NEW LONG TERM RECOVERY COMMITTEE MANUAL
ACKNOWLEDGEMENTS
This document is a compilation of materials that have been gathered from a variety of sources, including Voluntary Agencies (VOLAG's), Interfaith groups, and many individuals with years of experience in helping to form Long Term Recovery Committees (LTRC). It was created without malicious intent to plagiarize material and, whenever possible, permission was obtained before using materials as part of this document. It is meant to be used as a guide for those who have experienced a recent disaster in their community. It may also be used as a planning document for those who are anticipating how they may plan and prepare for a disaster that may occur in the future.
Long Term Recovery Committees are not a new concept. They have been around for many years under a variety of names - Unmet Needs Committee, Recovery Committee and Resource Coordination Committee are just a few examples. It is not really important what you call your committee. The function of the committee should be the focus of your group.
This document is not meant to be the "do all, say all" of information about LTRC's. In reading this, you may find that you do not agree with a particular suggestion or that you have discovered a new and improved way for your LTRC to function - GOOD FOR YOU!!! Remember that this is YOUR disaster and YOUR community's recovery. There is no "one way" to help. There is no "right way" to help. There can be a "wrong way" to help that can be detrimental to a survivor's recovery. This document is intended to help you avoid making the same kind of mistakes that many of us involved in compiling this have made in the past.
Many thanks to the contributors to this document. Much collaboration, many hours of cooperation and lots of communication went into making this as complete as possible.
June 23, 1999
INDEX
Phases of Disaster Relief and Recovery
Disasters: Declared and Undeclared
Partners in Disaster Response and Recovery
FEMA Housing Application Flow Chart
Organizing for Long Term Recovery
Definition of a Disaster
· Major Disaster - "means any natural catastrophe (including any hurricane, tornado, storm, high-water, wind-driven water, tidal wave, tsunami, earthquake, volcanic eruption, landslide, mudslide, snowstorm, or drought), or regardless of cause any fire, flood, or explosion, in any part of the United States, which in the determination of the President causes damage of sufficient severity and magnitude to warrant major disaster assistance under the Stafford Act to supplement the efforts and available resources of the Local, State Governments, and disaster relief organizations in alleviating the damage, loss, hardship, or suffering caused thereby."
· A disaster is any event that disrupts normal life causing physical or mental trauma and damage to property and/or community infrastructure. Technological disasters and acts of terrorism are included.
PHASES of DISASTER RELIEF and RECOVERY
Incident
· Incident - "any condition which meets the definition of major disaster or emergency… which causes damage or hardship that may result in a Presidential declaration of a major disaster or an emergency."
· Incident period* - "the time interval during which the disaster-causing incident occurs. No Federal assistance shall be approved unless the damage or hardship to be alleviated resulted from the disaster-causing incident, which took place during the incident period or was in anticipation of that incident. The incident period will be established by the Federal Emergency Management Agency (FEMA) in the FEMA-State Agreement and published in the Federal Register."
* The legal definition for the incident period is especially important to caseworkers involved in the recovery process as it determines the time frame in which applicants are eligible for various forms of Federal disaster assistance.
Response
· First respondents in the emergency stage will be family, neighbors, congregations, local fire and police departments, search and rescue teams, American Red Cross (ARC), Salvation Army (SA) and other voluntary agencies. This is usually a very dangerous time. The survivors and the professional rescue people can be endangered if non-professionals are in the way.
Relief
· Basic human needs are cared for in a temporary way, which may last days or weeks. Medical services, food, clothing, and temporary shelter become available from the ARC, the churches, other helping organizations, or friends and family.
· Basic clean up of homes, businesses and streets begins. Utilities begin to be restored. The processes of applying for aid begins by making contact with personal insurance company, ARC and, if presidentially declared, FEMA.
Recovery
· People begin moving out of shelters and into temporary housing. Homes and lives begin to be rebuilt.
· People and communities try to return to normal.
· The recovery stage usually lasts about ten times as long as the relief stage (or in catastrophic disasters where several years are needed for full recovery).
*Entity in bold is the responsible facilitator
**See written protocols in Appendix
DISASTERS: DECLARED AND UNDECLARED
Once a disaster has occurred, there are a number of ways that it may be designated. Below are listed the types of disaster declarations and a brief explanation of each.
Undeclared Disasters
In some instances, disaster assistance may be obtained from the Federal Government and voluntary agencies without a Presidential Declaration of a major disaster or an emergency. Federal establishments, particularly military installations which are located in or near the disaster area, may provide immediate lifesaving assistance, and other Federal agencies may be able to provide assistance under their own statutory authorities.
State Declared
· In cases where an occurrence is not expected to exceed the capability of the Local and State Governments to respond, rendering the State ineligible to qualify under the definition of a major disaster, the Governor of a State, or the Acting Governor in her/his absence, may declare a State of Emergency or Disaster for the State.
· Such a declaration specifies the location and type of damage, as well as the period of incidence.
· The declaration officially activates the State Emergency Operations Plan and authorizes the use of selected state agencies to provide support to the affected countries.
Emergency Declarations
· When an incident occurs or threatens to occur in a state, which would not qualify under the definition of major disaster, the Governor of a State or Acting Governor in her/his absence, may request that the President declare an emergency.
· Under an Emergency Declaration limited assistance may be provided as requested by the Governor. Type of declaration could be:
· Disasters Housing (only) or a combination of programs which fall short of the need for a major declaration.
USDA Only
· USDA food and Nutrition may provide commodities for use in mass feeding by certified voluntary agencies.
· Does not require a Presidential declaration to activate.
· Emergency physical and production loss program through the USDA Farm Service Agency requires a secretarial designation which includes the specified counties and contiguous counties.
· Rural development aid is available through the USDA Rural Housing Service
Voluntary Agency Assistance
· An essential element of any disaster relief effort is the assistance provided by private relief organizations in the distribution of food, medicine, supplies, the provision of emergency shelter, and the restoration of community services.
· The ARC can provide vouchers and other types of assistance to individuals and families to meet their emergency, disaster-caused needs.
· Volunteer organizations, other charitable agencies, community based organizations, and church groups provide significant assistance to those in need of help.
Declared Disasters
A Declared Disaster is the means by which FEMA assists a state in carrying out its responsibilities to alleviate suffering and damage that result from a major disaster or emergency. Not all programs are available in every declared disaster. Programs may be added after the original declaration.
The following are types of disaster declarations and the programs associated with them:
SBA Only Declaration
· In instances where a disaster has impact limited to a small number of families and businesses that would not warrant a declaration of major disaster the Administrator of the SBA, at the request of a governor of a state, may declare a county or counties as an SBA Administrative Declaration.
· The criteria for such a declaration is that there are 25 homes and or businesses in a county affected and that they have 40% or greater uninsured losses to contents and/or real property.
Public Assistance Only
· The term which refers to supplemental assistance to local and state governments and certain private non-profit organizations after a disaster declaration.
· Eligible applicants include local government and any political subdivision of the state, Indian tribe and/;or Alaskan native village.
· Private non-profit organizations are those which operate the following types of facilities: educational, utility, emergency, medical, custodial care and those providing essential services of a governmental nature to the general public.
· PA only declarations do not generally affect the VOLAG sector of the community. For further information contact a local/state EMA official.
Individual Assistance Only
A Presidential declaration of a major disaster can make a broad range of assistance available to individual survivors.
This Individual Assistance may include some or all of the following:
· Temporary housing, until alternative housing is available, for disaster victims whose homes are uninhabitable.
· Home repair funds may be given to owner-occupants in lieu of other forms of temporary housing assistance, so that families can quickly return to their damaged homes. Repair funds are given so that the house may be returned to safe, sanitary and secure conditions.
· Disaster unemployment assistance and job placement assistance for those unemployed as a result of a major disaster.
· Individuals and family grants of up to $13,600 (this amount is adjusted for inflation annually) to help meet disaster-related necessary expenses or serious needs when those affected are unable to meet such expenses or needs through other programs or other means.
· Legal advice for those affected by the disaster.
· Crisis counseling and referrals to appropriate mental health agencies to relieve disaster-caused mental health problems.
· Loans to individuals, businesses, and farmers for repair, rehabilitation, or replacement of damaged real and personal property and some production losses not fully covered by insurance.
· Agricultural assistance, including technical assistance; payments covering a major portion of the cost to eligible farmers who perform emergency conservation actions on farmland damaged by the disaster, and provision of federally owned feed grain for livestock and herd preservation.
· Veteran's assistance, such as death benefits, pensions, insurance settlements, and adjustments to home mortgage held by the Department of Veterans Affairs (VA) if a VA-insured home has been damaged.
· Tax relief, including help from the Internal Revenue Service in claiming casualty losses resulting from the disaster, and State tax assistance.
· Waiver of penalties for early withdrawal of funds from certain time deposits.
· The Cora Brown Fund which may assist victims of natural disasters for those disaster-related needs that have not been or will not be met by government agencies or private organizations that have programs to address such needs.
Hazard Mitigation
· In addition to the assistance provided to individual and to local and state governments, FEMA also provides technical assistance and grants for Hazard Mitigation projects and activities
· Hazard Mitigation involves the identification and implementation of measures of measures to reduce the severity of future disaster.
· Hazard Mitigation assistance includes:
· Technical assistance and guidance in preparing or updating the required State Hazard Mitigation Plan.
· Technical assistance from Interagency Hazard Mitigation Teams or Hazard Mitigation survey Teams will survey the area following the disaster declaration to identify mitigation measures that may reduce future damages.
· Funding of mitigation projects through the Hazard Mitigation Grant Program (HMGP) which can fund up to 50% of the cost of a project.
· The measures funded must be cost effective and environmentally compatible and should be identified throughout the evaluation of hazards in the preparation of the State Hazard Mitigation Plan.
· Total federal funds available for the HMGP are limited to 15% of the federal share of permanent restorative work completed in the program with overall financial and program management responsibilities.
· Eligible applicants for the grants include local units of organizations and state agencies.
