TN VOAD

TNVOAD Meeting Notes
September 2, 2010
TNEMA Offices at 3041 Sidco Dr.,  
Nashville, TN 32204   


Call to Order:  President Gloria Loftin called the meeting to order at 10:08, CDT and requested a roll call.  Twenty eight (28) were in attendance representing 13 sustaining; 1 Associate, and 4 collegial memberships with 6 visitors/guest.  Gloria opened the meeting and welcomed everyone.  She then ask Mike Overcash to do the invocation and lead the group in the Pledge of Allegiance.   

Agenda:
The president reviewed the agenda and requested any changes, and there were none.  
Gloria asked for a vote on the agenda as presented with a lunch break when lunch arrived.  A move to accept was made and seconded.  None opposed.
(Agenda Attached)                                10 - 5

New Members, Visitors/Guest Welcomed:
    John Mayfield,  Cheatham Co. Long Term Recovery Committee
    Donnie Smith, TNEMA

      
Secretary’s Report and Adoption of Minutes from February 18, 2010 and supplemental Minutes from May 20, 2010 Flood Meeting.
Minutes from the February 18, 2010 and supplemental minutes from the May 20, 2010 flood meeting were e-mailed to the members of record approximately one week before the current meeting.   Extra copied are available at the sign in table.  The members in attendance were polled to make sure everyone had the opportunity to read the minutes, and if any requested the minutes be read.  Corrections and/or edits were requested.    With no additional corrections, the motion to approve was made and seconded.   Minutes Approved with no opposition.                          10 - 6
Minutes attached.                                

Treasures report:
R. B. Moreland, Jr. presented the Treasurers report with a financial report summary of FY ’10 second and third Quarters.   The attachment reflects our standing as of August 19, 2010.  Attached report.

The motion to approve the Treasured Report was made and seconded.   There was no opposition.                                                                                        10 - 7

Discussion of Tennessee Flooding and Long-Term Recovery activities
Gloria Loftin, VOAD President

1. Donnie Smith, TNEMA
Mr. Smith discussed the Sequoyah Nuclear Exercise that was carried out yesterday.  He reported on the visit of Department of Homeland Security (DHS) Secretary Janet Napolitano’s visit and her comments on our flood activities.  She said we were a model that other states should copy.   Putnam County experienced a second flood in August and would probably receive a disaster decoration in the near future.  .

The state seems to be having exercises between disasters at present and these exercises are critical for assistance during the actual emergencies.  He went on to state that we (VOAD) were a critical part of these exercises and responses.

2. John Mayfield, Cheatam County Long Term Recovery Committee
Their initial response was good and by the time that the Red Cross arrived, they had started to organize.  The initial start was frustrating and they had a number of set backs especially the need for funding and how to take money in for recovery.  

The entire process was slow and it just takes time for all the processes to get worked out.  Items like FEMA registration. Insurance companies processing claims, state and county inspections must be completed before home owners can begin to start thinking about getting their life back in order.  It took the LTR Committee 6 weeks to get their 501-C3 completed before they could begin to take in funding.  There are some items that they received an abundance of and still have excess, other items they could still use.  Counties need to set up financial processes before disasters occur.   We had a lot of volunteers working behind the scenes that we are still trying to account for.

Question:  John Riley    Do you plan to put together a lessons learned plan?     
Answer:  Yes, but not right now.

Question:  John Riley   Will you be prepared for a disaster next year?
Answer: Yes.

Question:  Cookie Barker   Do you have places and meals for teams to come in and work?
Answer:  Yes.  Our Volunteer Coordinator does most of the coordination of teams.

Question;   Terry Haight   How do you track your cases?
Answer:  Our Case workers handle it.  They decide what cases are and how to close them.

Question; Terry Haight    How do your people hear about the committee services?
Answer:   We have had a good bit of publicity from FEMA, the press, Radio, Face book, a Call-A-Thon, and word of mouth.     

Question:  Larry L. Triplett   Are you using CANS to record your cases?
Answer:  Yes.

Gloria Loftin
    Cheatam County is doing a good job.   Tennessee will need some direct assistance monies and if any of our organizations have access to it, please request it to help finish up...  

3. Brandon Hewlett, TN UMC/UMCOR
Tennessee United Methodist has partnered with many other organizations to bring in volunteers to assist in the recovery activities.  They are currently working in thirty one (31) counties in Middle TN.   They have established a Volunteer Center in Nashville to register groups and to match groups with jobs and housing in the local areas.   This gives all 17 local Recovery Committees a single phone number to call to coordinate jobs in their local areas.     (615) 695-2765

Currently they have trained 180 Case Workers.  The next training for Case Workers will in Lebanon on September 16 and 17th.    They expect to train a 1000 and it could increase to 3000 by the time this response is completed.   

