Minutes WV VOAD Quarterly Meeting

Minutes WV VOAD Quarterly Meeting March 8, 2016 2118 Sutton Ln. Flatwoods, WV Call to Order Jenny Gannaway, Chairperson called the quarterly meeting of the WV VOAD to order at 10:15 a.m. on March 8, 2016 at the Waffle Hut in Flatwoods, West Virginia. Dan Lowther read the following mission statement to the Committee: Mission Statement The WV VOAD is a humanitarian association of independent organizations that may be active in ALL phases of disaster. Its mission is to identify unmet needs and facilitate efficient, streamlined service delivery to those imperiled or impacted by disaster while eliminating duplication of effort through cooperation in the four phases of disaster: preparation, response, recovery and mitigation. An attendance roster is included within these minutes. Welcome and Introductions Jenny welcomed the group to the March quarterly meeting and roundtable introductions took place. Approval of the Agenda The agenda for the meeting was presented for review and approval. A motion was made by? and seconded by? to accept the agenda as presented. The motion carried. WV VOAD Minutes 3/8/16 Page 1 of 9

Treasurer s Report Jenny Gannaway presented the WV VOAD Treasurer s Report for approval as follows: 1/1/2015 WVVOAD Treasurers Report Date Balance Income Number Who What Expenditures Balance 1/2/2015 $5,773.63 1005 UMC Refund $4,709.53 $1,064.10 2/28/201 $1,064.10 3/17/2015 1011 Insurance Center of Winchester D & O Insurance $675.70 $388.40 3/31/2015 $200.00 Dues $588.40 3/31/2015 Debit Tech Soup Quick $99.00 $489.40 Card Books 4/2/2015 1012 NVOAD Dues $35 $45440 4/8/2015 Debit Card Intuit Checks for grant $150.49 $303.91 5/19/2015 $600.00 Dues $903.91 6/8/2015 1013 St. Thomas Altar Society Lunch $100.00 $878.91 6/23/2015 $100.00 3691 AOI Dues $$903.91 6/30/2015 Debit Card Secretary of State report $25.00 $878.91 8/10/2015 $200.00 Jenny $1,078.91 9/2/2015 1014 St. Thomas Altar Society Lunch $100 $978.91 10/16/2015 $2,200.00 $3,178.00 10/12/2015 1015 Insurance Center of Winchester Insurance $843.72 $2,335.19 11/16/2015 1016 WVNPA Dues $100.00 $2,235.19 11/27/2015 Debit Card Lowe s tools $1,958.28 $276.91 11/30/2015 $100.00 Dues $376.91 2016 WV VOAD Treasurers Report Date Balance Income Number who what Expenditures Balance 1/1/2016 $1,523.91 $1,523.91 2/1/2016 Debit Express Forms 1099 $29.90 $1,494.01 A motion was made by? and seconded by? to accept the Treasurer s Report as presented. The motion carried. WV VOAD Minutes 3/8/16 Page 2 of 9

Approval of the Minutes The minutes of the VOAD meeting held on December 1, 2015 at the St. Thomas Catholic Church in Gassaway, West Virginia were presented to the Committee for approval. A typo was pointed out on page 2, under Emergency Operations Plan that WV Department of Homeland Security and Emergency Management needed to be changed to WV Division of Homeland Security and Emergency Management. A motion was made by Rodney Burkholder and seconded by? to make those corrections and accept the minutes as presented. The motion carried. Chairperson s Report WV VOAD Bridge Project Jenny gave a brief update on the WV VOAD Bridge Project. She has made several trips to discuss the WV VOAD Bridge Project processes with other states that are interesting in putting together their own project. She also invited the group to view pictures of completed bridges that were displayed on posters around the room. Tool Trailer WV VOAD now has the tool trailer that was discussed at the December quarterly meeting. The trailer is being housed in Williamson and a World Renew volunteer group will be helping Kenny Smith, Construction Manager, build shelves inside to store tools. What is WV VOAD? Video Christina Wilbert, WV VOAD Public Information Officer, put together a video explaining WV VOAD s mission, principles and work within WV. After the video was played for the group, Jenny encouraged everyone to share it on their Facebook and view it on the WV VOAD webpage. State EOP (Mass Care) Jerry Rhodes, Director of Department of Health and Human Resources the Center for Threat Preparedness (DHHR/CTP), and Donnie Haynes, Deputy Director, presented on the Emergency Operation Plan (EOP) development. The Mass Care Section of the EOP was passed around to the group. The Center for Threat Preparedness is a work unit within the Department of Health and Human Resources and is directly associated with the Bureau for Public Health. Jerry explained how CTP has response responsibility for a number of Emergency Support Functions (ESFs), primarily for ESF6 and ESF8. This particular EOP is the latest version that has been approved by the Governor s Office. Jerry went on to discuss CTP s three main priorities during emergency incidents. One is that we assess the public health system in this state. Second, they assess health care system in this state. Third, they are responsible for coordinating any mission response for DHHR. Sometimes it goes beyond DHHR and that s were WV VOAD comes in, especially in ESF6 mass care, sheltering and emergency assistance. CTP has been working very closely with the Red WV VOAD Minutes 3/8/16 Page 3 of 9