· Communities can apply through the state for the HMGP following a presidential disaster declaration
· The state is responsible for identifying and prioritizing projects.
· Examples of projects under the HMGP:
· Acquisition or relocation projects
· Structural hazard control or protection
· Construction activities that result in protection from hazard
· Flood proofing of facilities
A Presidential Disaster Declaration can include SBA, PA , IA and Hazard Mitigation together as part of one declaration.
· Each Presidential Declaration is state specific. Declarations do not cross state boundaries
· Declarations are given for specific counties with-in a state, as requested by the state
· Counties and programs can be added to a declaration, at the request of the state, with supporting documentation
Partners in Disaster Response and Recovery
In preparing for or responding to disasters in your community, it will be helpful to know whom some of the folks are who will be part of the response/recovery.
State Emergency Management Agency
· The State Emergency Management Agency is responsible for developing plans for responding to emergencies in the state and identifying and coordinating resources to assist in responding to and recovering from disasters or emergencies in the state.
· In many states there are local/county Emergency Managers who act in accordance with the state EMA.
State Emergency Management Agency, Voluntary Agency Liaison
· Some States are in the process of developing position descriptions for full-time, state sponsored voluntary agency liaisons.
· The liaison coordinates with the State/Local VOAD in information exchange and identification of resources.
· Donations Management personnel also work closely with the Voluntary Agency Liaison.
Federal Emergency Management Agency (FEMA)
· In a Federal Declared disaster, FEMA coordinates resources required to assist the Local and State authorities in responding to and recovering from the disaster.
· Agency will also assist in developing plans and training for emergency preparedness.
Federal Emergency Management Agency VAL
· This individual coordinates disaster relief activities of established and ad-hoc voluntary organizations in providing goods or services to disaster survivors.
· They also identify and refer unique individual and family situations where assistance cannot be provided through existing programs to other organizations involved in the disaster recovery.
· The Voluntary Agency Liaison represents FEMA with volunteer organizations to explain the role of the Federal Government in delivering disaster assistance.
· The VAL observes volunteer agency activities to assist with non-discrimination in the delivery of disaster assistance.
American Red Cross (ARC)
· Work closely with local/state/federal EMA staff in planning and preparedness for disaster response.
· Can provide damage assessment, emergency shelters, and emergency communications
· Distributes emergency supplies (i.e. personal care kits, clean-up kits)
· Provides for feeding victims and emergency workers at both stationary and fixed sites.
· Responds to disaster welfare inquiries and provides information services.
· Provides emergency financial assistance for food, clothing, rent, bedding, selected furnishings, medical needs, temporary home repairs, occupational supplies, and other essentials on an individual or family basis
· Acts as a referral service to government and private agencies
American Red Cross VOLAG
· This individual initiates the collaborative process with other local agencies for response and recovery activities for the disaster relief operation
· Identifies NVOAD, VOAD, local Community Based Organizations (CBO's) and points of contact
· Identifies services provided by VOAD's and local CBO's
· Provides initial community resource list and directory for the disaster relief operation
· Initiates interaction with other ARC staff functions
· Initiates activities to identify non-traditional services required of ARC
· May coordinate a meeting of disaster response agencies on the relief operation
· Assists in the formation of the Long Term Recovery Committee in collaboration with other organizational representatives (i.e. CWS Consultant, FEMA VAL, local VOAD rep, etc.)
Church World Service (CWS)
· CWS, Inc., is the service arm of the National Council of Churches of Christ in the U.S., which includes Disaster Response in the U.S. and worldwide, the states and territories.
· The CWS role in disaster is to encourage and support churches working together in a coordinated Interfaith response to human need in long-term disaster recovery.
· May provide "Gifts of the Heart" material aid. "Gifts of the Heart" kits can include clean-up, health care, sewing, layette, school, kitchen utensils, food staples, and medical materials, as well as woolen or cotton blankets.
· Can assist in fund-raising from national church bodies by sharing information from the local/state interfaith.
· May provide a one time grant as "seed" money for an Interfaith response organization that is coming together in response to a disaster
· Can publicize needs and help to identify available resources for relief and long-term recovery. Various types of equipment may be available, such as tents, generators, or power washers from churches through the CWS request to meet the need.
· Seeks to promote a holistic approach to disaster recovery which includes:
· Mitigate the dangers of disasters through education, advocacy and local, state/territory or national legislative measures
· Prepare for disasters and for the long-term recovery of survivors
· Project needs and resources after disaster and encourage a coordinated response with other churches and the Interfaith community
· Respond to human need in a collaborative, coordinated way after disaster without duplication or waste.
· Trains and appoints year round volunteer CWS Disaster Resource Consultants for each state and territory in the U.S.
Disaster Resource Consultant (DRC)
· The role of the CWS volunteer DRC is to work on behalf of the ecumenical, or interfaith body.
· Purpose is to enable the local/regional Interfaith community to organize and utilize all available resources to prevent, mitigate, prepare for, respond, and recover from disaster.
· After a disaster, the CWS Consultants will assist local Interfaith groups to respond to human needs in a coordinated way that is integrated into the ongoing development of the community.
· Emphasis is on assistance to those who are most vulnerable such as elderly, children, disabled, those who first language is not English, and others with special needs.
· CWS provides assistance without regard to race, creed, gender, or political affiliation and ensure that the response is in harmony with on-going development efforts in the community.
Other Partners - Governmental
There are many agencies who work in conjunctions with disaster response and recovery in a Presidentially declared disaster. While these agencies are not part of FEMA, they work closely with them. The programs associated with these agencies will be described in more detail in an upcoming section.
· SBA
· Veterans Assistance
· IRS
· Farmers Home Administration
Voluntary Agency Cooperation Model
What is a Long Term Recovery Committee?
· The purpose of a Long Term Recovery Committee is to help affected families to develop a plan and receive adequate assistance for their recovery.
· The Long Term Recovery Committees are working groups with decision-making authority where all participating organizations are equal partners.
· A Long Term Recovery Committee is composed of representatives from disaster response and/or recovery agencies.
· The mission is to strengthen area-wide disaster coordination by sharing information, simplifying client access, and jointly resolving cases with unmet needs.
What is an Interfaith?
· Faith-based Organizations who come together in specialized roles in disaster response
· May provide casework oriented toward a unique client base
· May provide service and assistance to individuals and families that do not qualify for local/state/federal assistance
· Separate from LTRC but representatives may serve on the LTRC
What is a VOAD?
· VOAD is Voluntary Organizations Active in Disaster
· State and/or local VOAD is a member of NVOAD (National Voluntary Organizations Active in Disaster)
· VOAD activities include:
· Planning the primary resources of its membership and their roles during a time of disaster
· Training of members for effective activity in all phases of disaster response and recovery
· Convening members to share information concerning the disaster and their plans for response. On larger disasters, State and Local VOAD's should work together
· Partnering with government emergency management agencies to facilitate communication and coordination
· Supports and promotes the establishment of a Long Term Recovery Committee
These three groups (LTRC, Interfaith, and VOAD) are often confused by folks who are new to disaster recovery. They are three separate and different groups with specific functions, however, the areas of responsibility often overlap. Their names and functions are NOT interchangeable.
A LTRC may form separately from either of the other two organizations. An Interfaith group may become the LTRC when no separate group is formed. The VOAD participants are often the base for the LTRC. The important thing to note is that there is no ONE way for a recovery group to form. It is important to maintain a flexible and fluid attitude towards the recovery mode and stay focused on the FUNCTION of the recovery mode not the way in which it is formed.
What are the advantages of a recovery group for the survivors?
· Have access to the agencies simultaneously.
· Have the benefit of the collective creative problem solving skills of many experienced case managers.
· Benefit from quick decision making and commitments from agencies providing services and resources.
What are the advantages of a recovery group to the agencies involved?
· The committee approach expands each agency's opportunity to assist survivors they might not otherwise have encountered.
· The committee approach makes possible the best and most extensive use of each agency's services and resources.
· The committee exchange will allow agencies to share information about cases they are serving and avoid duplicating benefits.
· The committee opens access for each agency's cases to the full range of resources available.
· The committee process provides a system for future interaction.
When is a Long Term Recovery Committee organized?
· When disaster occurs and multiple organizations intend to provide services for recovery, Long Term Recovery Committees need to be organized by the local representatives of those service organizations as soon as possible after disaster strikes.
· In some areas of the country, the trend is moving towards the concept of "standing" Long Term Recovery Committees. These committees work in conjunction with the local/state VOAD and may have been organized as a subcommittee of the VOAD.
Who can participate?
· Any organization providing resources in the recovery process for disaster-caused human needs can participate.
· National Voluntary Organizations Active in Disaster (NVOAD) member organizations involved in the recovery process are strongly encouraged to provide leadership and information to Long Term Recovery Committees.
· Where there is a viable interfaith response organization, the interfaith organization may represent its members. All participants are equal partners.
· Local community based organizations that have extended their regular programs to included disaster-related needs.
What type of participation is required?
· Participation is never "required" but always voluntary.
· Participation generally falls into one or more of three categories: manpower, money, or materials. (Expertise and services are part of these. Examples: an agency who can provide organizational expertise or an agency who can provide a regular meeting place. Neither agency may be able to directly provide dollars for the recovery effort.)
· Participants would be expected to attend meetings regularly or send a substitute from their organization
How might a Long Term Recovery Committee be structured?
· Where possible, existing coordinating groups in the local community will be the starting point for each council. (I.e. Local VOAD, Red Cross, Interfaith groups, Salvation Army, etc.)
· Any agency serving disaster clients may sit on the committee. Agency representatives must have decision-making authority for their organizations.
· An objective/neutral coordinator should facilitate each committee's activities. Coordinators may be drawn from existing coordinators in the area.
How might the Long Term Recovery Committee process work?
· The local coordinator would convene and facilitate weekly meetings of the committee. Information about community resources will be shared. Frequency of meetings should be as needed and decided by the LTRC membership. Weekly or even twice weekly may be needed in the early days of the committee.
