this Annex as it relates to
donations management, including key concepts regarding donations management,
geographical area, entities involved (e.g. departments, agencies, private sector), when
the Annex would be activated, and how it would be activated.
[Example] This Annex will be implemented in response to major
emergencies or disasters that overwhelm capabilities of __________
City/County to manage unsolicited, undesignated, in-kind donations.
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This Annex provides guidance on the role of the City/County of
_________ and partner agencies in donations coordination in response to
disasters. The City/County of _________ will look principally to those
private voluntary organizations with established donations systems
already in place to receive, sort, distribute, and deliver appropriate
donated goods to those affected by the disaster. The scope of the
coordination of donations management activities is outlined below.
Donations Management - involves a process for effectively
matching unsolicited, undesignated, in-kind donations with credible
voluntary organizations. The City/County of __________, along
with VOAD member agencies, encourages the public to contribute
donations to a credible voluntary agency. The City/County
encourages donations in the form of financial contributions
whenever possible.
Any reference to donated goods means unsolicited, undesignated, in-kind
donations, as described below.
Unsolicited, Undesignated, In-kind Donations - refers to goods
offered by members of the general public and/or private sector that
have not been designated to a specific agency.
When implemented, this Donations Management Annex will be
supplemental to, and will not interfere with, the established donation
coordination systems of VOAD member agencies or other voluntary
organizations.
III.
OBJECTIVE
<This section provides space for more specific information on what this Annex aims to
achieve, broken down into several key objectives.>
IV.
SITUATION
<This section provides an overview of how the jurisdiction expects to receive (or
provide) assistance within its response structure under the Donations Management
Support Annex. It may also include a statement of the type(s) of scenario(s) that could
lead to utilization of this Annex. This section might also contain an overview of issues
that will need consideration during response and recovery operations, such as which
agency is foremost in responsibility; who will be responsible for the organization of
donations management facilities; anticipation of outside assistance (state or military);
and the possibility of need to enter into agreements with outside entities>
[Example] Whenever possible and agreed upon by all parties, the
City/County of __________ will seek to partner with private voluntary
organizations with expertise in donations management, such as
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___________________ (insert name of voluntary organization here), and
will look to such agencies to provide guidance and leadership in the
design and execution of donation management systems. ____________
agency may provide staff, resources, and expertise for managing
warehouse operations, including receiving, sorting, storage, distribution,
and disposition of donated goods.
The City/County of ____________ will be responsible for the strategic
coordination of the actions of these agencies and other stakeholders with
regards to donations management.
Local governments, with the support of Voluntary Organizations Active in
Disaster (VOADs) and Community Organizations Active in Disaster
(COADs), hold primary responsibility for the coordination of undesignated
donations in a disaster. While local governments are ultimately
responsible for the coordination of donation operations, the City/County of
__________ does not possess any authority over its voluntary agency
partners. Further, the City/County of _______ will not alter or otherwise
impede the normal operations of voluntary organizations.
<Jurisdictions and individual organizations may choose to execute a Memorandum of
Understanding in order to define the roles and responsibilities of parties involved,
including the scope of services that may be provided by the voluntary organization if
activated. Sample MOUs are provided in the Attachments to this document.>
V.
AUTHORITIES
<This section cites the specific legislation or authorities that support the adoption of this
Annex and the concept of operations contained herein (This should include local, state,
and federal legislation, relevant MOUs, or other authorities that provide a basis for the
policies and procedures described in this Annex.>
[Example]
A. Local
a. City/County Emergency Ordinance/Resolution
B. State
a. Colorado Disaster Emergency Act of 1992 (Title 24, Article 32, Part
2101 et. seq., Colorado Revised Statues)
b. Article IV, Constitution of the State of Colorado; entitled the
Executive Department
C. Federal
a. Robert T. Stafford Disaster Relief and Emergency Assistance Act
(42 U.S.C. §§ 5121-5206)
b. The National Disaster Recovery Framework, February, 2010
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VI.
POLICIES
<The policy section identifies the authorities unique to the incident type, the special
actions or declarations that may result, and any special policies that may apply. >
VII. ASSUMPTIONS
<This section identifies what the planning team assumes will be true for any given
scenario that leads to the usage of the Donations Management Support Annex. This may
include reference to the importance of donations with regards to relief efforts, how
donations will be coordinated, and the consequences of ineffective donations
management.>
[Example] The City/County of _____________ recognizes that offers from
the public and private sector are important resources in response and
recovery efforts and must be effectively coordinated. In most situations,
financial contributions to credible voluntary organizations will be
encouraged. Other offers of assistance may be in the form of in-kind
donations (i.e. food, clothing, products, and equipment) or volunteered
time.
Offers of undesignated donations will need to be effectively coordinated to
ensure timely delivery of goods and services to those affected by
disasters. Such efforts must involve inter-agency collaboration among
governmental and tribal agencies, voluntary agencies, community-based
organizations, faith-based groups, the private sector, and the media.
If not effectively managed, undesignated in-kind donations can prove
detrimental to relief efforts. Unplanned deliveries of donated goods to a
disaster site can jam distribution channels, overwhelm government and
voluntary agencies, and interfere with response and recovery efforts.
Careful donations management, planning, and strategies will reduce
problems associated with unsolicited donations.
This Annex does not supersede the plans, policies, or procedures of
voluntary organizations, nor does it affect offers of donations assistance
directed to specific voluntary agencies.
