INCIDENT
MANGEMENT TEAM
HANDBOOK
September 20, 2016
Incident Management Teams
Table of Contents
Page
General Information
 Introduction
 Definitions
 TBM Web Site
 IMT Information on web site
 ICS Forms on web site
 DR Form information on web site
 Reference Information on web site
 TBM Address & Contact Information
 General Information-Units/Volunteers
 General Information-IMT Volunteers
 Report Distribution
 Typical Staffing
 General Qualifications
 Specific Qualifications
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General IMT Duties
 Incident Commander
 Logistics Officer
 Operations Officer
 Safety Officer
 Administration Officer
 Staff Chaplain
 Planning Officer
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Forms and Templates Examples
 Church Agreement Form
 Facility Walk Through Form
 Volunteer Sign in Sheet Example
 Volunteer Master List Example
 Contact List Example
 Resource Tracking Example
 Day Posting Example
 “Flyer” Example - English
 “Flyer” Example – Spanish
 Work Request Tracking – Page 1 – Data Entry
 Work Request Tracking – Page 2 - Summary
 Work Request Tracking – Page 3 – Reports
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Incident Management Teams
GENERAL INFORMATION
Introduction
 This Handbook is written as a general guideline for a Texas Baptist Men
deployed IMT. Exact procedures and assignments will be determined by the
circumstances of the deployment and the Incident Commander.
 All forms, examples and links are available on the TBM web site. Forms,
examples and links are also located on the computers in the TBM command bus
and IMT kits. If possible, the information from the bus and IMT kits should be
verified to be the latest revision. See “Texas Baptist Men Web Site” for list of
available forms, examples and links.
 All data base or document examples may be modified as needed to meet the
needs of a specific deployment.
 The forms, examples, and links should not be modified but “save as” with a
deployment specific name.
Definitions
 IMT
 ICS
 IC
 ICP
 SUV
 JAC
 MARC
 R&I-PI
Incident Management Team
Incident Command System
Incident Commander
Incident Command Post
Spontaneous Unsolicited Volunteer
Joint Assistance Center
Multi Agency Resource Center
Release & Indemnity – Personal Information Form
Texas Baptist Men Web Site
www.texasbaptistmen.org
IMT Information on web site
Ministries – Disaster Relief
DR Manuals and Handbooks
Incident Management Team
 Work Request Tracking System
o Excel spread sheet used to track work order status.
 Work Request Tracking System Instructions
 Contact List
o Excel spread sheet used to track contact information for nonvolunteers, commercial entities, and others providing resources to
Disaster Relief.
 Volunteer Data Base
o Excel spread sheet used to collect contact information from volunteers
provided on “Check In” sheets.
 Day Post
o Used to display DR number, current day, and Disaster duration
number.
 Flyer Example
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o Used as a “handout” advertising Disaster Services.
SBIC211-Modified
o Used to track resources (Units).
Volunteer Check In Example
o Used to collect information from volunteers as they arrive and depart.
SBDR ICS Manual
o Reference manual from SBDR.
TBM Incident Management Handbook
ICS Forms on web site (used by IMT)
Ministries – Disaster Relief
DR Forms
ICS Forms
 SBDR R3 ICS Church Agreement
o Used when IMT or other TBM volunteers are staying in a church
facility. Used to document agreement between TBM and the church.
 SBDR R3 ICS Facilities Walk Through
o Used to document condition of facility prior to deployment of
volunteers.
DR Forms on web site (used by IMT)
Ministries – Disaster Relief
DR Forms
General Disaster Relief Forms
 R&I-PI
o Required from all volunteers
 Incident Form
o Used to report incidents involving damage to personnel or property.
Also use to document significant events.
