disaster preparedness

 

Introduction

 

The NVOAD office has received numerous requests for assistance in establishing state and local VOADs (Voluntary Organizations Active in Disaster). In this booklet, we offer some background and history of the VOAD movement, discuss how NVOAD operates, and detail several of the major aspects of state and local VOADs. We hope this perspective will help readers see how they can fit into the VOAD movement. We have gathered information and advice on forming, maintaining, and strengthening state and local VOADs.

 

A booklet addressing similar concerns was initially compiled and published in 1987. This revised edition includes NVOAD's decisions and insights since that date. We welcome your ideas for improving the content and format of this material. Please send them through mail, fax, phone, or e-mail to the NVOAD staff office. Thank you.

 

We extend to each group our wishes for a successful organization; let us know how we can assist you. Together let us be dedicated to the full and complete recovery of individuals, families, and communities affected by disasters.

 

NVOAD BOARD OF DIRECTORS

October 25, 1997

 

History of NVOAD

 

When disaster strikes—whether flood, hurricane, earthquake, or explosion—lives, homes, communities, and businesses may be damaged or destroyed. The people affected often need serious and substantial short- and long-term help to put their lives back together. Federal, state, and local governments supply resources; voluntary organizations also provide money, volunteers, material necessities, and a variety of expertises.

 

After Hurricane Camille (1969), it became clear to organizations that regularly helped disaster victims that their services were frequently duplicated and uncoordinated. For example, two organizations would be feeding disaster victims on opposite corners. Representatives from seven organizations began to meet on a regular basis to share their respective activities, concerns, and frustrations in disaster response. They developed National Voluntary Organizations Active in Disaster (NVOAD), which now has more than thirty members.

 

The association began its work by conducting annual meetings. The first was in 1971. In 1976, members decided that the national organization would be strengthened through regional meetings, and within a few years, these regional meetings began to concentrate on local leadership. Local counterparts of the national organizations were encouraged to organize at the state level to form a Voluntary Organizations Active in Disaster group (VOAD). From 1977 to 1992, NVOAD's participating organizations and their local counterparts sponsored at least two regional meetings each year, rotating the sites among the ten Federal Emergency Management Agency (FEMA) regions. Since 1992, the regional meetings have been consolidated into one national training meeting for VOADs, called the Annual VOAD Leadership Conference.

 

In the aftermath of Hurricane Hugo and the earthquakes in northern California (both in 1989), it was abundantly clear that NVOAD was necessary, for no one organization could handle disaster response on the scale required. After Hurricane Andrew (1992), the VOAD movement extended to the local level. Disaster response organizations in regions hit by the disaster learned that cooperation at the regional, county, or metro-area level was crucial. In Florida, for example, the disaster did not affect the entire state, just the far south. It made sense for local groups to convene locally instead of in the state capital. In 1996, servicing local VOADs became part of the official mission of NVOAD.

 

NVOAD's Mission

 

NVOAD is a consortium of recognized national voluntary organizations active in disaster relief. Its mission is to foster more effective service to people affected by disasters. NVOAD and other VOADs support and facilitate the delivery of disaster services by their members. They do not themselves deliver response and recovery services. Member organizations support the efforts of federal, state, and local agencies and governments.

 

NVOAD bases its mission on these four values:

 

Cooperation. By this we mean that we need each other, that no member organization has all the answers for the challenges we face. We treat members as partners.

 

Communication. Here we mean the regular sharing of information about our member organizations—their capacities, accomplishments, and commitments. We try to maintain good channels for sharing information, listen carefully to each other, and deal openly with concerns.

 

Coordination. We commit ourselves to work together and not competitively toward our goal of effective service to disaster victims. We seek to match services to need. Through planning and preparation, we equip our organizations to behave in a coordinated fashion in time of disaster.

 

Collaboration. We dedicate ourselves to work together to achieve specific goals and to undertake specific projects at disaster sites. We form partnerships during the disaster response.

 

NVOAD accomplishes its mission in several ways:

 

Convening meetings. NVOAD convenes an annual meeting and occasional meetings as needed. We hold also hold three continuous e-meetings: for board business, situation reports, and general discussion. They are open to all NVOAD and VOAD members. Consult Appendix 1 for information on subscribing.

