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DATE:
TO:
FROM:
SUBJECT
STAFF REPORT
CITY COUNCIL
August 21, 2012
Honorable Mayor and City Councilmembers
Joni Pattillo City Manager""'
CITY CLERK
File #700 -20
Revisions to the Personnel System
Prepared by Lexi Wang, Human Resources /Administrative Services Intern
EXECUTIVE SUMMARY:
The City Council will consider adding a Disaster Service Worker (Volunteer) classification to
City's Personnel System to strengthen the City's available resources in the event of a disaster.
Staff believes that creating a pool of pre- screened and readily available local disaster service
workers can efficiently match available human resources to areas of needs during a disaster.
FINANCIAL IMPACT:
None.
RECOMMENDATION:
Staff recommends that the City Council adopt the proposed Resolution amending the
Classification Plan.
U Submitted By Reviewed By
Human Resources Director Assistant City Manager
DESCRIPTION:
The City of Dublin is located in an area faced with the risk of being involved with a "typical"
California disaster. This is due to the fact that the City is: 1) in the vicinity of major earthquake
fault(s); 2) in the path of major civilian and military air traffic lanes; 3) has major highways and
several main routes of travel traversing it; and 4) has occupancies using hazardous materials.
The potential for a major disaster is present, but it is anticipated that there will be an enormous
unmet human resource needs during such event. To increase and better manage volunteer
efforts during those difficult times, City Staff recommends the addition of a Disaster Service
Worker Volunteer (DSWV) classification. Under this classification, City can recruit and pre-
screen interested local residents and place them in their respective area of expertise prior to an
emergency.
Page 1 of 2 ITEM NO. 3.3
Under Dublin's Comprehensive Emergency Management Plan, the Emergency Operation
Center (EOC) is mobilized when disaster strikes and serves as the center of the City's
emergency operations. The EOC is divided into the Operations, Planning, Logistics, and
Finance sections. Attachment 1 shows where each section falls under and what sub - sections
are included. Each section is assigned different components of emergency response duties that
must be performed efficiently to ensure success to the overall operation. Disaster service worker
volunteers (DSWV) fall under the Logistics Section of the EOC, and is managed by Human
Resources. When an emergency occurs, Human Resources (Personnel) will become the
primary contact between areas of needs and available resources. With a pool of pre- screened,
readily available volunteers, Personnel can proactively assemble volunteers, identify their useful
skills and experience, and correctly assign them to areas of needs. Successful implementation
of this program will decrease administrative chaos associated with spontaneous volunteers, will
place volunteers at useful posts, and will focus all relief efforts on meeting immediate needs.
Exhibit A to the proposed resolution (Attachment 2) provides greater details on disaster service
worker volunteer's duties and qualifications.
In 2003, the City of Dublin went through the appropriate accreditation process to become an
accredited Disaster Council. This accreditation allows disaster volunteers to register as disaster
service worker volunteers in the DSW Volunteer Program (DSWVP). DSWVP is a State
sponsored program that provides registered volunteers with Worker's Compensation if they are
injured performing disaster service work and, in addition, provides the City with limited immunity
from liability.
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
Not Applicable.
ATTACHMENTS: 1. Dublin Emergency Operations Center (EOC) Organization Chart
2. Resolution Amending the Classification Plan w /Exhibit A - Disaster
Service Worker (Volunteer) Job Description
Page 2 of 2
EOC Organization Chart
City Council
EOC Director I Scribe
Emergency Services Public Information
Legal Officer Coordinator Officer
ATTACHMENT
RESOLUTION NO. -12
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * **
AMENDING THE CLASSIFICATION PLAN
WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted
Resolution No. 30 -84 and subsequent resolutions which comprise the Classification Plan; and
WHEREAS, it is necessary to periodically add and revise job descriptions in the Classification
Plan to reflect current responsibilities and laws.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30 -84 and subsequent
Resolutions shall be amended to the following positions:
Disaster Service Worker (Volunteer)
BE IT FURTHER RESOLVED that this document shall become a part of the official
Classification Plan for the City of Dublin; and that the changes contained herein shall be
effective August 21St, 2012.
PASSED, APPROVED AND ADOPTED this 21St day of August, 2012, by the following
vote:
AYES-
NOES-
ABSENT-
ABSTAIN-
ATTEST-
City Clerk
Mayor
ATTACHMENT 2
Date Adopted: August 21, 2012
Date Revised:
Title: Disaster Service Worker (Volunteer)
FLSA:
SALARY: Volunteer, Unpaid
General Purpose:
There are enormous unmet human resource needs during a catastrophic event, and having a well - managed
reserve of volunteers who are ready to respond whenever disasters strike is an extreme valuable
community asset. When a disaster strikes, there are only limited amount of local responders to perform
tasks associated with disaster response and recovery. Requesting help from other cities or counties will
often delay the entire process and relief efforts cannot reach those in need fast enough. During these
difficult times, many compassionate local community members often step up and assist official responders
with many rescue and recovery tasks; however, this unexpected influx, with good intentions, might disrupt
the process of recue and create extra work for the responders who are primary concerned with meeting
immediate needs. The Disaster Worker Volunteer Program is created to better manage volunteers who
often step forward during times of crisis and to efficiently place them in the right place under proper
supervision to maximize their valuable relief efforts. It is also a great way to bond individuals together
during such difficult times and channel positive energy throughout the community.