Cross on revisions to the sheltering section of the ESF6. CTP also has a broader ESF6 work group that many WV VOAD agencies have been a part of. Donnie Haynes provided the group with background of the Emergency Operations Plan and the process of developing the new format. WV code chapter 15-5 provides the Department Homeland Security and Emergency Management (DHSEM) the legal authority to develop and implement a comprehensive Homeland Security Emergency Response Plan. That response plan provides the framework for local jurisdictions and state offices to develop their own response plans. Every Emergency Response Plan developed should nest together into the State Operations Plan in order to avoid contradictions and keep communication open. Emergency Operations Plans facilitate the prevention, protection, response, recovery, short-term recovery in any disaster event that requires a response. Last fall, Homeland Security was advised by FEMA to update the EOP which had not been updated since 2009. At that time DSHEM contracted with the WV Military Authority to develop the first draft of the new EOP following the ESF format. Once completed the draft was presented to FEMA who then provided the initial approval for that process. Then by using the whole community approach, DSHEM and the WV Military Authority created a series of workshops back in November for all of the agencies and non-government organizations who play a part in recovery to give feedback on the draft. The comments were collected at these workshops and the revised draft was presented to the Cabinet Secretary for approval. The draft was then sent to the Governor for final approval in December and then to FEMA. The EOP is currently being shared again with the partnering agencies for review and once completed will be finalized. It is important to remember that this plan should be updated every two years. Jenny Gannaway asked if as a state VOAD the group could come together to decide how to break down the primary role of mass care. Donnie and Jerry supported the idea. It will be very helpful for the WV VOAD to discuss internally how these processes will occur. When CTP put the ESF6 together, they intentionally put WV VOAD instead of individual names because it both protects individual organizations and it allows this plan to stay intact. Larry Murphy asked whose responsibility it would be to supply the equipment for agency responsibilities like donations management. As a coordinating agency it is CTP s responsibility to find equipment through its partnering agencies in order to fill in the gaps. Dani Ramsey asked about best practices for turning donations away or getting the word out about which donations will be useful. David Hoge suggested using the Volunteer WV website as a resource for real time reports on what donations are needed. Jenny Gannaway pointed out that during disasters, member agencies will be updated on what is needed through daily conference call. FY16 Homeland Security Grant and THIRA David Hoge, Director of WV Homeland Security Homeland Administrative Agency at WV DMAPS, presented the FY 2016 WV State Homeland Security Grant Program Guidance. From the Post Katrina Emergency Management Reform Act, the state is required to submit a State Preparedness Report. There are 32 broad functions that the Federal Government requires a certain amount of proficiency in. The State Preparedness Report assesses where the state is in those 32 functions and its capabilities. The Threat and Hazard Identification Risk Assessment(THIRA) gives us the opportunity to establish our own targets for each of those capabilities. The five mission areas of the Core Capabilities are: Prevention, WV VOAD Minutes 3/8/16 Page 4 of 9