 

Education. The member organizations provide disaster-related training, often across organizational lines, to increase awareness and preparedness in each organization.

 

Outreach. We encourage the formation of state and local VOADs, and we give prospective groups guidance on getting themselves organized.

 

Publishing. We publish a quarterly newsletter, a directory of member organizations, and other materials as appropriate.

 

Representation of disaster-related concerns to the government. We maintain a relationship with FEMA through a signed memorandum of understanding, and we participate in federal, state, and local disaster planning.

 

Mitigation. NVOAD encourages its members to participate in mitigation efforts to reduce the impact of disasters.

 

 

Membership

 

Membership in NVOAD is open to organizations that are national in scope and purpose. Such organizations should have voluntary memberships and constituencies and a not-for-profit structure (as outlined in Internal Revenue Service regulation 501(c)(3)). They also must be active in disaster, that is, they must have a national disaster response program and policy for commitment of resources (for example, personnel, funds, and equipment) to meet the needs of people affected by disaster, without discrimination as to race, creed, gender, or age.

 

To become a NVOAD member, a qualified organization must take three additional steps:

 

agree with the purpose of NVOAD and encourage members to participate in VOAD activities at all levels;

make an annual financial contribution to the NVOAD budget; and send a representative to the annual NVOAD meeting.

Applying for membership (or renewing membership) is a simple process. The organization sends a letter to the chair of the NVOAD membership committee that details how the organization meets the qualifications for membership. A summary of the organization's program and policies for disaster service must be included. The membership committee, upon review of these materials, makes a recommendation on membership at the next board of directors meeting.

 

Membership in NVOAD may end in two ways: by the voluntary withdrawal of the organization by submission of a letter of separation, or by the organization's failure to meet the conditions of membership for two consecutive years.

 

After the annual membership meeting, the board of directors will notify each organization that has not met the conditions of membership in the past year and remind it of the two-year limit. If there is no contribution or other communication from the non-participating member organization by December 1 of the second year, a representative of the board of directors will make personal contact with the organization, alerting it to its need to meet the conditions by the annual membership meeting or face loss of membership. If the conditions are not met for the second consecutive year, the organization will be notified in writing that its membership has been terminated. If the only condition not met is representation at the annual meeting, and it can be shown to be the result of extenuating circumstances such as the weather, the organization may appeal to the board of directors for continued membership for one additional year.

 

Each member organization has one vote at NVOAD annual meetings; however, organizations are encouraged to have broader representation at annual meetings if possible. The annual meeting is usually held within the first three months of the year. The membership may meet up to three times each year at the call of the president, the board of directors, or two-thirds of the membership.

 

Associate membership

 

Associate (nonvoting) membership status is intended for chartered state VOADs. (Local VOADs are related to NVOAD by virtue of their membership in the state VOAD.) Candidates for associate membership will be admitted upon recommendation of the board's membership committee and approval of the board of directors. Associate membership is for a three-year period, renewable every three years by signing an agreement.

 

Affiliate membership

 

Affiliate (nonvoting) membership status is intended for any organization with disaster planning and operations responsibilities or capabilities that does not meet the requirements for full or associate membership. Candidates for affiliate membership will be admitted upon the recommendation of the board's membership committee and the approval of the board of directors.

 

Leadership

 

NVOAD is led by a board of directors, which acts on behalf of the general membership. This board meets at least twice each year in addition to the annual meeting, and its meetings are open to all NVOAD members. The board consists of nine persons elected from and by the membership for three-year terms; one-third of the board is elected annually. Each board member may serve two consecutive three-year terms. The board of directors has the power to fill vacancies that occur between annual meetings.

 

The board elects a president, vice-president, and treasurer to serve itself and NVOAD. These officers may serve two consecutive one-year terms. The board appoints an executive secretary to keep and maintain minutes and to maintain organizational records.

 

The president presides at meetings, acts as spokesperson and representative, delegates tasks, convenes the annual meeting, and provides leadership.

 

The vice-president acts on behalf of the president in his or her absence and monitors relationships with member organizations for adherence to NVOAD's principles of membership.