VIII. CONCEPT OF OPERATIONS
<This section is designed to give an overall picture of how the response organizations
under this Annex will provide a coordinated system for managing unsolicited donations.
This section also outlines how this Annex will be activated. A description of how the
donations management function fits into the City/County EOC organizational structure is
recommended (i.e., as part of an Emergency Support Function, as part of an ICS
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Operations Section, or other depending on the management protocols of the
jurisdiction).>
[Example] This Annex may be activated when one or more of the following
triggers are met:
1. Upon request of local emergency management
2. Upon request of __________________
3. In the event of a Governor-declared disaster
Upon activation of this Annex, the OEM Director will designate a
Donations Management Coordinator to supervise the overall effort,
coordinate with appropriate agencies to determine available resources
and need, coordinate with the ESFs in the EOC, and maintain
communication with state and other government entities as appropriate.
In larger events, the City/County of ________ may seek support from the
State’s Donation Coordination Team (DCT). This team, comprised of
governmental and voluntary agency representatives, is designed to
provide assistance with donations management to local jurisdictions. The
DCT can provide support, guidance, and tools to local OEMs. Assistance
could be in the form of donations management support staff to an EOC,
general technical guidance, and/or access to a web-based tool to manage
donated offers.
Those providing donations management support will utilize the EOC
Support Guidelines for Donations and Volunteer Management as a tool
for effective execution and coordination of donation management
activities when the EOC is activated. The Guidelines are intended to
serve as a resource to assist the local jurisdiction in their operations.
However, as every event is unique, the Guidelines should be used only to
the extent appropriate and should be adjusted as needed. The EOC
Support Guidelines for Donations and Volunteer Management can be
obtained from the Lead Coordinating Agency for this Annex or from
COVOAD (go to www.coloradovoad.org under ‘resources’).
A. Unsolicited/Undesignated Donations
<Cities/Counties should identify and engage in planning efforts with a lead agency for
donations management. The State has identified Adventist Community Services Disaster
Response (ACSDR) as their Lead Support Agency. Cities/Counties may seek to partner
with ACSDR or another agency.>
1. ________________ has been identified as the Lead Support
Agency for donations management, as outlined in this Annex and
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2.
3.
4.
5.
6.
7.
8.
the MOU between the City/County of _________ and
________________.
________________ is tasked with coordinating and facilitating the
effective management and allocation of unsolicited, undesignated,
in-kind donations offered from the general public and private sector
in response and recovery efforts following a disaster.
Should the City/County of _________ determine a need for a multiagency warehouse, the OEM will submit a request to
_________________. City/County OEM will prepare a Request for
Assistance for _________________ as appropriate.
When activated, _________________ will utilize their donations
management systems- a process designed to facilitate the
matching of donated goods with credible organizations providing
relief and recovery services.
Activation of a multi-agency warehouse is the responsibility of
_________ City/County’s OEM. Activation is based on several
factors, including the type and size of event, media coverage,
donations intelligence, and flow of donated goods. When activated,
__________ agency will be tasked with managing a multi-agency
warehouse, including receiving, sorting, storage, distribution, and
overall management of donated goods.
If donated goods are requested from public and private sectors,
donors may be advised that the only items that will be accepted are
ones that have been identified as needed; have a predetermined
transportation method; and are pre-sorted, clearly labeled,
palletized, and shrink-wrapped.
Unsuitable and unneeded donations must be disposed of properly.
Whenever possible, unusable items will be recycled, distributed to
non-profit organizations, and/or donated to disaster areas in other
states.
Efforts will be made to reduce any adverse impact on local
economies resulting from distribution of large quantities of food
items and commodities.
B. Financial Contributions
1. Public messaging will emphasize that financial contributions are the
best way to assist in disaster response and recovery. Those who
wish to make a financial contribution, but do not know which
specific agency to give to, will be directed to a list of agencies
responding to the event and/or a local fund designated for the
event.
2. In situations where a Long-Term Recovery Committee (LTRC) is
formed, a system will be put in place to manage financial
contributions to address outstanding needs. This will include the
identification of a fiscal agent to support communities throughout
the state (NOTE: communities are encouraged to identify a fiscal
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agent that is independent and does not have a potential conflict of
interest).
3. Financial contributions are not accepted by local OEM, CDEM, or
other governmental entities.
C. State Sponsored Portal
<Cities/Counties may choose an alternative portal for donations management.>
1. The county may choose to activate the Colorado Donations and
2.
3.
4.
5.
6.
7.
Volunteer Management Network portal (CDVMN, aka ‘Aidmatrix’) to
support donation management efforts.
The Colorado Donations and Volunteer Management Network
(CDVMN) is comprised of potential donors (citizens, businesses,
civic groups, etc.), credible relief groups/organizations, and
government emergency management agencies.
The purpose of CDVMN is to effectively connect potential
donors/volunteers with relief agencies through the CDVMN Portal
(a web-based tool) so that response and recovery agencies are
better able to support communities following a disaster.
The CDVMN Portal is designed so that the public can enter in-kind
offers directly into the portal, and voluntary agencies needing inkind donations can view/accept offers entered into the system.
Additionally, voluntary organizations can post needed items directly
into the Portal.