Reference Information on web site (used by IMT)
Ministries – Disaster Relief
TBM & SBDR Manuals
 Form Stack Instructions
o Links and instructions for all required Form Stack submissions
TBM Address and Contact Information
 Texas Baptist Men
5351 Catron
Dallas, Texas 75227
 Terry Henderson – State Disaster Relief Director
o Cell: 214-676-7201
o Email: [email protected]
 Alicia Enriquez – State Disaster Relief Director Administrative Assistant
o Office: 214-275-1177
o Cell: 214-773-2303
o Fax: 214-381-7900
o Email: [email protected]
 Ralph Rogers – IMT Specialty Coordinator
o Cell: 806-679-4970
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o Email: [email protected]
Joe Detterman – TBM State Planning Coordinator
o Cell: 214-632-8861
o Email: [email protected]
General Information – Units/Volunteers
1. All volunteers must check in at the command center. All volunteers are encouraged
to arrive at the check in location prior to 8:00 PM. If arrival is anticipated after 8:00
PM the Incident Commander or Logistics Officer should be contacted to obtain
check in instructions. In some instances, depending on housing and other factors,
volunteers may be instructed to not arrive after 8:00 PM but spend the night in route.
2. All volunteers must complete the R&I-PI Form. Out of date forms are not
acceptable.
 Volunteers from other states or conventions must also complete the R&I-PI form.
3. The R&I-PI forms for all volunteers will be maintained by the IMT and forwarded to
TBM at the conclusion of the deployment.
4. All volunteers must complete the Medical form. The Medical form will be retained by
the Unit Leader. The Medical form is returned to the volunteer or destroyed when
the volunteer returns home. If a volunteer “moves” between teams, the Medical form
must be provided to the current Unit Leader. Other states or conventions may use
their standard form.
5. All TBM units will provide Form Stack Daily Reports.
7. “Out of State” units will also provide Form Stack Daily Reports.
General Information – IMT Volunteers
The Incident Commander is responsible for assigning duties to all members of the IMT
based on work load and available resources.
Report Distribution
1. Form Stack Reports (Team Roster, Deployment Report, Arrival Notification,
and Unit Daily Reports)
 Distribution of all Form Stack reports is embedded in the Form Stack process.
No additional distribution is required.
2. Incident Reports
 [email protected]
 [email protected]
 [email protected]
3. Incident Commander Summary Report
 [email protected]
 [email protected]
4. All other Reports
 [email protected]
 [email protected]
 [email protected]
Typical Staffing (TBM deployed IMT)
 Incident Commander (White Cap) (1)
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Administration Officer (1)
Administration Staff (As needed)
Logistics Officer (1)
Staff Chaplain (1)
Operations Officer (1)
Planning Officer (As needed)
Safety Officer (As needed)
General Qualification of an IMT Volunteer
 Sense of Humor
 Good Communication skills – Verbal and written
 Good Organizational skills
 Fluid and Adaptable – Not stressed by change
 Works well with others
 Sensitive to people (Volunteers, fellow IMT members, and others)
 Able to multi task
 Able to function in high pressure situations
 Customer service attitude
 Spiritually secure
 Computer literate – some skill with email, Microsoft Word and Microsoft Xcel
 Generally able to respond on short notice
 Emotionally stable
 Physically able to work long hours
 Able to function with minimum direction
 Previous participation in various deployments
 Wise Steward of Resources
 Current Yellow Cap Credentials
 Completed TBM ICS Training Class
 Completed or in progress of completing ICS courses 100, 200, 700 and 800
 Active member of a Southern Baptist Church
Specific Qualifications for IMT Volunteers
 Incident Commander
o Current Unit Leader Credentials
o Ability to make decisions
o Good Planning and Management skills
o Various deployments serving as Unit Leader or as part of an IMT
 Operations Officer
o Current Unit Leader Credentials
o Detailed knowledge of Microsoft Excel and spreadsheets
o Various deployments serving as Unit Leader
o Ability to organize work, work requests, and Unit Leaders
o Detail Person
 Logistics Officer
o Current Yellow Cap Credentials
o Ability to determine needs and implement solutions
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o Self-Starter
Administration Officer
o Current Yellow Cap Credentials
o Detailed knowledge in use of email, Microsoft Word and Excel.
