Membership and Records

 

Membership and Records is the function of managing and maintaining the information and documentation related to the members of the Pierce County Explorer Search and Rescue team. It involves keeping track of the members’ contact details, training history, certification status, etc. It also involves processing new applications, renewals, suspensions, and terminations of membership. Membership and records is essential for ensuring that the team has qualified, competent, and committed members who can perform their roles and responsibilities effectively and safely. Membership and records also helps the Board of Directors communicate with the members and provide them with information, support, feedback, and recognition.

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Some of the responsibilities for a member of Membership and Records are:

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• Maintaining an accurate and updated database of all the members of the team, including their contact information, training history and certification status.

• Ensuring that all the members have valid and current Wilderness First Aid, CPR/AED, and other required certifications for their roles and responsibilities on the team.

• Sending reminders and notifications to the members about upcoming renewals and expiration dates.

• Processing new applications, renewals, transfers (such as those moving to 4x4 or GSSD), suspensions, and terminations of membership in accordance with the team’s policies and procedures.

• Work with the treasurer in collecting and managing membership fees.

• Preparing and distributing membership cards, badges, certificates, and other documents or materials to the members.

• Reporting on membership status' to the Board of Directors.​

 

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The Trucks (Rigs)

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Maintenance on the trucks is the process of inspecting, repairing, and servicing the vehicles used by the Pierce County Search and Rescue organization. We currently have two trucks, one van and a trailer. It is important to keep the trucks in good working condition, as they are essential for transporting personnel, equipment, and supplies to and from all search and rescue operations. Maintenance on the trucks also ensures compliance with safety standards and regulations, as well as reduces the risk of breakdowns and accidents.

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Some of the responsibilities for a member maintaining the units rigs throughout the year are:

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• Conducting or delegating pre-trip and post-trip inspections of the trucks, checking for any defects, damages, or malfunctions.

• Reporting any issues or problems with the trucks to the board of directors, and arranging for repairs or replacements as soon as possible.

• Following a scheduled maintenance program that includes periodic checks of the engine, transmission, brakes, tires, fluids, filters, belts, hoses, batteries, lights, wipers, and other components.

• Keeping records of all maintenance activities performed on the trucks, such as dates, mileage, parts used, costs incurred, and service providers.

• Cleaning and sanitizing the interior and exterior of the trucks regularly, removing any dirt, debris, or contaminants.

• Ensuring that the trucks are equipped with all the necessary tools, equipment, and supplies for the search and rescue missions, such as radios, GPS devices, first aid kits, ropes, etc. (this works closely with the members in charge of equipment).

• Participating in training sessions to update the drivers knowledge and skills on truck maintenance and operation.

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Equipment

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It is critical that the equipment used during search and rescue operations is stored, maintained and replaced properly. As a Non-profit organization, the units funds for equipment can be limited. So taking care of the current equipment, that is sometimes hard and expensive to replace, is crucial. This equipment is anything that is stored with the rigs and is used in any of the several operations we offer to the community such as generators, ropes, carabiners, shovels, stokes baskets (litter), gas cans, extension cords, etc...

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Some of the responsibilities for a member maintaining search and rescue equipment are:
 

• Conducting regular inspections and tests of the equipment to ensure its functionality, safety, and compliance with the standards and regulations of the organization.

• Cleaning, repairing, replacing, and disposing of the equipment as needed and according to the manufacturer’s instructions and the organization’s policies and procedures.

• Keeping accurate and updated records of the equipment inventory, maintenance history, warranty information, certifications, and expiration dates.

• Working with the units treasurer in ordering and receiving equipment and working with the board of directors for storing, and issuing the equipment in a secure and organized manner.

• Maintaining adequate supplies of spare parts and consumables.

• Training and educating other members of the organization on the proper use, care, and maintenance of the equipment and providing technical support and troubleshooting when needed.

• Evaluating and recommending new or improved equipment that can enhance the performance and efficiency of the organization and its services.

 

 

Recruitment

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The only way members of the community will join us is if they have heard of us. Recruitment is the process of attracting, selecting, and retaining qualified individuals to join our organization. Pierce County Search and Rescue is a 100% volunteer, non-profit organization, so recruitment is essential to maintain a sufficient number of trained and dedicated members who can provide effective and timely services to the community.

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Some of the responsibilities for a member who is part of recruitment are:

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• Developing and implementing a recruitment plan that identifies the needs and goals of the organization, the sources and methods of recruitment, and the budget and timeline for the recruitment activities.