 

The treasurer maintains financial accounts.

 

The executive secretary maintains organizational records and correspondence, and handles the day-to-day management of the organization.

 

Support services and resources

 

In conjunction with the executive secretary, member organizations provide key services. Member organizations from the outset have generously and voluntarily provided support services and resources. These range from writing the newsletter and covering printing and Xeroxing costs to video production and other uses of staff time. These contributions are sincerely appreciated and encouraged.

 

In addition to coordinating their efforts on the national level, NVOAD member organizations encourage their state and local counterparts to join with other interested voluntary organizations to ensure an effective response to disasters at the state and local levels. As of this writing (summer 1997), there are state VOAD organizations in almost all the U.S. states and territories, and there are a growing number of local VOADs.

 

The state and local VOADs have accomplished various tasks, depending on their precise structure and mission. Where the VOAD is a loose affiliation of organizations, it has helped build understanding and respect among members. Where the VOAD has elected leaders, met regularly, written and approved a constitution, and developed procedures for readiness in time of disaster, it has brought about the cooperation, collaboration, communication, and coordination NVOAD promotes. In these cases confusion, suspicion, and waste of resources are being eliminated.

 

 

Relationships among NVOAD, State VOADs, and Local VOADs

 

NVOAD and State VOADs

 

Membership by state VOADs in NVOAD fosters good will and cooperation among as many disaster response organizations as possible. When state VOADs become part of the national effort, they benefit in several ways:

 

They coordinate their work with that of NVOAD by participating in the Annual VOAD Leadership Conference and by becoming part of an information-sharing network of disaster response professionals and volunteers. For example, state VOAD presidents receive the leadership newsletter, InTouch.

 

They gain clarity regarding disaster-related issues and government programs, with NVOAD accepting leadership for liaison with the federal government and each state VOAD accepting leadership for liaison with its state government.

 

They share with NVOAD the development and sponsorship of training programs.

 

They become legal subsidiaries of the NVOAD corporation, which is a 501 (c) (3) organization.<>

 

When a state VOAD seeks membership in NVOAD, it agrees to work cooperatively with NVOAD by signing the following statement.

 

A Cooperative Agreement between ______ VOAD and NVOAD

 

The Voluntary Organizations Active in Disaster (VOAD) for the state of ______ would like to work cooperatively with the National Organizations Active in Disaster (NVOAD).

 

1. We accept the purpose and program of NVOAD and subscribe to the same principles of membership for our state organizations.

 

2. We accept the NVOAD structure as a model for our organization and wish to use the NVOAD logo for identification purposes.

 

3. We have adopted a corresponding set of principles and plan of organization and submit a copy to NVOAD with this agreement.

 

4. We seek recognition as a state VOAD and an opportunity to share in the purposes and programs of NVOAD. We will participate in annual leadership conferences and other meetings and share with NVOAD the responsibilities and obligations for such programs.

 

5. We accept our responsibility to maintain and provide NVOAD with a copy of our state VOAD membership roster. That roster will include participating organizations and designated representative(s) including address, phone and fax numbers, and e-mail addresses. We agree to keep NVOAD advised of changes.

 

6. As a state VOAD, we will prepare and provide NVOAD with a copy of our State VOAD Disaster Response Plan.

 

7. We as a state VOAD understand that this is a three-year agreement effective _____ and scheduled to be renewed ____________.

 

NVOAD and Local VOADs

 

Just as state VOADs are NVOAD members, NVOAD encourages local VOADs to join their state VOADs. By this, they have access to the NVOAD information flow and are participants in the organization.

 

State and Local VOADs

 

The relationship between state and local VOADs is similar to that of NVOAD and state VOADs. Because the goal of all VOADs is to maximize cooperation among agencies so that people hurt by disasters may receive help as effectively and efficiently as possible, state and local VOADs will function best when they have close working relationships.

 

Here are several examples of how the organizations can help each other:

 

State VOADs can help disaster response providers in a particular area decide if they should form a local VOAD. Some locales within a state (communities along the Gulf of Mexico coast that are prone to hurricanes, for example) may need or want one, but others may not. A state VOAD representative can present the goals of the VOAD movement and be a liaison between the two groups.