· Case managers would be identified and training provided, if necessary.
· Case managers would work with individuals and families to develop a recovery plan and identify the unmet need.
· A case file would be established and common repository for the files could be identified.
· In some cases, organizations could bring cases directly to the committee if they were unable to meet client needs through their own resources.
· Through discussion, sharing options, and resources, the committee would jointly share resources to meet the needs of each case brought to the committee.
· Commitment of resources by an organization should be voluntary and based on that organization's eligibility criteria and approval.
· Minutes of the meetings should be kept and include the details of all agency commitments.
· All cases presented to the committee must be accompanied by a Release of Confidentiality signed by the client so case information could be shared.
· Professional standards of confidentiality will apply to the committee as a whole.
· In large scale disasters where there may be more than one LTRC, regular meetings between the leadership of the committees should be held to discuss needs and share knowledge of resources.
Because so many organizations provide assistance to individuals the concern is the prevention of Duplication of Benefits (DOB). To determine when DOB occurs, a delivery sequence has been established. (See chart following text)
· When the delivery sequence has been disrupted, the disrupting agency is responsible for rectifying the duplication.
· The delivery sequence is:
· Voluntary agencies' emergency assistance
· Insurance: Home owners, Renters and/or NFIP
· Disaster Housing assistance
· SBA disaster loans
· IFG program assistance
· Voluntary agencies' additional assistance
· FEMA's Cora Brown Fund
· FEMA has the responsibility for :
· Establishing policy to determine whether DOB may occur or has occurred
· Preventing its occurrence
· Remedying the duplication.
By obtaining an awareness of the delivery sequence, as required by law, governmental and voluntary agencies alike can work together to avoid most Duplication of Benefits.
Voluntary Agencies
· Various voluntary agencies have response capabilities in their disaster planning. These agencies work closely with local and state emergency management to provide shelter, food, clothing, and replacement of medical supplies (dentures, prescriptions, eyeglasses, etc.).
· These capabilities are not dependent on a Presidential Declaration in order to be initiated .
Personal Insurance
· Owners/Renters who have insurance need to contact their insurance agent at the earliest possible time after the disaster.
· Insurance coverage is determined before survivor is determined eligible for Federal programs.
· NFIP (National Flood Insurance Program) is a requirement for owners who reside in the flood plain. Renters may have purchased NFIP insurance for contents only. (See local EMA for further information)
· Insurance claims are not dependent on a Presidential Declaration
FEMA Disaster Housing Programs
The purpose of the FEMA Disaster Housing Program is to provide assistance to enable a household to address disaster-related housing needs.
Inspection Process and Documentation
· A combined Verification/Inspection is made by contract construction specialists for all applications referred to the FEMA Disaster Housing and State Individual Family Grant Programs.
· Inspectors will confirm the extent of the damage to real and personal property.
· Inspector will verify ownership of the property, occupancy, and residency from documentation provided by the applicant.
· Inspectors DO NOT verify the dollar amount of damage for the homeowner
Home Repair Program
· Provides funds to help survivor repair their home and return it to a habitable condition
· Habitable condition is defined as "safe, sanitary and secure."
· Amount of check is based on structural damage as determined by a FEMA inspection (Up to $10,000)
· Eligibility:
· Must provide proof of ownership and occupancy at the time of the disaster, and
· damage must be disaster-related, and
· total estimated repair costs may not exceed FEMA's maximum allowable repair awards
TEMPORARY HOUSING ASSISTANCE
· Provides a financial assistance to rent a place for the pre-disaster household members to live
· Amount of financial assistance is based on Fair Market Rental in the area of the disaster
· FEMA may provide a list of available rentals in the area
· Eligibility
· Provide proof of occupancy at time of the disaster, and
· Displacement from home must be disaster caused
· For renters or owners
MORTGAGE/RENTAL ASSISTANCE
· Provides a financial assistance to pay mortgage or rental costs
· Eligibility:
· Must be living in the pre-disaster dwelling and prove occupancy, and
· Must document disaster-related financial hardship which can be confirmed by FEMA, and
· Must be unable to make housing payment due to the disaster.
· Must have received formal written notice of foreclosure or eviction proceedings have been initiated.
National Teleregistration Center
· The National Teleregistration Center is a facility to which individuals and families call to register. Technicians record personal information and a description of the disaster related damage.
· Technicians may refer individuals to other Federal, State, Local government agencies, and/or voluntary agencies for other forms of disaster assistance.
· This information becomes the application from which program assistance determinations are made.
Community Relations
One of the most important objectives after any disaster is to inform individuals of the assistance available to assist them in the application and delivery process.
Information out-lining available aid programs is disseminated by FEMA through radio, television, newspapers, and the mass distribution of pamphlets, as well as through outreach teams and toll-free telephone hotlines.
One group that assists in this are the Community Relations (CR) folks. They are the "eyes and ears" for FEMA is disaster response and recovery. CR individuals will meet with local leadership (mayor, council persons, etc.) to establish a communications network. They will provide brochures, pamphlets and flyers with information on DRC's, hours of operation, and programs available. They will assist in organizing town meetings and forums for information to be disbursed. CR individuals often are able to identify special needs populations or pockets of a disaster area that have not been previously noted.
Disaster Recovery Center (DRC)
To make it easier for individuals to get information and obtain the help available from various volunteer agencies, Local, State, and Federal agencies, FEMA may establish one or more Disaster Recovery Centers (DRCs) in the disaster area.
· Representatives of Federal Departments and agencies, Local and State governments, private relief agencies and other organizations that can provide assistance or counseling are available to register and advise disaster victims.
· These centers are kept in operation as long as required. In addition, mobile teams may be sent to assist persons in areas without easy access to a DRC.
· The DRC is set up to be a one-stop facility for obtaining information.
· Individuals and families may meet directly with FEMA representatives to check the status of their application.
· Other Federal agencies provide representatives to assist with questions on additional resources.
· State, and Local agency representatives are available for explanations of programs, application procedures, and eligibility requirements.
· Voluntary Agency representatives may also be present for additional program information from their respective agency.
Help-line
· FEMA has a toll free telephone number for applicants to call with questions about forms of disaster assistance and /or their status in the delivery process.
· Hours of operation are published along with the help-line number. Hours of operation may vary according to the location of the disaster.
Other Government Programs
Various state and federal agencies will activate their disaster programs upon request. These agencies will provide representatives to the Federal/State Disaster Recovery Center (DRC) so that survivors may access the programs.
Disaster Legal Services
· When the President declares a disaster, FEMA, through an agreement with the Young Lawyers Division of the American Bar Association, provides free legal help for survivors of that disaster. Legal advice is limited to cases that will not produce a fee (i.e. those cases where attorneys are paid part of the settlement which is awarded by the court). The assistance that participating lawyers provide typically includes:
· Assistance with insurance claims (life, medical, property, etc.).
· Counseling on landlord/tenant problems.
· Assistance with home repair contracts.
· Assistance in consumer protection matters, remedies, and procedures.
· Counseling on mortgage foreclosure problems.
· Replacement of wills and other important legal documents destroyed in a major disaster.
· Drafting of powers of attorney.
· Estate administration (insolvent estates).
· Preparation of guardianships and conservatorship.
· Referring individuals to Local and State agencies that may be of further assistance (e.g. consumer affairs).
· In the authorizing legislation (the "Robert T. Stafford Disaster Relief and Emergency Assistance Act", Section 415), disaster legal services are meant for low-income individuals, who, prior to or because of the disaster, are unable to secure legal services adequate to meet their needs as a consequence of a major disaster.
· Cases that may generate a fee are turned over to the local lawyer referral service.
Disaster Unemployment Assistance
· Provides assistance to survivors who have lost their job due to the disaster.
· Benefits may be available for up to 26 weeks.
· Available to those who may not qualify for state programs (i.e. self-employed individuals).
· Program is FEMA funded but administered by the state.
Veterans Administration
· Death benefits, pension assistance and insurance settlement advise available from trained counselors for veterans.
· Adjustments to home mortgages may be available for qualified veterans.
Crisis Counseling
· Provides supplemental funding to the state for short-term counseling services to disaster survivors in Presidentially Declared disasters.
· Program has two portions:
· Immediate services are intended to enable the state/local agency to respond to immediate mental health needs for crisis counseling for 60 days. Services included are: screening, diagnostic and counseling services as well as outreach services such as public information and community networking.
· The regular program provides up to 9 months of crisis counseling services, community outreach, consultation and education services to people affected by the disaster.
· State Department of Mental Health assesses need for grant funding through contact with local mental health providers in the affected area. If local area providers are unable to meet the needs in the area, a grant-funding request will be submitted to FEMA. The funding must be requested in writing within 14 days of the disaster declaration.
· Program was developed in cooperation with FEMA and the Crisis Health Mental Services (CHMS). Both FEMA and CHMS monitor the funded crisis counseling programs.
· State Department of Mental Health is responsible for submitting a final report to FEMA.
Internal Revenue Service
· Allows certain casualty losses to be deducted for the year of the loss or through an immediate amendment to the previous years tax return.
· May also assist with replacement of previous tax documents lost in the disaster.
Farmers Assistance
· Emergency loans where property loss or economic injury occur due to a natural disaster that affects farm, ranch or aquaculture operations.
· Loans to applicants suffering qualifying physical or production loss in a declared county.
· Operations in a contiguous county to the declared area may also be eligible.
Small Business Administration (SBA)
In each disaster, the SBA prints a Fact Sheet listing the current interest rates on loans and any updated information. A sample Fact Sheet is in the Appendix. Be sure to obtain the Fact Sheet for the current disaster.
Individual Family Grant Program (IFGP)
· Designated to help disaster survivors who have no other source of government, private, or insurance assistance available.
· Funded at 75% by FEMA and 25% funded by the State.
· Administered by the State.
· Must have applied for a SBA loan and been denied. Exceptions may be expenses relating to medical, dental, and funeral needs.
· Only intended to meet disaster-related necessary expenses for serious needs.