The CDVMN Portal is an extension of the National Donations
Management Network (NDMN) – a tool used nationwide to manage
offers in times of disaster. Aidmatrix is the non-profit entity
responsible for maintaining, updating, and providing trainings on
the NDMN tool. The State of Colorado currently has an MOU with
Aidmatrix - allowing the State and its local jurisdictions to use the
NDMN tool as the platform for the CDVMN Portal.
The CDVMN is designed to minimize the number of unusable offers
(in-kind donations and volunteers) and provide a means for the
public to offer their assistance without converging on the disaster
site.
In situations where the Portal is not available, data collected by
2-1-1 and other organizations will be captured on pre-formatted
spreadsheets. This information will be consolidated and used to
match offers with agencies manually until data can be uploaded to
the Portal (when it becomes available).
D. Public Information
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1. The City/County OEM will provide guidance to the public on how to
most effectively help in a disaster through Public Information
Officers and/or a Joint Information Center (JIC). The agencies
under this Annex will assist in developing public messaging.
2. Messaging will emphasize that the best way to support response
and recovery efforts is though financial contributions to credible
disaster relief organizations.
3. A central phone number may be established to manage inquiries
concerning donations. Whenever feasible, it is recommended that
Colorado 2-1-1 be requested to operate call centers.
4. All inquiries concerning cash donations to a specified organization
will be referred directly to that organization. Those who wish to
make a financial contribution, but do not know which specific
agency to give to, will be directed to a list of agencies responding to
the event, and/or a local fund designated for the event.
5. The public may be provided with a single URL
(www.HelpColoradoNow.org) for information on how to help in a
disaster. This site will link users to various portals depending on the
type of inquiry.
6. Donors will be discouraged from sending undesignated in-kind
donations directly to the disaster site.
7. A template for standard public messaging on donations developed
by the DCT can be found at www.coloradovoad.org, under
‘resources’ menu.
E. Long-Term Recovery Committee
1. The City/County of _________, in collaboration with key agencies,
may facilitate the formation of a Long-Term Recovery Committee
(LTRC) to address the needs of those affected by disasters that
were not met as part of the initial response.
2. LTRC assistance targets those who have unmet needs after
assistance from all other sources (insurance, governmental and
voluntary agencies) has been provided. A LTRC may be needed in
situations where disaster victims continue to have significant unmet
needs after personal resources, insurance, and immediate disasterrelated government benefits are exhausted.
3. LTRC efforts are intended to complement, but not duplicate,
assistance already provided by FEMA, voluntary agencies, faithbased organizations, and civic groups.
4. LTRCs will assist affected individuals better understand the benefits
available to them, support them with application processes, and
make referrals to relevant agencies.
5. Local, state, and federal government agencies support the LTRC
by providing technical assistance, including helping to identify and
coordinate available recovery resources.
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6. Leadership and management of the LTRC are assumed by
representatives of the local community, faith-based, non-profit and
voluntary organizations that comprise its membership.
7. National VOAD, www.nvoad.org, has prepared a document
designed to help communities affected by disasters create,
organize, and manage Long Term Recovery Committees. It is
highly recommended that this document be delivered to the LTRC
immediately after its inception.
F. Coordination of Donations Management
1. The Lead Coordinating Agency will identify a regular time and
venue for daily/regular meetings to address donations management
issues. Meetings may take place in person or via conference call.
G. Coordination with Other ESFs
1. Depending on the nature and scale of the event, those managing
donations may need to coordinate with other ESFs, including, but
not limited to: ESF 1(transportation), ESF 6 (Mass Care), and ESF
8 (Health, Medical and Mortuary).
IX.
ROLES AND RESPONSIBILITIES
<This section describes the responsibilities of individual agencies with regards to
donation management, including the lead City/County agency as well as supporting
agencies. This section may also outline how partnerships among agencies are
formalized.>
[Example] Whenever possible and agreed to by all parties, the
City/County of _________ will strive to partner with voluntary agencies in
response and recovery efforts. Individual organizations may choose to
engage in Memorandums of Understanding (MOUs) with the City/County
to define the scope of services they may provide in an event and identify
needed resources. As a supplement to an MOU, Requests for Assistance
may also be executed in response to specific events. A Request for
Assistance is a contractual agreement between the Lead Agency and
Supporting Agency (or other voluntary organization) which clearly outlines
what services will be provided by the Supporting Agency/voluntary
organization, what costs will be reimbursable by the City/County, and what
support the City/County will provide.
The Support Agencies below operate at their own discretion and are not
obligated to fulfill the responsibilities outlined below. The City/County of
_________ holds no authority over the voluntary agencies that participate
in donation management efforts as outlined in the Annex.