Distinguishing Characteristics:
Disaster Service Worker (volunteers) may be a care & shelter worker, a reserve policeman, an auxiliary
fireman, an emergency welfare worker, a communications specialist, a medical worker, a transportation
specialist, a clerk, or anyone who can contribute his or her services to protect the health and safety and
preserve the lives and property of the Dublin community. Their primary function is to aid in serious
incidents that does not include the day -to -day emergency response activities typically associated with
Firefighting or Law Enforcement. During an emergency, volunteers will work under the supervision of an
officially employed responder and cannot receive any pay, monetary or otherwise, for their services.
Essential Duties and Responsibilities:
The following duties are normal for this classification. The omission of specific statements of duties does
not exclude them from the position if the work is similar, related or a logical assignment to this class.
Volunteers are expected to be on -call when large incidents and disasters occur. These major events
include, but are not limited to, earthquakes, severe storms, tornadoes, flash floods, landslides, floods, fires,
and unusual incidents that can arise out of terrorism, urban unrest or mass actions.
EXHIBIT A
Whenever such large incidents occur, volunteers are to assist professional responders such as police
officers, firefighters, building inspectors, care & shelter support and general emergency operations support
with any tasks associated with disaster response and recovery. Possible tasks include, but are not limited
to:
Care & Shelter. Assist in accruing and providing food, clothing, bedding, shelter, and rehabilitation aid;
register evacuees to promote reuniting families and to support the needs of special populations; compile
authoritative lists of deceased and missing persons; and other phases of emergency human services, such
as maintaining morale and administering to the mental health, religious or spiritual needs of persons
suffering from the effects of the disaster.
Logistics. Under the direction of the Chief of Logistics and /or designee, assist in procurement,
warehousing, and release of supplies, equipment materials, or other resources. Assist in mobilization and
utilization of public and private transportation resources required for the movement of persons, materials,
and equipment.
Search and Rescue. Under the direction of the appropriate authority, perform search and rescue operations
in one or more of several areas including: search and rescue; urban search and rescue; or mine and
confined space rescue.
Safety Assessment Inspector. Survey, evaluate and assess damaged facilities for continued occupancy or
use; assist in emergency restoration of facilities for utilities, transportation, and other vital community
services; and provide recommendations regarding shoring or stabilization of damaged or unsafe building
or structures.
Emergency Volunteer Center. Establish and manage volunteer reception station; distribute forms to
potential volunteers; direct people with non - volunteer related inquiries to the appropriate source; post
urgent volunteer resource needs; establish and manage volunteer intake and referral station; conduct brief
interview with prospective volunteers; register volunteers as Disaster Service Workers; ensure completion
of required paperwork and administration of Loyalty Oath.
Any clerical/administrative support wherever needed.
Minimum Qualifications:
To become a Disaster Service Worker Volunteer with the City of Dublin, one must:
Be in good health.
Be at least 18 years of age.
Have application on file.
Pass background check.
Have means of transportation.
Knowledge of:
First Aid, CPR/AED, or any other emergency response knowledge are highly desired but are not required.
Ability to:
EXHIBIT A
Help those in distress in a calmly manner.
Be available and respond to a disastrous event on short notice.
Work in adverse conditions such as those resulting from a natural or man -made disaster.
Work in a fast paced environment.
Work under pressure.
Safely operate a motor vehicle.
Accurately follow oral and written instructions.
Use good judgment in executing duties.
Carry out basic clerical/administrative tasks.
Be considerate of people going through difficult situations.
Help those that might need special care and attention.
Be flexible with work environment, i.e. alone, with a partner, or in a group.
Be patient and use good public relation skills.
Stay alert and be aware of what is happening around you to ensure personal safety.
Interpret a second language is desirable but not required.
Training and Experience:
No training or prior experience required for this program, but any familiarity with CERT, safety
assessment, first aid, shelter assistance, traffic control, radio communications, accounting, data entry,
child care, animal care, customer service, debris removal, food preparation service are highly desirable.
Desired Licenses and Certificates; Special Requirements:
Possession of a valid California Class C drivers' license (desired) and Certificate of Automobile Insurance
(desired) for Personal Liability.
Please indicate if you have any related certificate such as First Aid, CPR/AED, HAM Radio License when
filling out the Disaster Service Worker Volunteer application.
Individuals will be fingerprinted for background check purposes.
EXHIBIT A