· IFGP funds are authorized for the following six categories:
· Housing (primarily for repairs, safety measures, access and debris removal).
· Personal property.
· Transportation.
· Medical and dental expenses.
· Funeral expenses.
· Cost of the first year's flood insurance premium, if required.
Long Term Recovery Committee
· Ownership of the Committee must be lodged with ALL the Agencies represented on the Committee.
· Any agency, with case management responsibility and/or resources (re: manpower, materials, money) that is serving disaster clients may sit on this committee.
· All cases presented to the committee must be accompanied by a RELEASE OF CONFIDENTIALITY signed by the client so that the case information necessary to accomplish case planning can be shared. Professional standards of confidentiality always apply to the agencies and committees.
· All commitments of resources by any participating Agency are voluntary and may be based on the Agency's individual criteria or service.
· Red Cross caseworkers develop and present cases for clients that have received maximum grants from the IFG program and still need further assistance.
Additional Assistance Programs
· A number of voluntary agencies have programs that assist survivors beyond the scope of regular disaster assistance programs.
· American Red Cross - AA Program available to survivors who have exhausted all other means of assistance and still have unmet disaster-caused needs.
· United Methodist Committee on Relief - may provide repair and rebuilding crews of voluntary labor for survivors who are unable to afford a contractor.
· Mennonite Disaster Services - may provide skilled volunteer labor for rebuilding projects for elderly, disabled, or special needs populations.
· Salvation Army - long term recovery assistance available. Check with local office.
Cora Brown Fund
Application Process for Cora Brown:
· Disaster survivors do not apply directly for assistance from the fund. Candidates who may be in need of this assistance can be identified by FEMA, through contacts with other departments or agencies, or local governments, the ARC, and other volunteer agencies active in the disaster area.
· Unmet needs committees active in the disaster area can also facilitate identification of disaster victims who may benefit from the Cora Brown Fund.
· To expedite possible fund assistance to a disaster victim, cases presented to the FEMA Regional Director for consideration should include the following items:
· Name current address of the potential candidate and references to the disaster in which the need occurred.
· The nature of the disaster-related unmet need such as home repair and rebuilding assistance for permanent housing:
· Health and safety measures
· Medical care
· Evacuation cost (including pre-disaster moving and storage of personal property items)
· Hazard mitigation
· Assistance to self-employed persons (with no employees) to re-establish their business
· Other services to alleviate human suffering and promote the well being of disaster victims,
· Services for the elderly
· Children and handicapped persons
· Including transportation
· Recreational programs
· Provision for special ramps and hospital or home visiting services
· A description of how the funding will resolve or meet the need of the disaster-related need. Copies of estimates, elevation requirements (copies of permits,) and other supporting documentation should also be included with the request.
· A record of all other assistance, including that which is or will be available for the same purpose. This would include volunteer labor or organizations should be included with the request.
· A description of how the need was identified.
· A recommendation indicating the items or categories of assistance requested and the amounts.
· If your group or organization needs assistance in this matter contact FEMA, a Voluntary Organization Liaison (VAL) assigned to the disaster operation or located at the FEMA regional office. Once you have completed a case with the proper documentation forward it to the FEMA VAL for review and processing.
VERIFICATION OF CITIZENSHIP
· The United States Congress has prohibited providing "federal public benefit" to persons who are not United States citizens, non-citizen nationals or "qualified aliens."
· This effectively eliminates all but short term, non-cash, in-kind emergency disaster relief for undocumented people.
· All FEMA applicants will be asked to sign FEMA Form 90-69D when their dwelling is inspected. Form 90-69D is a Declaration of Applicant stating that the signor is a citizen, non-citizen national or qualified alien in the United States.
· Proof of above must be given at the time of signature.
· Residents who are unable to provide documentation, not due to the disaster, should be referred to the Voluntary Agencies in the area.
· Voluntary Agencies and Interfaith Organizations do not have the same governmental restrictions on assistance that may be provided to undocumented people.
Sequence of Delivery
Introduction
During the emergency and relief phases following a disaster, organizational presence, volunteers and resources may be abundant. Soon, however, volunteers and resources become scarce but much still needs to be done. It is important for community or county groups to identify, pool and coordinate resources as soon as possible.
Claim Responsibility
· Invite people together who are ready to claim responsibility for the long-term recovery in their area. Invite all religious communities, community based organizations and VOAD members in the area to participate.
· Form a recovery group separate from, but linked to, inter-religious organizations. A separate group will help keep the energy of the group focused on the recovery. Interfaith organizations will also be focused on recovery but will have a broader scope in trying to address spiritual needs too.
· Community based groups may already have a full agenda. Unless a separate collaborative and inclusive group is formed, the recovery may get stalled in political and turf battles.
Announce Your Group's Presence or Survey
· If you can define the area of damage, survey it door to door. There are voluntary agencies who have members trained to do this.
· The survey will help you find people who have, for various reasons, not requested assistance.
· If you can't define where the damage is, announce the existence your recovery group to the media. Human interest stories and reports of voluntary agency assistance are usually of interest.
· During the survey, or when people come to you for help, make sure they get signed up with FEMA and have seen ARC for immediate needs.
· Plan to reserve religious community funds for those things which other groups are unable, according to their policies, to provide. Religious community money is the most flexible.
· Recruit and train volunteer case managers who will assist individuals and/or families in developing a recovery plan.
· Work case-by-case, completing one case before moving onto the next. Invite other agencies to regular round-table meetings to which you will bring cases to see what additional assistance you can get for them, making sure you have secured a release of confidential information from each client before you share with those around the table.
· In a large disaster with many affected areas, county groups should be focused more on the needs of individuals rather than just the delivery of services. A piecemeal approach to unmet needs will almost insure that people will continue to fall through the cracks.
· Survivors will be tired of going from place to place to get what they need. A recovery group will bring everybody together in one place.
· Once you have exhausted local resources, a state Interfaith Organization may assist in connecting you with other funding sources. In very large disasters, a State Interfaith Organization may also work to bring all county recovery groups together regionally to discuss concerns, identify new strategies and look for new resources.
· If you will be working for a long period of time, because of the workload, you may need to consider hiring staff. Although the first option is to find volunteers to fulfill responsibilities, sometimes the time commitment is more than volunteers can realistically give.
· In some cases, the first person to hire is someone to keep records, rather than a director or a coordinator. This person will do all the detail work, enabling volunteer leaders to make good decisions and follow through.
Organization
As the LTRC begins to organize it is important to begin with a clear statement of:
· The mission of the organization
· Each group should develop a statement with its reasons for coming together and what objectives will be accomplished.
· The mission of the LTRC is to help the survivor to address serious, disaster related needs which cannot or have not been met by other disaster organizations.
· It is the responsibility of the survivor to develop a working recovery plan in which they indicate what assistance will be absolutely necessary for them to get back on their feet and begin to put their life back in order.
· The criteria for assistance of individuals
· The key is to set priorities so that those who have the greatest need and the least resources will be assisted first.
· Many groups decide to give priority to elderly, handicapped and low income or single parent households.
· The group could include geographic and demographic limits the committee would respond to, discussion on handling self-employed, family business or family farm losses.
· Assistance guidelines need to address the allocation of in-kind donations (i.e. lumber, building supplies, appliances, etc.) and volunteer labor.
· A sense of what the organizational structure will be
· Leadership of the group will be a function of its size and complexity. In small disaster all that may be necessary is a convenor to call the group together and keep it on task.
· When there are a large number of participating organizations, a coordinator could make sure that all preparation has been completed and that follow-up is done on a timely basis. A coordinator could work directly with the organizations around the table anticipating challenges and facilitating communication, coordination and collaboration among the organizations.
· Staffing should be functional which means that once a task is identified someone will need to complete it. The first option would be to have volunteer staff when possible.
· Hiring staff is a functional consideration.
· To designate one person to sit in the leadership role
· Regardless of the level of leadership necessary, this is important. That person should be chosen for the attributes of impartiality, ability to lead, organizational skill, communication ability, problem solving attitude and ability to keep a meeting on track.
· An agreed upon operational process
· The tasks of the LTRC include educating itself for the work, developing a system of comprehensive case management, maintaining strict confidentiality in its work with clients, identifying and avoiding conflicts of interest in casework, developing a system for referring non-disaster related cases, and avoiding duplication of benefits to individuals.
· Meeting should have an agenda, be kept on track and, usually, last no more than 90 minutes. This will assure continued participation by agencies that were already busy before the disaster came.
· Someone will need to keep official minutes. This will facilitate follow-up casework and assist in tracking the commitments made by agencies to the cases.
· Treatment of cases generally is done in one of three ways or any combination of them. In small groups, case management may take place around the table at the meetings. As groups get larger and more community issues appear, casemanagers may meet separate from the LTRC and present an anonymous, composite report of each case to the committee. This can help to keep the air of casework more confidential. A third approach could be for case managers to meet separate from the group, share basic information about each case to avoid duplication and then each case manager access resource providers directly to secure the needed resources for each case.
· Planning for discord and setting boundaries
· Most groups at some time reach points of conflict around funding, resourcing, process or political sensitivities. It is important for the group to have an agreed upon plan for intervention from the beginning.
· If necessary, mediation or conflict resolution services may be available from social service agencies in the area or from a University Extension Service for little or no cost.
· A commitment to evaluate and adjust the group regularly, as the need presents
· Flexibility is a key word in the ongoing work of the disaster recovery organization. Rules may change. People will change their minds. Direction of the group may change without anyone having noticed unless the group plans to evaluate its mission, guidelines , structure and process at regular intervals.
· A closing or transition date
· Once the group has determined its case management procedure it will be possible for it to look at the potential number of cases of all the agencies, balance this against the number of cases closed each week and arrive at a "sunset" date for the group. The date should remain flexible depending on the scope and size of the disaster.
· As the sunset date approaches, members of the group will need to prepare for a clear process of closure.