[Example] A. Lead Coordinating Agency
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1. City/County Office of Emergency Management
 Coordinates overall efforts in the City/County of
____________ to manage spontaneous, unsolicited,
undesignated donations in support of affected local
jurisdictions
 Appoints a Donations Management Coordinator. The
Coordinator will:
a. Assess the situation, determine staffing
needs appropriate to the emergency
situation, and assemble team members to
handle donations management issues
b. Coordinate with appropriate agencies to
determine appropriate resources and
needs, including local emergency
management offices
c. Assist voluntary organizations in obtaining
needed services
 Identify a Lead Supporting Agency to oversee
donations management. When necessary and in
coordination with ____________, locate, lease, and
establish a donations warehouse(s) to receive, stage,
and distribute unsolicited, undesignated donations
 In cooperation with key partners, determine need for
activation of a web-based tool, such as the CDVMN
Portal (aka Aidmatrix), to assist in the management of
donated goods and services
 Execute MOUs and/or Requests for Assistance with
partner agencies, as appropriate, to support relief and
recovery efforts as they pertain to donations
management
 Identify a time for regular meetings/conference calls
to address donations management issues when webbased tool is activated
 Coordinate with supporting agencies during nondisaster times to develop, maintain, and review plans,
MOUs, and operating guidelines
B. Supporting Agencies
1. Lead Supporting Agency for Donations Management
 Serves as Lead Support Agency and subject matter
expert on donations management
 When requested by the City/County of ____________
and agreed upon by ___________, ___________ will
execute donations management system to effectively
coordinate in-kind donations management and
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

facilitate matching of donated offers to response
agencies and/or affected population
When requested by local jurisdiction, manages and
oversees a Collection Center, Multi-Agency
Warehouse and/or Distribution Center to facilitate
distribution of food, clothing, water, and other needed
items
Assists in developing procedures for managing
unsolicited, undesignated donations received through
the donations management system
.
2. Information and Referral
 When requested by the local jurisdiction and
agreed upon by _____________, establishes a
central phone number to respond to inquiries
concerning donations, provides a liaison to the
EOC if requested by EOC, and shares donations
information with all participating agencies
3. Volunteer/Community Organizations Active in Disaster
 Provide a liaison to the EOC if requested
 Provide overall coordination necessary to
expeditiously access the resources of
VOAD/COAD member agencies
 Facilitate communication among VOAD/COAD
member agencies with regards to relief and
recovery efforts
 Notify VOAD/COAD member agencies when
activated under this Annex
X.
FINANCIAL MANAGEMENT
<This section describes the limits of financial responsibility borne by the City/County
and the conditions under which reimbursement of Supporting Agency costs are eligible>.
[Example]
1. Supporting Agencies are responsible for recording and tracking
their own costs and expenditures and seeking reimbursement from
appropriate sources after an event.
2. Following a Presidential Disaster Declaration, reimbursement of
eligible expenditures may be provided by FEMA in accordance with
Stafford Act program guidelines.
3. For federal declarations authorizing Public Assistance under the
Stafford Act, the hours volunteers spend performing disasterrelated work may be used to help offset the non-federal 25%
match. A reasonable hourly rate may be assigned and all hours
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must be documented to include name of volunteer, dates/hours
worked, and a brief description of the activity performed.
4. The City/County is not responsible for the disaster-related costs of
Supporting Agencies, except as defined in formal Memorandums of
Understanding or through formal Requests for Assistance made by
the City/County of ___________ and accepted by the cooperating
agency at the time that their services are needed.
5. Reimbursements (federal and state) will be contingent on sound
documentation and record keeping, consistent with National
Incident Management Systems (NIMS) framework.
6. Agencies that receive donated resources should document donor
names and addresses, specific items donated, how they were used
and for what purpose, and final disposition of the donations.
Organizations accepting donations of cash and/or goods will follow
applicable internal audit policies and procedures.
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ATTACHMENTS
GLOSSARY OF ACRONYMS
 ACSDR – Adventist Community Services Disaster Response
 ARC – American Red Cross
 CDEM – Colorado Division of Emergency Management
 CDPHE – Colorado Department of Public Health and Environment
 CDVMN – Colorado Donations and Volunteer Management Network
 COVOAD – Colorado Voluntary Organizations Active in Disaster
 CVM – Colorado Volunteer Mobilizer
 CVCN – Colorado Volunteer Center Network
 DCT – Donations Management Team
 EOC – Emergency Operations Center
 ESF – Emergency Support Function
 FEMA – Federal Emergency Management Agency
 JIC – Joint Information Center
 LTCR – Long-Term Recovery Committee
 MOU – Memorandums of Understanding
 NDMN – National Donations Management Network
 NIMS - National Incident Management Systems
 VAL – Voluntary Agency Liaison
 VDC - Volunteer Donations Center
 VCS – Volunteer Coordination System
 VCT- Volunteer Coordination Team
 VOAD – Voluntary Organizations Active in Disaster
ATTACHMENTS
A. Suggested Organizational Chart
B. COVOAD Information and Member Agencies
C. Colorado Volunteer Center Network (CVCN)
D. Colorado 2-1-1 Call Centers and Regional Map
E. Public Messaging
F. Sample MOUs
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Attachment A
Suggested Organizational Chart
For Donation and Volunteer Management Efforts
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Attachment B
COVOAD Information and Member Agencies
COVOAD Information
Colorado Voluntary Organizations Active in Disaster (COVOAD) is the Colorado
state chapter of National Voluntary Agencies Active in Disasters (NVOAD). It
consists of organizations active in disaster response through the state of
Colorado.
The purpose of COVOAD is to bring together voluntary organizations active in
disaster services to foster more effective service to the people of
Colorado affected by disaster through Communication, Coordination,
Cooperation, and Collaboration.
COVOAD Member Agencies and Regional COADs/VOADs
For the most comprehensive and up to date list of COVOAD Member agencies
and information on how to contact regional COADs/VOADs around the state,
please go to the COVOAD web site at www.coloradovoad.org
Contact COVOAD
Phone: 20C-OLO-VOAD
Web: http://www.coloradovoad.org/
For contact information for COVOAD leadership, please go the COVOAD
website.