• Creating and updating recruitment materials such as flyers, brochures, posters, website, social media, etc. that highlight the mission, vision, values, and benefits of joining the organization.

• Establishing and maintaining relationships with potential recruitment sources such as schools, colleges, community groups, businesses, media outlets, etc. that can help spread the word about the organization and its opportunities.

• Organizing and participating in recruitment events such as orientations, fairs and community outreach events, that showcase the organization and its activities to prospective members and the public.

• Providing feedback and guidance to applicants throughout the recruitment process and ensuring a positive and professional experience for them.

• Coordinating with the training directors and the board of directors to facilitate the integration and retention of new members.

• Evaluating and monitoring the effectiveness of the recruitment plan and activities and making adjustments as needed to improve the quality and quantity of recruits.

 

 

Radio Communications

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Radio communication is the use of VHF and UHF radios and equipment during training, events and incidents. It is an essential tool for search and rescue operations, as it allows the coordination and communication of different teams and agencies involved in the rescue mission which, depending on the situation, could mean the difference between life and death. Radio communications can also provide vital information about the weather, terrain, hazards, and status of the search and rescue objectives.

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Some of the responsibilities for a member running radio communications during training, events and any incidents are:

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• To operate and maintain the radio equipment and systems used, which includes portable radios, mobile radios, base stations, antennas and cabling.

• Ensuring that the radios are properly programmed with the appropriate frequencies and batteries are charged at all times.

• To train other members in the proper use and troubleshooting of the radios while in the field.

• To stay up-to-date and follow the radio protocols and procedures established by the Pierce County Sheriff’s Department and the Pierce County Search and Rescue Board of Directors.

• To report any radio malfunctions, or damage to the Board of Directors or the appropriate authority (Training Coordinator, Operations Leader, etc.) at the time of the issue.

 

 

Information Technology

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In todays world, this is the backbone to running a successful organization. The member will maintain the networking system, software and website to make sure the systems stay up-to-date with the latest security and features. This is a fun opportunity for those who are already experienced in the IT field or for those who are interested in it and want to learn more about it!

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Some of the features for the IT specialist are:

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• They have some technical expertise and problem-solving skills (doesnt have to be in the IT world!), as they maintain and troubleshoot the software and network that works behind the scenes.

• They have a strong knowledge of the organization’s mission, vision, and goals, as they design and develop solutions that align with the organization’s needs and expectations.

• They have a good communication and collaboration skills, as they work with other members of the organization and external partners to provide and receive feedback, guidance, and support.

• They have a passion for learning and innovation, as they keep up with the latest trends and developments in information technology and apply them to the organization’s operations and training.

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The main responsibilities for a member working as an information technology specialist are:

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• Providing technical support and troubleshooting for the organization’s computer systems, networks, software, hardware, and devices.

• Developing, maintaining, and updating the organization’s website, databases, applications, and online platforms.

• Implementing and managing security measures and backups for the organization’s data and systems.

• Installing, configuring, and testing new equipment and software for the organization’s operations and training.

• Researching and evaluating new technologies and solutions that can enhance the organization’s capabilities and performance. This would mainly be new software released or major updates to current software used for searches.

 

 

Commissary

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This is probably one of the most appreciated positions during training season! The commissary is a service that provides food and beverages to the volunteers who are involved in training or hosting events in the outdoors. A commissary can help to maintain the morale, energy, and health of the search and rescue personnel, as well as to foster a sense of community and camaraderie.

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Some of the features of commissary are:

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• It is usually set up in a tent or trailer that can be easily transported and deployed to different locations.

• It is equipped with cooking and serving equipment, such as stoves, grills, coolers, tables, chairs, utensils, etc.

• It offers a variety of food and drink options, such as hot meals, sandwiches, snacks, coffee, tea, water.

• It operates according to the schedule and needs of the trainings or event, such as serving breakfast, lunch, dinner, or snacks at appropriate times.

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Some of the responsibilities for running the commissary during training and events are:

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• Planning and preparing menus and shopping lists based on the number of participants, dietary needs, and budget.

• Purchasing, transporting, storing, and organizing food and supplies for the commissary.

• Setting up, operating, and cleaning the commissary equipment and facilities, such as stoves, coolers, tables, utensils, etc.

• Cooking and serving meals and snacks at scheduled times.

• Coordinating with other members of the organization and following the instructions of the Operations Leader or event coordinator.

• Maintaining a positive and professional attitude and providing excellent customer service to the volunteers and staff!