· Evaluation of the process and debriefing of all workers are important parts of the closure process. This can be a time to celebrate accomplishments and a time to grieve over cases that may be left unfinished.
· Talk of transition can become a way to avoid closure. There can be a reluctance to let the organization die sometimes indicated by workers drumming up questionable cases relating to wants rather than needs.
· It is important to honor the timelines of the commitment made by agency members to the LTRC and close the LTRC when the work is complete.
· One of the options for transition is having a local agency take over the responsibility for the cases and agree to follow-up any late applications for assistance. This should occur only after all cases, at the time of transition, have been resourced and closed.
· Some members may want to shift the focus of the group from recovery to preparedness for future disasters. If this becomes the direction the group would like to transition to, contact local Emergency Management to find ways to accomplish this.
Stages of a Long Term Recovery Committee
Group process happens in stages. This is a normal part of individuals coming together for a common purpose. The following are the stages that might be expected to occur as your LTRC moves forward.
Stage 1 A Collection of People and Agencies
· A group of individuals, agency representatives and local advocates come together because of a common concern for the survivors who have needs
· They may or may not be familiar with each other
· There are first attempts to organize and name a convenor
· Committee begins to sort out who has resources and what kinds of resources are available in the service area
· Attitude of the group may be that they are ready to deal with each and every need that presented to the group immediately - "Let's get it fixed!"
· Will readily do referrals rather than in-depth casework
· First understandings of client confidentiality are established
Stage 2 Making the Connections
· Group begins to make connections with the upper levels of their various agencies for resources, training, communications and support
· Begin to discern the those who bring material, financial or personnel resources from those who have other motives or agenda's for the group
· Begin to identify and incorporate the funding sources which are outside the current membership of the committee
· Define and refine the funding channels
· Begin to know each other well enough and build trust levels that allows for consulting on each other, sometimes outside of committee meetings
· Still may be dealing with cases on an individual agency basis.
· May still be inclined to refer rather than do casework
· Group members begin to know the channels for fact and information gathering, correcting misinformation and verification of information
· Concept of casework becomes more clearly understood with cases being presented at meetings by participating agencies
Stage 3 Collaboration and Consultation
· Casework becomes more sophisticated so that referred cases rarely come back with requests for further documentation
· An understanding and definition of disaster related needs emerges
· Cooperative work on recovery plans is done
· Cooperative responsibility for determining the unmet need of the survivor is done
· There is monitoring and follow-up on agency commitments to cases
· Ability to interpret and access existing resources from local, state and federal resources
· non-disaster case needs are referred to programs having appropriate resources or services
· Willingness to hear and brainstorm on interim case presentations is achieved
· A vision of existence beyond disaster recovery begins to emerge
Stage 4 Moving into Completion and Maturity
· The committee has matured in relationships and responsibility sharing
· An ability to deny assistance when not with in the ability of the committee to meet the needs or beyond the purview of the committee
· Ability to close out cases
· May or may not continue beyond disaster recovery and may or may not take on other community functions (i.e. preparedness or response to chronic community issues)
The resources in this document have been compiled for use as a tool by anyone with disaster case management responsibilities. It is intended to be used to assist with the preparation of cases and case presentation to the Long Term Recovery Committee.
Case management can be done in a series of steps. The following information is provided as a model for the steps that has been proven effective.
What is an unmet need?
· A disaster-caused serious, unmet need is something the survivors can't provide for themselves.
· It my be a loss of life, injury, income, housing, vehicle or household goods.
· It may be caused by stress.
· It is NOT a pre-disaster condition.
· It is NOT an ongoing social issue.
· It should not be an upgrade to the client's previous living condition.
· It should be identified by the survivor, verified by the caseworker, and agreed upon by the recovery group.
Level One
· It is necessary only for the survivor to get back on their feet - not provide assistance whose only use is to keep the "wolf from the door" one more month. It should not be an upgrade to the survivor's previous living conditions. (Example: making a renter an owner.)
· It is NOT a pre-disaster condition. It is NOT an ongoing social issue. Everything may seem to be "related to" or "aggravated by" the disaster, but the need should be caused by the disaster.
Level Two
· In special cases, if the original committee still has funds available, cases may be considered for measures that would lessen the impacts of future occurrences. For these cases, it should be determined whether the assistance is feasible and cost-effective. (Example: elevating a structure that is subject to repeat flooding.)
Definition of Case Management
· Casework Management is a method of providing services whereby the case manager assesses the needs of the survivor and develops a recovery plan with the survivor to address those needs.
· Casework Management occurs both with the survivor and the resources. It may involve a wide range of agencies.
· Some expectations of the casework process would include:
· A primary case manager for each case
· Case managers who will interview the survivor, verify information, help write a recovery plan, present unmet needs to the recovery group and do follow-up to close the case
· Those with assistance resources would participate in the recovery plan as guidelines allow
· Confidentiality and conflict of interest breaches will not be tolerated.
Case Manager Responsibility
· Case manager will develop a resource list composed of inter-agency contacts, and have a working understanding of the programs available
· Assists the client to develop a long range recovery plan, explore all available options, identify client's own resources and access government and community resources that will address disaster-caused needs.
· Helps client develop a plan of action
· Assesses unmet needs, with the client, through interviewing, making appropriate referrals, and providing advocacy for the client
· Keep a written narrative of the work done on the case.
· Presents case to the LTRC
· Responsible for communicating back to the survivor the assistance to be provided from the LTRC and any limitations to the assistance available
· Make any necessary referrals to fill gaps in assistance
· Verify the results of the assistance provided in order to close the case.
Client Responsibilities
· Client needs to be willing to accept responsibility for own recovery.
· Must be prepared to cooperate with the case manager in giving information about their resources and situation, to assist in completing forms and be available for discussions with the case manager.
· Willingness to participate in whatever way they can in their own recovery, exploring all available options, identifying their own resources, accessing public and private resources, make decisions, carry out the recovery plan and follow through with referrals
· Willingness to provide documentation and verification that are required for the completion of the casework process.
· Willing to explore ALL options and all available resources that will help in their recovery.
· The survivor will need to accept the possible limitations of the LTRC assistance.
Casework Process
Effective case management can be accomplished through a series of steps in case work.
1. Screening Clients
2. Interviewing
3. Verification of information
4. Identifying survivor participation
5. Presentation to the LTRC
6. Follow-up and closure
Case Manager Preparation
· Develop a resource list. Create a file and put every handout and flyer relating to disaster information into it.
· Know the local agencies who have resources available. It is not important to know all the details of every program but a working knowledge of them for timely referrals is important
· Develop interagency contacts. Learn the names and phone numbers of the contacts. The important thing to know WHO to contact!
· Share information with other case managers.
Social Sensitivity and Developing Rapport
· The case manager should show a caring and yet professional attitude. Developing and maintaining a positive relationship with the survivor will establish rapport enabling the case manager to be most effective in helping the disaster survivor.
· The case manager must respect individual and community standards and customs that differ from their own.
· Case manager should be familiar with community based issues which may impact the survivor's recovery plan, but discretion should guide the case manager's involvement in those issues.
· Sensitivity and knowledge of the effect of the disaster on those in the affected areas is vital. If the survivor and their situation are respected, confidentiality becomes easy.
1. Screening for Disaster Related Needs
Screening is the process which determines whether or not a disaster-related need exists. It may also determine whether or not the survivor fits the agencies requirements. When the stated needs are of the type that are usually seen in the emergency stage (basic needs… food, rent, clothes, utilities, etc.), the case manager should determine whether or not it is a disaster-caused need or if it is an ongoing social need and whether it should be addressed in the current phase of recovery.
Screening is not meant to take the place of an on-site visit or face to face interview with the survivor. It is important to know the information needed to fulfill the agency and/or recovery group program requirements. Develop a list of questions to use as a tool to obtain the pertinent data.
Some suggested questions that could be included when screening a survivor:
· Where were you and what happened at the time of the disaster?
· What damage was experienced as a result of the disaster?
· Have you received assistance from FEMA?
· What other agencies have given you assistance? And for what?
· Were you a renter or owner?
· Were you unemployed due to the disaster? Have you returned to work?
· What about insurance?
· What is you recovery plan? Have you started your recovery plan?
· What has been done? What is remaining?
· If you plan to rebuild or repair, have you obtained building permits?
· Do you have estimates for the repairs?
· What about elevation? Are you considering it?
· Are you in a "buy out" area?
The following page contains a sample document which may be used to screen clients. It is suggested that this form is not appropriate for use in the initial contact with the survivor at the scene of the disaster.
SAMPLE
Client Name___________________________________________________________
Pre-disaster address_________________________________________________________
Current address_________________________________________________________
Phone_______________
__Own __Rent __Temp Housing
__SFD __MH __Duplex amount________
__Destroyed __Major __Minor __Home Repair
__Insurance ( ) structural ( ) contents amount________
__IFG
amount________
Owners __Other
Date purchased_________________ amount________
Price _________________
Balance _________________
Own land? ( ) yes ( ) no
Recovery Plans
Has family established a plan for recovery? ( )yes ( )no
Explain: ___________________________________________________________________________________
__________________________________________________________________________________________
___________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
What remains to be done? ___________________________________________________________________________________________
____________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
____________________________________________________________________________________________
SAMPLE
(page two)
Are insurance, federal, state, local and/or family resources sufficient to meet disaster-caused needs? ( )yes ( )no
Explain:
________________________________________________________________________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________
What is family's stated need?
________________________________________________________________________________________________________________________________________________________________________________________________
Has family obtained estimates for repairs or replacement of the residence?
( )yes ( ) no
Amount of estimates _____________
Obtained permits/inspections? ( )yes ( )no
Checked elevation requirements? ( )yes ( )no
Further agency involvement needed? ( ) yes ( )no
Explain:
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Name of person completing form_____________________________________________
Date:_______________
*Comments
____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
_______________________________________________________________________________________________
______________________________________________________________________________
*Include number of family members and ages, when available
2. Interviewing the Survivor
Once it becomes apparent that a disaster-related need exists, the casework process begins. Rapport must be established to enable the case manager to be most effective in helping the disaster survivor. The requirements of casework and eligibility may appear to some applicants as unwarranted intrusion into their personal affairs; to others, a wise, business-like procedure. A "social work" model of approach may seem less intrusive than an "investigative" approach.