Spiritual and Emotional Care training is being offered.  This training is based on the military Chaplain training and is interfaith based.  They are looking at establishing 20 to 24 teams across TN.

Question:  Jennifer McCraw   The Spiritual and Emotional Care worker seem to be in Middle TN, will they expand to West TN?
Answer: Yes.  They are primary in Middle TN but they are expanding into West TN.

Question:  Rebecca Penza    What is the Spiritual and Emotional Care Training?
Answer:  These Care givers have 40 to 60 hours of training based on the military Chaplain model. The training is more extensive than CISM.  It is a caring process and the teams come in only when requested.  They are there to help volunteers and survivors in long term recovery.  

Question:  Adair Schippers   Survivors may appear to be ok but may face problems later.  Will you be around later to help?
Answer: Yes, we should be there.  There are also local sources for help if needed later.


4.  Volunteer Village   Rob Moreland, PDA
There is a Volunteer Village set up at the Westminster Presbyterian Church to provide food, shelter, shower, and tools to volunteer teams.  They have provided housing for 160 volunteers so far and they are looking for other sites to set up Villages.

The phone number for the service is 1-800-332-6121.

5. Social Workers       Susan Millard, ARC
Emotional care is in two parts, centers and individual care.   The area seems to have a good grasp so far reaching state wide.   There are some support Groups for individuals if they will not go to professionals.   They are currently working on literature to pass out.

6.  Recovery Planning   Gloria Loftin, ARC/VOAD Pres.
There will be training in Individual Assistance offered in spring.  There is Direct Client Assistance monies available in all 96 counties over the state.  The ARC has traveling Case Workers if needed.   This is applicable for counties that do not have LTR Committees.

Max Grants are $2990.00 and there has been 1187 received at this point that is known.  There may have been more in West TN.  

I am putting a list of all the LTR Committees that can be identified over the years in Tennessee.

See Attached list.

7.   LTR Committees in West TN    Bill Carr, Memphis Conference UMC
There are 8 LTR committees in West TN but only one is really working.  Case Worker Training has been completed.  Shelby County has some 1800 cases.  It is the largest Committee but has been slow going because of the undocumented clients.   

Question;  Terry Haight    Since there are no federal funds for the undocumented people, and most are renters, how are you handling them?
Answer:  The home owners do not want to be involved so the faith based organizations have steeped up with some military help.  The undocumented people have money and are helping themselves for the most part.

8.  Gibson County   Gloria Loftin, ARC/VOAD Pres.
This county did not want to form a committee and have been working cases one at a time with various organizations. Henderson County is doing the same.  


9.  ARES   Keith Miller N9DGK,   ARES/Amateur Radio Emergency Services
All amateur radio volunteers were activated in Middle TN and the rest of the state were placed on stand by for the flooding.  This was a large call out.  Hickman County lost all communications during the first 24 hours and operators were sent in to establish some communications as soon as possible.  Amateur operators supplemented most of the counties during the first few days of the flooding.    One county had radios at the hospital but no operators to cover them.   The amateur radio services will be working hard to improve their services for future disasters.


Bill Car was asked to give the blessing before lunch.

Lunch was at 11:45 CDT and resumed at 12:21 CDT.

Rob Moreland told this story about something that happened during the flood response.  This story represented VOAD at its best.   This is a paraphrased version of the story:

One of the Presbyterian groups discovered a group of Hispanics that needed help and they needed Flood Kits.  Rob Moreland called Mike Overcash at the state EOC who e-mailed Terry Haight at the warehouse.  Terry had just received a shipment of flood clean-up kits so he had them delivered to Rob to be delivered to the Hispanic people.

“In a nutshell here's what happened:  a Presbyterian called a Southern Baptist who emailed a Seventh Day Adventist to get some flood kits from the Church of Latter Day Saints delivered so a group of Presbyterians and Methodists could help these Hispanics.   Doesn't it feel great when it works!!”      Rob Moreland

 10.  Gloria Loftin,  ARC/VOAD Pres.
With Ron Harmon’s permission I want to say The Salvation Army is doing a fantastic job.  The Dream Center in Madison County has been restored.  They have a roving Case Manager that is working several counties in Middle TN.  At present they are offering $1200.00 for building supplies and other family needs.  They are also providing one (1) months rent or mortgage payment to families that have housing obligations they can not meet.  