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Attachment C
The Colorado Volunteer Center Network
Donations Management Support Annex - Template
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Attachment D
Colorado 2-1-1 Call Centers
Locations and Contact Information
Region
1
Organization
United Way of Weld County
Center Contact Information
2-1-1 Call Center:
(970) 353-8808 or
1-800-559-5590 (Toll Free)
TTY/TDD: 7-1-1 or (800) 659-3656
Fax: (970) 353-4738
Email:
uwwc@unitedway-weld.org
Website:
www.unitedway-weld.org
2
Mile High United Way
2-1-1 Call Center:
(303) 561-2111 or
1-866-760-6489 (Toll Free)
TTY/TDD: 7-1-1 or (800) 659-3656
Fax: (303) 455-6462
Email:
211colorado@unitedwaydenver.org
Website:
www.unitedwaydenver.org
3
United Way of Larimer County
2-1-1 Call Center:
(970) 407-7066 or
1-866-485-0211 (Toll Free)
TTY/TDD: 7-1-1 or (800) 659-3656
Fax: (970) 407-7011
Email:
connect211@uwaylc.org
Website:
www.uwaylc.org
4
Western Colorado 2-1-1
2-1-1 Call Center:
(970) 244-8400 or
1-888-217-1215 (Toll Free)
TTY/TDD: 7-1-1 or (800) 659-3656
Fax: (970) 257-2219
Email:
wc211@mesacounty.us
Website:
www.wc211.mesacounty.us
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5
Pikes Peak United Way
2-1-1 Call Center:
(719) 955-0742 or
1-866-488-9742 (Toll Free)
TTY/TDD: 7-1-1 or (800) 659-3656
Fax: (719) 632-8139
Email:
tapestry@ppunitedway.org
Website:
www.ppunitedway.org
6 – San Luis Valley
Pikes Peak United Way
2-1-1 Call Center:
(719) 955-0742 or
1-866-488-9742 (Toll Free)
TTY/TDD: 7-1-1 or (800) 659-3656
Fax: (719) 632-8139
Email:
tapestry@ppunitedway.org
Website:
www.ppunitedway.org
6 – Southwest CO
Western Colorado 2-1-1
2-1-1 Call Center:
(970) 244-8400 or
1-888-217-1215 (Toll Free)
TTY/TDD: 7-1-1 or (800) 659-3656
Fax: (970) 257-2219
Email:
wc211@mesacounty.us
Website:
www.wc211.mesacounty.us
2-1-1 for Southeast CO
2-1-1 Call Center:
(719) 583-6611 or
1-800-762-6169 (Toll Free)
TTY/TDD: 7-1-1 or (800) 659-3656
Fax: (719) 544-7831
Email:
211@srda.org
Website:
www.211help.net
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Donations Management Support Annex - Template
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Colorado 2-1-1
Regional Map
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Attachment E
Sample Public Messaging
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Attachment F
Sample Memorandums of Understanding
MOU with 211
Memorandum of Understanding
Between the Colorado Division of Emergency Management and
The Colorado 2-1-1 Collaborative
For Information and Referral Services in the Event of a Disaster
CDEM
9195 East Mineral Avenue, # 200
Centennial, CO 80211
720-852-6700
Director:
Contact Person:
Colorado 2-1-1 Collaborative
(Please see attachment for complete list of
contact information for Colorado 2-1-1
Collaborative member agencies)
Introduction
The State of Colorado, Division of Emergency Management (CDEM), through its Emergency
Operations Plan, is the lead agency for overall disaster planning, preparedness and coordination.
To ensure effective and timely dissemination of information to the general public in the event of a
disaster, CDEM seeks to partner with the Colorado 2-1-1 Collaborative to provide information
and referral services as part of the State’s comprehensive Emergency Operations Plan. The
Colorado 2-1-1 Collaborative encompasses seven call centers throughout the State of Colorado.
This Memorandum of Understanding (MOU) outlines the basic framework for how CDEM and
the Colorado 2-1-1 Collaborative will operate in partnership should the Collaborative stand-up
one or more call centers at the request of the State.
Purpose
I. To clarify the respective roles and responsibilities of the Colorado 2-1-1 Collaborative
and CDEM in disaster planning, preparedness, and coordination with regards to public
information and referral services.
II. To serve as the basis for mutual understanding by which resources of the Colorado 2-1-1
Collaborative and CDEM will be effectively coordinated and utilized to assist the citizens
of Colorado access needed information in the event of a disaster.
Method of Cooperation
This agreement may become effective based on a disaster declaration by the Governor, and/or at
the request of CDEM, and may be terminated by either party with a minimum of 48 hours notice
so as not to cause hardship on the operation. When activated, the Colorado 2-1-1 Collaborative
and CDEM will collaborate to ensure timely and effective information and referral services in the
event of a disaster.
This MOU may be supported, when appropriate, by a formal mission assignment between the
State and one or more Colorado 2-1-1 Collaborative member agencies. Such a mission
assignment will outline specific expenses the State will reimburse to Colorado 2-1-1
Collaborative member agencies and delineate the period of time within which expenses incurred
will be eligible for reimbursement.