The interview process should result in an action plan, and goals that lead to recovery. There may be several interim plans before the best possible solution to the situation is found.
· The case manager should allow enough time for the interview and provide for as much privacy as possible. They should not be afraid to ask specific questions but should realize that some of the questions may be difficult to answer.
· The survivor should be given a chance to answer one question before being asked another. The case manager should answer the survivor's questions, give necessary information, and explain thoroughly, but be willing to admit what they do not know.
· The case manager should be flexible enough to let the interview move in the direction that a survivor desire, if that seems promising. The survivor may still need to tell their "disaster story" one more time, or may feel very angry about having to relate the story and the information again.
· Sometimes it is necessary to asset the client in developing a number of alternate plans. A basic budget can help to show the practicality of each plan
· Building and repair assessments assist the case manager and the client by determining the specific damage to be repaired or replaced
· Keep a running narrative of the work done on each case. It will be very helpful when compiling information for presentation to the LTRC
· Caseworkers must keep in mind that each survivor has the right to make their own decisions, however, guidance toward the most appropriate decision may be necessary.
· Helping a survivor reach their own decision involves:
· Encouraging the survivor to indicate what help is needed and wanted
· Assisting in consideration of possible approaches or solutions and resources
· Clarification of the survivor's wishes
· Helping to estimate what can actually be done.
· Have the client list their priorities, then put them in order. Turn the priorities into goals the client will work towards. Make the goals clear, realistic and measurable
· Begin listing the steps required to meet the goals, Focus on identifying responsibilities so that the client is left with a "TO DO" list. It may include collecting estimates, making phone calls, or obtaining copies of needed verifications.
· An unmet need exists when there seems to be no personal or public resources available. Completion of the recovery plan and action items will clarify this and may result in identification of further resources. If not, the unmet need may then be identified for presentation to the LTRC
· MAKE NO PROMISES TO THE CLIENT ON BEHALF OF THE LTRC.
· When closing the interview, consider the following:
· Did you get the necessary Releases of Confidential Information signed?
· Did you share all relevant information with the client?
· Have you reached the objectives of the interview?
· Did you summarize the points the client needs to remember?
· Did the interview meet the clients needs?
· Do you have questions that still need answered?
· If another meeting is required, has it been set?
· If you gave referrals, does the client have written copies of them?
EACH CLIENT HAS THE RIGHT TO MAKE HIS OR HER OWN DECISIONS WHETHER OR NOT YOU AGREE WITH THEM
Other Issues Relating to Casework
· Re-occurrence of the disaster (i.e. additional flooding), further investigation or additional damages found during repairs may require a reassessment of the clients plan and may establish a higher eligibility level for some programs
· The casework process will often reveal a source of assistance which has been over-looked or for which reconsideration could be requested.
· Asking for reconsideration is a common part of the case manager's role. It is important that the case manager be aware of and adhere to the restrictions created by timelines associated with applications, appeals, and reconsideration periods, particularly when dealing with governmental disaster programs. They must communicate those deadlines to the individual and families involved.
Pitfalls of Case Management
· The case manager should not impose their morals and standards on the survivor.
· The case manager should not have pre-conceived notions or ideas about the survivor's economic situation, life style or present condition.
· Over-involvement must be avoided. The survivor has enough trouble trying to sort out needs without the case manager getting so involved that the true needs cannot be seen. The case manager should not attempt to "do it all" for the survivor.
· It is the survivor's responsibility to own their recovery. The case manager's role is to assist and guide when necessary.
· Assistance should be provided to all survivors in a consistent and empathetic manner that will enable individuals to become independent and self-sustaining. This consistency will be attained when clearly defined assistance guidelines have been established.
· The case manager should not accept generic or open-ended answers. Specific questions regarding relief needs should be asked.
· The case manager should not discuss other cases with the survivor. The survivor's rights should always be respected.
· The recovery group is not an organization passing out assistance to anyone who asks or perhaps not even to everyone affected by the disaster. The case manager and the LTRC's job is to find out how to give assistance to those who will not make it without outside help and providing only what is necessary to get people back on their own.
3. Verification of Information
This process involves verifying that the loss was suffered as a result of the disaster, what has been received from all sources of assistance, and what assistance is still needed.
· The case manager should be sure that the survivor has accessed and used all available resources, particularly government resources (FEMA, State IFG, etc.). Not applying for all forms of available assistance may result in loss of future assistance or implementation of recoupment procedure.
· A basic budget, listing of family assets and a listing of debts will be required to show that the survivor does not have the resources to complete the recovery.
· Structural repair assessments assist the case manager and the survivor in verifying the specific damage to be repaired or replaced.
· If the survivor is a homeowner, a copy of the deed and last year's tax returns may be needed.
· Similar verification will often be required for the loss or damage of personal property, medical, funeral, and other disaster-related expenses and losses.
· Bank balances and insurance policies also need to be verified. The confidential release must be used to get these documents.
· The case manager should ask only for the information required completing the case work-up.
· The case manager should explain to the survivor that the survivor's right to confidentiality will be respected. The case will not be discussed with any other survivor, nor will the case manager discuss or compare another survivor's case. The agencies involved in the LTRC should be identified.
· The case manager will inform the survivor about the recovery group and its process, explaining that it will be necessary to divulge some information to allow the other agencies to consider offering assistance.
· The case manager will explain that a signed "Release of Confidentiality" will be required to document the survivor's approval for necessary information to be revealed. The caseworker should explain how that release will be used and identify agencies and individuals who may have access to information about the survivor.
· The case manager must also have signed releases to talk with specific businesses or individuals about the survivor.
4. Identifying Survivor Participation
If the survivor appears unable to accomplish tasks or make decisions, resources should be identified to assist the individual to complete each task.
· Sometimes a contract between the case manager and the survivor may be necessary to complete a case.
· If the survivor is not timely about getting the needed information or doesn't supply it, the case manager should write a letter stating what is needed and give a deadline for compliance. However, factors such as language barrier literacy, etc. should be considered at this stage as well.
· Having the survivor do this work is often therapeutic. It allows them to begin regaining some control over their life.
· Another form of participation is when the survivor and/or family members determine that they can do a portion of the repair or rebuilding work without a contractor or volunteer labor. This participation should have a dollar value assigned to it at the going local rate for labor.
5. Case Presentation to the LTRC:
· Interim Case Presentation:
Generally, a case will be presented to the recovery group only when the casework is complete. However there are situations when an Interim Presentation may be appropriate. If the case manager needs assistance or creative problem solving to enable them to move ahead with the casework, Interim Presentation may provide those creative resources.
As a courtesy, the case manager should state clearly that gathering information or ideas is the intent…and not use the Interim Presentation as a substitute for doing the casework.
· Presentation After Completion of Casework:
In general, only after determination of the unmet needs and all verifications required by the committee are completed should be the case be prepared for presentation.
· The case manager should bring copies of the appropriate presentation form, signed release of confidentiality forms, budget, all estimates, and other pertinent documents to distribute to agencies that may be willing to assist. (Sample forms are provided in this guide book.)
· The case manager should respect the survivor. Confidentiality should be maintained, but use of the family name is suggested rather than codes of letters or numbers; no more information than that which is required to present the needs should be given.
· During the presentation, the disaster-related needs should be summarized. The case manager should be specific in identifying the unmet needs.
· The caseworker should itemize what is needed to complete the recovery. If there were alternatives, the case manager should explain why they were not chosen.
· The case manager should explain how the survivor has participated in the recovery plan.
· It should be determined which agency will maintain primary case responsibility.
· Commitments by Agencies
· Letters of Commitment have been used in some groups to track commitments and as an opportunity for clarifying the commitments made.
· The commitments should be recorded. The agencies providing assistance should commit to a date the funds or services will be provided and identify whether delivery will be to the survivor or a vendor.
· When the last commitment has been assigned, the casemanager will begin follow-up.
6. Follow Up
· The case manager has the responsibility to report back to the client on the status of their case
· The case manager should make sure that the survivor understands any commitments for assistance and how that assistance will be provided
· The case manager should follow up with the agency making the commitment. If the completion dates are missed, the agency representative should be contacted for additional information.
· It may be necessary to bring the case back to the recovery group for reconsideration for additional resources.
· The case manager should report regularly to the LTRC on the status of the survivor's recovery until the case is closed.
· When all stated needs are met or it is determined that the need cannot be met, the case is closed to the recovery group and to the case manager's agency, if appropriate.
· A follow-up report should be made back to the LTRC on the results of the commitments
· The case manager should keep in mind that sometimes all needs couldn't be satisfied. It is no fault of the case manager, the survivor, or any other agency
Agencies providing assistance may require survivors to register (i.e. FEMA, Red Cross). Often another agency, working with the LTRC, will request a list of clients who have registered with FEMA or Red Cross in order to identify and assist those clients. It is NOT possible for such a list to be provided to the LTRC or any agency participating in the LTRC. A client must complete and sign a Release of Confidential Information (RCI) for EACH agency they have registered with in order for that agency to release ANY information (including verification that they have registered.) A sample RCI follows.
RELEASE OF CONFIDENTIAL INFORMATION
A. _______________________, hereby authorize the Long Term Recovery
Client Name
Committee to release to the agency or person designated below any information
maintained by the Long Term Recovery Committee that is relevant for the purpose of
providing assistance for my disaster needs caused by ____________________________.
Name of Disaster
B. ________________________, hereby authorize the agency or person
Client Name
designated below to release to the Long Term Recovery Committee any information
maintained by the agency or person relevant and necessary for the purpose of providing
assistance for my needs caused by _____________________________________.
Name of Disaster
C. I further understand that the release of information does not guarantee that
assistance will be provided, but that without the information my case cannot be presented to the Long Term Recovery Committee for consideration.