o Knowledgeable about TBM forms
o Good “people skills”
o Detail Person
Staff Chaplain
o Current Yellow Cap Credentials
o Completed TBM Chaplain Training
o Ability to interface with pastors, IMT, Volunteers, and survivors
o Ability to lead devotionals
o Ability to maintain confidentiality
Planning Officer
o Current Yellow Cap Credentials
o Detailed knowledge of TBM resources and contacts
o Detail Person
Safety Officer
o Current Yellow Cap Credentials
o General knowledge of safety regulations
o Knowledge of specific TBM Units safety requirements
o Ability to investigate events and determine facts concerning events.
o Detail Person
GENERAL IMT DUTIES
1. Incident Commander (White Cap)
 Insures adequate staffing of the IMT.
 Responsible for all activities of the IMT staff.
 Insures adequate staffing at any JAC or MARC, as needed.
 In cooperation with the Logistic Officer insures adequate space and resources
are available for the IMT.
 Assigns Deputy Incident Commander when away from IMT location.
 Supervise activity of IMT.
 Responsible for IMT staff meetings.
 Attends local emergency management meetings as needed.
o Determines local contact for SUV’s and Donations.
 Primary point of contact for media. Functions as Public Information Officer if one
not assigned.
o Responsible for developing and releasing information about the incident.
 Conduct evening Debrief Meetings.
 Conduct Morning meetings (Chaplain may assign devotional).
 Monitor and approve, as needed, all credit card purchases.
 Responsible for security of TBM credit cards. Responsible for maintaining
records for all purchases (May assign to Administration Officer).
 Responsible for the IMT Daily Report. May be assigned to Administration for
distribution.
 Responsible for a “Daily Summary” report to TBM State Disaster Relief Director.
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2. Logistics Officer
 Manage all activities dealing with needs of volunteers.
 Develop and implement Housing Plan for IMT and other volunteers.
 Assign TBM telephones to IMT as needed.
 Set up weather radio (if available). If unavailable develop plan to monitor and
respond to changing weather conditions.
 Insure facility agreements (SBDR R3 ICS Church Agreement) are in place for all
facilities used for housing or other activities. (See Forms and Templates)
o Provide church with one (1) copy and maintain one (1) copy for TBM files.
 Responsible for “walk through” (SBDR R3 ICS Facilities Walk Through) of all
facilities, before and after use. (See Forms and Templates).
o Provide church with one (1) copy and maintain one (1) copy for TBM files.
 Maintain files of all Church Agreement and Facilities Walk Through forms. These
forms should be in the final “package” to TBM.
 Assign housing as volunteers check in. Develop relationship with housing Host.
Primary point of contact with Host.
 Monitor Host location supplies (toilet paper, paper towels, etc.) and replenish as
needed.
 Develop Shower/Laundry Plan.
o Advise Incident Commander of additional needs.
o Insure adequate location and connection facilities.
 Develop and implement Volunteer Feeding Plan.
o Insure adequate supplies.
o Assist Food Services Coordinator as needed in procurement of supplies.
 Develop and implement parking and Unit location plans.
 Manage vehicle traffic in facility parking lots.
 Determine source for Fuel, Ice, Water, Gatorade, etc.
 Coordinates location and distribution of donated equipment and supplies.
 Locate and document first aid and hospital locations. (If Safety Officer not
assigned)
 Other duties as may be assigned by the Incident Commander.
3. Operations Officer
 Manage all activities dealing with needs of Survivors.
 The Operation Officer is responsible for all Operations assigned tasks, however,
Administration personnel may assist as needed.
 Develop daily schedule for volunteers
 Develop tactical plan of attack for completing work.
 In consultation with Incident Commander, determines priority of work response.
 Develop site specific information (debris disposal, etc.). Provide to
Administration for publication.
 In cooperation with Staff Chaplain, insure all teams have a TBM chaplain
assigned to team.
 Responsible for Work Request Tracking System.
 Develop filing system for paper copy work requests
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o Work request ready for Assessment (Status = R)
o Work Requests ready for team assignment (Status = A) with separate file
for each Job type.
o Work Request on Hold (Status = H)
o Work Request completed with separate files for C, CO, D, and TF
o Others as needed
Conduct daily Unit Leader meetings.