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It is mutually understood that the Colorado 2-1-1 Collaborative member agencies will maintain
their operational autonomy should any (or all) of them be activated to open a call center. It is
further understood that the activation of a call center at the request of the State is at the discretion
of Colorado 2-1-1 Collaborative member agencies.
Roles
When activated, and agreed upon by the Colorado 2-1-1 Collaborative member agencies, the
Collaborative will:
 Provide information and referral services to the Colorado community in the event of a
disaster. Such information may include, but is not limited to: disaster related emergency
public information, general assistance, information on shelters, roadway information,
local assistance center locations, mental health resources, food banks and
donation/volunteer opportunities.
 Adapt its normal information gathering and service delivery procedures to meet the
circumstances of specific disasters.
 Aggressively seek critical information, as it emerges, and actively disseminate such
information to the general public, including: individuals impacted by the disaster,
evacuees, concerned citizens outside of the affected areas, disaster response agencies, the
media, and the general public.
 Conduct trend analysis for tracking community needs and unmet needs and forward
reports to CDEM and the State’s Donations Coordination Team and Volunteer
Coordination Team.
 Enter offers of assistance into the State hosted Colorado Donations and Volunteer
Management (CDVMN) database, on behalf of general public when needed.
 Actively participate in the State’s Donations Coordination Team and Volunteer
Coordination Team throughout the year in support of disaster response planning and
response efforts.
 Provide a single member agency to serve as the fiscal agent to the State for all
reimbursements associated with this MOU and associated mission assignments. At the
time of signing, Mile High United Way is identified as the fiscal agent (the Collaborative
may change the fiscal agent at any time).
Colorado Division of Emergency Management
When activated, CDEM will:
 Support Colorado 2-1-1 Collaborative member agencies with costs associated with the
activation of call centers. Support may include, but is not limited to, costs associates
with: equipment and supplies for call center operations, tele-communication related
expenses, Resource Books (a tool developed by 2-1-1 at the national level to assist in
disaster situations), and extraordinary staffing expenses (not regular hours of full-time
employees). The State may also assist through provision of operating space and
associated utilities if needed.
 Coordinate with local, state and federal government agencies, non-profit relief agencies
and the private sector in support of Colorado 2-1-1 Collaborative member agencies
operating call centers.
 Facilitate effective communication flow between the State and 2-1-1 to ensure 2-1-1 has
timely and accurate information. This may include access to the State’s Joint Information
Center, Emergency Operation Center, and/or direct communication with state-level
public information officers.
 Ensure Colorado 2-1-1 Collaborative member agencies have necessary access to, and
training on, the CDVMN web-based tool.
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
Reimburse Colorado 2-1-1 Collaborative member agencies for agreed upon call center
related costs beyond normal operating expenses - as outlined in a mission assignment.
Colorado 2-1-1 Collaborative
Member agencies work collaboratively, yet remain independent entities. The Colorado 2-1-1
Collaborative member agencies work as a consortium of information and referral call centers and
does not possess operational capacity in it own right. The Colorado 2-1-1 Collaborative member
agencies reserve the right to decline any mission assignment.
MOU Renewal
This MOU is to be renewed annually.
Date: _________________________________
Date: _________________________________
Agency: ______________________________
Agency: ______________________________
Name/Title:____________________________
Name/Title:____________________________
Signature: _____________________________
Signature: _____________________________
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MOU with CVCN
Memorandum of Understanding
Between the Colorado Division of Emergency Management and
The Colorado Volunteer Center Network
For Management of Unaffiliated Volunteers in the Event of a Declared Disaster
The authority for this Memorandum of Understanding (MOU) resides in the Colorado Revised
Statutes and the Colorado Emergency Operations Plan, the Volunteer and Donations Management
Annex. In an effort to provide support and stability to the community based voluntary agencies
requiring volunteer support, the Colorado Division of Emergency Management (CDEM) and
________________________, as indicated by their signatures below, enter into the following
agreement.
______________________ may provide leadership and training for staff and community based
volunteers to coordinate the flow of unaffiliated volunteers.
______________________ may make volunteers available to recognized local disaster response
organizations to meet their disaster-specific needs for support.
______________________ may maintain a database of unaffiliated volunteers and their
assignment to local disaster response organizations.
______________________ may transition the overall operation to local volunteer organizations
when they are able to assume and accept this responsibility.
______________________ may incur necessary expenses upon receiving a written request made
by the CDEM.
CDEM may coordinate with other state agencies, local government agencies, local and national
private organizations, as well as with other private relief agencies, to support
______________________ when assistance in the management of unaffiliated volunteers is
needed. That support may include, but not be limited to, providing operating space and
associated utilities, equipment and supplies for volunteer reception center operations and
offsetting some of the costs of staffing volunteer reception centers, including travel-related
expenses (lodging, meals, mileage) and extraordinary staffing expenses (not regular hours of fulltime employees).
This agreement may become effective as needed and requested, based on a disaster declaration
by the Governor, and may be terminated by either party with sufficient notice with a minimum of
48 hours notice so as not to cause hardship on the operation. This MOU may be supported, when
appropriate, by a formal mission assignment between the State and ______________________
that delineates the period of time within which ______________________ expenses may be
eligible for reimbursement.
Colorado Volunteer Center Network (CVCN) member agencies work collaboratively, yet remain
independent entities. CVCN works as a consortium of volunteer centers that does not possess
operational capacity in it own right, and its member agencies reserve the right to decline any
mission assignment.