 

The state VOAD should notify all its member organizations of the formation of the local VOAD, encouraging them to assign representatives to its meetings, if possible.

 

State and local VOAD members can sponsor training for their members that is specific to the disasters most likely to occur in their area. They can draw on the resources of their members for such training.

 

When local VOADs join the state VOAD, they are tied to a communication network and have more opportunities for collaboration. In the same way that NVOAD and state VOADs enter official agreements that facilitate communication and spell out the principles of the groups' work in disaster response, state and local VOADs should formalize their relationships in writing.

 

Relationships to Governmental Organizations

 

State and local VOADs work best when they have good relationships with government disaster response organizations. A VOAD could seek the expertise of its state emergency management agency for understanding how disaster response works and for training. Also, a VOAD should invite representatives of such agencies to be liaisons between the VOAD and the agencies. If good relationships are in place, chances are that when a disaster happens, government and volunteer groups will be able to work together more efficiently.

 

The American Red Cross has representatives in each of the ten FEMA regions, two subregions, and at the Emergency Management Institute in Emmitsburg, Maryland. These individuals primarily serve as liaisons to FEMA and as FEMA's liaison to voluntary organizations. Part of their role is to be available as training resources to VOADs. Because of their role, knowledge, and experience, VOADs will find them a valuable place to go with questions about the entire disaster response system.

 

State VOADs should establish close working relationships with their state emergency management agency, yet ensure that they do not come under the agency's direction. Each state VOAD should also identify itself as such to its regional FEMA office. (See Appendix 2 for a list of the FEMA regional offices.)

 

Because VOADs are voluntary organizations, those who provide leadership and are responsible for making, implementing, and evaluating the decisions made by the organization must be members of organizations that are nonprofit, voluntary, and that meet the other guidelines of membership. A local or state government group should not supervise, prepare agenda for, chair, or direct the activity of a state or local VOAD.

 

Potential Members of a State VOAD

 

The state VOAD is generally comprised of the same organizations at the state level as participate at the national level. This of course will vary from state to state.

 

In addition, other organizations that respond during disasters within the state are encouraged to become members of the state VOAD, as long as they meet the appropriate requirements and guidelines for membership used by NVOAD. (For example, a member agency must have a constitution and support an organized disaster response program, and the services and resources that are provided by the organization must be available to all disaster victims.) So, any volunteer organizations that have disaster response capabilities and are supported by a constitution are encouraged to become members. A state VOAD also may offer associate and affiliate memberships to organizations that do not meet the requirements for full membership.

 

Potential Members of a Local VOAD

 

The organizations that may participate in a regional, county, or metro-area VOAD are similar to those at the national and state levels. They may be the regional units of a national or state organization, or they may be other groups with a disaster response capability that subscribe to the mission of the VOAD movement, such as community-based organizations, local religious organizations, or social service agencies.

 

Starting or Revitalizing a VOAD

 

Once potential members have been identified, a local leader or representative of one of the organizations should contact them and see if they want to participate. This could be accomplished by holding an information session open to all potential members at which a representative of NVOAD or the state VOAD could present the vision and goals of the VOAD movement.

 

When a group decides to form a VOAD, the members have several tasks at hand. They need to decide on their mission. They should create a constitution and by-laws, name leaders, decide how frequently to meet (quarterly works well for most groups), and communicate and affiliate with NVOAD (if forming a state VOAD) or the state VOAD (if forming a local VOAD). The NVOAD executive secretary helps groups form VOADs; see the section "NVOAD's Resources" near the end of this document for more information. Also, NVOAD maintains a file of sample constitutions and by-laws that new VOADs may wish to consult.

 

The main activities of a VOAD fall into four categories:

 

Planning. VOADs should have a plan that identifies the primary resources of their member organizations and the roles members will fill in time of disaster. For example, "Group A will handle all clothing donations, Groups B-D will provide emergency food and shelter, Group E will supply volunteers for clean-up but cannot purchase any materials, and Group F will donate cash assistance." The plan should also specify the role of the VOAD in time of disaster.

