CADRE Leadership Committee Meeting Minutes November 12, 2013 Present: Tom Busk (American Red Cross), Anna Swardenski (Swardenski Consulting), Dennis Kempel (CADRE), Sigrid Roemer, Susan Takalo (Second Harvest), Chris Cracraft, Marie Slater, Jeff Darling (SARC), Marsha Hovey, Doug Micetech 1) Welcome and Introductions Tom- announcement regarding Red Cross reorganization national standardized staffing plan for regional chapters more responsibility being pushed locally own version of the whole community concept result all the 26 disaster employees in the region had to re-apply for positions Tom s position was changed so also applied for senior program manager position for providing leadership and oversight for this county as well as Santa Cruz Monterey and San Bonito. Still based here in San Jose, one of the first tasks is to hire the replacement. That person down the road will be the point of contact Tom will still be around, solid transition and around until the conference. Red Cross will shortly be adopting ICS in their management plan, Incident Command System, structure that the government using to respond. Structure and set of responsibilities that come with that program. 2) Workshops November 5, 3013 Getting Ready for Disaster Volunteers Dennis evaluation scores were high comments were about traffic construction - criticism was to part of Kelle s presentation and here tendency to talk too fast. Information was great and liked small group breakouts. Group would like to see future workshops on AB 903 and CPR. Many enjoyed the location of the food bank and the tour after. Had a lot of south county attendees. Tom we could do citizen CPR not certificated but you do get the practice - CPR and a bit of first aid about two hours long. Lay person not professional, not working with mannequin good refresher for those who already know CPR. Tom review of the workshops we did for the year o Open Forum and Stakeholders Session - February o Next Steps 5 Bold Steps - Our Road Ahead June o Long Term Recovery August o Disaster Psychological First Aid September o Getting Ready for Disaster Volunteers November
Tom- next year we will have 8 workshops congratulations to group January workshop Anna we already have scheduled topic picked and presenters lined up on California Disaster Assistance Act legislation passed in 2011 with piece that targets private non- profit for reimbursement - secured 3 speakers form the California emergency services Richard Dyvleder Access and Functional Needs Office, Lidia Armas Voluntary Agency Liaison, and Carol Walker Ops Emergency Services is booked for Sobrato for the last Tuesday of the month Calendar for 2014 Anna - have booked Sobrato for the calendar year of 2014 which does not yet include October or November. Nothing scheduled for March as group will be getting ready for the Conference booked at Nasa Ames for April 9 th and day before to set up. Tom- Comment on January workshop attractive to government and non-profit we may want to consider going to a larger venue such as the Sheriff s Auditorium. Anna suggested Food Bank since the set-up with the duel screens makes it more user friendly. Should promote it to the cities may be attractive to other sister VOADs. Can coincide with Access and Functional Needs Planning can help get them to the table. Anna discussion of Assembly Bill 903 passed in 07. Assembly bill written after a cold weather event regarding those non-profits that were never reimbursed for their support efforts. The bill was focused more around agricultural that were affected by the freeze. Hearings came later with efforts and testimony from Gene Sawyer and Marsh Hovey to broaden. So, what is the relationship that the private non-profit needs to have with its government city or county paperwork they need to keep and who they need to seek out to get that reimbursement through? The regulations did not go the way advocated; the non-profit has to have a written agreement with local government but has to apply for reimbursement directly to the state. Sate makes the determination. Nuances untested. Role for VOADs as well coordinating agency to cluster work to get reimbursement claim due to minimum $1,000.00 threshold. So need our local government officials there so if there is legal to be considered it may involve attorneys. Should make ask to city attorneys, should promote this at EMA asking them to co-sponsor this particular session with CADRE because it is a government CBO partnership. Marsha- There is not really a mechanism yet unless presented to Op Area Council should have council comment on the legal document the impact to the local government. Marsha and Tom to champion request to council. Dennis question to group about scheduling Social Summits so they do not conflict with other CADRE events. Proposed Thursday evening 4 to 6 pm end of the day - second Thursday of the month Chamber Mixer end of the day when general work is over. Suggestion - bicycle locations around to different counties for members. Ideas for topic presentations COOP panel. Suggested to hold first in a central location so all have equal distance for driving and poll attendees for future
locations. 3) Work Plan (for 2014) Tom reviewed plan in draft and proposed. Document used to submit to county so they know where funds are spent and our agreement with them as well as United Way for billing defining contract and activities being paid for. Does not include Access and Functional Needs Project, there are some follow items with that but this is part of this year s budget, went to county to alter 1013 draft to accommodate AFN initiative. Conference 8 workshops Operational readiness covering Dennis not everything that he is paid for in the year is stated here, there are other sections that will include the billable hours for duties performed such as the website, maintaining communications, assisting In coordination of meetings, workshops and conference. CADRE Website and Marketing continue development additional license no accounting keeps the costs down printing collateral Table top exercise will be doing one next year in regard to Unmet Needs Startegic Planning work plan building