Date: _____________________________
Date: _____________________________
Name: _____________________________
Name: _____________________________
Director, CDEM __________________________
Director, CVCN _____________________
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MOU with ACS DR
Memorandum of Understanding between the
County of_________________, Office of Emergency Management (OEM) and
The Rocky Mountain Conference of Seventh-day Adventist
Adventist Community Services Disaster Response
For Managing Donated Goods in the event of a State Declared Disaster
The authority for this Memorandum of Understanding (MOU) resides in the County of_________
in the State of Colorado Emergency Operations Plan, Volunteer and Donations Management
Annex. In an effort to provide support and stability to the community based voluntary agencies
distributing donated goods, the County of ______________ Office of Emergency Management
and ACS DR RMC enter into the following agreement:
 ACS DR will provide leadership and training for community based volunteers to
coordinate the flow of incoming undesignated donated goods.
 ACS DR will make goods available to recognized local organizations carrying on a
recognized distribution program.
 ASC DR will supply, upon request, the appropriate National Donation Management
Network (NDMN) logon information to view the inventory to County, State, Tribal,
or FEMA officials.
 ASC DR may provide management of a multi-agency warehouse (MAW) and train
and supervise local volunteers in receiving, sorting, packing and inventorying
donated goods.
 ACS DR may transition the overall operation to a response organization when they
are able to assume and accept this responsibility.
 ASC DR may make necessary purchases upon receiving a written authorization
made by the State of Colorado OEM. These purchases will be in compliance with the
County’s procurement policy for purchasing such items.
 The County OEM will coordinate with other tribal, state agencies, local government,
local and national private organizations, as well as with other private relief agencies,
to support ACS DR where donated resources cannot meet the need. The support
may include, but not be limited to providing warehouse space and associated
utilities, equipment and supplies for warehouse operations.
The agreement will become effective as needed and requested, based on disaster declaration by
the County Commissioners of ____________________ and may be terminated by either party
with sufficient notice (a minimum of two weeks) so as not to cause hardship on the operation.
The MOU will be supported, when appropriate, by a formal assignment that delineates the period
of time within which ACS DR Expenses will be eligible for reimbursement. ACS DR reserves
the right to decline any mission assignment.
________________________ ________
Adventist Community Services Disaster Response
____________________________
Date
______________________________
County of________________, Colorado
__________________________
Date
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Volunteer Reception Center – Criteria for Site Selection
Spontaneous unaffiliated volunteers that come forward following a disaster event need to
be effectively coordinated and, where appropriate, affiliated with a response agency. The
establishment of a Volunteer Reception Centers (VCR) can be an effective means of achieve
this. A VRC and its use in context of the overall response to an emergency will be critical to
successful, safe use of volunteer resource. Below is a list of criteria that should be
considered when selecting a VCR site. However, exact specifications will differ depending on
the size, scope, and nature of the event. The Office of Emergency Management should
coordinate with a representative from the agency selected to manage the facility to confirm
what criteria is needed for the particular event.
GENERAL SITE SELECTION CRITERIA:
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Easily accessible by car or alternate transportation (if public transportation
continues to
operate)
Parking considerations
Good visibility and locations for signage
Distinct from the incident site
Close proximity to major volunteer worksite (if possible)
Ability to designate an area specifically for medical and/or public health volunteers
IF space is to be shared
Access to hydration, rest rooms
Security considerations (ability to control entrance/egress of volunteers)
Structure/Infrastructure support (power systems with back-up power)
Lighting considerations
HVAC considerations
Handicap accessibility considerations
VOLUNTEER RECEPTION CENTER (VRC) SITE SELECTION
SPECIFIC CRITERIA:
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Large room with adjacent rooms or possibility of separated areas
Two accessible entrances/exits
‘Staging area’ is a waiting area separate from main processing area (with seating)
Wall space
Waiting area situated in the center of the room for maximum visibility (with
seating)
Access to nutrition/hydration for both VRC staff and incoming/waiting volunteers
Computer/internet access
Wireless communications access (low interference)
Storage area (separated and controllable)
Quiet area (separated and controllable)
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Agreements and Facilities Specifications for Donations Management
Multi Agency Warehouse (MAW) Agreement
Agreement between the County of _______________ OEM in the state of Colorado and
The Rocky Mountain Conference of Seventh-day Adventist
Adventist Community Service Disaster Response) (ACS DR)
In an effort to provide support and stability to the community based voluntary agencies
distributing donated goods, The County of ________________OEM and Adventist
Community Services Disaster Response enter into the following agreement:
1. ACS DR will provide leadership and training for community based volunteers to
coordinate the flow of incoming undesignated donated goods.
2. ACS DR will provide management of a multi-agency warehouse and supervise local
volunteers in receiving, sorting, packing, and inventorying donated goods.
3. ACS DR will make all goods available to recognized local organizations engaged in a
rebuilding program.
4. Upon request, ACS DR will supply the appropriate National Donation Management
Network (NDMN) logon information to view the inventory of Local, State, Tribal, or FEMA
officials.
5. ACS DR will turn over the overall operation to a local volunteer organization when they
are able to assume and accept this responsibility.