 

Training. VOADs may sponsor or facilitate the training of members and their organizations for effective activity in all phases of disaster response.

 

Convening. When a disaster occurs in their area, VOADs usually convene their members to share information concerning the disaster and their plans for response. State and local VOADs should work together on larger disasters.

 

Partnering. VOADs should enter partnerships with government emergency management agencies to facilitate communication and coordination.

 

Conducting meetings

 

Meetings allow members to get to know each other and each organization's work, as well as to lay the foundations for coordinated responses in times of disaster. To maximize the attendance at meetings, it is a good idea to send two invitations, one several months in advance, and a reminder two or three weeks before the meeting. The invitations may be by mail, phone, fax, or e-mail, whatever works best for the VOAD members. Schedule an end time for the meeting, and if at all possible, send an agenda with the reminder, so participants know what to expect about the meeting's time frame and content.

 

Four areas form the core of a VOAD meeting:

 

Reports from organizations. Allow time for each member organization to report briefly on its current work relating to disaster. Be clear about time limits, however, so each group gets equal time. For example, if there are twenty organizations and "Reports" are scheduled for ninety minutes on the agenda, each group gets four minutes. Appointing a timekeeper may help keep the meeting on track.

 

Briefing by a government representative. Ask your state or local emergency management agency for a short briefing (perhaps twenty minutes) at each meeting. The briefing may cover new policies or programs or give updates on current ones.

 

In-service education. Offer some sort of training or education at each meeting. Consider arranging presentations by experts in management, volunteerism, human needs, meteorology, catastrophic events, or other pertinent areas. (To pay the presenter, consider asking one or more of the VOAD organizations to provide the funding. Or, if no funding is available, inform the presenter of that fact but let him or her know that the event may provide an opportunity to meet leaders in the nonprofit sector who do regularly hire trainers and consultants.) Perhaps the group could watch a training video produced by FEMA or a member organization of NVOAD.

 

Planning, problem-solving, or decision-making. Working together on a common issue will help the group create and develop its vision for coordinated disaster responses.

 

At the end of each meeting, ask participants to fill out a simple evaluation sheet. You might ask "What did you like best about this meeting?" and "What should we do differently next time?"

 

(These ideas for effective VOAD meetings originally appeared in an article by Monte Sahlin, national executive director of Adventist Community Services and former president of NVOAD, in the Summer 1996 NVOAD Newsletter.)

 

Finances

 

It is appropriate to assess annual dues to VOAD members to cover administrative and operational costs. Usually, member agencies cover the cost of their representatives' VOAD-related activities, such as travel, meals, copying, postage, telephone, and record-keeping.

 

Each VOAD should establish a yearly budget to facilitate fiscal responsibility. Planning a budget helps to define the group's goals, shows where additional resources are needed, focuses the group on finding resources to meet its needs, and creates a balance between needs and resources.

 

At the outset of VOAD budget planning, remember that it is a political process. The more all constituent groups are involved in the process, the more they will understand the line items in the budget, and the more likely they will be to participate in finding or supplying the needed funds.

 

Here is a sample budget process for a state VOAD:

 

In June, the group decides to develop a budget for the next year, from January 1 to December 31, and the chair appoints a committee to draft a budget by the November meeting.

 

During the summer, the committee surveys the members regarding items or programs they would like included in the budget. The committee assembles these items, adding in traditional expenditures and/or items that have been included in past budgets, and attaches rough costs to each.

 

At the September meeting, the committee presents the draft budget to the membership, which reviews and approves or rejects each budget item. Members discuss if and how their organizations can help meet the needs identified in the budget through in-kind contributions, for example, by paying for newsletter printing or providing a plane ticket to the VOAD State Leadership Conference.

 

At the November meeting, the committee presents a final budget, and the members review it and offer and agree on amendments if necessary.

 

When approved, the budget becomes a guidepost for expenditures and income targets throughout the year. The members review the budget quarterly or semiannually.