Protection, Mitigation, Response and Recovery. The state is responsible for filing the State Preparedness Report and the THIRA by December 31 st. Data is collected from all 55 counties to show what our true capabilities (quantifiable) are but it can be difficult to do this at an agency level. David then gave examples of questions that are asked of counties to report on. Jeff Allen asked if the collected information is available for viewing on a website. David replied that it has not been posted publicly but DMAPS has put together summaries and as needed the information can be shared. Pat Booker asked if the data gets populated into eteam, specifically relating to shelters identified within each county. David explained that Paul Howard was supposed to attend this meeting to discuss eteam but was unable to make it. Karen Allen brought up the concern that County Emergency Managers are asking the American Red Cross to store cots with them and what David s thoughts were. David replied that the resources bought through the grant are not classified, DMAPs has spread sheets available with points of contacts for every agency in order to get access to those resources. David went on to explain the grant program itself and provide examples of how the money can and has been spent. State Guidance has been developed to outline the application process and was handed out to the group. According to the notice of funding opportunity for 2016, the anticipated award for WV is 3.7 million dollars and DMAPS is allowed to fund up to 20% at the State level which leaves approximately 3 million dollars. The 2016 priorities are listed on the attachment but any proposal can be submitted and will be considered. The handouts can also be viewed on dmaps.wv.gov. Karen Allen asked advice on their mobile feeding unit that according to the Health Department needs 15% more capacity for gray water and an additional sink. Could this be covered by the grant and how would the American Red Cross make that request? David replied that there are different sets of rules for maintenance and sustain issues and the best thing to do is to discuss it ahead of time with DMAPS before starting the application. Pat Booker asked what the potential was for using this funding towards temporary housing and how it would relate to jurisdiction. David replied that this grant cannot be used for direct assistance and again suggested discussing it with DMAPS before starting an application for a project. Barbra Chalfant gave a hypothetical situation of being in an area where there is no long term housing available for families but there are three large church buildings with classroom space but no showers. Is it possible to use grant funds for showers if those buildings cooperate as transitional housing if needed? David replied that this situation would be a maybe because there is an exclusion against construction and renovation but one can use the right words when applying. Braxton County Home Rebuild Rodney Burkholder spoke with the group about a man named Rodney Cutlip, from Braxton County, who recently suffered brain injury in a car wreck and was then in the burn unit for 57 days after his house burned down. The MDS unit from Cumberland Valley is putting in the foundation for a home rebuild and Rodney wants to reach out to the VOAD agencies for funding. Barbra Chalfant asked how much it will cost to rebuild the home. Rodney replied that it will cost approximately $40,000. Jenny asked if funding could be found through a USDA grant. Brooke brought up the issue that Rodney Cutli does not meet the age requirement for the grant and would be unable to repay a loan. Gina asked if Habitat for Humanity WV VOAD Minutes 3/8/16 Page 5 of 9

could be a resource. Rodney Burkholder replied that Habitat does rebuild homes but that it is more of a loan and that the people have to be involved. Michael from Team Rubicon brought up the idea of a Go Fund Me account. Bridge Project Rodney Burkholder gave the group some background on the bridge project and brief description of the progress it has made. Mennonite Disaster Service (MDS) has fully funded the first ten bridges and will continue to provide labor and support to build future bridges. Jenny shared the story of Mrs. Ruth Cornell who lost her bridge three times last spring and ran out of resources to rebuild it a third time. The group then watched a video of Kevin King with MDS interviewing Mrs. Cornell after the WV VOAD Bridge project completed her new bridge. Jenny then shared several letters from state officials testifying the importance of this project. These letters can be viewed on the WV VOAD webpage along with pictures of all the constructed bridges and Bridge Project updates. Updates From the December Quarterly meeting to this meeting, seven bridges have been built and the bridge project is on its eighth bridge. Presbytery of WV will be donating $8,500 to the WV VOAD Bridge Project to help build a bridge. The American Baptist will be donating to the bridge fund and is also interested in building bridges. The Adventist Community Services donated $28,000 to the bridge project and a portion of this was used to purchase lumber for ten bridges. The Bridge Project still requires further funding and skilled volunteers. Long Term Recovery Brooke Powell, Disaster Case Manager, presented Long Term Recovery Updates on the Housing Repair/Rebuild project. From March 2015, April 2015, July 2015, December 2015 and January 2016 events, WV VOAD has these home cases left: Mingo 2 Wayne- 12 Boone- 8 Logan- 2 Kanawha- 11 Fayette- 2 Between the Brethren Disaster Ministries volunteers working in Lincoln County since February 7 th and World Renew volunteers working in Mingo County since January, WV VOAD has completed 17 home repairs. WV VOAD Minutes 3/8/16 Page 6 of 9