When donated resources cannot meet the need, the County of ____________ will support the
operation with, but not limited to, the following:
 Warehouse space (100,000 - 250,000 sq. ft.), depending on the scope of the disaster
 Utilities and phone service (8 voice lines, 2 modem line)
 High speed internet connection to use the NDMN System, DSL, Cable Modem or T-1
 Forklift (4) & fuel with reorder capability
 Trucking (delivery of goods to distribution centers)- 1-cargo van & 2 - 24' straight
trucks & fuel
 Tables and chairs (25 tables [8'] & 20 chairs)
 Stretch Wrap ___rolls with reorder capability
 5 computers, 2 printers, 1 Copier and paper
 Operational expense if needed for the NDMN systems
 20" x 20 x 12 5/8") & tape (2,000 boxes + 100 rolls packing @50 yds. each)
 Pallets & pallet jack (200 pallets & 6 pallet jacks)
 Dumpster service 1 - (20 - 30 cu. yds.) with on demand service
 Office supplies - Paper, pens, markers. etc.
Either party may terminate this agreement with sufficient notice of a minimum of 48 hours notice
so as not to cause hardship on the operation.
_________________________________
___________________________
Adventist Community Services Disaster Response
Date
_________________________________
County of________________, Colorado
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Date
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Community Collection Center/s (CCC) Agreement
Agreement between the County of _______________OEM and
The Rocky Mountain Conference of Seventh-day Adventist
Adventist Community Services Disaster Response (ACS DR)
In an effort to provide support and stability to the community based voluntary agencies
distributing donated goods, The County of __________________OEM and Adventist
Community Services Disaster Response (ACS DR) enter into the following agreement:
1. Adventist Community Services will provide leadership and training for community based
volunteers to coordinate the flow of incoming undesignated donated goods.
2. Adventist Community Services will provide management of a community collection center
and supervise local volunteers in receiving, sorting, packing, and inventorying donated goods.
3. Upon request, Adventist Community Services will supply a copy of the most current
inventory to Local, State, Tribal, or FEMA officials.
4. Adventist Community Services will turn over the overall operation to a local disaster
response organization when they are able to assume and accept this responsibility.
When donated resources cannot meet the need, the County of _______OEM will support the
operation with, but not limited to, the following:

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Store front space (10,000 - 25,000 sq. ft.), depending on the scope of the disaster
Utilities and phone service (2 voice lines, 2 /modem line)
High speed internet connection to use Inventory, Donation & Volunteer
Management Software, Systems DSL, Cable Modem or T-1
Forklift (1) & fuel with reorder capability
Trucking (for delivery of goods to distribution centers and/or MAW) 2 - 24'
straight trucks & fuel
Tables and chairs (75 tables [8'] & 20 chairs)
Stretch Wrap with reorder capability
5 Computers, 2 Printers, 1 Copier and paper
Operational expense for Inventory, Donation & Volunteer Management Software
Systems
20" x 20 x 12 5/8") & tape (4,000 boxes + 200 rolls @50 yds. each)
Pallets & pallet jack (200 pallets & 3 pallet jacks)
Dumpster service 1 - (20 - 30 cu. yds.)
Office supplies - Paper, pens, markers, etc
Desks (as needed)
Either party may terminate this agreement with sufficient notice of a minimum of 48 hours notice
so as not to cause hardship on the operation.
________________________________
____________________________
Adventist Community Services Disaster Response
Date
________________________________
County of________________, Colorado
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Date
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Emergency Distribution Center (EDC) Agreement
Agreement between County of _____________________ OEM in the State of Colorado and
The Rocky Mountain Conference of Seventh-day
Adventist Community Services Disaster Response
In an effort to provide support and stability to the community based voluntary agencies
distributing donated goods, the county of ____________________and Adventist Community
Services Disaster Response enter into the following agreement:
1.
Adventist Community Services will provide leadership and training for community based
volunteers to coordinate the flow of incoming undesignated donated goods.
2.
Adventist Community Services will provide management of a community collection
center and supervise local volunteers in receiving, sorting, packing, and inventorying
donated goods.
3.
Upon request, Adventist Community Services will supply a copy of the most current
inventory to Local, State, Tribal, or FEMA officials.
4.
Adventist Community Services will turn over the overall operation to a local disaster
response organization when they are able to assume and accept this responsibility.
When donated resources cannot meet the need, the County of _______OEM will support the
operation with, but not limited to, the following:
 Store front space (10,000 - 25,000 sq. ft.), depending on the scope of the
disaster
 Utilities and phone service (2 voice lines, 2 fax/modem line)
 High speed internet connection to use Inventory, Donation & Volunteer
Management Software, Systems, DSL, Cable Modem or T-1
 Forklift (1) & fuel with refuel capability
 Clothing racks (100)
 Tables and chairs (75 tables [8'] & 20 chairs)
 Stretch wrap with reorder capability
 5 computers, 2 printers, 1 copier and 1 fax (each and paper with reorder
capability)
 Operational expense for Inventory, Donation & Volunteer Management
Software Systems
 Pallets & pallet jack (200 pallets & 3 pallet jacks)
 Dumpster service 1 - (20 - 30 cu. yds.) (with on demand service)
 Office supplies - Paper, pens,markers, etc.
 Desks (as needed)
Either party may terminate this agreement with sufficient notice of a minimum of 48 hours notice
so as not to cause hardship on the operation.
_________________________________
Adventist Community Services Disaster Response
____________________________
Date
_________________________________
County of________________, Colorado
____________________________
Date
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