Assign and track all work requests.
Monitor Resource report and advise Incident Commander of needs.
Scan all work orders into a master file. This file is optional but is valuable in
maintaining back- up copies of all work orders. Operations in consultation with
the Incident Commander will determine need for data base.
Assign Assessors as needed.
Recruits Safety Officer as needed.
Back up all Operation files on a daily basis.
Provide information as requested in preparation of the IMT Daily Report.
Create folder on ICP computer for the Work Request System data base and
other Operation information. Folder name should include location and date of
deployment (i.e. Dallas.Operations.12.2013)
Other duties as may be assigned by the Incident Commander.
4. Safety Officer
 Operations Officer will serve as Safety Officer if one has not been assigned.
 Responsible for insuring all teams work safely and have all necessary safety
equipment.
 Monitors work sites for compliance with TBM safety rules.
 Investigates and completes reports for all incidents.
 Monitors and /or anticipates hazardous and unsafe conditions.
 Locate and document first aid and hospital locations.
 Other duties as may be assigned by the Operations Officer or Incident
Commander.
5. Administration Officer
 Insure all forms on Bus or used by the IMT are the latest revision from the TBM
web site.
 Locate and implement a Volunteer Check in location.
 Begin a Volunteer Sign In sheet. The “Sign In” sheet will contain, as a minimum,
the name of volunteer and date in and date out. Other information will be
deployment dependent. (See Forms and Templates for example).
 All volunteers must “sign in” upon arrival at the deployment site.
 All volunteers must “sign out” upon departure of the deployment site (returning
home)
 Begin master volunteer information data base (See Forms and Templates for
example). This data base is optional but is valuable in accurately tracking
volunteers and volunteer information. Administration in consultation with the
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Incident Commander will determine need for data base. In either case the “sign
in” sheets must be efficiently managed.
Insure check in location has ample supply of R&I-PI Forms and Medical Release
Forms. (See Forms and Templates).
Insure each volunteer has completed the R&I-PI and Medical forms.
Insure Check in location has ample supply of pens.
Obtain Disaster Number, if available, from Red Cross, Salvation Army, FEMA or
NAMB.
Develop filing system for all volunteer completed forms
o R&I-PI Form
o Medical Forms
o Incident Reports
Print/copy all anticipated forms.
Collect and file IMT Medical Forms. Return to volunteer upon departure from
site.
Set up Internet Service (Use local service if available, otherwise set up hot spot)
Set up printers.
Set up computers
Insure an adequate supply of printer paper, printer cartridges, and office supplies
are available.
Set up file for all credit card and cash purchases. Develop spread sheet and
manage all receipts.
Begin Contact List (See Forms and Templates for example).
o An excel spread sheet containing all important (non-volunteer) contact
information.
Develop Deployment Specific Documents. Obtain information from Logistics and
Operations. Display in ICP, Volunteer housing locations, and provide to Unit
Leaders as needed. These documents may be in whatever format is convenient.
o Medical Facilities
o Debris Disposal Information (if needed)
o Daily Schedule
o Etc.
Begin Day number posting (include Day, Date, Incident Day number). Post as
needed in command post each morning (See Forms and Templates for
example).
Insure all deployed units submit daily reports. Assist Unit Leaders in preparation
of daily reports as needed.
Back up all Administration files on a daily basis.
Monitor IMT email ([email protected] or other designated address) and
advise other IMT members of email affecting their area of responsibility.
Responsible for updating minutes, as needed, on IMT telephones and hot spots.
If TMB ICP Bus is being used, inventory Bus contents upon arrival and prior to
departure of the Bus or as directed by the Incident Commander.
Monitors ICP telephone.
Upon “Stand Down” of ICP, prepares package of forms and information and send
to DR Administrative Assistant including:
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o R&I Forms
o Volunteer Data Base (Printed Copy) and/or Check In lists.
o Work Order Tracking System (Printed Copy)
o Incident Reports
o Church Agreements
o Walk Through Facilities Forms
o Other Information as requested.