 

Here is a sample state VOAD budget:

 

Expenses

 

Phone ($50 x 12 months) $600

Newsletter ($200 x 4 issues) $800

State VOAD brochure

Design $250

Printing $650

Other printing (training materials, etc.) $400

Postage ($30 x 12 months) $360

Fax paper ($10 x 12 months) $120

State VOAD pins $150

Special project #1: table top exercise $500

Special project #2: speaker

Stipend $200

Travel $100

State VOAD Conference (fees, travel, food, and

Lodging for one representative) $700

Donations Conference (fees, travel, food, and

Lodging for one representative @ 1 ) $450

TOTAL EXPENSE BUDGET: $5,080

 

Income

 

Dues (20 members x $100) $2,000

Sale of state VOAD pins $300

In-kind contributions

Newsletter printing $800

Postage for large mailings (newsletter, etc.) $300

Fax paper $120

Brochure (design and printing) $850

Fund-raising

Safeway Foods $200

Build-a-lot Temporary Shelters $200

Other $310

TOTAL INCOME BUDGET $5,080

 

(The information on budgeting was prepared by Rino Aldrighetti, NVOAD executive secretary, for the 1995 State VOAD Leadership Conference.)

 

If the VOAD seeks donations or grants from outside sources, it must keep in mind two factors:

 

The efforts of the VOAD must not compete with those of its member agencies.

 

Funding must not restrict the independence of the VOAD to make decisions that are in the interest of its member organizations.

 

When state VOADs are interested in becoming incorporated and filing for tax-exempt status, they are encouraged to first contact the NVOAD executive secretary for current information and guidance.

 

Local VOADs are not, like state VOADs, legal subsidiaries of the NVOAD corporation that come under its Internal Revenue Service 501 (c) (3) recognition. Local VOADs therefore need to function either as unincorporated associations or incorporated organizations under their state law. If eligible, they may obtain IRS recognition under regulation 501 (c) (3). If they engage in fund-raising, they must do so.

 

Staffing

 

In most cases, a small budget and no paid staff will be adequate for a VOAD's purposes. If the VOAD hires a staff person, it should take great care with that person's job description. The staffer should facilitate the goals of the VOAD and add value to the roles of member organizations. He or she should not impinge on or duplicate a member organization's work.

 

Evaluation

 

Each state VOAD should, if possible, establish yearly goals and objectives as a discipline to achieve measurable results. A yearly evaluation helps the VOAD determine whether particular goals have been achieved. An annual report is a way to record your state's activities, providing a historical record for the benefit of members and other interested parties.

 

State and local VOADs can take several steps to establish themselves as participants in the disaster response arena.

 

Establish a mailing address. PO Boxes may be used for this purpose.

 

Obtain your own stationery. Members and other organizations will see that you are well-organized. Personalized stationery creates an impression of seriousness and permanence. The printing cost of your letterhead paper and envelopes can be met by a contribution from one of the participating organizations or as a budgeted item paid for by membership dues. (Contact NVOAD about resources for state VOADs printing their own materials.)

 

Develop a logo. If your VOAD would like to have its own logo, please contact NVOAD for guidance and recommendations before finalizing the design. NVOAD believes a similarity of design among state logos is desirable. Using the logo on all VOAD communications can promote the organization's visibility and name recognition.

 

Publish a simple newsletter—it is a good vehicle to share information and enhance communication among member organizations and other groups.

 

Keep media representatives informed. Get to know someone at the local newspapers, radio, and TV stations. At the least, send editors or reporters press releases and your newsletter. Let them know about your VOAD's existence and activities, before, during, and after a disaster.

 

 

Handling Local Disaster Response

 

When a disaster strikes, the VOAD leadership should swing into action. Michael Bruinooge of Christian Reformed World Relief Committee and former president of NVOAD, offers these suggestions (originally presented in the Winter 1996 NVOAD Newsletter):

 

Gather brief reports from member organizations and share them with the other members. Ask members to report how they are responding to the disaster to a particular person (determined in advance, for example, a VOAD officer). This communication could take place by phone, fax, or e-mail, whichever is quickest and most useful for the members. This information sharing may foster coordination among organizations on particular projects.