Name of Agency or Person Designated:
______________________________ __________________________
Signature of Client
(Head of Household) Signature of Client
(Spouse)
___________ ________ __________ _______
*Identification Date
____________________________ _____________________
**FEMA Control number
____________________________
Pre-disaster address of client
*Identification should verify client's pre-disaster address. (Driver's license, utility bill, etc.)
** Control number is not a guarantee of assistance from FEMA. It is for tracking purposes only.
Legal Requirements
Confidentiality is a legal consideration for the LTRC and individual participants. Breaches in confidentiality may result in legal actions against individuals, organizations, and the Committee itself. Confidentiality is a must, and the survivor must be able to believe in that. But, more importantly, breaching that confidential information, even inadvertently, may become a serious legal issue for the recovery group.
· Although confidentiality is of the utmost importance, most recovery groups operate with disclosure of the family name of the survivor when reviewing cases for assistance. This gives all agencies the opportunity to verify previous assistance, and helps prevent duplication of benefits. It may also prevent conflicts of interest on the part of a case manager or agency.
· Some recovery groups have a statement at the top of the meeting sign-in sheet, reinforcing the commitment to confidentiality. Others regularly use a "Statement of Confidentiality" forms which reinforces the commitment to confidentiality at each meeting of the group or when new representatives/visitors/agencies join the meeting.
Vendor Confidentiality
· It is important that vendors paid to provide goods and services to disaster survivors be informed and reminded that the services provided to families and individuals need to remain confidential. This has been a common issue among Disaster Recovery Groups in past operations.
· The importance of client confidentiality extends to all those that service a client's case, including vendors. It may be helpful to include a message reiterating the importance of such confidentiality to the vendors you select along with any voucher or payment sent. Many groups have contacted Legal Services or the Bar Association for their community and have sample contracts that are signed by the vendors with a section on confidentiality.
· Alternate approaches may be entirely acceptable as long as they are presented up front. It is much easier to deal with such breaches in confidentiality by stopping them before they start rather than to dispel rumors after the fact.
Conflict of Interest
· Conflict of interest can occur if the case manager is a victim of the disaster or has family members directly involved. It is very difficult to be impartial when a case manager is involved in their own or their family's recovery.
· A non-involved eye may also see different perspectives and more options.
· It is possible for an agency to have a conflict of interest in managing a particular case because of previous relationships or experiences with the survivor. In most cases, where there is partiality toward an individual or group of individuals, it will most likely be to the detriment of other survivors.
· If the possibility of conflict of interest occurs, the case manager and/or the agency should transfer the case to another manager. The recovery group may want to do this decision-making by consensus, or agencies may simply agree on the transfer.
Volunteer Workers
· Coordination of volunteer labor can be a monumental job. It is recommended that the Recovery Group not take on this portion of the recovery activities, but rather be informed by the process. Often, there is a local agency who has experience in volunteer coordination - enlist their help.
· The agencies that are receiving and coordinating volunteers belong at the LTRC table to help complete a recovery plan.
· If the LTRC does need to manage this facet of the recovery process, a volunteer coordinator position may need to be created. The casework presenters may consider volunteer labor as a resource and bring those needs to the table.
· A volunteer coordinator works closely with volunteers, with donors, agencies in the disaster-affected area and with the disaster survivors. They are the key to connecting valuable labor with critical needs.
· The volunteer coordinator may oversee a number of functions including, but not necessarily limited to the following:
· Donations of supplies and equipment
· Requests for needs and services
· Hospitality/accommodations
· Obtaining needed supplies and equipment
· Work-site supervision
· Publicity and communications.
· It is important that the volunteer coordinator be a good steward in overseeing the use of in-kind donations as well as the use of volunteer time and energy.
· When people give time and effort, they are attempting to do something useful and worthwhile. The task of the volunteer coordinator is to channel this desire to help where it will meet the greatest needs of those persons affected by the disaster, always keeping in mind that the needs of the victims are a greater priority than the needs of the givers.
Common Personality Traits in Helping Professions
When recruiting and assigning volunteers to various duties, it can be helpful to look for the following traits:
· Highly dedicated and very loyal
· Need to be in control. (Doesn't mean the need to control other people.)
· Somewhat obsessive and very self-critical.
· Somewhat compulsive.
· Highly motivated by internal factors. Not in it for self or prestige. The rewards come from helping people.
· Action oriented - "do'ers not be'ers".
· Like to find solutions.
· Like stress response and high stimulation (to a point).
· Like immediate gratification.
· Like to finish one situation before moving on.
· Easily bored and like gimmicks.
· Take risks (mostly with emotions).
· Need to be needed. Hard to say "No" when asked.
· Always let people know how to reach us.
· Biggest frustration is not being needed.
Stress is normal. We all experience some stress on a daily basis but the key is to be able to identify when the stress levels go beyond our "normal" coping ability. Survivors of the disaster event will have opportunities to talk about the event and access to support and encouragement. It is important that those in the "helper" roles seek out opportunities for support and encouragement also.
External Factors Contributing to Stress in Helpers
· Emotionally taxing work with people who have major problems.
· Role ambiguity.
· Confusion about what the job really entails makes us work harder hoping that the extra effort will cover all the bases.
· A need to control. Over time we move from the need to be in control to the need to control.
· Rigidity, using the same solutions.
· Seeing survivors as a mass rather than seeing them as individuals needing service.
· Wanting money and/or prestige as reward for our efforts.
· Anger, paranoia, and suspicion. Other people needing us can make us feel burdened.
· Self-destructive behavior. Alcohol and drug use.
Strategies for Self-Care
It is difficult (if not impossible!) to take care of others unless we take care of ourselves first.
· Reduce factors that contribute to stress. Think CATS : Caffeine, Alcohol, Tobacco and Sugar. Excessive use of these in stressful situations reduces the ability to cope with stress.
· Learn the difference between self-indulgence and self-care:
· Self-indulgence rewards the self for whatever reasons and can be destructive.
· Self-care has as its goal long-term holistic (integrated) health.
· Negotiate limits on your job, hours, and the responsibilities you will not be able to handle or get done.
· Make a work plan: set a plan at the beginning of the work week; rework at the beginning of each day.
· Never handle a piece of paper more than once (don't open your mail until you are ready to read it).
· Discover one or two activities that can captivate your mind and energies completely.
· Since the mind can focus intently only on one thing at a time, get interested in hobbies, sports, arts, reflective, and expressive work that will engage you and relax you at the same time. (Golf, tennis, and the like may provide some exercise, but can be stressful enterprises in themselves.)
· Questions to ask yourself:
· Do you have things you enjoy doing that take your mind completely off worry?
· Are they readily available?
· Is there something else you've been meaning to try but have been putting it off
· Learn the difference between good and bad stress.
· Learn relaxation techniques.
Results of Unmanaged Stress
· Less trust in fellow humans.
· Helplessness, feeling overwhelmed.
· Decreasing esteem for others. Begin to see badness in the world.
· Decreased feeling of safety: We know what tornadoes, floods, earthquakes can do to life and property.
· Isolation. We want to talk about it; few want to listen to our war stories. Begin to think that no one understands.
· Shutting down. We're used to being able to handle things; but in stress we shut down.
COMMON MYTHS AND RUMORS
I got assistance from ARC, so I can't get help from FEMA. FALSE
FEMA coordinates a variety of programs including housing assistance, low-interest loans, grants, unemployment and tax assistance, and others. These programs are different than the emergency food, clothing, and shelter provided by the ARC and other voluntary agencies. Don't disqualify yourself! Register by calling the toll free FEMA Teleregistration Number. Even if you get help from a voluntary agency, you should apply for FEMA assistance through the Teleregistration Number.
I don't have flood insurance, so I can't get any help. FALSE
You may receive FEMA assistance even if you currently do not have flood insurance on your home. However, if you live in a floodplain, you may be required to purchase low-cost flood insurance when assistance is provided. This will provide insurance protection against future floods.
Sure I get flooded sometimes, but I don't need flood insurance. Disaster programs will always take care of all of my needs. FALSE
The disaster programs now available were triggered by the presidential disaster declaration, but not all floods qualify for a declaration. If your home is flooded in the future, you may have losses for which there is not State/Federal help.
You have to be poor to quality for disaster aid. FALSE
Disaster assistance programs are available to all people regardless of income. The programs are not a form of welfare, and are available to people in any disaster-declared area. They are designed to help people who have uninsured and underinsured losses, and are available regardless of race, creed, color, sex, religion, national origin, handicap, or economic status. If you believe you have been discriminated against, contact the State or Federal Coordinating Officer immediately.
My home is still flooded. I can't get help until the floodwater goes down.
FALSE
Don't wait for the floodwater to go down to apply for assistance. The sooner you apply, the sooner you'll get help.
I have insurance. There isn't any other help available to me. FALSE
Insurance is your primary source of funding to put your house and your life back in order. However, disaster programs can help with things that insurance may not cover, such as help with paying your rent or mortgage.
Only business owners can apply for Small Business Administration (SBA) loans. FALSE
SBA low-interest loans are made to homeowners and renters to help pay for flood-related losses to your uninsured or underinsured home and property. SBA offers low-interest loans to eligible businesses, as well.
I applied for disaster assistance two weeks ago. Since then, my property has been flooded again, and now there is even more damage. I can't get any more help. FALSE
If you have already registered for disaster assistance, all you need to do is call the Disaster Information Hotline and tell them about the additional damage. When you call, give the control number printed at the top of your original application, and FEMA will update your application. There is no need to call the Teleregistration Number again, or to return to a Disaster Application Center.
There's no point in applying for help. It takes too long. FALSE
FEMA processes housing assistance applications quickly. As soon as your application information is verified, a check will be mailed to your current address. Most eligible housing applicants will receive a check within one week.
I'm self-employed and can't work because of the floods. I can't get unemployment. FALSE
Disaster Unemployment Assistance is available for individuals out of work because of the disaster, including self-employed persons, farm owners and others not covered under the regular unemployment program.