Create folder on ICP computer for all Administration documents and reports.
Folder name should include location and date of deployment (i.e.
Dallas.Admin.12.2013)
Create folder on ICP computer for photographs. Folder name should include
location and date of deployment (i.e. Dallas.Photos.12.2103).
Other duties as may be requested by the Logistic Officer, Operations Officer or
assigned by the Incident Commander.
Develop “Flyer”, if needed. (See Forms and Templates for example).
6. Staff Chaplain
 Insure all teams have assigned chaplain (Coordinate with Operations Officer).
 Plan devotionals as needed for morning and evening meetings or as requested
by Incident Commander.
 Monitor Spiritual and emotional condition of IMT.
 Conduct Chaplain debrief meetings.
 Provide information as needed for the IMT Daily Report.
 Locate local churches willing to follow up on decisions made during deployment.
 Insure all teams have supply of decision cards.
 Maintain file of Decision cards and develop and implement plan to provide
churches with decision information.
 Other duties may be assigned by the Incident Commander.
7. Planning Officer
 The Incident Commander will assign a Planning Officer as needed. If
unassigned the Incident Commander will serve as the Planning Officer.
 Coordinates with Operations to determine future needs (meals, teams, childcare,
etc.).
 Responsible for “White Board” showing status of all resources (May be assigned
to Operations or Administration). The white board information should also be
available in digital format. (See Forms and Templates for example).
 Responsible for demobilization planning and implementation.
 Other duties as assigned by the Incident Commander.
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SBDR R3 ICS CHURCH FORM
Incident Management
Teams
03/04/2013
SOUTHERN BAPTIST DISASTER RELIEF - REGION 3
Arkansas, Texas-TBM, Texas-SBTC, Missouri, Louisiana, Oklahoma, Mississippi
SBDR R3 ICS Church Agreement
Church:
Telephone:
Address:
On this date (month, day, year)
Church agrees to allow
Disaster Relief to use the church facilities as a Disaster Relief Operational Facility for the (name
of disaster response)
DR #:
The Church has agreed to make the following available for the purposes stated below: (The
following are offered as examples only and are not intended to set priorities.)
Facility
Purpose
All except auditorium
Emergency shelter for victims
Kitchen
Food preparation
Dining/fellowship hall
Food service, DAC center
Fellowship hall
Collection/distribution center
Nursery and classrooms
Child care center
Classrooms/restrooms
Mass care shelter
Other:
Other:
Other:
Church has agreed to make the following equipment available for disaster response for the
purposes stated below: (The following are offered as examples only and are not intended to set
priorities.)
Equipment
Purpose
Church van
Transporting displaced people
Electric generator
Emergency electrical service
Wheelchair
Transporting injured or handicapped people
Other:
Other:
Other:
Pastor:
Incident Commander:
Date:
Date:
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SBDR R3 ICS WALK THRU FORM 03/04/2013
Incident Management Teams
SOUTHERN BAPTIST DISASTER RELIEF - REGION 3
Arkansas, Texas-TBM, Texas-SBTC, Missouri, Louisiana, Oklahoma, Mississippi
Facilities Agreement Walk Through
List any damage
SBDR R3 ICS Facilities Walk Through
Parking Lots:
Check for any damage ( cracks, pot holes or any other damage)
Area Around Parking Lots:
Facilities:
Check Sunday School Rooms, Fellowship Area, Kitchen, Rest Rooms or any other area
that will be used.
Church Rep:
Date:
Unit Leader:
Date:
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VOLUNTEER CHECK IN SHEET EXAMPLE
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Word Document
Used at Check In location to collect volunteer information.
Add or delete columns as needed for specific deployment.
Add additional rows as needed
VOLUNTEER CHECK IN
Name
(Print Legibly)
Date
M/F Arrived
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Date
Depart
State
Cell
Number
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VOLUNTEER MASTER LIST EXAMPLE
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Excel Spread sheet.