David Acres has been providing monies to local churches for assistances in specific areas.   The Southern Baptist has had numerous teams in from other states assisting in recovery operations.

John Hitchins commented on the Habitat programs in the area.  Habitat has a special program for the flood clients.  They are providing interest free loans to home owners to help with building materials.

11.  Functional Needs   Juli Gallup, DLAC of TN
There are many individuals with functional needs that we have not heard from during
this recovery operation.  There are individuals that are handicapped or have hearing
disabilities that need special help.   Hand writing may not be the best method of
connecting with these people as they do not have good writing skills. Family and friend
May not be the best contacts as they have their own issues and agendas that they may
push.

Video Relay Services and video phones are available for safe and confidential methods
of communication with these individuals.  DLAC can provide some assistance if you
contact us.  

DLAC can place you in contact with Durable Medical Resources for individuals that
need medical equipment.  There is a good deal of this equipment available here in
Tennessee that can be supplied free of cost.    This equipment has no strings attached but
 you may have to supply transportation.

Funding for handicapped ramp materials in rural counties may be available but you must
contact their office.  

The best way to obtain any of this information is by e-mail to:   juli@dlactn.org

 12.  New Appliances   Gloria Loftin, ARC/VOAD pres.
The Church of Christ is doing a fantastic job helping with new appliances in all counties
 of TN.   They have some new mattresses available also.  Their disaster headquarters is
 here in  Nashville, but you have to make requests through their local churches.  The
 Church will receive the items and deliver it to the client.

13. Putnam County  Brandon Hulette,  TN UNC/UNCOR
There will be a meeting a week from today, at 9:30 CDT, at the court house in Cookeville to discuss the formation of a committee to help with recovery efforts in that area.  There are some remote areas in Wayne County that has damage and there is not a lot of infrastructure in the area.  All services must be brought in to help the area.  This is going to be a real challenge because of the infrastructure.  There are not a lot of homes but there are real needs.  

13. EMAT Conference  John Riley  Middle TN VOAD
There is not a lot of planning as everyone is busy with the flood recovery.  
The conference is scheduled for October 4 and the cost is $100.00.  This year’s conference is sponsored by EMAT and TNEMA and is on Communication and Exercises.

In years past we have supplied a door Prize.  Two years ago we supplied a 32 inch TN, last year we donated a Wii with games.  After a discussion it was suggested that we give the latest Electronic Book Reader with a card for some books.  The motion was made by Larry L. Triplett and seconded by Bill Carr.   There was no opposition.           10 - 8

Rob Moreland is authorized to purchase the item for the conference.   The VOAD Pres.  will probably be attending and do the presentation.

Presidents Report of Activities
The FEMA IA Conference was held in August in Indiana with the VOAD Pres. attending.   A special presentation was made at the conference, The Craig Irwin Award.
Craig was an IA Officer with TNEMA that was very active and helpful to the TN VOAD.  He was “Bigger that Life” and this was a great honor to his memory.  

There is a possibility that case management funding in the future will be provided by FEMA.  Almost 100 % of all cases are going into CANS.  In general this was a good conference.

The Earthquake Conference was held last week.  In both conferences it is evident that “everything begins at the County level”.   Local government and families have to be educated to be ready to take care of themselves with food, water, and disaster plans.  During earthquakes, people are afraid to stay in their damaged homes so each family should have a tent.  .A major earthquake exercise will be held in May of 2011.

Committee Reports:
Executive   -     No report
Donations and Volunteers Committee    (Paul Trumpore)    No Report
Public Relations Committee        (Dina Myers & Juli Gallup)    No report
      By-Laws Committee    (Gloris Loftis, Mike Overcash, Juli Gallup)  No Report

Regional VOAD Reports:  
    All present but No reports

Unfinished Business:
    Resource Directory, No Report
    Initial Response Plans and EOS SOP’s – No Report

New Business:
    None
    Purchase of Door prize for EMAT meeting covered above

Next Meeting  
The next Meeting will be held on November 18, 2010 at the UN Conference Center at 304 South Perimeter Park DR., Nashville, TN.  This is just off I-24 and Harding Place.

Meeting adjourned by the President at 2:08 CT.

Larry L. Triplett
TN VOAD Secretary
10800 Third Dr.
Knoxville, TN 37934
Home  865-966-9002
Cell  865-207-1658