VOLUNTARY ORGANIZATIONS ACTIVE IN DISASTER
Below are members the current member of the National Voluntary Agencies Active in Disasters organization:
Adventist Community Services (ACS)
American Radio League (ARL)
American Red Cross (ARC)
Ananda Manga Universal Relief Team
Catholic Charities USA (CC)
Christian Disaster Response (CDR)
Christian Reform World Relief Conference (CRWRC)
Church of the Brethren (COB)
Church World Service (CWS)
Episcopal Church
International Jewish Vocational Services
International Relief Friendship Foundation
Lutheran Disaster Services (LDS)
Mennonite Disaster Services (MDS)
National Emergency Response Teams
National Organization for Victims Assistance (NOVA)
Nazarene Disaster Response (NDR)
Northwest Medical Teams International
Phoenix Society
Points of Light Foundation (POL)
Presbyterian Church (PDAT)
REACT
Salvation Army (SA)
Second Harvest Food Banks
Society of St Vincent DePaul
Southern Baptist Convention
UJA Partnership of North America
United Methodist Committee on Relief (UMCOR)
United States Service Command
Volunteers in Technical Assistance (VITA)
Volunteers of America (VOA)
World Vision
Resource Preparedness Impact Emergency Recovery
Adventist Community Services - Receives, and processes clothing, bedding and food - Mobile distribution units with bedding and clothing (pre-sorted) - Emergency food - Counseling
American Radio Relay League - Provide volunteer radio communication services to Federal, State, county, local government, and voluntary agencies
American Red Cross - Community Disaster Education - Shelter - Mass feeding - Fixed/mobile feeding - Cleaning supplies - Comfort kits - First Aid - Food and clothing - Transportation - Medical supplies - Disaster Mental Health - Rent - Home repairs - Household items - Short Term Counseling
Ananda Manga Universal Relief Team - Disaster services training in conjunction with other VOLAG's - Volunteers - Medical care - Food and clothing distribution - Stress Management - Long term development assistance - Sustainable economic programs
Catholic Charities, USA - Crisis and recovery needs for local families - Temporary housing assistance for low income families - Counseling programs for children and elderly - Special Counseling services for Disaster Workers
Resources Preparedness Impact Emergency Recovery
Christian Disaster Response - Training volunteers in conjunction with other VOLAG's - Disaster assessments - Facilities for fixed/mobile feeding - Facilities for In-Kind disaster relief supplies - Coordinates collection of donated goods
Christian Reform World Relief Conference - Training volunteers in conjunction with other VOLAG's - Clean-up - Childcare services - Advocacy services - Housing repair and construction - Needs assessment
Church of the Brethren - Training in Disaster Childcare in conjunction with other agencies - Clean-up and debris removal - Cooperative Disaster Child care Program - Home repair and rebuilding
Church World Service - Training volunteers in conjunction with other VOLAG's - Disaster Assessments - Convene local churches to assist in coordinating response - Convene local churches and religious organizations to form interfaith organization
Episcopal Church - Relief grants for basics (food, water, medical, financial) - Rehabilitation grants for rebuilding, replanting. - Counseling
International Jewish Friendship Foundation - Vocational Evaluation - Career Counseling - Skills Training - Job Placement - Drug and Alcohol abuse programs
Lutheran Disaster Service - Preparedness planning - Coordination of 6,000 volunteers - Crisis counseling - Support Groups - Pastoral Care
Mennonite Disaster Service - Clean-up and debris removal - Repair and rebuilding by skilled volunteers - Special emphasis on elderly, handicapped
Resource Preparedness Impact Emergency Recovery
National Emergency Response Teams - Mobile teaching units for educational programs for children - Educational Emergency Preparedness Programs - Food, clothing , shelter - Emergency Mobile Trailer Units (self contained living units for 8-10 people)
National Organization for Victims Assistance - Social and mental health services - Critical Incident Stress debriefings
Nazarene Disaster Response - Clean-up and debris removal - Rebuilding assistance - National Crisis Counseling Coordination
Northwest Medical Teams International - Enlists volunteers to support VOLAG activities - Economic support for supplies for clean-up and reconstruction
Phoenix Society - Social service and emotional support for those who have had burn injuries
Points of Light Foundation - Coordinates spontaneous, unaffiliated volunteers
Presbyterian Church - Training volunteers in conjunction with other VOLAG's - Provides volunteers through Church World Services - Supports Cooperative Disaster Childcare with volunteer workers - Volunteer labor - Material assistance - Counseling
Resource Preparedness Impact Emergency Recovery
REACT - Emergency communications for VOLAG's
Salvation Army - Shelter - Mass feeding - Mass feeding - Temporary shelters - Medical assistance - Counseling - Warehousing and distribution of food, clothing and household items
Second Harvest Food Banks - Collects, transports, warehouses and distributes donated food for other VOLAG's - Educates the public about the problems and solutions of hunger - Develops, certifies and supports local food banks
Society of St Vincent DePaul - Provides social services - Collects and distributes donated goods
Southern Baptist Convention - Training volunteers in conjunction with other VOLAG's - Chain saw crews for debri removal - Provides mobile feeding units for preparation and distribution of thousands of meals per day - Provide disaster childcare - Clean-up activities - Reconstruction assistance - Counseling - Bilingual services
UJA Partnership of North America
United Methodist Committee on Relief - Training volunteers - Organizational skills - Volunteer management - Spiritual and emotional care to disaster victims - Long-term care for children impacted by disaster - Repair and rebuilding assistance - Case Management training
Resource Preparedness Impact Emergency Recovery
United States Service Command - Training volunteers - Provides volunteers to VOLAG's and government agencies
Volunteers in Technical Assistance - Provides telecommunications and information management systems support to emergency management community
Volunteers of America - Makes trucks available for transporting victims and supplies to designated shelters - Collects and distributes donated goods - Provides mental health care
World Vision - Trains community-based volunteers - Clean-up crews - Mobilizes community-based volunteers - Provides consultation services to local unaffiliated churches involved in recovery projects - Collects, manages and organizes community-based distribution of donated goods
Affected Structure:
A structure which received damage but is usable for its intended purpose.
Applicant (Relating to a Major Disaster or Emergency):
· Public assistance - any local or state government, or eligible private non-profit organization submitting a project application or request for direct Federal assistance under the Disaster Relief Act of 1974. The governor's authorized representative takes such action on behalf of the applicant.
· For individual assistance- an individual or family who submits an application or request for assistance under the Disaster Relief Act.
Basement:
Any area of a building that has its floor sub-grade (below ground) on all sides.
Blizzard:
Extensive snowfall of considerable density for more than 3 hours, winds of 32 to 44 miles per hour, and visibility of less than ¼ mile. This becomes a severe blizzard when winds attain 45 miles per hour, visibility approaches zero, and temperatures drop to 10 degrees F or lower.
Civil Resources:
Resources that normally are not controlled by the Government. These include:
· Manpower
· Food and water
· Health resources
· Industrial production
· Housing and construction
· Telecommunications
· Energy
· Transportation
· Minerals
· Materials
· Supplies
· Other essential resources and service
Community:
A political entity which has the authority to adopt and enforce floodplain ordinances for the area under its jurisdiction. In most cases, the community is an incorporated city, township, or village or unincorporated area of a county. However, certain states may have land use authorities that vary from this situation.
Contents Coverage:
Insurance to cover loss to personal property or business property. Contents must be located within an eligible building. Contents within an eligible building that is not fully enclosed must be secured to prevent flotation out of the building during flooding.
Contiguous:
Connected throughout in an unbroken sequence along a boundary. For NFIP purpose, a row of townhouses.
Cooperative Disaster Child Care Program:
A volunteer program administered by the Church of the Brethren (COB) designated to meet the needs of children of victims of the impacted area in the ARC service center and the Disaster Recovery Center.
Coverage (Insurance):
The insurance purchased against specific losses provided under the terms of a policy of insurance. Coverage is frequently used interchangeably with the word protection. Coverage is also used synonymously with the work "insurance".
Crisis Counseling:
The application of individual and group treatment procedures which are designed to improve the mental and emotional crisis and their subsequent psychological and behavioral conditions resulting from a major disaster or its aftermath.
Damage Assessment:
The appraisal or determination of the actual effects on human, economic, and natural resources resulting from human-made or natural disasters.
Deductible:
For any loss covered by insurance, the deductible is the fixed dollar amount or percentage, which is borne by the insured prior to the insurer's liability.
Destroyed:
A facility or structure which, pursuant to Public Law 93-288, as amended, received severe damage and is no longer technically or economically usable.
Disaster Welfare Inquiry:
A service operated by the ARC, usually in cooperation with Radio Emergency Associated Communications Team.
If you have family members in the affected area that cannot be reached, the local ARC chapter can be given information and they will make inquiries about a family situation.
Eight-Step Decision Making Process:
A systematic process developed by the U.S. Water Resources Council as a part of the Guidelines for Implementing Executive Order 11988-Floodplain Management.
Eligible Community or Participating Community:
A community for which the Federal Insurance Administrator has authorized the sale of flood insurance under the NFIP.
Emergency Operating Center (EOC):
The protected site from which civil government officials (municipal, county, State and Federal) exercise direction and control in an emergency. Voluntary agencies such as ARC and VOAD's may also have a liaison present in the EOC.
Emergency Operations Plan (EOP):
A document that describes actions to be taken in the event of natural disasters, technological accidents, or nuclear attack. It identifies authorities, relationships, and the actions are taken by whom, what, when, and where, based on predetermined assumptions, objectives, and existing capabilities.
Federal Coordinating Officer (FCO):
The person appointed by the Director of FEMA to coordinate Federal assistance in an emergency or a major disaster.
Federal Disaster Assistance:
Aid to disaster victims or Local or State governments by Federal agencies under provisions of the Disaster relief Act of 1974, as amended.
Flash Flood:
Follows a situation in which rainfall is so intense and severe and runoff so rapid that it precludes recording and relating it to