Used to collect information from Check In sheets. Used in housing, meal, and
other planning functions.
Add or delete columns as needed for specific deployment.
Add additional rows as needed.
Additional total calculations can be added at bottom of form if other totals are
needed.
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CONTACT LIST EXAMPLE
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Excel Spread Sheet
Used to collect contact information for non- volunteers, commercial entities, and
others providing resources to Disaster Relief.
Add or delete columns as needed for specific deployment.
Add additional rows as needed.
ORGANIZATION/COMPANY/AGENCY
NAME
STREET
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ADDRESS
CITY, STATE
PHONE
SERVICE PROVIDED
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Resource Tracking Example
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SB ICS 211 Form – Modified
An excel spread sheet or simply a “White Board” may also be used to track
resources.
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DAY POSTING EXAMPLE
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Word Document
Modify format as needed for specific deployment.
DR number may not be available.
Post Daily in ICP.
DR #131-1
TODAY IS
Monday
6/3/13
Day No. 6
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Texas Baptist Men Disaster Relief teams are in the area providing help. We
can assist you and your community with:
Boxes
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Provide boxes and packing materials to those impacted by disaster to be used to
pack personal belongings.
Chainsaw assistance
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Remove downed trees and limbs from homeowner’s houses, driveways, and
property.
Cleanout assistance
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Remove sheetrock
Mold Treatment
Remove debris from homes
Ensure homes are safe for re-construction
Shower/Laundry
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Provide shower and laundry services to the public after a disaster.
Temporary Roof
 Provide and install tarps on damaged roofs and windows to prevent additional damage.
ALL ASSISTANCE IS PROVIDED FREE OF CHARGE.
If you would like to request our assistance or have additional questions, contact us at 214908-6239.
Our phones will be manned Monday-Friday from 9:00 a.m. CST until 4:30 p.m. CST. If you call
after hours, please leave a message with your name and contact information and someone
will be in touch as soon as possible.
www.texasbaptistmen.org
www.facebook.com/texasbaptistmen
www.twitter.com/TXBaptistMen
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Los Varones Bautistas de Texas, Ayuda/Auxilio en Casos de Desastres,
(Texas Baptist Men Disaster Relief), están aquí para proveer ayuda a las personas en
el área afectas por el desastre. Podemos ayudarle a usted y a su comunidad con los siguientes
servicios:
Artículo e Equipo Médico:
 Proveemos sillas de ruedas, andadores y bastones a los damnificados que han perdido estos
artículos/objetos debido a un desastre.
Asistencia de Serrucho:
 Quitamos las ramas de los árboles que están colgando en los árboles en su casa, del camino
acceso a su casa, y de su propiedad.
Asistencia de Limpieza:
 Removemos escombros/residuos que quedaron del desastre en las viviendas.
 Ayudamos para asegurar que su vivienda este segura para la re-construcción.
Baños/Lavandería
 Proveemos baños para lavarse/duchas y servicio de lavandería.
Cajas de Cartón
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Proveemos cajas y materiales para que empaque sus pertenencias personales.
Cuidado de Niños:
 Proporcionamos un programa de guardería aprobado por el estado para niños y familias que
fueron impactadas por el desastre. Nuestro enfoque es en niños de edad infantil, desde
nacimiento a los 7 años. Para otras edades mayor será considerado a solicitud, y si hay espacio
disponible.
Techo Temporal
 Proveemos e instalamos lonas en techos y en las ventanas que fueron dañadas para evitar daños
adicionales.
TODO ESTE SERVICIO ES GRATUITO, SIN COSTO ALGUNO:
Si desea solicitar nuestra ayuda o tiene otras preguntas, llámenos al 214-908-6239.
Nuestros teléfonos serán atendidos de lunes a viernes de 9:00 a.m. a 4:30 p.m. Si llama después de
estas horas, por favor deje un mensaje con su nombre y su información de contacto y alguien se pondrá
en contacto tan pronto como sea posible.
www.texasbaptistmen.org
www.facebook.com/texasbaptistmen
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