Jenny updated the group on the Richardson family who were flooded by 2015 storms. WV VOAD purchased a used mobile home using grant funding, World Renew volunteers helped make minor repairs and the family now has a safe and sanitary home. Rob and Sharron Schelling, with World Renew, presented before and after photos of Mary Marcum s home repair. Mrs. Marcum s home was flooded both in March and April 2015 which severely damaged the structure and safety of her floors. World Renew put in new joists and block to help level the home and new flooring in over half of the house. Jenny shared with the group that these home repairs were made with funding from a 2015 Benedum Grant and entreated the member agencies for any available funding to continue home repair projects. After the December 2015 flooding, Brooke Powell and Christina Wilbert, spoke with 59 families in Kanawha who were affected and 10 of these families were identified as needing assistance with home repairs. WV VOAD also received two calls from Lincoln County and one in Wayne County. Brooke and Jim Ditzler, with the United Church of Christ Ohio Conference, visited several of the affected families in Charleston. Many of these families are making repairs on their own but several families still need assistance when funding and volunteers become available. New Business Hazard Mitigation Grant David Hoge reminded the group that the state still does not have enough requests to spend the Hazard Mitigation funding from the five declarations in 2015. The state is working on applying some of the funding to the Bridge Project, but that process has to work with local jurisdictions. The state presently has 12 million dollars in Hazard Mitigation funds. Mass Care Training The state is holding a Mass Care Training course to develop mass care capability. The training is scheduled for April 22 nd April 24 th and there will be a second training later in the year. Several other trainings are available on the WV Military Affairs Training Center website. ReadyWV also has registration links to these trainings. Next Meeting January 2016 Declaration Marilyn Lynch mentioned that there are 23 Counties who had record snow levels in January and DSHEM has been given an extension on applying for a Public Assistance declaration. FEMA is gathering cost and is up to 2.4 million dollars. The next meeting will be held on June 7, 2016 from 10:00 to 2:00 at the St. Thomas Catholic Church in Gassaway. WV VOAD Minutes 3/8/16 Page 7 of 9

Adjournment With no further business, a motion was made by Rodney Burkholder and seconded by Barbra Chalfant to adjourn the meeting at 2:20 p.m. March 8, 2016 Roster 1. Jenny Gannaway Southern WV Disaster Center jennygannaway@frontier.com 2. Dan Lowther WV Conf. UMC dclowther@gmail.com 3. Hannah Kessler Next Step Ministries hanna.kessler@nesxtstepministries.com 4. Karen Allen American Red Cross karen.allen23@redcross.org 5. Janine Brown American Red Cross Janine.brown@redcross.org 6. Robert Schelling World Renew 7. Patricia Hale Booker American Red Cross pat.booker@redcross.org 8. Sharron Schelling World Renew 9. Marilyn Lynch WVDHSEM Marilyn.c.lynch@wv.gov 10. Rodney Burkholder Mennonite Disaster Services Rodburkholder@comcast.net 11. Lee Walker Bible Center Church, Charleston lwalker@biblecenterchurch.com 12. Gina Namay Volunteer WV gina.l.namay@wv.gov 13. David Hoge WV DMAPS david.k.hoge@wv.gov 14. Jenny Rhodes DHHR/CTP jenny.rhodes@wv.gov 15. Jeff Allen WV Council of Churches jsallen@gmail.com 16. Donnie Haynes DHHR/CTP donnie.w.haynes@wv.gov 17. Michael Smith Team Rubicon michael.smith@teamrubiconusa.org 18. Randy Murphy Adventist Community Services murphyrndy7@aol.com 19. Larry Murphy Adventist Community Services nwsu@hotmail.com 20. John Vanney American Baptist Men vanney2369@frontier.com 21. Barbara Chalfant Presbytery of WV missions@wvprebytery.org 22. Steve Hornbeck Presbytery of WV Hornbeck.steve@gmail.com 23. Peter WV VOAD Minutes 3/8/16 Page 8 of 9

24. Brooke Powell WV VOAD brookepowell.wvvoad@gmail.com 25. Christina Wilbert WV VOAD wvvoad.publicinformation@gmail.com 26. Dani Ramsey Rosedale Community Center dani_ramsey@hotmail.com 27. Clark Ramsey Rosedale Community Center clark_ramsey@hotmail.com WV VOAD Minutes 3/8/16 Page 9 of 9