 

Convene a meeting of VOAD members at or near the disaster site. Do this through a member organization that is equipped to publicize the meeting and help lead it. This organization is usually the American Red Cross, through its VOLAG liaison officer. Such a meeting creates the conditions for coordinated responses by VOAD members and gives visibility to the VOAD and its ideals. At the meeting, member organizations should tell what their organizations are doing, be alert for any areas of duplication, and look for ways to coordinate their responses. Depending on the severity of the disaster, subsequent meetings may be scheduled.

 

Work behind the scenes to identify a group or groups to guide the long-term recovery. Stay involved with disaster response events as they move into the recovery phase. Use your experience and judgment to encourage the creation of a resource coordination committee—this group will often have a strong interfaith organization as a member. Also, if a number of community-based organizations new to disaster relief are interested, the time may be right to help them create a new local VOAD, which could look beyond the recovery efforts to "the next time."

 

When the recovery is well underway, convene a special VOAD meeting. Members will have some perspective on the disaster response, and they will have experienced how essential coordinated action is to effective responses. The lessons of the disaster will be vivid; take advantage of the opportunity! Discuss what has been learned, revise plans, strengthen preparedness, and recruit new members.

 

Throughout your response, always remember that a state or local VOAD, like NVOAD, has no role in providing direct services to victims of disaster, and no VOAD member organizations should be asked to provide such services on the VOAD's behalf. All direct services are to be provided only under the auspices of the member organizations themselves.

 

NVOAD's Resources

 

NVOAD has several resources to help state and local VOADs become effective organizations.

 

NVOAD's executive secretary supports existing VOADs and helps develop new ones. Among other tasks, this person provides expert advice and resource materials as appropriate. Because the consultant also maintains a file on each VOAD and a roster of all VOADs, as well as attends all meetings of the board of directors, he or she is able to present a broad view of the VOAD movement and vision. As time and funds are available, the executive secretary may attend VOAD meetings.

 

The members of NVOAD's board of directors are available as their time permits to make presentations, lead training sessions, and provide consultation. However, NVOAD is unable to pay travel and other costs associated with such training and consultation.

 

NVOAD sponsors an Annual VOAD Leadership Conference for the support and training of state and local VOAD leaders. VOADs bear their own costs for participation, but NVOAD takes overall responsibility for the event and assumes some of the coordination costs. American Red Cross special representatives to FEMA are invited to attend. The conference is normally held in conjunction with a meeting of the NVOAD board of directors.

 

NVOAD publishes a quarterly newsletter. It contains information on the current activities of NVOAD and its members.

 

NVOAD maintains a website at http://www.vita.org/nvoad. It also offers two ongoing e-meetings, NVOAD-SR (for situation reports) and VOADNET (for general discussion). To subscribe, consult Appendix 1.

 

For more information on any of these resources or to subscribe to the newsletter, contact the NVOAD executive secretary.

 

In addition, NVOAD encourages state VOADs to conduct annual training conferences for their members. While responsibility for the conference belongs to the state VOAD leadership, NVOAD's consultant and members of the board are available, as their time allows, to give feedback and advice, and to facilitate and lead portions of the conference.

 

Appendix 1: Subscribing to the NVOAD E-mail Lists

 

 

NVOAD maintains two e-mail lists. All subscribers will receive all messages posted to the lists. The first is NVOAD-SR, which stands for NVOAD situation reports. This is the place for national, state, and local members to post their disaster situation reports. It is not a discussion group; it is a place to get information on what is happening on active disasters.

 

To subscribe to NVOAD-SR, send an e-mail message using the following information:

 

To: listproc@vita.org

Subject:

Text: sub nvoad-sr Firstname Lastname

 

Use your first and last names, and do not sign this message or include any other words.

 

 

The second list is VOADNET. It is the place for general discussion of disaster issues and for ways members can learn from each other. (This list replaces an earlier version on Ecunet; the move to the Internet allows for wider participation.)

 

To subscribe to VOADNET, send an e-mail message using the following information:

 

To: listproc@vita.org

Subject:

Text: sub voadnet Firstname Lastname

 

Use your first and last names, and do not sign this message or include any other words.

 

Visit NVOAD on the Web at http://www.nvoad.org.

 

The Appendix with the list of FEMA Regional Offices has been removed.