on continuing Swardenski consulting included - part of the AFN outcome will be for an agency to become a champion to move forward given task to implement the strategic plan with the probability of it being the Red Cross. Project Administration same as last year United Way, Swardenski hours for business assistance General Project Red Cross was paid for that but cannot accept budget in current structure Social Summits Grant funding totals 4) Discussion of workshops and activities that support this work Anna February time slot follow up with AFN task force with vision goals objective being worked on presently. January is relationships for reimbursements so this can be a follow up. A presentation on what created the task force and what its goals and mission are and how can people become part of that effort. Question as to how this (AFN) can translate into a workshop? Anna- Explanation of AFN With those earmarked funds we had a 4 hour session with advisory team. Evolving from that work is a creation of a task force whose purpose is to look at how we can support functional needs. Group developed vision statement and goals the workshop would be a way to share that to the whole CADRE membership. The education part is the landscape of SCC with the needs of the community. Part that is hard to tackle at the end of this month are the roles and responsibilities who does what and what are the challenges and barriers we face in the community for addressing functional needs? Present message to CADRE membership this is where we see you fitting in. What is going to bring members to this? Who is our audience? How do we make the outcomes of the AFN task force
relevant to our members? Giving your members and their clients a voice in what that plan is. Desire to develop clear goal and objective for this workshop. What roles can members play, validate roles. The task force itself should be validating those roles not necessarily a workshop setting Marsha- Is there an objective for the year, a capability we want to see our members achieve? Is there information or education that we want to raise them up another level? Individual preparedness? Task force may drive some of these ideas, CERT teams and damage assessment - how do you know if you home or facility is sound to re-enter that topic could be a draw. Perhaps a table top about what was done in the past 20 years, what did they buy, what did they provide, what did they give table top that with the jurisdictions to give them a better understanding of what those people are doing out there how are you interacting with them to get those supplies. Marie- understanding the paperwork involved with the agency that we need - need to know how to write it up, what it looks like, are we going to use the same forms? Anna- Perhaps then a better idea for the February Workshop - how do we get our money back and MOU s types, who has to approve them, level of documentation. Holding this idea till we see where we are going with the functional needs task force and county council conversations? Do we have the state come and talk perhaps a follow up with Carol Walker on planning what can we reasonably cover in two hours bringing it home to our county with the county council planning the January session may show where the gaps are to develop the follow up working session. Susan perhaps market as Session 1- Session 2 Workshop planning to be developed further with this input 5) Strategic Planning Committees reports Budget Report Tom - No representative to deliver a will have Josita from United Way work up final yearly report Marketing Dennis media group Dennis, Sigrid, Pixie and Laura - met to develop work plan - setting up google plus for meetings for video conferencing and sharing doc, could be utilized for other group session like AFN meeting, setting up CADRE drop box for team to work from. Sigrid - looking into branding and marketing shirts with logo vendor she has worked with in the past. Ideas discussed to distribute or sell at the conference and other possible vendors to look at for product. 6) AFN Project
Tom - update had our first meeting and developed a lot of material that will be reshaped for the second meeting Anna -fairly robust group that is the task force first meeting was landscape and definitions of AFN with plan documents discussed project scope creating a forum that will address AFN and work its way up in the county through the Op Area Council what else needs to be done, where have we been successful in the past and what do we still need to do? CADRE presenting a very focused planning discussion with intent to create a document strategic plan with what this group agrees on and sees as a path forward. In 2014 the community at large has ownership of that. Question posed on the working definition of functional needs Supporting people to maintain their activities of daily living discussion of paradigm shift in definition and diagnosis of the need. It s both the need not the label the needs are nested in 5 categories- Communication needs, Medical needs, maintaining Independence, Supervision and Transportation CMIST. Emphasis has been planning to meet those needs. Discussion followed of defining functional need. This approach comes from federal planning efforts. It does not have anything to do with disabilities; it is a community approach so that it can still function to benefit everyone. So how do we message the work being done? Part of the task forces goal is to define the pitch for this. Language for this then should be more layman terms meeting whole community disaster needs subtitled functional needs. Who are the stake holders for this task force? 7) Announcements/other Dennis- request to group do have a new page for the Great Shakeout tell us what your agency did and send images currently we have Japantown Prepared! and the Red Cross, send in images or test to post creation of a calendar page for agencies to post events that echo the newsletter anything CADRE can cross promote like the SARC ARP workshops. Suggestion from team to list CADRE member agencies with their website links on the website. Next Leadership meeting scheduled for December 10 th, 2013